Winter storms and State of Emergency announcements can be stressful for many patients. Having a clear plan in place—and updating it regularly—helps pharmacies stay open when possible, support patients, and make sure medications remain accessible. Below are steps to help you and your team get a plan together and feel more prepared in the case of a winter storm.
The Pharmacy Disaster Preparedness Checklist ✅
Download an actionable, print-friendly worksheet you can use to guide your storm preparation efforts.
Preparing your pharmacy for a winter storm
1. Pay attention to alerts & forecasts
Staying alert is key when preparing for winter weather. Follow reliable local weather forecasts and make sure emergency alerts are turned on so you can respond quickly to changing conditions. Monitoring updates regularly allows pharmacies to prepare ahead of time and adjust operations if needed.
Even areas that don’t usually experience severe winter weather can be at risk. Regions without strong winter infrastructure—such as snow removal equipment or experience handling ice and freezing temperatures—may face greater challenges during unexpected storms. Because of this, pharmacies everywhere should remain vigilant, no matter their location, and be ready to respond to winter weather that could impact staff, patients, or access to medications.
2. Plan for power outages
Power/internet outages may occur – have a list of phone numbers or important information that you may need access to in case you are not able to look it up. A few items you may need are:
- Phone numbers of your team members
- Local Board of Pharmacy contact information
- Medication wholesaler/supplier phone number
- Phone number to pharmacy peers who can provide coverage in case of staffing shortages
3. Check delivery times
Contact your medication delivery company ahead of time to determine their anticipated delivery schedule before and after a winter storm. This information will help you plan medication availability for your patients.
4. Prepare your facility
Preparing your pharmacy facility for winter weather is essential to keep your building safe and operations running smoothly. Snow, ice, and freezing temperatures can create hazards even in areas that don’t normally see severe winter storms. Taking proactive steps helps protect your building, staff, and inventory. Key facility preparation tasks include:
-
Inspect and seal the building: Check doors, windows, and other openings for drafts or gaps where cold air, snow, or water could enter.
-
Protect plumbing: Insulate exposed pipes and know the locations of shutoff valves to prevent freezing and leaks.
-
Monitor roofs and exterior areas: Keep an eye on snow buildup, ice dams, and any areas where melting snow could cause water damage.
-
Clear access points: Remove snow and ice from entrances, exits, walkways, and emergency exits to maintain safe access for staff and deliveries.
-
Check security features: Confirm doors, windows, and other security systems are functioning properly to protect the pharmacy during limited access periods.
5. Conduct inventory
Before a severe winter storm, review your pharmacy inventory to ensure essential items are accounted for and protected.
-
Complete required inventories: Check if any legally mandated inventories are due, such as controlled substances (C2s) or scheduled medical supplies, and complete them before the storm.
-
Review stock levels: Ensure you have enough essential medications, vaccines, and over-the-counter products to manage potential closures or delays in deliveries.
-
Protect inventory from cold and moisture: Move temperature-sensitive medications away from windows, doors, and areas prone to drafts or leaks. Ensure supplies are stored securely to prevent damage from snow or ice entering the building.
-
Plan for limited access: Identify high-priority medications and supplies that may need to be accessed first if staff or patients cannot safely enter the pharmacy.
6. Update your IVR messaging
Update your IVR messaging with information pertinent to your customers. A few messaging options include:
-
Store Hours: Current opening and closing times, including early closures due to snow or ice.
-
State of Emergency Info: Updates on winter emergencies, road closures, and safety advisories.
-
Emergency Supply Limits: Temporary limits on high-demand items like, batteries, water, and non-perishable food.
7. Locate employees to cover shifts
Ensure a plan is in place should some team members be unable to make it to work during a witner storm. Before you open back up, you’ll want to make sure there are available pharmacists, technicians, or interns to cover those shifts. If your pharmacy decides to stay open, you should also be prepared for a surge in demand and try to make sure the pharmacy is staffed accordingly to meet the needs of your community.
8. Communicate with patients
Keep your patients informed about your pharmacy’s status and any potential impacts from severe winter weather. This includes closures, delayed openings, limited hours, delivery changes, or access to medications. Clear, proactive communication helps patients plan ahead and reduces confusion during and after a storm.
-
Use multiple communication methods: Bulk texting, automated calls, emails, or social media can help reach patients quickly and efficiently.
-
Enable remote calling: Make sure you have a HIPAA-compliant softphone enabled so staff can make and receive calls even if they are away from the pharmacy.
-
Provide clear instructions: Include alternative pharmacy locations, steps for obtaining new prescriptions, and tips for safely storing medications during the storm.
-
Keep patients updated: Share timely updates on your pharmacy’s status, reopening plans, delivery options, or any other changes affecting patient care.
Proactive communication ensures patients stay informed, helps maintain continuity of care, and supports safe access to medications during and after severe winter weather.
9. Have a plan for fridge & freezer items
Ensure all temperature-sensitive medications and vaccines are properly protected during a winter storm. Confirm whether refrigerators and freezers are connected to a backup power source or generator, and verify that the system is functioning correctly.
-
Monitor temperatures: If possible, use remote monitoring tools to track temperatures while the pharmacy is closed or during power outages to prevent spoilage.
-
Double-check connections: Even if a backup system is in place, test it ahead of the storm to ensure all equipment is properly hooked up and operational.
-
Have a contingency plan: Identify alternative storage locations or methods in case of prolonged outages, such as transferring critical medications to another facility or using portable cold storage units.
Taking these steps can prevent costly losses, maintain medication safety, and help ensure continuity of care for patients during and after severe winter weather.
10. Create a post-storm delivery plan
Plan ahead for how medications and supplies will be delivered once the winter storm passes. Consider whether certain locations may be difficult to reach due to snow, ice, or blocked roads. Mapping delivery routes in advance can help identify areas that may be isolated or require alternate access.
-
Identify high-priority locations: Determine which clinics, long-term care facilities, or patients rely on critical medications and may need deliveries first.
-
Assess road and access risks: Note areas prone to poor snow removal, icy roads, or limited winter infrastructure, and plan alternative routes if needed.
-
Coordinate with delivery services: Confirm that couriers and suppliers are aware of potential delays and have contingency plans for reaching difficult locations.
11. Continue to improve & adapt your plan
Gather with your team post storm to discuss how your plan went. What was smooth that you should continue for next time? What was a learning experience that can be adjusted so it’s smoother in the future? Then, once you have a plan in place, put it into writing. Having an Emergency Response plan in place for any potential disasters that could strike is imperative to ensure your team is always prepared for whatever nature may bring.
❄️ Worried a winter storm could disrupt patient communication?
Our solutions let you send mass notifications, maintain phone access, and keep serving patients—no matter the weather. Get in touch to learn more.
