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How Much PPE Do You Need? A Stock Planning Guide for Clinics and Care Providers
Most PPE shortages in small clinics and care providers aren't caused by supply problems. They're caused by nobody owning the stock count. A simple, written system fixes that.
Key takeaways
- Measure real monthly usage, not guesses.
- Hold two to four weeks of safety stock for critical PPE.
- Reorder point = daily use × lead time + safety stock.
- Give one person ownership of the weekly stock count.
Step 1: Work out your usage
Estimate how many of each item you use per client, shift or procedure, then multiply out to a month.
| Item | Example calculation | Monthly use |
|---|---|---|
| Gloves | 40 client contacts/day × 2 pairs (4 gloves) = 160/day, × 22 days | ~3,520 gloves |
| Surgical masks | 8 staff × 2 masks/shift × 22 shifts | ~352 masks |
| Isolation gowns | 5 gowned contacts/day × 22 days | ~110 gowns |
Even better than estimating: count stock at the start and end of a normal month and use the real figure.
Step 2: Add safety stock
Safety stock covers busy periods, outbreaks and delivery delays. A common starting point is two to four weeks of normal use for critical items such as gloves, masks and respirators.
Step 3: Set a reorder point
The reorder point is the stock level that triggers an order:
Reorder point = (daily use × delivery lead time in days) + safety stock
For example, if you use 160 gloves a day, delivery takes 5 business days and you hold 2,000 as safety stock, reorder when you get down to 160 × 5 + 2,000 = 2,800 gloves.
Step 4: Store it properly
- Keep PPE off the floor in a clean, dry area away from direct sunlight.
- Rotate stock: first in, first out.
- Check expiry dates on respirators, masks and dressings.
- Keep a small "ready" supply in each room, topped up from the store.
Step 5: Make one person responsible
Put stock checks on a weekly roster, with one person accountable and a simple sheet or spreadsheet showing current stock, reorder point and order date.
Buy smarter
- Cartons beat boxes on unit price for items you use every week.
- Standardise on a few products and sizes so counting and ordering are simpler.
- Set up a trade account for trade pricing and easier repeat ordering.
Free PPE planning template
Copy this table into a spreadsheet and fill in your own numbers:
| Item | Daily use | Lead time (days) | Safety stock | Reorder point | On hand |
|---|---|---|---|---|---|
| Nitrile gloves (M) | = daily × lead time + safety | ||||
| Surgical masks | |||||
| P2/N95 respirators | |||||
| Isolation gowns | |||||
| Surface wipes |
Planning for outbreaks
During an outbreak, PPE use can jump several-fold almost overnight, especially gowns, respirators and eye protection. Many providers keep a separate, sealed outbreak kit sized for the first one to two weeks, so they aren't relying on deliveries at the worst possible time.
Stock up for less
Gloves, masks, respirators and gowns in carton and pallet quantities, shipped from our Thomastown warehouse.
Personal protective equipment →Open a trade account →Request a bulk quote →Frequently asked questions
How much PPE stock should a clinic keep?
A common starting point is your normal monthly usage plus two to four weeks of safety stock for critical items such as gloves, masks and respirators, adjusted for your delivery lead time and outbreak risk.
How do I calculate a reorder point?
Multiply your average daily use by the delivery lead time in days, then add your safety stock. When stock on hand falls to that number, place an order.
Does PPE expire?
Many PPE items, including respirators, masks and gloves, have a shelf life. Check the expiry date on packaging and rotate stock so older items are used first.
Is it cheaper to buy PPE by the carton?
Usually, yes. Carton and pallet pricing generally lowers the cost per unit, and a trade account can reduce costs further for regular orders.
Related guides
- Nitrile vs Vinyl vs Latex Gloves: How to Choose the Right Disposable Glove
- N95 vs P2 vs Surgical Masks: What's the Difference and When Do You Need Each?
- Cleaning vs Disinfecting: Getting Infection Control Right in Aged Care and Clinics
Sources and further reading
Last reviewed: October 2026 by the Innovation Project team.