PST04212 Medical Stores Keeping

NTA Level 4 • Semester 2 • PST04212 Arrangement of Medicines and Medical Supplies Medical Stores Keeping • Source Session/Topic 1 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 1: Arrangement of Medicines and Medical Supplies in a Store Total Session Time: 120 minutes + 2 hours visit to a pharmacy store Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Medical Store • Describe Common Systems for Arranging Medicines and Medical Supplies in the Store • Describe Common Equipment Used for Medicines and Medical Supplies Storage • Describe Arrangement of Medicines and Medical Supplies in the Store Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer • Handout 1.1 Arrangement and Organization of a Store • Worksheet 1.1 Pictures of Store Equipments • Field Trip Guide 1.1 A guide for a Visit to Hospital Pharmacy Store SESSION OVERVIEW Activity/ Step Time Content Method 1 05 minutes Presentation Introduction, Learning Tasks Presentation 2 10 minutes Definition of a Medical Store Brainstorming 20 minutes Presentation Common Systems for Arranging Medicines and 3 Buzzing Medical Supplies 30 minutes Presentation 4 Small Group Common Equipment Used in a Store Discussion 30 minutes Presentation Arrangement of Medicines and Medical 5 Small Group Supplies in the Store Discussion 6 05 minutes Presentation Key Points 7 10 minutes Presentation Evaluation 10 minutes Presentation 8 Pharmacy Store Visiting Visit to a store 1 SESSION CONTENTS STEP 1: Presentation of Session Title and 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 a Medical Store (10 minutes) Activity: Brainstorming (5 minutes) ASK students to pair up and buzz on the following question for 5 minutes • What is a Medical Store? 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 • A medical store is a room where medicines are kept under lock and key for the security and safety of medicines and medical supplies. • It is an area set aside into which all the items and materials required for production, sale/distribution are received, where they are housed for safekeeping, and from which they will be issued as required. • Also refers to a service department headed by a store-keeper who is responsible for a proper storage, protection and issuing of all kinds of material. • The organization of the store depend up on the size, layout of the factory, nature of the material stored, frequency of purchases and issue of material • The functions of a storekeeper o To organize medicines and medical supplies in a store and maintaining storage condition o To keep and maintain proper records of medicines and medical supplies o To select and determine items and quantities to be ordered as per requirements o To receive items in a store, arranging them properly and issue them as required o Checking expiry and proper disposal of unwanted items. 2 STEP 3: Common System for Arranging Medicines and Medical Supplies (20 minutes) Activity: Buzzing (5 minutes) ASK students to pair up and buzz on the following question for 10 minutes • What are the common systems used in arranging medicines and medical supplies? ALLOW few pairs to respond and let other pairs to add on points not mentioned WRITE their responses on the flip chart/board CLARIFY and SUMMARIZE by using the content below • The Common Systems for Arranging Medicines and Medical Supplies includes: o Alphabetical by generic name: the medicines are arranged in the shelves according to their alphabetical names, e.g. medicines starting with A- Albendazole, Amoxicillin, Aminophylline, Ampicillin, with B- Bisacodyl, Bisoprol. o Pharmacological/therapeutic: this is a classification or grouping of medicines with similar pharmacological effects, for examples all Analgesics are grouped together, or Anti-bacterial grouped together o Dosage form: this is a system of classifying medicines based on dosage forms used in stores, for example Tablets and capsules are stored together, a separated area or location is reserved for say oral liquids, Injections, creams and Ointments etc. o Frequency of use: frequently used products that move quickly or often through the store should be placed in the front of the room or closest to the staging area. This system should be used in combination with another system o Commodity coding: this system is based on a unique article code combined with a unique location code. For example therapeutic class/clinical indication in certain location name; MSD Item is an example; 01300 7544 i.e.01300 item Code, and 7544 location code. STEP 4:Common Equipment Used in Store (30 minutes) Activity: Small Group Discussion ( 15 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What are the common equipment used to store medicines and medical supplies in a store? REFER students to Worksheet 1.1: Pictures of Store Equipments ALLOW students to discuss for 15 minutes ALLOW groups to present their opinions CLARIFY and SUMMARIZE by using the contents below • Medicines/products are stored so that they are easily accessible and protected against damage 3 • The four basic equipment used for storage are Shelves, Floor pallets, Block stacked pallets, and pallet racks. o Shelves  Storage on shelves does not require mechanical handling equipment and is a suitable choice when the volume and weight of individual items are too small to justify pallets, the internal height of a building is not large enough for multitier pallet racking and shelving can be used on its own or in combination with floor pallets or two-tier racking.  Manual goods handling is locally more reliable or economical than mechanical handling.  If shelving is used

