Issuing Medicines and Medical Supplies from a Store
Session 4: Issuing Medicines and Medical Supplies from a
Store
Total Session Time: 120minutes
Prerequisites
Learning Tasks
By the end of this session students are expected to be able to:
Resources Needed:
SESSION OVERVIEW
Activity/
Step Time Content
Method
1 5 minutes Presentation Introduction, Learning Task
Presentation Definition of Issuing Medicines and Medical
2 10 minutes Brainstorming Supplies From a Store
Documents Used for Issuing Medicines and
3 15 minutes presentation Medical Supplies From a Store.
Procedure for Issuing of Medicines and Medical
4 30 minutes presentation Supplies
Presentation Filling Documents Used in Issuing Medicines and
5 50 minutes Small group Medical Supplies
discussion
6 5 minutes Presentation Key Points
7 5 minutes Presentation Evaluation
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SESSION CONTENTS
STEP1: Introduction, Learning tasks (5minutes)
READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing
STEP 2: Definition of Issuing Medicines and Medical Supplies From a Store
(10minutes)
Activity: Brainstorming (5 minutes)
ASK students to pair up and buzz on the following question for 5 minutes
ALLOW few pairs to respond and let other pairs to add on points not mentioned
WRITE their response on the flip chart/board
CLARIFY and SUMMARIZE by using the content below
o Issuing of medicine from a store is the process of distributing a specific amount of an
item from store to different department of the health facility.
voucher.
department in your unit. It records :
o The date of issue
o The item requested and quantity
o The items issued and quantity
o The department receiving
o Signature of the receiver and issuing officer
(30 minutes)
following agreed procedure
o Requisition officer has to identify requirement of needed supplies
o Requisition has to be clearly written on the standard requisition form
o On reaching the store, the requisition has to be examined by a store keeper and any
necessary change made and initialed.
o Store keeper should issue the supplies accordingly.
o The assembled order has to be checked by the storekeeper.
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o All records should be documented on bin card and ledger book with all necessary details
completed on the same date.
o Types, name and quantity of the required items, signature of the receiving and issuing
officer and the date should appear on the issue voucher.
o Store keeper has to ensure proper handling of the supplies to requisition officer.
STEP 5: Filling Documents Used in Issuing Medicines and Medical Supplies
(50 minutes)
Activity: Small Group Discussion ( 30 minutes)
DIVIDE students into small manageable groups
ASK students to discuss on the following question
ALLOW students to discuss for 30 minutes
ALLOW few groups to present and the rest to add points not mentioned
REFER students to work sheet 1 and 2 for further reading.
CLARIFY and SUMMARIZE by using the contents below
o Requisition officer
Write the full name, designation and official signature of the person requesting
supplies.
o Serial number (S/N)
Write the numbers of items requested in sequence order.
o Description of item
Write generic name of the product, strength and dosage form e.g. Paracetamol tablet
500mg
o Unit
Write unit of measure of item ( pack size )
o Quantity required
Write the quantity of the items required
o Quantity issued
Write the quantity of item to be supplied out of store
o Remarks
Write important information about movement of item, batch numbers, expiration
dates, borrowed from or returned to other health facility.
o Date
Write the date when the supplies were issued.
o Issuing voucher
Write designation and signature of the issuing officer.
NOTE. The line shall be drawn below the last item to be issued to avoid tempering.
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STEP 6: Key Points (5minutes)
from store to different department of the health facility.
voucher.
correct quantity required to be supplied.
generic name, quantity of the required items, signature of the receiving and issuing officer
and the date on the issue voucher.
STEP 7: Evaluation (5 minutes)
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References
Ministry of Health and Social Welfare (MOHSW). Modular course in district health
management: module 7. Dar es salaam TZ. Ministry of Health and Social Welfare.
Guidelines on the storage of essential drug in eastern and southern Africa (1991) by WHO
with the cooperation of the pharmaceutical industry through the International
Federation of Pharmaceutical Association IFPMA
Management Science for Health and World Health Organization. (1997). Managing Drug
Supply, (2nd e.d.).West Hartford, Connecticut, USA: Kumarian Press
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Worksheet4.1: Issue Voucher
Instructions : verifying the content of the issuing document and keep record on proper file
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Worksheet4.2: Issue Voucher
Instructions : verifying the content of the issuing document and keep record on proper file
MINISTRY OF HEALTH
ISSUE VOUCHER
No………
TO
Requisition officer…….
S/N Description of Unit Quantity Quantity Remarks
item required issued
Date……………………….
ISSUING OFFICER
Signature………..
Designation……..
REQUISITION OFFICER
Name……………………………………………….
Signature………..
Designation……..
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