Start with the procedure requirements
Review the required supplies and quantities with the clinical team. Preference cards and templates are useful starting points, but they should be checked against the scheduled procedure and any changes in requirements.
Record the facility, date and item requirements consistently. A shared record helps teams distinguish a documented requirement from an assumption.
Check usable stock, not just a count
Confirm that the items are available at the facility where the case will take place. Review expiration, location and any reserved or otherwise unavailable stock using your organization's inventory process.
Treat old inventory records as a reason to recheck. A readiness view reflects the records available to it; it cannot confirm physical availability on its own.
Assign each gap to a person
For every missing item, record an owner, next action and follow-up time. Distinguish a vendor inquiry from a confirmed delivery, and a proposed transfer from an item received on site.
If a substitution is proposed, use the organization's authorized clinical approval process. An AI recommendation or supply-chain decision is not a clinical approval.
Close the loop before the case
Share the final supply handoff with both teams. Recheck when the schedule, requirements, stock or expected delivery changes.
Use the downloadable checklist as a conversation starter, adapting it to local policies. It is not a clearance for surgery or a substitute for clinical review.