NTA Level 4 • Semester 2 • PST04212 Record Keeping on Medicines and Medical Medical Stores Keeping • Source Session/Topic 2 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 2: Record Keeping on Medicines and Medical Supplies in a Store Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Keep records of medicines and medical supplies o Define Medicines and Medical Supplies Records o List Records of Medicines and Medical Supplies o Explain the Importance of Records of Medicines and Medical Supplies o Demonstrate Ability to Record and Keep Medicines and Medical Supplies Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer • Ledger, Bin Card, Issue voucher, Receipt voucher, and Requisition forms • Handout 2.1: Records of medicines and medical supplies • Figure 2.1: Samples of medicines and medical supplies records SESSION OVERVIEW Activity/ Step Time Content Method 1 05 minutes Presentation Introduction, Learning Tasks Presentation Definition of Medicines and Medical Supplies 2 10 minutes Buzzing Records Presentation 3 15 minutes Records of Medicines and Medical Supplies Brainstorming Importance of Medicines and Medical Supplies 4 20 minutes Presentation Records Presentation Recording and Keeping Medicines and Medical 5 60 minutes Small Group Supplies discussion 6 05 minutes Presentation Key Points 7 05 minutes Presentation Evaluation 11 SESSION CONTENTS 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 Medicines and Medical Supplies Records (10 minutes) Activity: Buzzing (5 minutes) Ask students to pair up and buzz on the following question for 2 minutes: • What is medicines and medical supplies records? ALLOW few students to respond WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below Medicine and medical supplies records • Is the records which contain important information concerning: o What items are available o How much is available of each item o How much is used on a regular basis o When and how much of an item should be reordered • They are used to record information about medicines and medical supplies in storage. • They must contain the quantity of medicines and medical supplies on hand; the quantity of losses; and the quantity of adjustments, by individual product. • The medicines and medical supplies records are completed by anyone who receives or issues stock from storage, and by anyone who takes a physical count of medicines and medical supplies in stock, service delivery point (SDP) staff. 12 STEP 3: Records of Medicines and Medical Supplies (15 minutes) Activity: Brainstorming (5 minutes) ASK students to brainstorm on the following question: • What are the records for medicines and medical supplies? 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 • Records for medicines and Medical supplies o Store Ledger o Bin Cards o Issue voucher o Receipt voucher o Requisition form • Stores ledger o Stores ledger is a stock keeping record forms bound like a book that containing the information about the products regarding quantities in the store. o It also records dates and quantities from who received into the store as well as quantities to whom issued from the store. o It is a legal document used by auditors, stock-verifiers to assess validity of stocks. o The Government policy in most countries requires the use of stores ledgers for accountability , because commodities are considered assets of the government or organizations and should be accounted for carefully • Bin Card o It is an individual stock keeping record that holds information about all the lots of a single product. o One Bin Card is for each product • Issue vouchers o Issue vouchers are used where the issuing facility determines the quantity to be sent and issues the supplies to the receiving facility. • Receipt voucher o A Receipt Voucher lists the items and quantity issued from supplier and received by a facility. o It also includes a separate column for the quantities received in case any items are lots or damaged en route o The issuing facility completes the date and quantities issued, signs the voucher • Requisition forms/ vouchers o A requisition voucher is completed by facility staff by listing the items and quantities requested by a facility. o It also includes a column for the quantity actually issued. REFER students to Handout 2.1: Records of Medicines and Medical supplies for further reading. 13 STEP 4: Importance of Medicine and Medical Supplies Records (20 minutes) • Importance of Medicine and medical supplies records are: o They reflect/show quantities of the items at the store ( stock in hand ) o They protect the store keeper from rumours of misuses or fraud of the medicines and medical supplies in the store. o They provide information on the consumption rate, for deciding what to order and the quantity to order. o They are used for accountability of medicines and medical supplies regarding quantities received, issued and to whom they were issued. o They indicate the value of assets of an institution o They are used as legal requirement for accountability during auditing, stock verification. o They are also required by professional bodies like pharmacy council, for accountability of sources and movement of medicines and medical supplies ( legal sources and uses) STEP 5: Recording and Keeping Medicines and Medical supplies (60 minutes) Activity: Small Group Discussion ( 30 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What is the most important reasons for having stock keeping records? ALLOW students to

NTA Level 4 • Semester 2 • PST04212 Introduction to Housekeeping of Medicines and Medical Supplies Store Medical Stores Keeping • Source Session/Topic 3 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 3: Introduction to Housekeeping of Medicines and Medical Supplies Store. Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Housekeeping of Medicines and Medical Supplies Store • Describe Housekeeping Tasks for Store • Explain the Importance of Housekeeping in the Store • Explain the consequences of Poor Housing Keeping Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer SESSION OVERVIEW Activity/ Step Time Content Method 1 05 minutes Presentation Introduction, Learning Tasks 10 minutes Definition of Housekeeping of Medicines Presentation 2 and Medical Supplies Store Brainstorming 45 minutes Description of Housekeeping Tasks in Presentation 3 Small group discussion Medicine and Medical Supplies Store 25 minutes Presentation Importance of Housekeeping in Medicines 4 Buzzing and Medical Supplies Store 25 minutes Presentation Consequences of Poor Housing Keeping in 5 Buzzing Medicines and Medical Supplies store 6 05 minutes Presentation Key Points 7 05 minutes Presentation Evaluation 22 SESSION CONTENTS 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 Housekeeping of Medicines and Medical Supplies Store (10 minutes) Activity: Brainstorming (5 minutes) ASK students to brainstorm on the following question: • What is housekeeping of Medicines and Medical Supplies store? 