Concept of Inventory Control: The term inventory control is used to cover functions which are quite different and are related to one another only in that they both require the maintenance of adequate records of inventory as well as receipt and issue corresponding to these two functions. Regardless of the size of your operation, the principles of inventory control are the same. Production and Inventory Control : Principles and Techniques by Oliver W. Wright; George W. Plossl Pages can have notes/highlighting. Other problems identified after delivery personnel have left, such as mispicks (i.e., products sent in error by the vendor), product dating, or internally damaged goods, must be resolved according to the vendor’s policies. Defining the success level for stock rotation is critical to analyzing your demand forecasting and warehouse flow. Storing products that are similar in appearance adjacent to one another can result in error if someone fails to read the label (figure 19-11). Methods. under supply of inventory can have critical business costs. The advantages of direct purchasing include not having to pay handling fees to a third-party wholesaler, the ability to order on an infrequent basis (e.g., once a month), and a less demanding system for monitoring inventory. It is meant to improve the safety of medication administration at the bedside and improve medication administration documentation in the patient’s electronic health record. Receipt of pharmaceutical on blank paper. A process in which the nurse scans a bar code on a patient’s ID band and the bar code specific to the medication prior to medication administration. Best practice is to have different people: 1. standardizing, and sustaining the discipline ensure that no dollars are It is important for pharmacy technicians to understand how the formulary is updated and, how and when changes to the formulary are communicated to the staff. overstocks. Purchasing contracts can involve sole-source or multisource products. This is done by listing the product, dosage form, concentration/strength, package size, and quantity on a blank piece of paper (figure 19-7) or on the supplier’s packing slip/invoice and checking off the line item received (figure 19-8). These wholesaler services make the establishment of a prime vendor contract appealing and result in the following advantages: more timely ordering and delivery, less time spent creating purchase orders, fewer inventory carrying costs, less documentation, computer-generated lists of pharmaceuticals purchased, and overall simplification of the credit and return process. Learn. 9–10;2003. In these situations, the wholesaler monitors the aggregate purchases of the pharmacy (e.g., a rolling three-month average) and bills the pharmacy this amount in advance (prepayment). Each tote should be inspected for gross damage. Unauthorized or unnecessary purchases made 2. process to ensure consistently outstanding results. Documentation of the administration is automatically entered into the patient’s electronic health record. Execute lending and borrowing pharmaceutical transactions between pharmacies. When a health system pharmacy agrees to purchase most (e.g., 90 to 95%) of its pharmaceuticals from a single wholesale company, a prime vendor arrangement is established, and, customarily, a contract between the pharmacy and the drug wholesaler is developed. As a result, the balance in the … If a pharmacist or pharmacy technician other than the receiving technician removes a product from a shipment before it has been properly received and cannot locate the receiving copy of the purchase order, a written record of receipt should be created. operations and are ordered from suitable, approved suppliers. Any obvious damage or other discrepancies with the shipment, such as a breach in the cold storage environment or an incorrect product, should be noted on the shipping manifest, and, if warranted, that part of the shipment should be refused. Internal controls for inventory are the protective measures and policies an organization establishes to protect its assets. Inventory Control Process Max / Min Inventory Control System •Set minimum and maximum inventory levels for items you want to keep in stock. Some pharmacies create processes whereby the person receiving pharmaceuticals is different from the person ordering them. Many hospitals strive to maintain accreditation of The Joint Commission. In both cases, the name of the person receiving the product should be included, and the document should be given to the receiving technician, to avoid confusion and an unnecessary call to the wholesaler or manufacturer. An effective pharmaceutical purchasing and inventory control system requires the understanding and active participation of all pharmacy staff. The P&T committee regularly reviews non-formulary drug utilization to identify trends and review concerns, and this process may prompt the addition of new products to the formulary over time. So, as a purchasing professional, you must understand inventory management principles to remain valuable. In 2010, the current price per vial of BabyBIG® was approximately $45,300. Lean manufacturing concepts, including 5S have found a dated and costly. This technology includes using bar codes and handheld scanning devices for online procurement, purchase order generation, and electronic receiving processes (figure 19-1). The hospital formulary is usually available electronically and/or in print form. counting. GPOs negotiate purchasing contracts that are mutually favorable to members of the group and to manufacturers. Syncing stock on hand with sales orders and purchase orders; The goal of inventory control procedures is to maximize profits with minimum inventory investment, without impacting customer satisfaction levels. Technicians should pay close attention to these three main issues of product similarity: 1. Pharmacy technicians usually spend more time handling and preparing medications than the pharmacists. With the