NTA Level 4 • Semester 2 • PST04212

Receiving Medicines and Medical Supplies

Medical Stores Keeping • Source Session/Topic 9

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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

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

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

• 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

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

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?

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

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 for supplies from district until week 3 of month 3 of the quarter.

According to the delivery schedule in Section V-Ordering, supplies should be delivered from the

DMO to health centers and dispensaries by the end of the third week of the third month of the

quarter. (For example, if the quarter is Feb/Mar/Apr, the expectation is that the order will be

received within the third week of April.)

2) Is delivery on time? The Facility-In-charge should check to see if the truck coming from the

district is on time.

2a) Shipment at district?—If the supplies do not arrive on time, the facility in-charge should

contact the district to determine if MSD has delivered the facility‗s order to the district.

2b) Wait until shipment at district.—If the facility‗s order is not at the district, the facility should

wait until it has arrived.

2c) Shipment at the district but not delivered to the facility on time? -Facility in charge should

follow up with the DMO. Determine if the District can arrange to deliver the shipment in good

time, otherwise, arrange pick up.

3) Facility receives shipment, noting date on the district generated transaction record. The

facility should maintain records of the GRN or the district generated transaction record to enable

monitoring of deliveries. The district should deliver these cartons, intact, to the facilities. At the

facility, the facility in-charge will count the number of cartons and sign for that receipt. The

contents of the cartons will not be known until they are opened later.

4) Open cartons with a Village Health Committee (VHC) member and two other

Witnesses present As soon as possible after the shipment arrives at the facility the in-charge

should notify the VHC and arrange for a member(s) to be present for the opening of the carton. It

is necessary that this step be completed immediately after the receipt of the sealed cartons. If no

member of the Village Health Committee is available, the facility in charge should contact the

village government which would name a person to be a witness. Both the facility in charge and

the village health committee member and witnesses should compare what is delivered with what

is on Form 4: MSD Sales Invoice In case of any discrepancies, unacceptable shelf life, or

damage, the facility in-charge should fill out and sign Form7.Verification and Claims Form in

triplicate (packed inside one of the cartons) to be signed by all three witnesses. A copy of Form 7

is retained at the facility, a copy is sent to the DMO and the original sent to MSD. To MSD.

The box will also contain Form 5: Customer Statement of Account which should be given to the

Facility In charge. The statement of account will be used to determine the amount of the central

allocation that can be spent for the next order.

5) Record receipt in Stores Ledger. All acceptable supplies should be recorded the Stores

Ledger/MTUHA Book 4. Unacceptable supplies should be quarantined (separated) into a special

area to ensure that they will not be dispensed. Facilities should return unacceptable supplies to

the district. Unacceptable supplies returned from the district will be returned to MSD, during the

next MSD delivery.

6) Store supplies appropriately —See Section VIII, Storing Medicines and Related Supplies.

Remember to store supplies so that the supplies first to expire are first to be issued (FEFO, first

expiry, first out).

7) Inform Prescribers and Dispensers of arrival of supplies. These staff member should be

informed so they are aware of the new shipment, particularly if a product was previously stocked

out.

B. The Hospital Level

The process by which district hospitals, regional hospitals, and referral hospitals receive supplies

from MSD is essentially the same with the following minor differences. Orders from MSD

should be received by the hospital by the end of the 2 week of the 3rd month of the quarter. The

hospital should take their order directly to the MSD Zonal Store and can pick up the supplies

directly. Otherwise, MSD will deliver the order to the hospital.

The sub-HTC should witness the receiving of shipments in accordance with their responsibilities

as specified in the functions of the HTC.

Worksheet 9.1: Sample of Good Receiving Note

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