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 • Housekeeping o This is the tasks in a store which include the following activities cleaning, pest control, a regular inspection system, disposal of stock, precaution against fire, and strict security measures. STEP 3: Description of Housekeeping Tasks in Medicines and Medical Supplies Store (45 minutes) Activity: Small Group Discussion ( 20 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What are housekeeping tasks in Medicines and Medical Supplies store? ALLOW students to discuss for 20 minutes ALLOW few groups to present and the rest to add points not mentioned CLARIFY and SUMMARIZE by using the contents below 23 • Cleaning and pest control o The store should be kept tidy and should be cleaned two or three times a week. o Pest control can be difficult task, but to avoid possible contamination and physical damage to stock. o It‘s necessary to keep insect, mice and other pests out of the storage area. If needed, pest control measure such as poison should be implemented with proper precaution. • Inspection o Senior staff should inspect the store regularly. The chief storekeeper must make sure that store room employees check the shelves and pallets daily and for deterioration due to climatic condition. Store keepers should open suspect containers and reports problems to managers. • Disposal of expired or damaged stock o Damaged or expired stock should be placed in a designated salvage area to wait authority for disposal. A written record of all stock consigned to this area should be maintained. It‘s recommended that each item be valued at its acquisition cost. The responsible authority should be informed in writing that stock is to be written off. Disposal may be delayed if a committee decision is required, and substantial storage space and May needed for junk stock. Once destruction is authorized, the inventory control clerk must adjust the stock records. All drugs and other potentially toxic products should be disposed of in accordance with local regulation in a manner that does not pose not pose a risk to public health. • Fire precaution o Flammable trash, such as cartons and boxes, must not be allowed to accumulate in the store. Smoking must be strictly forbidden, with ―No smoking‖ signs posted throughout the store. Senior staff must obey the rule as strictly as junior staff, and penalties should be imposed on these who ignore the rules. A smoking area outside the warehouse should be designated. Management must ensure that fire-detection and fire-fighting equipment is regularly inspected and that staff receive adequate training in fire -fighting technique and emergency action. There should be regular fire drills to reinforce the training. • Security o Ideally, the chief storekeeper‘s office should have windows that overlook the loading bay, the compound entrance, and the store itself. A storekeeper who sits behind a closed door with curtains drawn cannot observe what is happening on the site. No vehicles should be allowed into the store compound unless they are authorized by the chief storekeeper or senior staff member. A list of authorized vehicles should be prepared for the compound gate-keeper. 24 STEP 4: Importance of Housekeeping in the Store (25 minutes) Activity: Buzzing (5 minutes) ASK students to pair up and buzz on the following question for 5 minutes • What are the importances of housekeeping in Medicines and Medical Supplies store? 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 • The following are the importance of housekeeping in the store o Promotes quality safety productivity o Decreases fire hazards o Makes the store looks neat and orderly and eases flow of drug and supplies o Improves morale among workers o Better control of drugs and supplies, including inventory maintenance o Better hygienic conditions leading to improved health o More effective use of space o Reduces drug and supplies damage o Reduces tripping and slipping accidents in clutter-free and spill-free work areas o Minimize workers exposures to hazardous

NTA Level 4 • Semester 2 • PST04212 Issuing Medicines and Medical Supplies from a Store Medical Stores Keeping • Source Session/Topic 4 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 4: Issuing Medicines and Medical Supplies from a Store Total Session Time: 120minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Issuing of Medicines and Medical Supplies From a Store • Identify the Documents Used for Issuing Medicines and Medical Supplies From a Store. • Explain the Procedure for Issuing of Medicines and Medical Supplies • Filling Documents Used in Issuing Medicines and Medical Supplies Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer • Worksheet 4.1 Issue voucher • Worksheet 4.2 Issue voucher 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 28 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 • What is issuing medicine from a store? 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 • Issuing of medicines from a store 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. • STEP 3: Documents Used for Issuing Medicines From a Store(30 minutes) • Document that is common used in health facility for issuing medicines from a store is issue voucher. • Issue voucher is a document used when you issue items to another health unit or to 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 • STEP 4: Procedure for Issuing of Medicines and Medical Supplies (30 minutes) • Medicines and related supplies should be issued within or moved out of the facility by 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. 29 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 • How to fill issue voucher used in issuing medicines and medical supplies? 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 • Filling documents used in issuing medicines and medical supplies require a trained personnel • The following below documents shall be filled as follows 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. 30 STEP 6: Key Points (5minutes) • 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. • Document which is common used in health facility for issuing medicines from a store is issue voucher. • One of the Procedures for issuing of medicines and medical supplies include identifying the correct quantity required to be supplied. • Documents used in issuing medicines and medical supplies shall be properly filled with 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) • What is issuing of medicines and medical supplies from a store? • What

