Inventory management for nurses

Inventory management for nurses

1. INVENTORY CONTROL IN NURSING MANAGEMENT BY A .Deeparani DNS

2. In health care system, material management is concerned with providing the drugs, supplies and equipment needed by health personnel to deliver health services. Inventory control it is an important aspect of material management. Inventory control is a scientific system which indicates as to what to order, when to order, and how much to order, and how much to stock so that purchasing costs and storing costs are kept as low as possible. It means stocking adequate number and kind of stores, so that the materials are available whenever required and wherever required. Introduction

3. The right drugs, supplies and equipment must be at the right place, at the right time, and in the right quantity in order that health personnel deliver health services. To keep the investment on inventories to the minimum. To minimize idle time by avoiding stock outs and shortages. To minimize the losses. To improve quality of care with lesser inventory. To avoid obsolescence of inventor Objectives of Inventory Control

4. Planning the inventories, Procurement of inventories, Receiving and inspection of inventories, Storing and issuing the inventories, Recording the receipt and issues of inventories, Physical verification of inventories, Follow-up function, Material standardization and substitution. Major activities of Inventory control

5. Deciding the maximum – minimum limits of inventory, Determination of reorder point, Determination of reorder quantity, Perpetual inventory control, ABC analysis, Steps in inventory control

6. ABC Analysis (Always Better Control) VED Analysis (Vital, Essential, Desirable) HML Analysis (High, Medium, Low) FSN Analysis (Fast, Slow moving and Non-moving) SDE Analysis (Scarce, Difficult, Easy) Techniques in Inventory Control

7.   It is a simple approach, which avoids being money wise. A - Items represent the high cost centre, B - Items represent the immediate cost centres, and C- Items represent low cost centres. A very close control is exercised over A items while less stringent control is adequate for those in the category B, and less attention for category C. ABC Analysis

8. A-    Items Tight controls Rigid estimates  of requirements Strict and close watch Safety stocks should be low Management of items should be done at top management level. B-    Items Moderate control Purchase based on rigid requirements Reasonably strict watch and control Safety stocks moderate Management be done at middle level C-    Items Ordinary control measure Purchase based on usage estimates Controls exercises by store keeper. Safety stocks high Management be done at lower levels..

9. Class           Number of items                     Rupee value in items A                     10% of total items                                             70% B                      20% of total items                                             20% C                     70% of total items                                             10%

10. It is based on rate of consumption. The items can be classified into: Fast moving Slow moving Non- moving Obsolete FSN Analysis

11. Vital : items without which treatment comes to standstill: i.e. non- availability can not be tolerated. Essential : items whose non availability can be tolerated for 2-3 days, because similar or alternative items are available. Desirable: items whose non availability can be tolerated for a long period. Although the proportion of vital, essential and desirable items varies from hospital to hospital depending on the type and quantity of workload. ( On an average vital items are 10%, essential items are 40% and desirable items make 50% of total items available.) VED ANALYSIS

12. Unit value is the basis of this analysis and not the annual consumption value. H - Unit value > 1000 (Sanctioned by higher officials) M - Unit value 100 to 1000 L - Unit value < 100 SDE Analysis

13. In big institutions the indents are to be made on the basis of the written indents, received from competent personal. In the teaching institutions following methods can be used. A) direct supply to the wards, OPD and dispensary from the main stores of indents. B) one more step in distribution is to include a Floor pharmacy or a Sub store. PROCEDURE OF ISSUE

14. “FIFO” Principal i.e. “First In First Out” principal should be followed. This means that the store is to be arranged in such a way that the items which are received earlier are to issued out first. This method has to be used to prevent the non-use of the earlier stock, which may get time-barred and may have to be condemned. A simple method followed is to keep the newly arrived stock on the shelf at the back so that the old stock can be used first.

15. Preventive maintenance of the health equipment including the sophisticated expensive equipment is must and should get the due care it deserves. Logbook to indicate the utilization of the equipment should be maintained. Repairs of the medical equipment should be done in time. Arrangement for storing the spare parts is to be made.

16. Role of head nurse or nurse-in-charge: Responsible for keeping an adequate amount of equipment and supplies in the ward Make sure that equipments and supplies are in good conditions Put in a requisition for necessary equipment for repair and maintenance when needed. Make sure that equipments and supplies are conveniently located Make sure that all the personnel in the ward should clearly know who may use ward articles and equipments and who assumes responsibility for it . ROLE OF NURSE

17. The head nurse must be vigilant and prevent waste or misuse by educating the staff in the economical and appropriate use of all equipments and materials. She may sometimes arrange a ward class to enable the staff to know the cost of the equipment and materials. She takes three steps to ensure an adequate stock of available supplies in the ward or unit: Set a standard for the quantity of each item to be maintained in the ward all the time. Have a satisfactory system for replacement of broken or worn out equipment. Make regular inventories of all the items . Contd …..,

18. Keeping in mind the sufficient supply of materials Materials should be in good conditions Giving responsibilities to handle supply and equipments. Checking for misuse and how to minimize it. Educating the ward staffs and other health care workers in the economical use of materials. Responsibilities of the ward sister

19. A thorough understanding and use of the techniques of materials management would help in ordering the supplies when needed, controlling their use, keeping them safely and in working order. This also prevents chances of non availability of equipments and drugs as being out of stock of these reduces the usefulness of the hospital system. Conclusion

20. THANK YOU