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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

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

9. Receiving and Rotating Stock
Business Skills for Private Medical Practices

10. 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

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

12. 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

13. 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

14. 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

15. 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

16. Arranging and Storing Essential Medications
Business Skills for Private Medical Practices

17. 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

18. 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

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

20. 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

21. Maintaining Stock Records
Business Skills for Private Medical Practices

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

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

29. Sample Inventory Control Card
Business Skills for Private Medical Practices

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

31. Conducting a Physical Inventory
Business Skills for Private Medical Practices

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

33. Monitoring Product Quality
Business Skills for Private Medical Practices

34. Indicators of Product Quality Problems
Business Skills for Private Medical Practices

35. 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

36. Sample Medication Storage Safety Audit
Business Skills for Private Medical Practices

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

38. Managing Medications and Medical Supplies
Business Skills for Private Medical Practices

39. 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

40. Summary and Evaluation
Business Skills for Private Medical Practices

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

42. 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

43. 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

44. 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

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