The Pharmacy Management and Control Flashcards
It refers to the sum of those activities necessary for acquisition, storage, sale, disposal, or use of materials.
Inventory Management
The Pharmacy Management and Control (2)
- Inventory Management
- Financial Management
Is the heart of drug supply system. Without a healthy inventory management system, the drug supply system as a whole will not be feasible.
Inventory Management
Inventory Management is described as an ___ of goods with its estimated worth (the cost of medicines transferred to the to the pharmacy for sale and issuance to patients). A monthly inventory of stocks is regularly submitted to the ___ .
itemized list; accounting section
Purposes of Inventory Management (2)
- Operational
- Financial
PURPOSES
To ensure the adequate supply of drugs conforming with the requirements of the hospital turn-over at a reasonable rate without carrying excess quantities.
Operational
PURPOSES
To optimize the inventory investment at a given time, reduce the cost of handling, storage, issuance, interest and at the same time avoid losses from deterioration, expiry dates, pilferages and falling prices.
Financial
OBJECTIVES AND REQUIREMENTS
- To have the ___ available when where needed
- To reduce undue strain on the ___
- To maximize utilization of available ___
- To provide area for ___ on drugs without compromising quality, and;
- To ensure minimal waste/expired drugs through ___
stock;
government’s scares resources;
storage facilities;
cost reduction;
proper storage management
Types of Inventory Management (2)
- Physical Inventory
- Perpetual Inventory
Types of Inventory Management
The quantity of inventory on hand is determined through the actual count of items as contrasted with accepting the values shown in records.
Physical Inventory
Types of Inventory Management
___ physical inventory of drug products and other supplies is a ___ requirement to ensure that the hospital’s fiscal operation is properly recorded and that adequate inventory is maintained.
Semi-annual; Commission on Audit (COA)
Types of Inventory Management
Physical Inventory
The best way to ensure that accuracy is maintained through ___ or to continually count available drug products. Count part of the inventory on any given day, and count each item several times per year. Most pharmacists in the hospitals undertake this process of inventory so as to check accuracy of the running balance recorded as against the actual count.
“cycling counting”
Types of Inventory Management
Physical Inventory
Drugs/medicines received on the day of the inventory or shortly thereafter shall not be counted as clearly marked ___ .
“post inventory”
Types of Inventory Management
A system where information on inventory and availability is updated in a continuous basis. With this type of inventory, cost of goods sold are recorded. This type keeps inventory at its current balance throughout the year.
Perpetual Inventory or Continuous Inventory
INVENTORY MANAGEMENT
A perpetual inventory system may be facilitated either through a manual system of ___ or by means of an ___ . The use of any of these systems would provide a hospital with a record of all inventory items, a maintained balance in quantity and monetary value.
visible index cards; electronic data system
Types of Inventory Management
As provided for in the ___ , ___ on hospital operations, the pharmacist is held responsible and accountable for all drugs purchase.
Pharmacy and Therapeutics Committee (PTC), Policy and Standard Operating Procedures (SOP)
Types of Inventory Management
Perpetual Inventory
The pharmacist shall develop an effective system in the control of ___ , ___ , and ___ of pharmaceuticals and raw materials used for compounding and for pharmaceuticals.
purchase, inventory, adequate maintenance
INVENTORY MANAGEMENT
IN ORDER TO PROVIDE AN EFFECTIVE INVENTORY MANAGEMENT AND PRECLUDE OVER AND UNDERSTOCK OF MEDICINES, PHARMACISTS SHOULD CONSIDER THE FOLLOWING FACTORS
- The information on the balance of the budget for drugs/medicines
- Selection of drug products to be held in stock
- Regular monitoring of drug products in stock
- Availability of alternative drugs/medicines
- The conditions such as seasonal demand
- The ratio of supply and demand
- Transportation and delivery time problems
INVENTORY MANAGEMENT
THE PROBLEMS OF OVERSTOCKING AND UNDERSTOCKING OF DRUGS CAN BE ATTRIBUTED TO THE FOLLOWING:
- Ineffective purchasing process
- Inefficient monitoring and control systems
- Incomplete submission of technical requirements
- Poor storage facilities
- Inadequate space for storage
- Time lag between requisition and purchase
- Transportation and delivery problems
- Geographical and climatic conditions
Health care cost containment and financing efforts are exerting pressure on all hospitals departments to justify their cost and improve their services. Pharmacists in the hospital are faced with problems of rapidly escalating budget due to the rising cost of medicines and the difficulties to contain or reduce these costs.
Financial Management
FINANCIAL MANAGEMENT
In addition, ___ allocated within the health system and the increase strain to reduce not only the cost of drug therapy, and also the total cost of providing pharmaceutical services add to the complexity of improving hospital services.
scares resources
FINANCIAL MANAGEMENT
The ___ has always been identified as the restrictive factor in government hospitals that leaves very little funds for operational and capital needs.
limited budget
FINANCIAL MANAGEMENT
Relative to this, DOH created financing reforms for healthcare institutions under the ___ , to be able to secure, better and sustained investment in health.
