In any company, stock management is an aspect of great importance for the success of the venture, and in hospital pharmacies that is no different. In many countries, the stock of medicines is responsible for 5 to 20% of hospital budgets, and for a good management of these resources, it is essential to reduce failures, reduce costs and guarantee the storage of the necessary medicines for patients.
Inventory management activities:
Inventory management can be classified into two types of activities:
– Operational activities: with focus on the movement control of products, registration of movements, receipts, conferences, warehousing and distribution
– Strategic activities: seeking a more efficient replenishment, through the analysis of distribution and stock data.
Step-by-step inventory management:
To control stock and ensure minimum levels of operation, while keeping costs on budget, it is important to follow four basic management principles, easily employed by hospital planners and medical equipment consultants:
Efficient stock planning by hospital equipment planners consists of collection of information on financial resources and consumption needs, and based on these data determine the distribution needs of materials and supplies, plan the service capacity and manage the stock of products.
Includes the purchase, receipt, inspection, storage and distribution of medications and supplies on demand. It is important, at this stage, to keep up-to-date price records, carry out constant evaluations of product quality and supplier certification, and keep an eye on contractual requirements and payment terms.
Consists of requesting and receiving materials, testing products, storing medications and supplies, packaging and distribution. A fundamental aspect of the execution of stock management is the evaluation of the control system, the furniture and equipment available and the procedures that act in the scheduling of purchases and their receipt.
It is related to the implementation of orders, control of the database of medicines and patients, development of labels and packaging necessary for distribution, and detailed registration of prescriptions and distribution of products.
Important aspects of inventory management
The planning of the stock of a medical pharmacy by hospital planners in India must take into account various factors:
– standardization of medications: to maintain a stock level that meets all hospital needs, it is important to invest in the standardization of records, considering the medical prescription, the distribution of the medicine and the financial billing. The lack of standardization of processes is one of the biggest errors in hospital management.
– Suppliers history: In addition to the basic information on the company, the registry of the medicine suppliers must have records of the payment terms, their financial practices and the most advantageous medicines (in values and quantities) for the hospital.
– Parameter calculation: considering the stock as a fluctuating asset, it is important to have up-to-date data on the need for medicines and supplies, considering the minimum and maximum quantity of each material and medication in emergencies, and calculating the parameters of stock.
– Control of Government: entity responsible for the control of all medicines and hospital materials manufactured, through the batch number, date of validity and barcode.
-Purchase process: With the help of specialized programs, it is possible to filter suppliers and place orders based on criteria such as price, payment terms and supplier relationship.
– medication individualization: a common process in hospital pharmacies, which consists of dividing the medications into fractional units, keeping in each fraction the information regarding the batch, date of validity and other characteristics for control.
Efficient stock management by health care equipment planners is essential to avoid failures such as patient medication, reduce losses related to the expiration date of products, reduce costs with the purchase of medicines and supplies, and guarantee good care for all patients. The investments made in the planning and control of stocks have a guaranteed return, both in the aspects of excellence in care as well as in the financial part, and are essential for good hospital administration.