Sudden demand spikes are common in healthcare. They can happen during seasonal respiratory peaks, vaccination campaigns, major events, or unexpected increases in emergency cases. In Saudi Arabia, even a short-term surge can put pressure on hospitals, clinics, and medical centers—especially when multiple departments are pulling from the same inventory. The real risk is not the spike itself, but the absence of a structured plan. Without preparation, facilities often fall into repeated urgent ordering, creating stress for procurement teams, warehouse staff, and clinical operations.

A practical emergency supply plan helps facilities stay calm and consistent during high-pressure periods. It reduces “panic purchasing,” prevents avoidable stockouts, and protects continuity of patient care. Below is a structured approach that healthcare facilities can implement in 2025 to manage spikes with fewer disruptions.

Why Demand Spikes Cause Operational Disruption

When demand increases suddenly, the supply chain pressure shows up in multiple ways:

• Critical items run out faster than usual, causing workflow delays

• Procurement teams shift from planning to emergency ordering

• Warehouses face picking and distribution overload

• Clinical teams may be forced to substitute products, impacting efficiency

• Documentation becomes inconsistent, complicating audits and cost tracking

The goal of emergency planning is to protect the facility from these predictable failure points.

Step 1: Identify the “Critical Items List” Before the Spike

The most effective response starts before the spike happens. Every facility should define a short list of critical items that must remain continuously available. This list should be based on real usage data and department needs, typically including:

• PPE essentials (gloves, masks, gowns where applicable)

• High-usage consumables (syringes, needles, disinfectants)

• Wound care essentials (dressings, bandages)

• Lab consumables used across departments (if applicable)

• Items that have limited alternatives or strict specifications

A critical list should be practical—focused on what truly protects continuity, not every SKU in storage.

Step 2: Build a Small Buffer Stock That Buys Time

Once critical items are identified, facilities can maintain a small buffer stock that protects short-term continuity. The purpose of buffer stock is not to overstock; it is to buy time—often 7–21 days depending on item usage and supplier lead time.

How to Set Buffer Levels (Simple Approach)

• Calculate average daily/weekly consumption for each critical item

• Apply a surge multiplier based on historical peaks (for example 1.5x–2.5x)

• Set a minimum threshold that triggers replenishment before stock becomes urgent

This creates time to react calmly rather than urgently. A buffer also reduces the need for last-minute substitutions that can disrupt clinical routine.

Step 3: Use a Stable Replenishment Schedule to Restore Balance

A stable replenishment schedule helps facilities recover quickly after a surge. Instead of placing large, irregular orders, an emergency plan should define:

• Standard delivery cycles for core items (daily/weekly depending on facility size)

• Priority replenishment rules during spikes

• Clear internal approval steps to avoid delays

After the spike begins, the objective is to restore balance fast—so supply gaps do not affect patient care.

Step 4: Assign Clear Roles Across Procurement, Warehouse, and Clinical Teams

During spikes, confusion is as damaging as shortages. A practical plan assigns responsibility clearly:

• Procurement: ordering, supplier coordination, approvals

• Warehouse: receiving, storage, distribution to departments

• Clinical leads: communicating usage changes, identifying urgent needs

• Finance/admin: tracking cost impact and emergency purchasing rules

A short internal communication loop (daily or shift-based) helps prevent duplicate ordering and missing priorities.

Step 5: Prioritize Fast Coordination and Clear Documentation

During a demand spike, fast coordination and clear documentation are critical. Facilities should maintain:

• A single shared “spike tracker” for critical items (stock on hand, usage rate, pending deliveries)

• Clear documentation of substitutions when necessary

• Consistent purchase order reference and department allocation records

Working with a distributor that can respond quickly and communicate clearly reduces disruption and limits operational confusion.

Rabiyah Medical: Supporting Supply Continuity in Saudi Arabia

At Rabiyah Medical, we support healthcare facilities in building stronger supply continuity through structured distribution. Since our founding in 2005 in Jeddah, we have supplied hospitals, medical centers, and healthcare complexes with essential medical products through a professional distribution network covering Jeddah, Riyadh, and Khamis Mushait. Our focus on quality, transparency, and SFDA-aligned practices helps facilities stay prepared both during normal operations and high-pressure periods.

For demand spikes, continuity depends on speed, clarity, and consistency—so facilities can protect patient care while reducing pressure on staff.

Step 6: Post-Spike Review: Strengthen Readiness for the Next Surge

After the spike, facilities can strengthen future readiness by reviewing what happened and adjusting inventory thresholds and delivery cycles. A short review should answer:

• Which items ran out first—and why?

• Were thresholds too low or lead times longer than expected?

• Which departments drove demand the most?

• Did substitutions cause workflow issues or additional waste?

• What changes are needed in ordering cycles and buffer levels?

This turns each spike into an improvement cycle rather than a repeated crisis.

Conclusion

Demand spikes are inevitable in healthcare, but disruption is not. A practical emergency supply plan—built on a critical items list, buffer stock, stable replenishment, clear roles, and strong documentation—helps Saudi healthcare facilities protect continuity under pressure. With structured distribution support from Rabiyah Medical, hospitals and clinics can respond faster, reduce operational stress, and maintain consistent patient care during seasonal peaks and unexpected surges.