Ordering of Medicines and Medical Supplies

Session 8: Ordering of Medicines and Medical Supplies

Total Session Time: 120 minutes

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 05 minutes Presentation Introduction, Learning Task

10 minutes Definition of Ordering of Medicines and Medical

Presentation Supplies

2

Buzzing

25 minutes Presentation Procedures for Ordering Medicines and Medical

3

Buzzing Supplies

10 minutes Stock Records Required for Ordering Medicines

4 Presentation

60 minutes Presentation Filling and Completing Order Forms Used in the

5 Small Group Facility.

Discussion

6 05 minutes Presentation Key Points

7 05 minutes Presentation Evaluation

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SESSION CONTENT

STEP1: Introduction, Learning Tasks (5 minutes)

READ or ASK students to read the learning tasks and clarify

ASK students if they have any questions before continuing

STEP 2: Definition of Ordering of Medicines and Medical Supplies

(10 Minutes)

Activity: Buzzing (5 minutes)

Ask students to pair up and buzz on the following question for 2 minutes:

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

o Is a process of placing a request to a supplier to get needed stock.

o What to order

o When to order

o How much to order

STEP 3: Procedures for Ordering Medicines and Medical Supplies

(25 Minutes)

Activity: Buzzing (5 minutes)

Ask students to pair up and buzz on the following question for 2 minutes:

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

the facility filling out a monthly/quarterly R&R (Report and Request) form

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assistance of District Pharmacist these forms are compiled together and then sent to MSD

district and distributes them to the facilities according to the order

will result in shortages

Refer students to Handout8. 1. Ordering of Medicines and Medical Supplies for

further reading

STEP 4: Stock Records Required for Ordering Medicines (10 minutes)

o Very important tools used to control the stock movement of items in the store

o Each item has its own bin card and should be displayed on the shelf where the product is

located

o It is necessary to do actual counts of stock on hand to check the stock balance on regular

basis (monthly)

o The inventory taking should certify that the recorded transactions are accurate

o Usually kept in the office of the store in-charge

o Contains information similar to bin cards

o Each item has its own page and in additional to a part where one has to fill in the amount

of medicine expired, broken or lost and the remarks.

o A form used for reporting the movement of medicines and commodities through the

facility, and also requesting quantities of stock needed to replenish supplies

o This is the book which used to record medicine dispensed

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STEP 5: Filling and Completing Order Forms Used in the Facility. (60

minutes)

Activity: Small Group Discussion ( 30 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

Today is 1st of January 2008 and it is time for Jamhuri hospital of Kisarawe district to

complete R & R for HIV test kits. The following information was obtained for the past three

months usage data. The facility code is 00475534

Group work

was 24 kits, Determine 1 kit, Unigold 3 kits

Bioline, 1 kit of Determine and 0 kit of Unigold

SD Bioline, 21 of Determine and 4 of Unigold were used whereas from PMTCT 250 tests

of SD Bioline, 21 of Determine and 3 of Unigold were used for PMTCT purposes

of Determine and 5 of Unigold

of SD Bioline has 25 tests, Unigold as 25 tests, Determine 100 tests)

ALLOW students to discuss for 15 minutes

ALLOW few groups to present and the rest to add points not mentioned

REFER students to worksheet 8.2 for answers.

CLARIFY and SUMMARIZE by using the contents below

STEP 6: Key Points (5 minutes)

supply

STEP 7: Evaluation (5 minutes)

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References

Ministry of Health and Social Welfare (MOHSW) (1997). Wizara ya afya na ustawi wa jamii

cha muongozo wa utoaji sahihi na dawa. 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 ed.).West Hartford, Connecticut, USA: Kumarian Press

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Handout 8.1: Ordering of Medicines and Medical Supplies

Ordering by Dispensaries and health centers under the ILS, dispensaries and health centers will

submit orders quarterly (every 3 months) to the DMO for the supplies to meet the needs of their

clients. The facility in- charge determines the quantities of supplies they need and ensures that

the quantities they order can be paid for and respond to the level of services that are provided by

qualified health care workers.

The principles described below guide aspects of the ordering process. Detailed instructions can

be found in the Job Aid:

Completing Form 2A: Dispensary or Health Center Report & Request for priority medicines and

related supplies and equipment.