NTA Level 4 • Semester 2 • PST04212 Premise Suitable for Storage of Medicines and Medical Supplies Medical Stores Keeping • Source Session/Topic 5 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 5: Premise Suitable for Storage of Medicines and Medical Supplies Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Storage of Medicines and Medical Supplies • Explain the Importance of Proper Storage of Medicines and Medical Supplies • List Requirements of Premises for Storage of Medicines and Medical Supplies Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer SESSION OVERVIEW Activity/ Step Time Content Method 1 05 minutes Presentation Introduction, Learning Tasks Presentation Definition of Storage of Medicines and Medical 2 20 minutes Supply Brainstorming Presentation Importance of Proper Storage of Medicines and 3 40 minutes Small Group Medical Supplies Discussion Presentation Requirements of Premises for Storage of 4 45 minutes Brainstorming Medicines and Medical supplies 5 05 minutes Presentation Key Points 6 05 minutes Presentation Evaluation 35 SESSION CONTENTS STEP1: Presentation of Session Title and 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 Storage of Medicines and Medical Supplies (20 minutes) Activity: Brainstorming (5 minutes) Ask students to brainstorm on the following question: • What is storage of Medicines and Medical Supplies? ALLOW few students to respond? WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below • Storage of medicines and medical supplies o Is the safekeeping of medicines and Medical Supplies to avoid spoilage and losses STEP 3: Importance of Proper Storage of Medicines and Medical Supplies (40 minutes) Activity: Small Group Discussion ( 40 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What are the importance of proper storage of Medicines and Medical Supplies? ALLOW students to discuss for 20 minutes ALLOW few groups to present and the rest to add points not mentioned CLARIFY and SUMMARIZE by using the contents below • Proper storage of Medicines and Medical Supplies are important in order to: o Avoid contamination or deterioration o Avoid disfiguration of labels o Maintain integrity of packaging and so guarantee quality and potency of Medicines and Medical Supplies during shelf life 36 o Prevent or reduce pilferage, theft or losses o Prevent infestation of pests and vermin STEP 4: Requirements of premises for storage of Medicines and Medical Supplies (45 minutes) Activity: Brainstorming (5 minutes) Ask students to brainstorm on the following question: • What are the requirements of premises for storage of Medicines and Medical Supplies? ALLOW few students to respond? WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below • The following are requirements of premises for Medicines and Medical Supplies: o Capacity/space: storage facilities must have the capacity for both storage and handling o Cold storage: in larger facilities it is more efficient to use cold rooms rather than numerous refrigerators or freezers (which generate heat) o Secure storage: all Medical stores should have a secure storage area for product that are likely to be stolen or abused o Ventilation: the location designed should ensure maximum air circulation to avoid concentration of fumes or gases and to prevent condensation of moisture on products or walls o Roof: design a slanting roof to allow water runoff o Ceiling: install a double ceiling to provide insulation and ensure that supplies are kept cool o Walls and floor: the walls and floors should be permanent and smooth for easy cleaning o Doors: plan doors wide enough to allow for the free and easy movement of supplies and handling equipment o Lighting: plan the storeroom with as much natural light (sunlight) in the day as possible to avoid the use of florescent or incandescent bulb lighting o Windows: plan windows that are high and wide to allow adequate ventilation o Cupboards: provide cupboards for the storage of specific products that must be kept free from dust or light o First aid: keep well stocked first aid kits to treat employees or visitors who are injured in your facility o Shelves: arrange shelves and racks in lines with a passage way not less than 90 cm wide 37 STEP 5: Key Points (5 minutes) • Storage of Medicines and Medical Supplies Is the safekeeping of medicines and Medical Supplies to avoid spoilage and losses • Proper storage of Medicines and Medical Supplies are important in order to maintain the their quality during the whole period of their shelf life • Requirements of premises for Medicines and Medical Supplies include: capacity/space, shelves, first aid kit, cupboards, windows, lighting, doors, walls and floor, ceiling, roof, ventilation secure storage and cold storage STEP 6: Evaluation (5 minutes) • What is the storage of Medicines and Medical Supplies • What are the importance of proper storage of Medicines and Medical Supplies? • What are the requirements of the suitable premise of Medicines and Medical Supplies 38 References Management Science for Health and World Health Organization. (1997). Managing Drug Supply, (2nd ed.).West Hartford, Connecticut, USA: Kumarian Press Shirima, L. L (1988): Basic Store-keeping and Warehouse Management. General Publication United Republic of Tanzania, Public Procurement Act, 2004, Dar es Salaam Njau, E. (2002). Pharmacology and Therapeutics (2nd ed.). Nairobi: African Medical and Research Foundation 39 ← Previous TopicNext Topic →View all Medical Stores Keeping topicsOpen Complete Full Notes PDF / OFFLINE NOTES Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline au PDF, bonyeza kitufe hapa chini. Ujumbe wenye Level, Semester, Module na Topic utaandaliwa moja kwa moja.TUMIWA NOTES WHATSAPP WhatsApp: 255620339260

