Business for Health Business Skills for Private Medical Practices Module 7: Manage Medications and Medical Supplies

Business Skills for Private Medical Practices A Quick Start Welcome! While you are waiting for the class to begin, please take the Pre-Test and make sure your name is on it before you hand it to the facilitator. Thank you!. Business Skills for Private Medical Practices

Agenda Welcome Receiving and Rotating Stock Arranging and Storing Essential Medications Maintaining Stock Records Conducting a Physical Inventory Monitoring Product Quality Managing Medications and Medical Supplies Inventory Control Systems Summary and Evaluation Close Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Learning Objectives During this session, you will: identify the types of medications and medical supplies you keep on hand; discuss the importance of the first-to-expire, first out (FEFO) procedure; explain how to record stock items; describe your approach to conducting an inventory; Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Learning Objectives list the indicators of product quality problems; propose how to prevent damage and contamination; decide how to handle issues concerning medications and medical supplies; reference information about inventory control systems; explain the next step; and state your key take-away from this session. Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Learning Objectives explain the next step; and state your key take-away from this session. Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Introduction You will have 1 minute to introduce yourself: 1. Your name 2. Your position 3. Your business 4. How long you have had your business Business Skills for Private Medical Practices

Medications and Medical Supplies You Keep On Hand Business Skills for Private Medical Practices

Receiving and Rotating Stock Business Skills for Private Medical Practices

Procedures for Receiving Medications and Medical Supplies Prior to Receipt When Received Products are Damaged or Expired When Received Products are NOT Damaged or Expired Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Sample Stock Card U t Business Skills for Private Medical Practices

Receiving Health Commodities When you receive health commodities: Ensure there is sufficient storage space Prepare and clean the areas used for receiving and storing the products Inspect packages for damaged or expired products Business Skills for Private Medical Practices

Receiving Health Commodities If products are damaged or expired: Separate them from the usable stock If the delivery truck is still onsite, refuse the products and note the problems on the delivery note If the truck is gone, follow your facility’s procedures Business Skills for Private Medical Practices

Receiving Health Commodities If products are NOT damaged or expired: Count the # of units for each product received and compare to issue voucher Record the date and quantity received on the stock card Business Skills for Private Medical Practices

Receiving Health Commodities If products are NOT damaged or expired: Ensure the expiry date is visibly marked on every package or unit Arrange products in the storage area to facilitate the first-to-expire, first-out (FEFO) procedure Business Skills for Private Medical Practices

Arranging and Storing Essential Medications Business Skills for Private Medical Practices

Business Skills for Private Medical Practices How Do You Ensure FEFO? Please pop up and stand next to your chair if you have an answer to this question: What can you do to ensure that you always dispense the products that will expire first? Business Skills for Private Medical Practices

Common Systems for Arranging Essential Medications Arrangement System Pros Cons My System 1. Alphabetical Order by Generic Name 2. Therapeutic or Pharmacologic Category 3. Dosage Form 4. Frequency of Use Business Skills for Private Medical Practices

Common Systems for Arranging Essential Medications Does your system work for you? Business Skills for Private Medical Practices

Special Storage Conditions What are the different reasons why some products need to be stored in an access-controlled environment? What products need this type of storage? Business Skills for Private Medical Practices

Maintaining Stock Records Business Skills for Private Medical Practices

Standard List of Stock Items The standard list of stock items needs to include all of the products that your practice keeps on hand. This list should identify product specifications, including: the f _ _ _ it comes in, how s _ _ _ _ _ it is, and the q _ _ _ _ _ _ _ it comes in per package. This list should be updated r _ _ _ _ _ _ _ _ Business Skills for Private Medical Practices

Standard List of Stock Items The standard list of stock items needs to include all of the products that your practice keeps on hand. This list should identify product specifications, including: the form it comes in, how s _ _ _ _ _ it is, and the q _ _ _ _ _ _ _ it comes in per package. This list should be updated r _ _ _ _ _ _ _ _ Business Skills for Private Medical Practices

Standard List of Stock Items The standard list of stock items needs to include all of the products that your practice keeps on hand. This list should identify product specifications, including: the form it comes in, how strong it is, and the q _ _ _ _ _ _ _ it comes in per package. This list should be updated r _ _ _ _ _ _ _ _ Business Skills for Private Medical Practices

Standard List of Stock Items The standard list of stock items needs to include all of the products that your practice keeps on hand. This list should identify product specifications, including: the form it comes in, how strong it is, and the quantity it comes in per package. This list should be updated r _ _ _ _ _ _ _ _ Business Skills for Private Medical Practices

Standard List of Stock Items The standard list of stock items needs to include all of the products that your practice keeps on hand. This list should identify product specifications, including: the form it comes in, how strong it is, and the quantity it comes in per package. This list should be updated regularly. Business Skills for Private Medical Practices

Stock Record Information Minimal Information That Should Be Collected ✔ product name ✔ losses/adjustments ✔ stock on hand ✔ closing balance ✔ expiry dates ✔ transaction reference ✔ special storage conditions ? unit prices ✔ receipts ? lot numbers ✔ issues ? item codes Business Skills for Private Medical Practices

Standard Forms Used for Inventory Control Which forms do you use? How do you use them? Business Skills for Private Medical Practices

Sample Inventory Control Card Business Skills for Private Medical Practices

Sample Quarterly Report/Request Form Business Skills for Private Medical Practices

Conducting a Physical Inventory Business Skills for Private Medical Practices

Steps in Conducting a Physical Inventory Business Skills for Private Medical Practices

Monitoring Product Quality Business Skills for Private Medical Practices

Indicators of Product Quality Problems Business Skills for Private Medical Practices

How to Prevent Damage and Contamination Physical Damage Contamination Caused by Dirt Damage Caused by Fire Damage Caused by Pests Damage Caused by Poor Temperature Control Business Skills for Private Medical Practices

Sample Medication Storage Safety Audit Business Skills for Private Medical Practices

Routine Storeroom Management Task Checklist Daily/Weekly Monthly Every 3 months Every 6 months Every 12 months Business Skills for Private Medical Practices

Managing Medications and Medical Supplies Business Skills for Private Medical Practices

Case: Charity Children’s Hospital What are the issues in this case? How could these issues have been avoided? What should the pharmacy do now to address these issues? Business Skills for Private Medical Practices

Summary and Evaluation Business Skills for Private Medical Practices

Business Skills for Private Medical Practices Evaluation Sheet Business Skills for Private Medical Practices

Business Skills for Private Medical Practices The Next Step Evaluate if your inventory matches your needs. Make sure your medications and medical supplies are well-documented, accurate, up-to-date, and properly stored so that medications are dispensed in accordance with FEFO. Business Skills for Private Medical Practices

Business Skills for Private Medical Practices The Next Step Create or confirm a schedule for the performance of storeroom management tasks. Conduct a medication storage safety audit. Business Skills for Private Medical Practices

Let’s See How Much You’ve Learned Please take the Post-Test. We will compare it to your Pre-Test to see how much you’ve learned in this session. Thank you. Business Skills for Private Medical Practices

Business Skills for Private Medical Practices My Key Take-Away Business Skills for Private Medical Practices