Form 2B: Hospital Report & Request for Priority Medicines and Related Supplies and

Equipment.

Form 2C: Blank Report & Request for Additional Medicines and Related Supplies and

Equipment at the Dispensary or Health Center, or Hospital.

1. Ordering is done through Form 2A: Dispensary and health center Report & Request for

priority medicines and related medical supplies and equipment (R&R) and form 2C:

Blank Report & Request for additional medicines and related supplies and equipment. The

Dispensary or health Center storekeeper determines the quantity of each product to order using

Form 2A:

Dispensary and health center Report & Request for Priority and related medical supplies and

equipment. The names of the products, MSD code, unit of issue, and price for each item are pre-

printed on the R&R form.

The storekeeper or health facility in-charge is required to order all priority supplies each quarter,

unless the product is already at or above its maximum stock level. (See the explanation below on

maximum stock levels.) That is because priority supplies are the most important supplies to keep

in stock.

If the facility does not ever use a specific product (e.g., some facilities may not ever issue

intrauterine devices (IUDs) due to a lack of trained staff), it should not be ordered.

2. Calculating the Quantity Requested To determine how much to request, Form 2A: R&R

includes a formula for ordering. That formula is based on logistics data, which is about

quantities of supplies (as opposed to numbers about people or services, often called demographic

or service statistics data). The logistics data needed to make orders are collected on Stores

Ledgers (or MTUHA book 4 if it is being used) and are taken from the previous

The logistics data that will be taken from these forms and transferred to the R&R include:

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Opening Balance The opening balance is taken from the ending balance for the facility from the

previous quarter‗s Form 2: R&R (or the closing balance for the MTUHA book 4 for the facility

ordering the first time.)

Quantity received this reporting period the quantity received this period is taken from Stores

Ledger and includes all receipts of supplies received by the dispensary or health center from the

district.

Lost/Adjusted Losses and adjustments are taken from Stores Ledger and would reflect the total

net change in stock for the quarter due to expiration, damage, transfers (issue on loan/receipt on

loan), clerical error or other reasons. For example, if there were a loss of 50 and a transfer in of

100, the total adjustment recorded on Form 2: R&R would be +50 (a positive sign for quantity

gained and a negative sign for quantities lost).

Closing -Balance The closing balance for the facility tells how much of each product the facility

currently has available for use. The ending balance should always be taken from a physical

inventory conducted at the end of the month. See Section VIII-C for information on conducting

a physical inventory.

Estimated Quarterly Consumption The estimated quarterly consumed quantity is the estimated

total quantity of a product put in the hands of a client during the quarter. While it would be

possible to collect the actual data by reviewing all registers and client cards for the entire quarter,

that method would be extremely time-consuming. Consequently, a simpler formula for

estimating consumption for the ILS has been developed. That formula is:

Estimated Consumption

The estimated consumption has to be adjusted for products for which there has been a stock out

during the reporting period. Stock outs are expected to be rare if products are appropriately

ordered to the maximum stock level.

Refer to Job Aid: Handling Stock outs when Completing Form 2 A-C R & R

If there are frequent stock-outs, then try to find out why the stock-outs are occurring. Are they

due to increased dispensing? Are they due to loss, expiry or damage? Were the order quantities

for those supplies reduced due to insufficient funds? If a particular cause can be identified for the

stock-outs, try to address and resolve the issue.

Quantity Needed: Based on a System of Maximum-Minimum Inventory control method of

determining stock levels

The maximum stock level for priority medicines and medical supplies in the ILS is fixed at 7

months of stock. The use of 7 months of supply as the maximum is based on the fact health

facilities will order all priority supplies every 3 months. A 7 month maximum will provide a

facility sufficient stock of each priority supply to use during the quarter (3 months of supply),

two months of supply while orders are being processed and shipped, and two months of buffer

stock in the event that the need for any supply increases. Therefore, a 7 month maximum should

help ensure that no priority supply will be stocked out at any time.

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Worksheet 8. 1: Sample of report and Request Form

Instructions :Filling of R and R form

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Worksheet 8. 2: Answers for Small Group Discussion

Instructions: Student shall make comparison of their answers with the answers provide

below.

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