NTA Level 4 • Semester 2 • PST04212 Zoning of Premises/Store for Storage of Medicines Medical Stores Keeping • Source Session/Topic 6 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 6: Zoning of Premises/Store for Storage of Medicines and Medical Supplies Total Session Time: 120minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Zoning • Explain Zoning of Stock Within the Store • Describe Criteria for Establishing Zones Within a Store • Identify Types of Stock Location Within a Zone • Describe Stock Classification • Describe the arrangement of Stocks in Zones Resources Needed • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer SESSION OVERVIEW Activity/ Step Time Content Method 1 5 minutes Presentation Introduction, Learning Task Presentation Definition of Zoning 2 5 minutes Brainstorming 3 20 minutes Presentation Zoning of Stock within the Store Criteria for Establishing Zones within a Store 4 10 minutes Presentation Presentation 5 30 minutes Group discussion Types of Stock Location Within a Zone Presentation 6 30 minutes Stock Classification Presentation 7 Stock Within a Zone 10 minutes Buzzing 8 5 minutes Presentation Key Points 9 5 minutes Presentation Evaluation 40 SESSION CONTENTS STEP1: Presentation of Session Title and 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 zoning (5 minutes) Activity: Brainstorming (3 minutes) ASK students to brainstorm on the following question • What is zoning? ALLOW few students to respond WRITE their answers on flip chart/ board CLARIFY and SUMMERIZE by using the content bellow • Definition of zoning o Is the process of separating an area (building or room, a locked cupboard, a refrigerator, a freezer, or a cold room), which should provide distinct environmental conditions, a certain level of safety or the required level of security. STEP 3: Zoning of Stock within the Store (20 minutes) • Medicines and medical supplies must be stored in a zone/part of the store with the correct combination of temperature and security as well as the required level of safety and security. This initial zoning process is the most basic way in which supplies can be arranged. • Follow to the extent possible, the product manufacturer‘s storage conditions • If no specific storage conditions are given, normal storage conditions apply. Normal storage conditions for medicines have been defined as storage in dry, well-ventilated premises at temperatures of 15ᴼC-25ᴼC , or depending up climatic conditions, up to 30ᴼC (WHO 2003). • The 15ᴼC to 25ᴼC-30ᴼC temperature zone is assumed to be air-conditioned and humidity controlled. In temperate climates this temperature range can be achieved without air- conditioning, but humidity control may still be necessary • Each storage zone should have at least one thermometer, and temperature should be recorded daily at the hottest time of the day. • Storage at uncontrolled room temperature: o Many stocks can be safely stored at uncontrolled room temperature. • Cold storage: o example of drug products which usually require refrigeration:  insulin  Ergometrine for injection  vaccines,  antitoxins  sera and blood products  test kits/diagnostic tests 41 o These must be stored in refrigerator or cold chains because their potency depends on cold storage. • Secure storage: o This is necessary to protect drug products, which have higher risk of theft, or to comply with national laws o Narcotics and other controlled drugs should be kept in a secure room, a safe or steel cupboard/ cabinet to prevent access to unauthorized persons o The keys to the secure store should be kept in a safe by a store in-charge o Entry to the store must be controlled or restricted • Flammables e.g. alcohol/spirit, halothane, ether, must be stored in special buildings or rooms. A separate building is the best because it greatly reduces the risk of a fire spreading to the main store. The flammables store must be well ventilated and fire proof; use water paints on the walls. STEP 4: Criteria for Establishing Zones within a Store (10minutes) • The selection of the storage zones (as well as suitable storage equipment) is determined by various criteria: o Required storage temperature and humidity o Size of the product o Volume of batch o Weight of batch o Requirement for special storage equipment o Dangers posed by products o Required level of security o Requirements of national legislation • The required level of security for internationally controlled drug products is determined by national legislation and regulations. • The level of security will also depend on the risk of theft which may be high for internationally controlled drug products as well as antibiotics, for example. • The number of items requiring specific storage conditions as well as their average stock levels will determine the required size each zone should have. For example a medical storage facility may require only a small steel safe or a reinforced vault for storage of internationally controlled drug products. Cold chain loads may require only a single refrigerator or require a walk-in cold room. • Every product must be put away in the zone with the storage conditions recommended by the manufacturer and indicated on the packaging as well as according to the requirements by national drug legislation. • While the storage in refrigerators or locked rooms leaves no choice, many health care stock items can be stored on floor pallets or on shelves. This choice is determined by the volume of batch of each product. • Possible changes in the need for different zones as well as the capacity of individual zones should be taken into account from the very beginning. The zoning plan should be as flexible as possible to allow future changes such as extension of the cold room

