Procurement Volume Planning by Facility Size
Volume planning should be driven by facility census, average length of stay, and the proportion of residents requiring continence assistance. A standardised calculation method helps directors of care match orders to consumption patterns without overstocking or facing shortages.
- Small facilities (30–60 beds): Typical monthly consumption ranges from 8,000 to 15,000 underpads and 3,000 to 6,000 briefs. Bulk orders every four to six weeks are practical.
- Medium facilities (60–120 beds): Monthly underpads use reaches 15,000 to 30,000 units. Just-in-time delivery arrangements with a distributor become cost-effective at this scale.
- Large facilities (120+ beds): Consumption exceeds 30,000 underpads per month. Direct bulk procurement from manufacturers or wholesalers, with monthly or biweekly replenishment, offers the most favourable pricing.
Regardless of size, it is wise to maintain a two-week safety stock. Using heavy-absorbency underpads (30x36 inch) as the primary SKU reduces the number of line items and simplifies staff training on product specifications.
Cost-Per-Patient-Day Analysis
For Canadian nursing homes, the cost-per-patient-day (CPPD) metric is the standard benchmark for evaluating incontinence product expenditure. CPPD is calculated by dividing total monthly incontinence supply costs by the number of resident days. Typical CPPD for incontinence management in Canadian LTC ranges from CAD $1.80 to $3.20 per patient day, depending on product mix and procurement volume.
Directors of care can improve CPPD by:
- Standardising on one or two underpad sizes rather than multiple variants, maximising bulk discounts.
- Choosing products with verified absorbency ratings to reduce change frequency — heavy-absorbency underpads (30x36 inch) often require fewer changes per shift than standard alternatives.
- Negotiating tiered pricing with a single supplier for combined underpad and brief orders, achieving volume thresholds that unlock lower per-unit rates.
- Integrating the urology care kit which combines incontinence pads and underpads in one package, reducing packaging waste and simplifying ordering.
A CPPD below CAD $2.50 is considered efficient for Canadian facilities that rely on high-absorbency products, though regional variations in shipping and distribution costs apply.
Storage and Distribution Considerations
Bulk incontinence supplies occupy significant warehouse space. A 30x36 inch underpad case typically holds 150 units, and a 120-bed facility may store 200+ cases at any time. Effective storage planning includes:
- Dedicated shelving with clear labelling by product type and absorbency level.
- Climate-controlled storage to prevent product degradation — excessive humidity can compromise underpad polymer cores.
- A first-in, first-out (FIFO) rotation system to ensure product freshness and consistent performance.
- Floor-load capacity verification: a full pallet of underpad cases can exceed 800 kg.
Distribution within the facility should be managed through a central supply closet with daily replenishment rounds to each nursing unit. This reduces waste and provides accurate usage data for future LTC procurement Canada decisions.
Regulatory Compliance in Canadian LTC
Incontinence management products used in Canadian long-term care facilities must meet relevant safety and quality standards. The Canadian Standards Association (CSA) specifies performance criteria for absorbent hygiene products under CSA Z9910 series, including absorbency capacity, leakage prevention, and skin compatibility testing. Accreditation Canada, through its Required Organizational Practices (ROPs) for long-term care, requires documented processes for managing skin integrity and preventing pressure injuries — both directly supported by appropriate incontinence product selection.
Provincial health authorities, such as Ontario's Ministry of Long-Term Care and British Columbia's Fraser Health Authority, publish guidelines on continence care that reference supply quality benchmarks. Directors of care should verify that their chosen bulk incontinence supplies meet or exceed these references. Compliance documentation, including product specification sheets and supplier quality certifications, should be maintained as part of the facility's annual accreditation review.
By aligning procurement practices with these standards, LTC administrators not only meet regulatory obligations but also build a defensible record of due diligence for resident safety and quality of care.
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Related reading: explore our long-term care and home care resources.
start with our underpad buying guide for absorbency, sizing and cost.
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