A Vendor Checklist for Med Spas Adding a Pharmacy Program

A med spa that adds a pharmacy program takes on a new kind of vendor. The checks you run on a laser supplier or a linen service do not cover licensing, prescriber verification or lot records. A written checklist makes the review consistent, and it gives you a record of why you chose the vendor.

Use the checklist below when you compare programs, and again once a year for the vendors you keep. Each section lists the questions to ask and what a good answer looks like.

1. Business basics

• What is the company's legal name, and where is it located?
• Is it a pharmacy, or a program that works with licensed pharmacies? Ask it to say which in writing.
• Who is your named account contact, and how quickly do they reply?
• Are the terms of the relationship in a written agreement you can review before you sign?

Good sign: clear answers in writing, a named contact and a stated reply time.

2. Licensing and registration

• Which pharmacies fill the orders, and are they licensed to ship into your state?
• Can the vendor give you license or registration numbers so you can check them on your state board of pharmacy's website?
• If a 503B outsourcing facility is involved, does it appear on the FDA's list of registered outsourcing facilities?
• Which items are filled by a 503A pharmacy and which by a 503B outsourcing facility?

Good sign: the vendor offers the numbers without being asked twice, and they check out.

3. Prescriber requirements

• Does the vendor verify your prescriber's license and NPI before activating the account?
• Does every order require the prescriber's review and signature?
• Does the vendor review the account again when a prescriber changes?

Warning sign: a vendor that will ship without asking for prescriber details.

4. Product sourcing

• Are products prepared and dispensed by licensed pharmacies against a valid prescription or office-use order?
• Does the vendor refuse to supply research-use-only material to clinics?
• How does the vendor review its list against current federal and state compounding guidance?
• How will you hear when an item comes off the list, and what happens to open orders?

Warning sign: any product labeled for research use only offered for use in your clinic. Research-grade material is not for human use.

5. Pricing and terms

• Is every quote confirmed in writing before you commit?
• Are shipping and cold-chain packaging charges shown separately?
• Are there order minimums?
• What are the payment terms, and how much notice do you get before a price change?
• What is the return policy? Many pharmacies cannot accept returns of dispensed products, so ask before you order.

6. Documentation

• Does every shipment carry lot numbers?
• Do labels show a beyond-use or expiration date?
• Can you get a certificate of analysis for a lot when you ask?
• Can you download invoices and order history from a portal?

7. Shipping and receiving

• Which carriers and service levels does the vendor use?
• How are refrigerated items packed, and what are the shipping cutoff days?
• What should you do if a package arrives late, damaged or warm?
• Can the vendor ship to your state, and to which addresses?

8. Quality notices and recalls

• How does the vendor send recall and quality notices, and to whom at your clinic?
• Will notices identify affected lot numbers?
• Who at the vendor handles recall questions?

Good sign: a written process that names a channel and a contact.

9. Sales reps and marketing

• Are the vendor's reps trained on federal and state rules before they contact clinics?
• Do reps stay out of clinical advice and leave prescribing to your provider?
• Does the vendor have a firm rule against offering anything of value to prescribers in exchange for orders?
• Will the vendor review your marketing copy so it stays clear of prohibited claims?

10. Data and privacy

• What information does the vendor collect about your clinic and staff, and who does it share it with?
• Does the vendor tell you to keep personal health information out of website forms?
• How do you close an account and remove staff access?

How to use the checklist

Copy the ten sections into a spreadsheet with one column per vendor. Mark each question as yes, no or unclear, and add a note with the source of each answer. Mark an unclear answer as a follow-up item.

Store the finished sheet in your vendor file with the documents the vendor gave you. Set a reminder to repeat the review once a year, and sooner if the vendor changes pharmacies, terms or ownership.

Common questions

How many vendors should we compare?

Two or three is enough for most clinics. Comparing answers side by side shows quickly which vendor gives clear, documented replies.

Who should complete the checklist?

The practice manager usually gathers the answers. The medical director should review the prescriber and sourcing sections. Your healthcare counsel should review the written agreement.

How often should we repeat the review?

Once a year for every active vendor. Repeat it sooner if the vendor changes pharmacies, terms, ownership or its account contact.

What if a vendor won't answer a question?

Record the refusal in your vendor file. A vendor that cannot answer questions about licensing or prescriber verification is a poor fit for a licensed practice.

How Star Health answers these questions

Star Health is not a pharmacy. We connect med spas and medical practices with independently licensed pharmacies: 503A pharmacies for patient-specific prescriptions and 503B outsourcing facilities for office-use stock. We verify every prescriber's license and NPI, require a prescriber signature on every order, and do not supply research-use-only products. Read our full compliance overview, browse the formulary, or see the FAQ.

This article is general business information for licensed practices. It is not medical, legal or regulatory advice. Your medical director and your own counsel make the decisions for your practice.