NTA Level 4 • Semester 2 • PST04212 Factors Affecting the Quality of Medicines and Medical Supplies During Storage Medical Stores Keeping • Source Session/Topic 7 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 7: Factors Affecting the Quality of Medicines and Medical Supplies During Storage. Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Quality of Medicines and Medical Supplies • List Factors Affecting Quality of Stored Medicines and Medical Supplies • Explain the Consequences of Poor Storage of Medicines and Medical Supplies • Describe Ways to Avoid the Effects of Medicines and Medical Supplies Deterioration. • Identify Signs of Deteriorated Medicines Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer SESSION OVERVIEW Activity/ Step Time Content Method 1 05 minutes Presentation Introduction, Learning Tasks 10 minutes Definition of Medicines and Medical Presentation 2 Supplies Brainstorming 15 minutes Factors Affecting Quality of Stored Presentation 3 Medicines and Medical Supplies Buzzing 30 minutes Presentation Consequences of Poor Storage of Medicines 4 and Medical Supplies 35 minutes Presentation Ways to Avoid the Effects of Medicines and 5 Small group Medical Supplies Deterioration. discussion 15 minutes Presentation Identification of Signs of Deteriorated 6 Medicines 7 5 minutes Presentation Key Points 8 5 minutes Presentation Evaluation 49 SESSION CONTENTS 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 Quality of Medicines and Medical Supplies (10 minutes) Activity: Brainstorming (5 minutes) ASK students to brainstorm on the following question: • What is quality of medicines and medical supplies? 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 • Quality of medicines and medical supplies o Quality of medicines and medical supplies can be defined in terms of suitability for the intended use. Thus, several aspects are of importance are efficacy and safety of the product conformity with specifications in terms of identity strength, purity and other characteristics as specified in pharmacopoeia or pharmaceutical regulations. STEP 3 Factors Affecting Quality of Stored Medicines and Medical Supplies (15 minutes) Activity: Buzzing (5 minutes) ASK students to pair up and buzz on the following question for 5 minutes • What are factors affecting quality of stored medicines and medical supplies? 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 50 The following are factors which affect the quality of stored medicines and medical supplies • Heat • Temperature • Moisture • Light • Microbial contamination • Air • Humidity • Cold • Rats and mice STEP 4: Consequences of Poor Storage of Medicines and Medical Supplies (30 minutes) • Heat o Heat leads to chemical decomposition, protein denaturation • Temperature o Temperature may cause some compound to melts e.g. ointment and become useless. • Moisture o Moisture can cause tablet to crumble • Light o Strong light will damage many medicine • Microbial contamination o Microbial contamination may contaminate with medicines ingredients and cause infection • Air o The chemicals in drugs can slowly react with the oxygen in the air • Humidity o Too high humidity may cause growth of fungus and mould in the stored medicines • Cold o In very cold condition liquid medicine may freeze. Some vaccines, if they have been frozen should not be used. • Rats and mice o Can chew through containers made of most materials around the content to become contamination 51 STEP 5: Describe Ways to Avoid the Effects of Medicines and Medical Supplies Deterioration (35 minutes) Activity: Small Group Discussion ( 15 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What are the ways to avoid the effect of medicines and medical supplies deterioration? ALLOW students to discuss for 15 minutes ALLOW few groups to present and the rest to add points not mentioned CLARIFY and SUMMARIZE by using the contents below • Temperature o Temperature effect is avoided by storage in cold conditions, refrigerator, room temperature and other temperature depending on a specific type of drug. o In the storage room one must  Maintain a refrigerator temperature 2-8 C using thermometer  Keep freezers and refrigerators in shady, ventilated area  Record temperature in room and refrigerator three times a day  Compare the recorded temperature with the recommended temperature of their medication  Minimize frequency and duration of opening the refrigerator  Keep the refrigerator well organized  Use refrigerator exclusively for medical product, not for food • Humidity o In humid climate, dehumidifiers are used for preventing moisture damage o If there is no dehumidifiers use ventilating fans or opens windows • Light o Keep liquids in tinted glass o Keep light sensitive items in their originally package o Protect from sun • Air o Well-fitting lids on containers o When you open containers keep it open for the shortest possible time o Replace their lids securely and promptly • Rats and mice o Make your store as ―rat-proof‖, o Use fine wire mesh in wall cracks and windows o Stores good in pallets or shelves not on the floor o Use rats trap or poison to kill rats • Moisture o Moisture effect is avoided by ensuring aeration in the store, ensure the store is dry, some drugs contain sachets, ensuring drugs are retained in their original container, drying of hands when handling drugs, the use of pellets 52 • Heat o Store should be built in the shade or

NTA Level 4 • Semester 2 • PST04212 Ordering of Medicines and Medical Supplies Medical Stores Keeping • Source Session/Topic 8 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 8: Ordering of Medicines and Medical Supplies Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Ordering of Medicines and Medical Supplies • Explain the Procedure for Ordering Medicines and Medical Supplies • Identify Stock Records Required for Ordering Medicines • Practice Filling and Completing Order Forms Used in the Facility. Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • Handout 8.1. Ordering of Medicines and Medical Supplies • Worksheet 8.1.Sample of report and Request Form • Worksheet 8.2: Answers for Small Group Discussion • LCD projector and computer 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 55 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: • What is ordering of medicines and medical supplies? ALLOW few students to respond WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below • Ordering of medicine and medical supplies o Is a process of placing a request to a supplier to get needed stock. • Things to consider while planning to order new stock are 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: • What are the procedures for ordering medicines and medical supplies? ALLOW few students to respond WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below • The ordering process starts with pharmaceutical personnel and