Management of Equipment supplies

Nursing administration

1. MANAGEMENT OF EQUIPMENT SUPPLIES PRESENTED BY: Mrs. Purvi Patel Nursing Tutor MBNC

2. Introduction Materials are essential and basic tools for hospital and community services, used on an everyday basic for patient care. Handling materials is a very important responsibility for the manager and head nurse working in the community set up. It is the process of coordinating and controlling the activities in an organization. It includes the responsibility of purchasing the materials. Their scheduling from supply or form other internal sources, their handling, storage and movement through the organization and their delivery

3. Efficient material management in hospital A list of materials on the basis of present and future needs. Selection of drugs based on their efficacy, safety, dosage, forms, shelf list and continues availability at affordable costs. Right quantity & quality of material within the budgetry constraints. Proper procedures for receipt, inspection and accounting of incoming and outgoing materials. Proper storage and protection of drugs to prevent deterioration of incoming and outgoing materials.

4. Types of material used in hospital and community s.no Content Description 1 Drugs and medicines Used for prevention and treatment of various types of ailments, including anasthetic agents, vaccines and drugs that are required for specific purposes. 2. Supplies Material required in the hospital for diagnosing and treating ailments. They includes cotton, bandages, gauze or other dressing materials, syringes, needles, forceps, splints, plasters, trays, bottles, linen, utensils etc 3. Equipment & instruments These include furniture and instruments and equipment eg . Sterillizers , x ray machines, other diagnostic equipment like auto analysers , cell counters,eliza cylinders, mechnical laundry, washing machines, 4. facilities These includes building, toilets, lifts, water tanks and pumps, wells, kitchen and cooking facilities, telephones and public address systems.

5. Supplies and equipment: The equipment must be well functioning and adequate supplies must be there t provide optimum nursing care. Insufficient and ill functioning equipment results in increased work and waste of time by the staff and may even prove to be dangerous for a patient’s life. All equipment should be so kept that it is easily available and as close as possible to the place where it may be required. Constantly changing the place for keeping articles, cause confusions and waste of time. The keys must always be carefully kept at a fixed place, as some items have to be stored in locked cupboards.

6. Continue…. Some hospitals keep a central supply of equipment and supplies. This helps to reduce the total amount needed in the hospital. The nurse in charge is responsible for keeping an adequate amount of equipment and supplies on the ward, to see it is in good condition, repaired and convieniently loaded. The head nurse must watch for and prevent waste or misuse by educating the staff in economical and appropriate use of all equipment and materials. She may sometimes arrange a ward class to enable the staff to know the cost of the equipment.

7. Standards of Quality & Quantity of equipment The number of beds in the unit The type of service given within the unit The age of the patients The sex of the patients The severity and type of disease The cost of the item Durability of the item The period of time between ordering and receipt of new stock.

8. Replacement: The frequency of ordering new supplies is very important. Some supplies need to be indented daily, some weekly or monthly. Some items last for many years and required to be replaced after a long period. There should be a regularized method for ordering the equipment and supplies. The departments and persons from whom new articles are obtained should be clearly known by all staff members.

9. Continue…. There must be a regular system for replacing certain items when they are broken, have perished or are no longer in use. The usual system followed in almost all hospitals is getting the old or irreparable articles condemned , before new ones are supplied. Broken or useless articles are to be presented before the person or a committee responsible for condemning and issuing new ones.

10. Inventory control inventory control means stocking adequate numbers and kinds of stores, so that the required material is available whenever necessary. Scientific inventory control results in optimal balance. Inventory control is an important aspect of material management

11. Definition Inventory control Is the process of maintaining the optimum needed quantity that is sufficient for the smooth operation of the organization. Inventory control can be viewed as the process of maintaining an adequate supply of something so that demand pattern can be satisfied without hiccups.

12. Objective of inventory control to facilitate smooth production operation. To reduce financial investment.

13. Steps in inventory control

14. Classification of inventory sr. no types Description 1 Raw materials inventory Raw materials and semi finishehd good supplies by another firm 2. Finished good inventory Finished goods inventory idling in the stock room waiting for dispatch. 3. In process inventory Semi finished goods undergoing the manufacturing process 4. Indirect inventory Includes lubricants, spare parts etc.

15. FUNCTION OF INVENTORY CONTROL To provide a cushion between forecasted and actual demand for a material. To provide maximum supply service consistent with maximum efficiency and optimum investment.

16. Principles of inventory management Determination of where the reorder will be recorded. Determination of quantity to the ordered

17. Advantages of inventory Possibility of discount for bulk purchases. Delivery in time Workers and machinery need not be idle Unforeseen circumstances can be handled to some extent Disadvantages Changes of damage, pilferage, replacement Increase in insurance charges. Increased charge for obsolescence Working capital is tied up More space required.

18. Selective controls in material management s. no types Description 1 ABC analysis It involves classifying items by using values as measures. It helps us in segregation the items and tells us how much the items are valued at and to what extent they should be controlled in the best interest of the organization 2. VED analysis Vital items are stocked in abundance. then, there are essential items, e.g. for safety stocks and very strict control items. Essential items are under moderate control. desirable item are under ordinary control. 3. HML analysis Material are classified according to their units values as high, medium and low 4. XYZ analysis X items are those whose stock value is high , z items are those with low value , Y items fall between the two categories. 5. FSN analysis Movement analysis forms the basis for the classification, items are classified as fast moving, slow moving and nonmoving based on their consumption pattern. 6. SDE analysis shorted out as scare to obtain, difficult to obtain and easy to obtain 7. GOLF analysis Government supplies, ordinary supplies, local suppliers and foreign suppliers

19. storage The store must be adequate space Materials must be stored in an appropriate place in a correct way. Groupwise and alphabetical arrangement helps in identification and retrieval. First in, first out, principle should be followed. Monitor expiry date Follow two bin or double shelf system, to avoid stock outs Reserve bin should contain stock.

20. Role of nurse in material management Keeping an adequate supply of materials in planning and management. Materials should be in good condition and conveniently located. Assigning someone the responsibility for handling supplies and equipment Looking for wastage or misuse and minimize it. Educating all the nurse, doctors and other personnel in the ward in the economical use of materials.

21. Maintenance of supplies and equipment Maintain an adequate supply of materials at hand at all times. Materials should be readily available for use. Articles should be easily available and as near as possible to the place where they will be used. They should be in good working condition. Keep all article ready to use. Keep the sterile articles clean and in order. Minimize obsolescence and ensure that previously purchased items are consumed before recently acquired items, follow in, follow out.

22. Articles that are likely to be stolen or lost easily should be placed under lock and key. Articles should be returned immediately after their use. Regular and surprise checking of the inventory y the head nurse or someone else from the administrative department. Avoid using substitute, as far as possible. Educate personnel in the economic use of materials. Delegate the responsibility of handling supplies and equipment to someone. Equipment should be kept in the same place on architecturally similar units, to prevent loss of time for nurses

23. Thank you