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

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

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.

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

• 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 in a warehouse more than 4.5 meters high, it may be possible to

install an independent mezzanine flooring system supporting a second tier of

shelving.

 This can increase the available shelving volume up to 100 percent, at the expense of

some inconvenience in material handling. Obliviously, if this is done, high –quality

construction is critical to avoid injury to staff and damage to stored goods.

o Floor pallets

 Floor pallets are good solution in warehouse with ceiling height of less than 3 meters

and in store where the cost of pallet racking and forklifts cannot be justified.

 Many heavy or bulky items, such as rolls of cotton, drug kits, or large hospital

equipment, require floor location.

 Floors should be marked to indicate pallet and aisle position.

o Block stacked pallets

 Pallets containing light goods may be stacked on top of one another in blocks.

 Blocks-stacked pallets should be used only for items without expiry dates or with

very high turnover, because the first-in terms are the bottom of the stack.

 Block stacking is a cheap and space efficient method of storage and no racking is

required

o Pallet racks

 Simple pallets racks generally have two or three tiers.

 Two tiers of racking require a clear height of about 3 meters, and three ties require a

clear height of about 4.5 meters

 It is possible to have several more tiers to have several more tiers but sophisticated

mechanical handling equipment is then required

STEP 5: Arrangement of Medicines and Medical Supplies in the Store (30

minutes)

Activity: Small Group Discussion ( 10 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

• How do you arrange medicines and medical supplies in a store?

ALLOW students to discuss for 10 minutes

ALLOW groups to present their opinions

CLARIFY and SUMMARIZE by using the contents below

• Supplies should be arranged according to:

o First expiry/first out (FEFO)

 Supplies which expire first should be in front and be issued first in preference to those

with longer expiry dates

o First in first out (FIFO),

 Always issue first those medicines which have been in the store the longest

 Place newly received items on the shelves or pallets so that those present

automatically move to the front and are issued first

 This applies especially for drugs with none expiry dates

o Category or formulation

o In alphabetical order

Refer students to Handout 1.1: Arrangement and Organization for further

reading.

STEP 6: Key Points (5 minutes)

• A medical store is a room where medicines are kept under lock and key for the security and

safety of medicines and medical supplies

• The functions of a store keeper is to organize and maintain storage conditions, keeping

records and maintain availability of medicines to store

• Common systems for arranging medicines and medical supplies in a store includes,

alphabetical by generic name, pharmacological/therapeutic, dosage form, frequency of use,

random bin and

• The four basic equipment of storage of medicine and medical supplies are, Shelves, Floor

pallets, Block stacked pallets, and pallet racks.

STEP 7: Evaluation (10 minutes)

• What is a medical store?

• What are the common systems used in arranging medicines and medical supplies?

• What equipment are used to store medicine and medical supplies in a storeHow do you

arrange medicines and medical supplies in the store?

STEP 8: Visit to a Store (10 minutes)

Activity: Visit to a store (120 minutes)

PREPARE for a visit to a hospital store

ORIENT the students on objectives and guide of the visit

REFER students to Field Trip Guide 1.1: A Guide for a Visit to Hospital Pharmacy

Store

DIVIDE students to manageable small groups

TAKE students to the site to learn about pharmacy store arrangement.

PREPARE students for feedback of the visit

References:

Jessop, D and Morrison (1994) Storage and Supply of Materials, (6th ed.), Prentice Hall

Laurie L, Editor, (2003) Guidelines for the Storage of Essential Medicines and Other Health

Commodities. John Snow, Inc./DELIVER in collaboration with the World Health

Organization

Management Science for Health and World Health Organization. (1997). Managing Drug

Supply, (2nd ed.).West Hartford, Connecticut, USA: Kumarian Press

Management Science for Health and World Health Organization. (2012). Managing Access to

Medicines and Health Technology, (3rd ed.). Kumarian Press

Shirima, L. L (1988): Basic Store-keeping and Warehouse Management. General Publication

World Health Organization (WHO), Regional Office for Africa Brazzaville 2004, Management

of Drugs at Health Centre Level Training Manual.

Handout 1.1: Arrangement and Organization of a Store

Proper Arrangement and Organization`

Requirements for Proper Arrangement

• Storage area or the store should be clean

• Must be arranged in an orderly manner so that each item is easily accessible

• Supplies should be stored according to manufacturer‘s storage requirements (e.g. light,

temperature and humidity)

• Medicines in store rooms are arranged according to the specified management principles of

the organization

• Drugs and medical supplies must be properly stored in order to maintain their stability and

quality up to the end of their stated time of use

Classification of Drugs in the Store

• Medicines are also grouped according to the pharmacological classification; this provides a

useful reference point with which a health worker can easily recognize individual products

• Put frequently used items at waist height

• Store extra stock on upper shelves (if not too heavy)

• Top shelf should be used to store dry medicines (tablets, capsules, oral rehydration packets)

o If the top shelf is near the ceiling or out of your reach, use that shelf to store items that

are NOT sensitive to heat and are NOT used regularly

• Middle shelf should be used to store injectable and ointments

• However, note that liquids and syrups can also be stored but with caution as they can leak

• Lower shelves can be used to store other supplies, such as surgical items, laboratory supplies

and condoms

• Level of use (i.e. for fast moving medicines) must be placed where they are easy to reach

• Labels for product name can be put on shelves where that item is located for easy access

• Consider the labels on the items carefully, these indicate the storage requirements

• The store should be located in a place that is not easily reached by flooding

• It should be accessible to transport and secured from theft and fire

Storage and Use Procedures

• All stock should be checked for expiration dates at regular intervals (monthly)

• Items with shorter expiration dates should be issued first (FIFO)

• Reduce waste caused by drug expiration by sharing with the nearby facilities (this must be

agreed with the Hospital Therapeutic Committee)

o Note: Items should never be placed on the floor.

Worksheet 1.1: Pictures of Store Equipments

Field Trip Guide 1.1: A guide for a Visit to Hospital Pharmacy

Store

Introduction

This guide will help a student to understand better on common system for arranging medicines

and medical supplies in a store also to build more capacity on how to arrange medicines and

medical supplies in a store by visiting to a hospital pharmacy store and observe by visualizing

what is real done by store workers.

Student should be divided into small group may be of 5 to 10 members to simplify managing

them once they are passing from one area of studying to another within a store.

Each group should have a Chairman, a recorder and a reporter

Learning Tasks

• Identify common system for arranging medicines and medical supplies

• Identify arrangement of medicines and medical supplies in the store

Activity

• Students to prepare themselves by having important tools like pen, notebook, overall coat,

boots and any other related material for the visit

• Locate four basic arrangement of storage: Shelves, Floor pallets, Block stacked pallets, and

pallet racks.

• Observe common system for arranging medicines and medical supplies

• Observe arrangement of medicines and medical supplies in the store

At the end of this activity the groups of students will submit a report of what they have learned

from this study tour of a hospital pharmacy store

Each group will present their learning experiences in the class.

A facilitator will summarize and make more elaboration on important issue

Next Topic →View all Medical Stores Keeping topics Open 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