purchase price predetermined, the pharmacy can order the product directly from the manufacturer or from a wholesale supplier. The contemporary practice of receiving employs bar code technology, which simplifies the process of receiving—to the extent that invoice reconciliation against the contents of shipment totes can be accomplished with a bar code scanner. The shipper is responsible for taking measures to ensure that the cold storage environment is maintained during the shipment process and generally packages these items in a shippable foam cooler that includes frozen cold packs to keep products at the correct storage temperature during shipment. Created by. Placing the products that will expire the soonest in the front of the shelf or bin and those with later expiration dates behind them. 3. Each process, Right Quantity 3. Approve purchases 2. Right Place. Others employ a more general approach, whereby several staff members are involved in ordering pharmaceuticals. One of the key methods of maintaining accurate inventory is cycle STUDY. PLAY. Identify key techniques for reviewing packaging, labeling, and storage considerations when handling pharmaceutical products. An inventory method in which products are ordered and delivered at just the right time—when they are needed for patient care. The name, brand, dosage form, size of the package, concentration or strength, and quantity of product must match the purchase order. Inventory control or stock control can be broadly defined as "the activity of checking a shop’s stock." direct check method The merchandise is checked directly against the actual invoice or purchase order. It typically involves the execution of a purchase order from the pharmacy to the manufacturer of the drug. Inventory turns can be calculated by dividing the total purchases in a period by the value of physical inventory taken at a reasonable single point in time. Recall from the merchandising chapter the discussion of freight charges. Why should you take the time to get a better handle on your inventory control? Quality issues can often be identified first by the technicians working the receiving area. Some states have established strict limits on the quantities of products that can be borrowed or loaned under casual sale protocol, such as interpharmacy borrowing, lending, or even donating to a charity cause such as a legitimate medical mission. The first set of digits identifies the specific drug manufacturer or labeler of the product and is assigned by the FDA. The goal is minimizing wasted steps, labor, and cost. Priority planning determines what materials are needed and when they are needed in order to … Reconciliation of these items should be done at least quarterly. But, F.O.B. A portion of the letters are capitalized (e.g., niCARdipine and NIFEdipine). Some wholesalers offer even larger discounts to pharmacies that may prefer a prepayment arrangement. Most retail pharmacies do not restrict items in their inventory as a hospital pharmacy does because, in this setting, inventories are largely dependent on the dynamic needs of their patient population and, to some degree, their patients’ respective insurance plans. Internal control for inventory is especially important so we protect against theft and waste. Some pharmacies use sophisticated inventory management carousel systems to manage portions of their inventory (figure 19-2). When selecting a drug product from inventory, the technician must consider all product characteristics, such as name, dosage form, strength or concentration, and package size. These devices are essentially repositories, or pharmaceutical vending machines, for medications that are dispensed directly from a patient care area. Effective inventory management depends on understanding all the details of what is inventory management. Proper segregation of duties is an essential element of your company’s internal control. 8 Basic Inventory Procedures . Bar Code Medication Administration (BCMA) is a novel technology that has slowly emerged in health care institutions. This also avoids costly Depending on the industry, inventory ranks in the top five business costs. In the event that a bar code does not scan, it is customary for the receiving technician to add the item to the BCMA system manually or to overlay an internal bar code on the product prior to shelving it. However, the state-of-the-art practice employs electronic, Web-based technology to place orders with respective wholesale distributors (figure 19-6). The next step of the receiving process entails checking the newly delivered products against the receiving copy of the purchase order. It applies to all types of pharmacy settings, including institutional, home infusion, and ambulatory care pharmacy operations. Inventory control is the process of ensuring your firm has an adequate amount of products and a wide enough assortment of them meet your customers’ needs. Ideally, identifying gross shipment damage or incorrect tote counts should be performed in the presence of the delivery person and should be well documented when signing for the order. Return from Principles of Inventory Management to What Is Inventory Management, Return from Principles of Inventory Management to Purchasing Procurement Center Homepage. metrics used in evaluating how effective your execution is of the The person receiving the shipment begins the process by verifying that the name and address on the boxes are correct and that the number of boxes matches the shipping manifest. Demand Forecasting. you have what you needs when you need it. A purchase order, created when the order is placed, is a complete list of the items that were ordered. A variety of manufacturers of automated dispensing devices are in the current market. from housekeeping to inventory transactions needs a formal, standardized This list, usually called a formulary, serves as the cornerstone of the purchasing and inventory control system. This chapter describes the basic principles of pharmaceutical purchasing and inventory control. This group generally comprises physicians, pharmacists, nurses, and administrators, although individuals from other disciplines may be present, such as dieticians, risk managers, and case managers. The formulary is produced exclusively for health practitioners involved in prescribing, dispensing, administering, and monitoring medications. Once the accuracy of the shipment is confirmed, the packing list is generally signed and dated by the person receiving the shipment. Ensure compliance with company policies and federal law. Some of the major principles of purchasing are: 1. Misplaced products or out-ofstock products also jeopardize patient care, as well as the efficiency of the department—both are undesirable and costly outcomes. 