FOURmula One Plan (F1)
FINANCIAL MANAGEMENT
This involves strategic action plans that seek to provide equity and improve health outcomes, not only to benefit the underprivilege, but also the middle-income earners.
FOURmula One Plan (F1)
F1 COMPONENTS
- Mobilizing resources from extra budgetary sources
- Coordinating local and national health spending
- Focusing direct subsidies to priority programs
- Adopting a performance based financing system
- Expanding the National Health Insurance Program (NHIP)
- In line with the F1 components, hospital pharmacists shall assist in identifying methods to archive reduction of drug expenditures and increase on pharmacy income
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Assist in the establishment of an effective formulary system in collaboration with the ___ and ___
Pharmacy and Therapeutics Committee, and hospital administration
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Initiates strategies that aim to control ___
drug product costs
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Implements ___ on procurement and resale of drug products that aims to control drug product costs.
DOH policies
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Promotes ___ among health professionals
rational drug use
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Improves data recording and facilities drug product/medicines statistics dissemination through electronic information and implementation of ___
Integrated Hospital Operations Management Program (IHOMP)
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Improve minimal waste of ___
drug-product preparations
FINANCIAL MANAGEMENT
THE CHIEF PHARMACIST HAS ASSUMED THE RESPONSIBILITIES IN THE DELIVERY OF AN EFFECTIVE HOSPITAL FINACIAL MANAGEMENT AND UNDERTAKES THE FOLLOWING WITH THE AID OF THE PHARMACY STAFF:
Prepares a ___ and ___ based on statistics that would assist management in accurately predicting the volume of activity of the Pharmacy Service.
reasonable and realistic plan
To obtain by paying money its equivalent, to buy for a price
Purchase
Types of Purchasing
- Purchasing through Public Binding
- Emergency Purchase
- Negotiated Purchase
- Procurement from Duly-Licensed Manufacturers and Exclusive Distributors
- Procurement through the Procurement Service
- Procurement from other Philippine Government Agencies or Foreign Governments
- Purchasing through Repeat Orders
TYPES OF PURCHASING
In the national government agencies, contract shall be generally awarded to the most attractive offer
Purchasing through Public Bidding
TYPES OF PURCHASING
In the national and corporate government agencies, emergency purchases are allowed only in cases where the need for supplies, materials, furniture, equipment or repair of an equipment is exceptionally urgent or absolutely indispensable to prevent immediate danger to, or loss of life/property or to avoid detriment to public service.
Emergency Purchase
TYPES OF PURCHASING
Is a system of purchase which dispenses with the stringent requirements of public bidding.
Negotiated Purchase
TYPES OF PURCHASING
Negotiated Purchase
Purchases through this mode may be allowed in the following cases:
- Whenever the supplies are urgently needed to meet an emergency which may involve the loss of, or danger to life/property.
- Whenever the supplies are to be used in connection with a project or activity which cannot be delayed without causing detriment to the public service.
- Should be obtain the lowest price for the quantity of supplies desired.
TYPES OF PURCHASING
Procurement may be made directly from duly-licensed Philippine manufacturers. In cases where there are two or more producers/suppliers of the supplies desired, bids of the known manufacturers/distributors should be obtain the lowest price for the quantity of supplies desired.
Procurement from Duly-Licensed Manufacturers and Exclusive Distributors
TYPES OF PURCHASING
The procurement service is under the Department of Budget and Management (DBM) with respect to; Operation of a government-wide procurement system for common use of office supplies, and; Monitoring of prices for common-use supplies, materials and equipment.
Procurement through the Procurement Service
TYPES OF PURCHASING
Procurement from other Philippine government entities; Purchasing from foreign government entities
Procurement from other Philippine Government Agencies or Foreign Governments
TYPES OF PURCHASING
Purchase through a repeat order is a procurement where an agency buys from the same supplier, same items at the same prices in addition to the quantity in the original contract.
Purchasing through Repeat Orders
To exercise directing, guiding or restraining of power over.
Control
CONTROL OF PURCHASE
In determining how much drug should be ordered at a given time, it is important that it is achieved through a satisfactory inventory turnover. The hospital pharmacist should control purchase volume and inventory considering the use/or the consideration of the following: (3)
- Balancing of Stock
- Establishment of the Ordering Point or Reorder Quantity Level (RQL)
- Dead Inventory
CONTROL OF PURCHASE
On hand at the pharmacy plus those stocked in the storeroom.
Balance of Stock
CONTROL OF PURCHASE
Utilizing the form Stock Position Sheet for slow and fast-moving drug items; To arrive at this stage of the process, the average consumption rate per day is determined
Example: Beginning month balance stock of 5,400 vials with an end balance of 1,800 vials; 5,400 vials - 1,800 vials = 3,600 vials consumed in a month.
Establishment of the Ordering Point or Reorder Quantity Level (RQL)
CONTROL OF PURCHASE
Refers to expired and damaged drugs. For proper disposition/condemnation, use the Waste Material Form.
Dead Inventory
