NTA Level 5 • Semester 1 • PST05101

Structure and Functions of Medical Stores Department

Medicines and Medical Supplies Management • Source Session/Topic 14

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Session 14: Structure and Functions of Medical Stores Department

Total Session Time: 120 minutes

Prerequisites

• None

Students Learning Tasks

By the end of this session students are expected to be able to:

• Describe the structure of Medical Stores Department

• Describe the functions of Medical Stores Department

Resources Needed:

• Flip charts, marker pens, and masking tape

• Black/white board and chalk/whiteboard markers

SESSION OVERVIEW

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: Structure of Medical Stores Department (35 minutes)

|Activity: Buzzing (5minutes) |

| |

|ASK students to pair up and buzz on the following question for 3 |

|minutes |

| |

|Describe the structure of Medical Stores Department? |

| |

|ALLOW few pairs to respond on the question and let other pairs add on |

|points not mentioned WRITE their response on the flip chart/board |

| |

|CLARIFY and SUMMARIZE by using the content below |

Introduction

Medical Stores Department (MSD) was established by the Act of Parliament

No.13 of 1993 as an autonomous department under the Ministry of Health,

Community Development, Gender, Elderly and Children. Responsible for

developing , maintaining and managing an efficient and cost effective

system of procurement, storage and distribution of approved medicines and

medical supplies required for use by the public health services

Structure of MSD

• This is an autonomous agency under the Ministry of Health and is

governed by a board of trustees.

Board of Trustees

• The Board is composed of nine members appointed every three years.

• The Chairman is appointed by the President of the United Republic of

Tanzania

• Eight members are appointed by the Minister responsible for health

• The Board delegates the day to day management of the department

operations to the Director General

Executive Management Team (EMT)

• All MSD administrative functions and operations are carried out and

managed by and through the EMT

• It consists of The Director General and six other Directors

responsible for Human Resources and Administration, Finance and

Planning, Logistics, Procurement, Information and Communication

Technology as well as Customer Service and Zonal Operations

• The Chief Legal Counsel serves as the Secretary

• While the Director General is appointed by the President of the United

Republic of Tanzania, the Board of Trustees appoints other Directors

MSD Organisation Structure

[pic]

STEP 4: Functions of Medical Stores Department (55 minutes)

|Activity: Small Group Discussion ( 15 minutes) |

| |

|DIVIDE students into manageable groups |

| |

|ASK students to discuss in groups on the following question: |

| |

|What are functions of Medical Stores Department? |

| |

|ALLOW students to discuss for 15 minutes |

| |

|ALLOW each groups to present |

| |

|CLARIFY and SUMMARIZE by using the contents below |

Functions of MSD

Medical Stores Department (MSD) has got three main functions which are:

Procurement

• MSD procures medicines, medical supplies and laboratory reagents on

behalf of public health facilities, vertical programs as well as private

health facilities approved by the ministry. MSD is the largest importer

of which 80% of medicines, 90% of medical supplies and 100% laboratory

supplies are imported from different countries across the world.

• From 2017, MSD procures its medicines and medical supplies direct from

manufacturers instead of suppliers to ensure the improvement of medicines

availability as well as lowering the medicine prices by half and quarter

to some medicines of which most prices were before.

• In terms of quality, MSD procures medicines, medical supplies and

laboratory reagent that have been approved or fully registered with

Tanzania Food and Drug Authority (TFDA). Registration process involves

evaluation of products for quality, safety and effectiveness. Each new

product from the manufacturer or supplier has to be approved and

registered by the TFDA. Products evaluation looks into all parameters

necessary to ensure product’s quality, safety, efficacy and stability to

ascertain prescribed shelf life. Packaging and labeling is another area

that is critically evaluated.

Storage

• MSD stores medicines, medical supplies and laboratory reagents in its

warehouses located strategically in different regions as zonal stores

across the country. It has expanded its storage services to modern,

computerized and technological warehouses with 10 warehouses across the

country in different regions, this has increased storage capacity,

service levels, accuracy as well as reduced stock losses.

• To address the storage challenges in picking, receiving and dispatching

items, MSD has adopted Barcode system. The initiative has allowed the

capturing of items information through scanning and/or entering data via

device keyboard. The implementation of warehousing activities by using

Barcode system has reduced tremendous workload to the warehouse staff by

having multiple options of transacting items within and out the

warehouse to customers while maintaining data accuracy and speed.

Distribution

• MSD delivers essential medicines, medical supplies and Laboratory

reagents direct to many health facilities (hospitals, Health centers and

dispensaries) across the country. The system of Direct Delivery has

registered tremendous improvements in terms of timely service delivery,

order fill rate, quality and accurate documentation, which have in turn

led to increased customer satisfaction. The distribution chain starts

from MSD Headquarters Central Warehouse located in Dar-es-salaam and is

accomplished to last miles (individual health facilities) through MSD

zonal stores

• MSD also distributes program commodities whose delivery system is

integrated with essential items with the support of electronic logistics

management system (ELMIS). This is aimed at reducing distribution costs

and managing medical commodities within one supply chain resulting in

greater reach and efficiencies.

• MSD provides dedicated cold chain deliveries of vaccines and other

related cold chain products to many health facilities across the

country.

STEP 5: Key Points (10 minutes)

• All MSD administrative functions and operations are carried out and

managed by and through the EMT. The Director General and six other

Directors responsible for Human Resources and Administration, Finance and

Planning, Logistics, Procurement, Information and Communication

Technology as well as Customer Service and Zonal Operations constitute

the EMT. The Chief Legal Counsel serves as the Secretary. While the

Director General is appointed by the President of the United Republic of

Tanzania, the Board of Trustees appoints other Directors.

• MSD has got three (3) key functions which are procurement, storage and

distribution of medicines and medical supplies

• Operations of the functions are undertaken as per guiding SOPs for stock

receipts, storage, packing, transportation and delivery to customers

while ensuring staff receive comprehensive training which is refreshed

annually or as when changes occur.

STEP 6: Evaluation (5 minutes)

• What is the structure of Medical Stores Department?

• What are the functions of Medical Stores Department?

References

www.msd.go.tz

United Republic of Tanzania Ministry of Health and Social Welfare,

Strategy for Development and Implementation of an Integrated Logistics

System for Essential Health Commodities: Government Printers, Dar es

Salaam

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