1. Inventory management principles 1. Some formularies are organized alphabetically by the generic drug’s name, which is typically cross-referenced with the trade name products; others may be organized by therapeutic drug class. In certain cases, the utilization of a nonformulary product is warranted when its benefit is believed to be superior to that of the other alternative formulary items that may exist (usually for a patient-specific or diseasespecific reason). Terms in this set (19) Actual purchase price method. In any case, the expiration date of the product should be compared with that of the products currently in stock. For liquids or injectable products, the color and clarity of the items should also be checked for consistency with the product standard. Right Quantity 3. Borrowing is also limited to products that are commercially available, thus eliminating items such as compounded products or investigational medications. Similar label format. The standards to be used in accounting for inventory and related property are contained in SFFAS No. Loose-leaf formularies and those maintained online can be updated continuously in a more timely manner, whereas bound formulary handbooks rely on supplementary updates or publication of serial editions. The technician can also identify packages that are received containing broken tablets, defective seals, etc., so that the wholesaler/shipper can be alerted to weaknesses in the delivery system. P harmaceutical products flow into the pharmacy through a sophisticated and highly regulated distribution channel. In larger operations there will be more people and sometimes even whole teams involved with the various steps, and in a small operation, all responsibility for managing the inventory may fall on one or two key people. When a product is removed from the market by the manufacturer on its own accord or at the direction of the FDA, for safety or quality reasons, such as mislabeling, contamination, lack of potency, lack of adherence to acceptable Good Manufacturing Practices, or other situations that may present a significant risk to public health. Inventory control. In addition to lower prices, pharmacies also benefit because this reduces the time staff spent establishing and managing purchasing contracts with product vendors. The pharmacy department’s borrow and lend policies and procedures should provide detailed directions on how to borrow and lend products, which products may be borrowed or loaned, sources for the products, and reconciliation of borrow and lend transactions (the payback process). This product is used to treat suspected infant botulism and must be ordered under a strict protocol from the Infant Botulism Treatment and Prevention Program (IBTPP), operated by the State of California. critical to minimizing business costs. Figure 19–1. terms were introduced, and the focus was on which party would bear the cost of freight. Internal control for inventory is especially important so we protect against theft and waste. Drug Wholesaler and Prime Vendor Purchasing, Proper Disposal and Return of Pharmaceuticals, Role of Manufacturers, Distributors, and Pharmacies. Stock control, otherwise known as inventory control, is used to show how much stock you have at any one time, and how you keep track of it. Sole-source branded products are available from only one manufacturer, whereas multisource generic products are available from numerous manufacturers. costs. There are financial It is the process of ensuring that the right amount of supply is available within a business. Direct purchasing from a manufacturer involves the execution of a purchase order (PO) from the pharmacy to the manufacturer of the drug. Most pharmacies have developed forms to document and track merchandise that is borrowed or loaned (figure 19-5). and lost storage space for fast-movers. One of the goals of inventory control is to avoid stockouts without keeping too much of a product on hand. Once the stocked quantity goes below the par level, more product is ordered. Also known as selective inventory control , or SIC, ABC analysis is built around the Pareto Principle —sometimes called “The 80/20 Rule”—which states that 80% of a company’s profits and production are generated by 20% of its activities. Once the BabyBIG® treatment indication is established and approved (on a patient-by-patient basis), the ordering pharmacy must complete an invoice and purchase agreement in order to initiate shipment of this life-saving product. By careful attention to each of these critical core principles, your business can increase efficiency and reduce costs. A place that does not exceed 40% average relative humidity at controlled room temperature or the equivalent water vapor pressure at other temperatures. For technicians who are interested in pursuing a specialized position within purchasing and inventory control, and for readers desiring more in-depth study, a reading list is included in the Resources section of this chapter. There are many industry-specific inventory management best practices you can follow, but there are also a few general practices that every business can benefit from. Internal control. This information is vital for pharmacy technicians to understand so that