When to Reorder Medical Supplies Before Offices Close

December can be a blur in a medical or dental office. Even if the holidays bring a slight pause in procedures, the lead-up often means packed schedules, early office closures, and a lot of moving pieces. Getting ahead on supply orders is one way we avoid extra stress when things slow down unpredictably.

Offices across Canada run on different schedules near the holidays, so there’s no one-size-fits-all approach. Some close for multiple days. Others stay open but run with a smaller staff and limited support from suppliers or shipping carriers. If we wait too long, out-of-stock notices and delayed deliveries become harder to work around. That’s why we try to plan carefully and buy medical supplies in Canada far enough ahead to keep shelves full and December calm.

Know Your Office's Holiday Schedule

The first step is looking at our own clinic calendar. We check planned closures, partial days, and any staff shortages between mid-December and the second week of January. These small schedule changes can leave gaps in our usual routines.

We make sure every clinic location is reviewed, especially if we work across provinces or operate satellite offices with different hours. Tight winter weather windows or staggered staff vacations can shift what’s possible in terms of receiving, unpacking, or even using new equipment.

A few things that help us stay on track:

• Confirm hours for each office or department

• Add extra time for deliveries in case there’s bad winter weather

• Factor in reduced staff, both for our office and for our shipping partners

Once we know when our teams are off, we work backward to figure out the last safe day to receive supplies before the break.

Watch Vendor Cutoffs and Shipping Stops

Even if we’re open late into December, our vendors or freight carriers might not be. Every supplier handles holidays differently, so we check their schedules ahead of time. That includes warehouse closure dates, shipping cutoff times, and any posted slowdowns due to weather or high seasonal volume.

Ordering early becomes particularly important for higher-use products. Items like hemostasis tools or surgical blades are tough to go without mid-procedure, and they may not be easy to source locally when deliveries are paused. We’ve learned the hard way that waiting too long can mean starting the new year short on basics.

Before placing an order, we check:

• Final shipping days for our regular vendors

• Courier and freight timelines for December

• Any site alerts about limited stock or slow processing

If we know a product gets backordered often, we bump it to the top of the reorder list before the holiday rush.

Prioritize Supplies That Move Fast in Winter

Some tools don’t take a holiday. For example, we tend to go through more sutures, hand instruments, and sterilization trays during December because of tight schedules, last-minute cases, or equipment rotation limits. We’ve found it’s helpful to reorder these items early enough that we’re not relying on any shipments to come in the final days of the year.

It’s not just about high-use items, though. Tools or equipment that are harder to replace during the holidays get prioritized, especially capital items. If a sterilizer fails or an over-the-patient instrument table breaks, we don’t want to be stuck without an easy backup.

Here’s what usually makes our reorder list by early December:

• A full stock of daily-use sutures and hand instruments

• Extra instrument tables or accessories that help organize

• Operating room or dental products that take longer to ship

Looking at seasonal patterns from past years gives us a rough idea of what quantities we’ll need. If we’re unsure, we aim to slightly overstock rather than scramble once shipping pauses.

How Far Ahead to Buy Medical Supplies in Canada

As a rule of thumb, we aim to place our final December orders for core tools three to four weeks before our planned closure date. That creates some breathing room for any winter complications. Snowstorms, shipping backlogs, and courier mishandling can push deliveries back even if we order on time.

Clinics that operate across provinces may need to allow more time if shipping lines are longer or if the products are coming from across the border. The further the delivery, the sooner we try to push that order through.

To stay organized, we:

• Track arrivals using a central checklist

• Flag any items that are delayed or arrive short

• Confirm large capital items well ahead of time, like surgical lights or carts

By mid-December, our goal is to have everything in-hand or clearly in-transit.

Keep Your Team in the Loop

Prepping for year-end isn’t just a manager’s task, it takes the full team watching stock, tracking arrivals, and making sure daily setups are covered. We’ve had fewer surprises when everyone knows the plan for ordering and supply checks.

We usually assign someone to take the lead on:

• Reviewing supply levels each week in December

• Following up on tracking for shipments

• Coordinating day-of arrivals so packages get opened and stored quickly

If we’re expecting new equipment or setup changes during a slower week, we also block time for quick training or orientation. That way, once we’re back in full swing, nobody’s getting caught off guard by a new setup or unfamiliar product.

Plan Ahead, So Winter Doesn’t Slow You Down

Holiday closures are meant to give teams a well-earned rest, not add more stress over missing supplies or equipment that didn’t arrive. By checking our calendars, communicating with vendors, and placing orders early, we’re better prepared to carry through the season without delay.

With a clear plan, we avoid short stock, shipping delays, and those awkward moments when a suture tray runs out mid-shift. Taking a few extra steps now gives our clinic more freedom to focus on patients and start the new year strong and steady.

Staying ahead with your clinic’s supplies makes a busy season much smoother. At ProNorth Medical, we always aim to stock up early so we’re not dealing with backorders or unexpected delays. One way we keep our shelves ready is to consistently buy medical supplies in Canada from a reliable source that fits our schedule, ensuring we have both daily essentials and harder-to-find tools before the holidays. If you have questions about your next order or want advice on product options, our team is here to help.