medical officers in charge of the facility filling out a monthly/quarterly R&R (Report and Request) form 56 • The completed form is sent to the District Medical Officer for approval and with the assistance of District Pharmacist these forms are compiled together and then sent to MSD • MSD reviews the order and delivers the required items with sales invoice to the District • The District Medical Officer/Pharmacist receives the medicines and related supplies for the district and distributes them to the facilities according to the order • The ordering of medicines is normally done quarterly or monthly • Excessive stock is wasteful and should be avoided and on the other hand ordering too little 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) • Stock record and Bin Cards 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 • Store ledger 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. • Report and Request Form (R&R) 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 • Dispensing register o This is the book which used to record medicine dispensed 57 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 • The store ledger shows that by 30th September 2008 the physical inventory for SD Bioline was 24 kits, Determine 1 kit, Unigold 3 kits • For the period of October 1st to December 31st 2008 the facility received 16 kits, of SD Bioline, 1 kit of Determine and 0 kit of Unigold • During the same period daily usage records from VCT/PITC indicates that 355 tests of 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 • For the same period the usage record from lab indicated that 250 tests of SD Bioline, 10 of Determine and 5 of Unigold • A nearby health centre called Mwendapole Health centre borrowed 100 tests (given: 1 kit 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

NTA Level 4 • Semester 2 • PST04212 Receiving Medicines and Medical Supplies Medical Stores Keeping • Source Session/Topic 9 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 9: Receiving Medicines and Medical Supplies Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Receiving of Medicines and Medical Supplies • Explain the Procedures for Receiving Medicines and Medical Supplies • Identify Stock Records Required for Receiving of Medicines and Medical Supplies • Practice Filling and Completing Order Forms Used in the Facility Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer • Handout 9.1: receiving of medicines and medical supplies • Worksheet 9.1: Sample of Good Received Note SESSION OVERVIEW Activity/ Step Time Content Method 1 5 minutes Presentation Introduction, Learning Task Definition of Receiving of Medicines and Medical 10 minutes Presentation Supplies 2 Brainstorming Presentation/ Procedures for Receiving Medicines and Medical 3 25 minutes Buzzing Supplies Stock Records Required for Receiving Medicines 4 10 minutes Presentation Presentation Filling and Completing Receiving Forms Used in 5 60 minutes Small Group the Facility. Discussion 6 5 minutes Presentation Key Points 7 5 minutes Presentation Evaluation 64 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 Receiving of Medicines and Medical Supplies (10 Minutes) Activity: Brainstorming (5 minutes) ASK students to brainstorm on the following question: • What is receiving of medicines and medical supplies? 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 • Receiving of medicine and medical supplies o Is a process of receipt medicine and medical supplies from selected qualified vender. • When receiving medicines and medical supplies the following information should recorded in the store ledger and bin card: o date of received medicines and medical supplies o the name of the supplier o quantity of medicines and medical supplies received Unit price STEP 3: Procedures for Receiving Medicines and Medical Supplies (25 Minutes) Activity: Buzzing (5 minutes) Ask students to pair up and buzz on the following question for 2 minutes: • What are the procedures for receiving medicines and medical supplies? ALLOW few students to respond WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below 65 • Within a facility, items should be received by the pharmaceutical personnel and approved by Hospital/health facility Therapeutic Committee (HTC) • Products received should also be entered into stock cards/bin cards and the store ledger • Delivery note and sales invoice should be used for comparing with the actual receipts • If any discrepancy is observed, verification claim forms must be filled out and sent to MSD or other suppliers • A room for keeping pharmaceutical products should meet all the specification required • , Keep medicines and medical supplies in their appropriate storage conditions e.g. refrigerated medicines to be kept in the refrigerator Refer students to Handout 9.1 Receiving of Medicines and Medical Supplies for further reading STEP 4: Stock Records Required for Receiving Medicines (10 minutes) Stock records required for receiving medicines in a store are: o Verification and claim form o Goods Received Note ( GRN ) REFER students to worksheet 9.1 for further reading. STEP 5: Filling and Completing Receiving 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 INSTRUCT students to fill in verification and claims form for the exercises 1 and 2 below. Exercise 1: 100 tins of Lamivudine 150mg, ordered, listed on the MSD sales invoice but not received. Use the name of any facility, supplier, transporter and driver that you know. Assume the ordered quantity was 500 tins in the form number 034. Exercise 2: 3 tins of Abacavir 300mg tablets, received on 30th June 2009, with less than 3 months shelf life remaining. Expiry date 30th September 2009 ALLOW students to discuss for 30 minutes ALLOW few groups to present and the rest to add points not mentioned CLARIFY and SUMMARIZE by using the contents below 66 67 STEP 6: Key Points (5 minutes) • Receiving of medicine and medical supplies is a process of receipt medicine and medical supplies from selected qualified vender. • Within a facility, items should be received by the pharmaceutical personnel and approved by Hospital/health facility Therapeutic Committee (HTC) o Stock records required for receiving medicines include verification and claim forms and goods received note ( GRN ) STEP 7: Evaluation (5 minutes) • What is receiving of medicines and medical supplies? • What are the procedures for receiving medicines and medical supplies? • What are stock records required for receiving of medicines and medical supplies? . 68 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 e.d.).West Hartford, Connecticut, USA: Kumarian Press 69 Handout 9.1: receiving of Medicines and Medical Supplies A. Dispensary and Health Center Level It is the responsibility of the DMO to ensure that the pre-packaged supplies received Quarterly from MSD are delivered to each facility in time. The process by which the supplies are received at the facility. 1) Facility waits