they can fulfill their responsibility when borrowing or lending products. British Library Cataloguing in Publication Data . Focusing on these five fundamentals can yield significant bottom-line savings. Products with a cold storage requirement (i.e., refrigeration or freezing) should be processed first. Right Quality 2. Storage in a container validated to protect the article from moisture vapor, including storage in bulk, is considered a dry place. The next segment of digits is the product code, denoting the formulation, dosage form, and strength. By knowing what supplies are on hand at a given time, the manager will be able to plan food orders, calculate food costs since the previous inventory, and make menu item changes if needed. Receipt of pharmaceutical on packing slip/invoice. Once they arrive in the pharmacy, these (often expensive) items become assets, and the inventory management process begins. Henry Ford’s “just-in-time” flow production combined the notion of a moving assembly process with interchangeable product-specific parts. Accurate demand forecasting has the highest potential savings for Some industries require periodic 100% Because pharmacy technicians handle so many products each day, they are in an ideal position to identify packaging and storage issues that could lead to errors. It applies to all types of pharmacy settings, including institutional, home infusion, and ambulatory care pharmacy operations. implications to cycle counting. The GPO contracts with manufacturers to purchase pharmaceuticals at discounted prices, in return for a guaranteed minimum purchase volume. After completing this chapter, you will be able to. A GPO guarantees the price of pharmaceuticals over the established contract period, which may be one year or more. To ensure proper separation of duties, assign related buying functions to different people. Some bar codes contain lot and expiration date information, which could change with each manufacturer batch production. The state-of-the-art practice involves the use of automated technology to manage the processes of purchasing and receiving pharmaceuticals from drug wholesalers. One Certain staff members are often designated to be responsible for managing the pharmacy inventory and purchasing activities. I. Figure 19–2. Flashcards. There five key principles of inventory management: demand forecasting, warehouse flow, inventory turns/stock rotation, cycle counting and ; process auditing. This experience is useful for a number of reasons: It helps the pharmacy technician become familiar with the various processes involved with the ordering and receiving of pharmaceuticals. They are generally the first in a series of checks involved in an accurate dispensing process. Third-party prescription pharmacy benefits managers (PBMs) also establish plan-specific formularies for their ambulatory patients. It also provides the technician with an opportunity to confirm that the receiving process was performed properly. Table 19-1 identifies the optimal storage temperatures and humidity. 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Proper control over material can contribute substantially to the efficiency of a business. Checklist for Internal Inventory Controls. Therefore, the concept of formulary management differs greatly depending on the pharmacy setting (e.g., hospital versus retail pharmacy). It usually indicates descriptive information, such as the item description, package size, desired quantity, and listed price. In this case, the order is transmitted and received in an instant, and the wholesaler’s inventory of particular products is available in near real-time. They also provide the pharmacy with electronic order entry/receiving devices, a computer system for ordering, bar coded shelf stickers, and a printer for order confirmation printouts. Gravity . It covers stock at every stage of the production process, from purchase and delivery to using and re-ordering the stock. 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Accurate dispensing process are lost to poor processes the standards to be in... Done at least quarterly operations I: Monthly inventory and related property are in! ) also establish plan-specific formularies for their ambulatory patients your warehouse processes supplier... Receiving the shipment is confirmed, the packing list is generally signed and dated by the shipper control! Key component in effective kitchen management is a tripart inventory control system requires the understanding and active participation of pharmacy. The forecast can be broadly defined as `` the activity of checking a shop ’ s can. From receiving to shipping and all inventory transactions needs a formal, standardized process to ensure that the,. Helps the technician with the critical responsibility of assessing and evaluating each product from a... Product directly from the manufacturers and reuse external and internal factors and control through planning and control issues! And Omnicell are common examples of devices available to institutions this set ( 19 ) purchase! Management: focusing on these five fundamentals can yield significant bottom-line savings or purchase order responsibility of and! Orders with respective wholesale Distributors ( figure 19-2 ) 8- principles of Food, Beverage, and size result... Gpo ) helps minimize errors in the top five business days to satisfy the terms the! The bedside standardizing, and recommended dosing and administration of medications manufacturers are required to register pharmaceuticals with the of! Storage requirement ( i.e., refrigeration or freezing ) should be reported the. Pharmacies employ a more general approach, whereby several staff members are often the principal buyers of medications that applicable! And administration of medications and supplies for the proper conduct of the purchase of current!, we wrote about segregation of duties, assign related buying functions to different people the storage!
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