Good medical stores management-1.ppt

The

1. Good medical stores management
Objectives
-to guarantee a continuous supply of
medicines and medical supplies.
-to maintain the quality of medicines and
medical supplies during the whole storage
period.
-to minimize losses through expiry and
deterioration.
-to control theft and corruption.
-to keep accurate inventory records.

2. Premises and Facilities
Premises should comply with the
minimum standards.
They should be located, constructed,
serviced and maintained so as to protect
the items from potentially harmful
influences e.g. undue variation in temp
and humidity; dust and odor; entry of
vermin and insects.

3. Basic Requirements
Facilities must be provided for:
i.The safe and orderly receipt and
dispatch of all items.
ii.The safe storage of hazardous items
e.g. flammable solvents and explosive
items.
iii.The storage of temperature-sensitive
items.
iv.Appropriate personnel service facilities
e.g. Toilets.

4. v.The safe turning of forklifts
vi.Secure storage of any controlled
medicines
vii.The separation of reception and
dispatch facilities
viii.Effective lighting to enable all
operations to be carried out accurately
and safely.

5. ix.For easy cleaning and to avoid
harboring pests, shelves should be
positioned 0.5m from the walls and at
least 0.3m from the floor
x.Forklifts should be provided with
overhead protection against falling
objects
xi.Adequate washing facilities should be
provided

6. PERSONNEL
The personnel should have the necessary
integrity, knowledge, experience and
qualification.
Staff must be given specific authority, facilities
and training to discharge their responsibilities
effectively
The applicant’s background should be
investigated before being employed. Staff with
convictions for theft or drug abuse should not
be employed.

7. Protective clothing must be worn by
persons working in the store. In case of
extreme temperatures e.g. cold room,
appropriate clothing should be provided.
Drinking, eating and smoking should not
be done in any part of the premises.

8. The personnel should have basic
knowledge concerning;
a)Types of medicines and dosage forms
to be handled.
b)Items that require specific storage
conditions
c)Types of storage conditions
d)Expiry dates.

9. Good Storage Practices.
Ensure security.
-Burglary proofed.
-Control access
-Use lockable cupboards
-Always keep the store locked when
not in use
-Limit the number of people with keys

10. Stock Rotation and Control
Comprehensive records should be
maintained showing all receipts and
issues of items
Periodic stock reconciliation should be
performed comparing the actual and the
recorded stocks
All stock discrepancies should be
subjected as a check against inadvertent
mix-ups and wrong issues.

11. Issues should observe the principle of
stock rotation of first ‘expiry, first out’
Damaged items should not be issued but
should be brought to the attention of
those responsible.

12. Arrangement of Stock
Medicines are arranged according to a
specified principle.
The medicines may arranged
according to the following;
i.Therapeutic or pharmacological class
ii.Clinical Indication
iii.Alphabetical order
iv.Level of use

13. Use Orderly Arrangements.
-Provide sufficient shelving
-Place items on shelves in such a
way that they are easily located e.g.
alphabetically (generic name) or by
dosage form
-Liquids should be on lower shelves.

14. Stock Organization in the Store
-Group identical items in amounts
easy to count e.g. 5 or 10
-All quantities of the same item
should be in the same place
-Put a sticker of a generic name on
the shelf where each item is.
-Do not store lab chemicals and other
toxic substances together with drugs.

15. -Organize stock in expiry order to
enable FEFO.
-Place stock off the floor.
-Do not over-stack items to avoid
crushing.
-Arrange items such that the fast
moving items are easily reached.

16. Good conditions in the store
Maintain Appropriate Temperature
-Use a thermometer to monitor temperature.
-Most drugs require Room temperature15-
30 c
-Some medicines require a cool place,8-15 c
-However other drugs require cold storage
i.e. 2-8 c.
-Measles and oral polio vaccines require -15
to -25 c
-Maintain temperature logs for room
temperature and the refrigerator, record temp.
twice daily.

17. Avoid Direct Sunlight.
-Direct sunlight affects quality of drugs
-If light enters through the windows,
block it by painting the windows white or
using curtains.

18. Humidity.
-Humidity affects the quality of drugs.
-Repair leakages as soon as they
occur to reduce moisture and water
damage.
-Don’t remove desiccants from the
containers until the contents are finished.
-Keep the containers closed except
when withdrawing the contents.

19. Pests
-Include rats, cockroaches etc
-Keep the store free of these.
-Clean up spills immediately-these
attract pests.
-Prevent entry of pests by ensuring
that all the windows and ventilators have
nets and block the gap under the door.

20. Cleanliness and Tidiness in the store
-Prepare a cleaning schedule and
assign specific tasks to responsible
individuals.
-Clean and tidy after receipt and
unpacking of a delivery.

21. Fire Prevention
Smoke alarms can be installed to
provide warning in case of fire break out.
Fire extinguishers should also be
installed
Employing night watchmen serves the
dual purpose of responding to fire alarms
and protecting against theft.

22. Expired and Damaged Drugs.
Record expired and damaged drugs in a
book specifying the generic name,
quantity, batch number and expiry date.
Remove them from the store and keep
them in a secure place.
Dispose them off by collaborating with
NDA and paying a fee depending on the
quantity.

23. Documents used in the store
An invoiceor bill is a commercial document issued by
a seller to the buyer, indicating the products,
quantities, and agreed prices for products or services
the seller has provided the buyer
A Proforma invoiceis an estimated invoice sent by a
sellerto a buyerin advanceof a shipmentor delivery
of goods. It notesthe kind and quantityof goods, their
value, and other important informationsuch as weight
and transportationcharges.

24. A Local purchase order (LPO)is a
commercialdocument issued by a buyer
to a seller, indicating types, quantities,
and agreed prices for products or
services the seller will provide to the
buyer. Sending a LPO to a supplier
constitutes a legal offer to buy products
or services.

25. A goods received noteis a document
showing description of goods and the
quantity received. It is used to check
against the invoices before payment.