Unit 7 Hospital Pharmacy Procurement Flashcards
Define procurement management
- systematic approach to acquiring goods and services
- planning, sourcing, negotiating, and managing the procurement process
- ensures timely delivery of high-quality products and services at competitive prices
Objective
- Achieving cost-effectiveness and value for money
- Maintaining high quality and safety standards
- Complying with regulatory requirements and standards
Material management in procurement
DEFINITION
- Efficient, planning, procurement, storage, handling and distribution of material and product
SCOPE
- Encompasses labelling medications with clear instructions for safe administration, repackaging medications into smaller doses
IMPORTANCE
- effective supply chain and inventory management
CHALLENGES
- Maintaining adequate inventory levels, managing product expiry dates, ensuring efficient storage and distribution, and dealing with frequent changes
GOALS
- minimize waste, optimizing inventory cost and ensure timely delivery
How procurement management works
- Strategy development
aligns with the hospital’s overall goals, ensuring the availability of vital medications and supplies for patient care - Supplier relationships
ensuring a smooth and reliable procurement process - Process oversight
Oversees the entire process of acquiring medications and supplies,
from initial planning and sourcing
Benefits of procurement management
- enhance certainty and quality
- effective cost control
- reduce procurement risk
Key responsibilities of hospital procurement
•Inventory management
- Manage stock levels to prevent shortage
•Supplier negotiation
- Negotiate terms, prices and contracts
•Compliance
- Adhere to procurement regulations, healthcare industry standard and legal requirements
•Product sourcing
- Identify and select suppliers for different categories of goods and service
ADDITIONAL RESPONSIBILITIES
Quality assurance
Cost control
Supplier relationship management
Strategic sourcing
Components of procurement management plan
Procurement strategy
- Outlines the overall approach to
procurement activities
Procurement flow
- steps and procedures for procurement activities
Timeline
- Establishes the schedule for procurement activities and milestones
Laws and regulations in pharmacy procurement
- national legislations
- professional standards
- hospital policy
- supplier master list
- Drug formulary
- medication indent schedule
- pharmacy and ward par level stock
Compliance NRPA regulations
Storage and handling
- requires pharmacies to have procedures for managing expired drugs and dispose hazardous materials
Advertising and promotion
- regulates advertising and promotion of pharmaceutical products to protect consumers and promote ethical practice
Pharmacovigilance
- monitors and investigates adverse drug reactions and other safety concerns
Procurement process
- Identify needs
- Determine what goods or services are required - Supplier selection
- Choose appropriate suppliers based on criteria - Request for quotation RFQ
- Seek detailed pricing information from potential suppliers - Contract negotiation
- Agree on terms, prices, and conditions with suppliers - Order placement
- Submit purchase orders for required goods or services
Procurement completion process
- Order tracking
- Monitor the progress of orders placed with suppliers - Receipt and inspection
- Receive and inspect goods or services for quality and accuracy - Payment processing
- Process payments to suppliers for received goods or services
Labelling material management
- identification
- information
- traceability
- compliance
Repacking management
- space optimization
- customization
- batching
- quality and integrity
Inventory management
Stock levels
- Pharmacy staff must monitor stock levels to ensure adequate supply and prevent stockouts
Exampes : FEFO and Par Level
Expiry dates
- Regularly check expiry dates and
rotate stock to minimise waste
and ensure patient safety
Storage condition
- Maintain appropriate storage conditions, such as temperature
and humidity for each medication
Disposal of pharmaceutical products
Separate storage
- Expired or damaged medications should be stored separately from active inventory
Witness disposal
- Disposal procedures should be conducted with at least two individuals present
Method selection
- The appropriate disposal method depends on the characteristics of the drug
Record keeping
- Detailed records of all disposal activities must be kept