NTA Level 4 • Semester 2 • PST04212 Stock Control Practice Medical Stores Keeping • Source Session/Topic 10 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 10: Stock Control Practice Total Session Time: 120 minutes Prerequisites • None Learning Tasks By the end of this session students are expected to be able to: • Define Common Terms Used in Stock Control Of Medicines and Medical Supplies • List Stock Control Records and Documents Used in Physical Inventory • Explain the Process of Stock Taking and Reconciliation • Explain the Process of Recording and Reporting the Unserviceable Stocks Resources Needed: • Flip charts, marker pens, and masking tape • Black/white board, chalk and whiteboard markers • LCD projector and computer • Handout 10.1: S.F 15 Form SESSION OVERVIEW Activity/ Step Time Content Method 1 5 minutes Presentation Introduction, Learning Tasks Definitions of Common Terms Used in Stock Presentation 2 10 minutes Control of Medicines and Medical Supplies Buzzing Presentation Stock Control Records and Documents Used in 3 10 minutes Brainstorming Physical Inventory 4 40 minutes Presentation Process of Stock Taking and Reconciliation Process of Recording and Reporting the 45 minutes Presentation 5 Unserviceable Stocks Small Group Discussion 6 5 minutes Presentation Key Points 7 5 minutes Presentation Evaluation 73 SESSION CONTENTS STEP 1: Presentation of Session Title and 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: Definitions of Common Terms Used in Stock Control 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 • What is o Inventory? o Lead time? o Pull system? o Push system? o Re order level? o Buffer stock? o FEFO? o FIFO? o Stock taking? o Unserviceable stock? 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 • Terms Commonly Used in Stock Control of Medicines and Medical Supplies include; o Inventory  The stock on hand at any given time o Lead time  The time interval between when new stock is ordered and when it is received and available for use o Pull (request) system  In a pull system, quantities to be issued are determined by personnel who receive the supplies o Push (allocation) system  In a push system, quantities to be issued are determined by personnel who issue the supplies o Re-order level  Is the level of stock when you place an order o Buffer stock/Safety stock  I s a stock used during lead time o FEFO  First expiry first out 74 o FIFO  First in first out o Stock taking  Is a process of counting physically o Unserviceable stock  This include products with one or more of the following characteristic, expired, damaged, has contaminated items, has items instituted for recall, un repairable or obsolete for medical equipment‘s and prohibited STEP 3: Stock Control Records and Documents Used in Physical Inventory (10 minutes) Activity: Brainstorming (5 minutes) Ask students to brainstorm on the following question: • What are the stock control records and documents used in physical inventory? ALLOW few students to respond WRITE their responses on the flip chart/ board CLARIFY and SUMMARISE by using the content below • Common stock control records and documents used in physical inventory include: o Ledger books o Bin cards o Stock taking sheets STEP 4: Process of Stock Taking and Reconciliation (40 minutes) Checking the Stock The store keeper makes a physical count of the stock, and makes an entry on the card. The stock check can be done on the routine basis for all stock (e.g. Once a month) It is better if the stock count is done without looking at any other stock information and then any differences can be investigated later. To calculate the theoretical balance which should be present, the formula used Theoretical Balance = Opening balance – Stock Issued + Stock Received If stock count and theoretical balance agree, then the stock is said to be reconciled If the stock count and theoretical balance do not agree, then the stock is not reconciled When the stock is not reconciled, that is when there is a difference between the stock count and the theoretical balance, it is vital to investigate the reasons for the difference. There may be a simple explanation (accidental breakage),but it may be that there is some theft or pilfering occurring, and if this is so, then random and unannounced spot checks on the stock balance should be made. 75 STEP 5: Process of Recording and Reporting the Unserviceable Stocks (45 minutes) Activity: Small Group Discussion ( 20 minutes) DIVIDE students into small manageable groups ASK students to discuss on the following question • What are the processes of recording and reporting the unserviceable stocks? ALLOW students to discuss for 20 minutes ALLOW few groups to present and the rest to add points not mentioned Refer students to Handout 10.1: S.F 15 for Further Reading CLARIFY and SUMMARIZE by using the contents below • Health facilities should conduct inspection and physical inventory for their medical stores monthly. • During the inspection and physical inventory the medical stores in charge should look for the following criteria that may render the product unserviceable o Expiry o Damage o Contaminated items o Items instituted for recall o Un repairable or obsolete medical equipment o Prohibited • Any item deemed to be unserviceable should be separated from usable items, removed from normal stores ledger and recorded into the Unserviceable goods ledger. • A separate marked area should be identified. All unserviceable medical stores should be in an identified separate marked area For easy access and verification •