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Procurement and Inventory Management

This document discusses the procurement and warehousing of pharmaceuticals in a hospital pharmacy. It explains that the pharmacy and therapeutics committee prepares a drug list and proper storage is important. Drugs can be purchased centrally or decentralized. The roles of the purchase officer include issuing orders, maintaining records, and following bidding procedures. Drugs are purchased from wholesalers, through tenders, local stores in emergencies, or contracts. The objectives are to procure cost-effective, high-quality drugs in the right quantities on time. The procurement cycle involves selecting drugs, determining needs, choosing suppliers, receiving orders, and monitoring consumption for reordering.

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SAURABH SINGH
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1K views43 pages

Procurement and Inventory Management

This document discusses the procurement and warehousing of pharmaceuticals in a hospital pharmacy. It explains that the pharmacy and therapeutics committee prepares a drug list and proper storage is important. Drugs can be purchased centrally or decentralized. The roles of the purchase officer include issuing orders, maintaining records, and following bidding procedures. Drugs are purchased from wholesalers, through tenders, local stores in emergencies, or contracts. The objectives are to procure cost-effective, high-quality drugs in the right quantities on time. The procurement cycle involves selecting drugs, determining needs, choosing suppliers, receiving orders, and monitoring consumption for reordering.

Uploaded by

SAURABH SINGH
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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PROCUREMENT AND

WAREHOUSING OF
PHARMACEUTICALS
INTRODUCTION:
♦ The pharmacy and Therapeutics Committee (PTC)
prepares a list of the drugs required to be purchased
in hospital.
♦ Proper purchase and storage of drugs is very
important in the success of hospital pharmacy.
♦ The drug storage is an important part of the
pharmacy.
♦ It should consist of a room or rooms used only for
the storage of drugs and supplies.
Procurement of stores:
♦ Procurement of pharmaceuticals is a basic
and extremely important function of hospital
pharmacist.
♦ Purchase of drugs dividing in to two ways,
which are centralised & decentralised.
♦ Centralised purchases for the hospital of the
goods are done by the purchase officer or
purchase committee.
♦ Decentralised purchase made either by a
junior medical officer or pharmacist.
For Purchase of drugs several copies of purchase order
are given to:
⮚ Supplier
⮚ Account department
⮚ Purchase section
⮚ Department for which purchase requisitioned
is originated
⮚ Two copies for receipt section stores
⮚ A copy for history with purchase section.
♦ Role of purchase officer in drug procurement:
⮚ Issuing purchase order
⮚ Maintain purchase records
⮚ Follow up on the orders delayed
⮚ Framing and executing competitive bidding
procedures.

❑ Ways of purchasing the pharmaceuticals:


I. The wholesaler/ manufacturers
II. Inviting tender from manufactures or wholesaler
III. The local retail stores (for emergences)
IV. By contract arrangement with manufacturer or wholesaler
Objectives :
1. Procure the most cost-effective drugs in
the right quantities
2. Select reliable suppliers of high-quality
products
3. Ensure timely delivery
4. Achieve the lowest possible total cost
PROCUREMENT CYCLE
Selection of medicines
Determine quantities needed
Reconcile needs and finance
Choose procurement method
Locate and select suppliers
Specify contract terms
Monitor order status
Receive and check medicines
Make payment
Storage and sale of medicines
Collecting consumption
information
WHAT IS A PRODUCT
LIST?

A list where all medicines approved


by the pharmacy for stocking are
listed along with their particulars
Importance of a Product List

♦ Ready reference
♦ Assists in making the order list
♦ Approved product list discourages non-
approved and low quality medicine vendors
WHAT IS AN ORDER
LIST?

List of products to be ordered


SELECTION OF MEDICINES
TO BE ORDERED
Figure 1: Factors determining medicines to be ordered

AVERAGE DAILY / MONTHLY


CONSUMPTION OF MEDICINES

DETERMINES
MEDICINES TO
BE ORDERED
COMMONLY PRESCRIBED
MEDICINES IN PREVAILING EPIDEMIC OR
PRESCRIPTIONS COMMON DISEASES AND
RECEIVED AT THE OTC REMEDIES IN DEMAND, AND THEIR STANDARD
PHARMACY THOSE WHICH CAN BE TREATMENT.
RECOMMENDED BY
PHARMACISTS, FOR COMMON
AILMENTS
Average daily monthly
consumption

Gives indication of fast and slow


moving items
Prevailing Epidemics Or
Common Diseases And Their
Standard Treatment
⮚     To determine the need for a
particular medicine.
Malaria has inflicted
many people in this
area. I better keep my
stocks ready. I’ll order
a couple of boxes
extra of Chloroquine
and Primaquine
Take an idea from past sales
Last month, I
sold 5 boxes of
Amlodipine
2.5mg. Should I
order 5 boxes
this month too?
DO NOT OVERSTOCK
I overstocked
Glibenclamide last
month with 10
boxes while I sold
only 6 boxes. This
month I’ll order 7
boxes.
BEFORE YOU ORDER –
Make a careful study of past
consumption data.
Last month I fell short of
Atenolol with only 2 boxes.
Clients had to turn to the
other pharmacy due to
stock-outs in my pharmacy.
This time I’ll order another
box extra.
PLACEMENT OF ORDER
♦ Written Order
♦ Telephonic order
♦ Whichever way is chosen – It should be
WELL COMMUNICATED
Due to improper hearing
over the phone, the supplier
sent me LISTRIL 5mg
instead of RESTYL 0.5mg.
Now due to delay in
receiving the correct
medicines, my clients might
have to go elsewhere!
CHECKS on received stocks
Procurement
Products received

QUARANTINE

CHECKS

Storage
INVENTORY MANAGEMENT
OBJECTIVE of good Inventory
Management System
♦ Maintain steady supply to client
♦ Minimize cost of holding inventory
♦ Managing procurement
MANUAL SYSTEM
COMPUTERISED SYSTEM
DO’s
♦ Check records of stock movement and
identify the high-volume or fast-moving
medicines.
♦ Adequately stock medicines that are fast
moving.
♦ All essential medicines should be stocked
and made available at all times.
♦ Medicines regularly prescribed by
physicians should be in stock.
DONT’s
♦ Do not stock medicines that have shown
little or no movement in the past years.
♦ Do not over-stock medicines, as it blocks
your capital (money).
♦ Excess stock can lead to expiry; expired
medicines are a national waste.
CONCLUSION
♦ ADOPT a good system for Procurement and
Inventory Management
♦ A WELL PLANNED PROCUREMENT
AND INVENTORY SYSTEM MEANS
RIGHT QUANTITIES, MINIMUM
STOCKOUTS AND MAXIMUM
CUSTOMER SATISFACTION.

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