Name: Princess Joy Tiongson
Section: 4PH-A
I. Objectives:
A. To describe the procurement and inventory control systems utilized by the
hospital pharmacy.
B. To conduct actual drug inventory.
II. Procedures:
1. Enumerate the different functions involved in the drug procurement process in
the hospital pharmacy.
- Procurement of cost effective medicines in the right quantities.
- Indenting of items and quantity
- Selection of reliable suppliers of quality items
- Ensuring timely delivery of the ordered items
- Fixing lowest possible cost
2. Enumerate the responsibilities of the hospital pharmacist in terms of requisition
and procurement of drugs and medicines.
- Pharmacist had direct purchase from manufacturer or wholesaler.
- Pharmacist bid from either manufacturers or wholesalers
- Pharmacist purchase from a local retail pharmacy.
- Pharmacist contract purchase arrangement with manufacturer.
- Pharmacist contract purchase through a hospital purchase
burean/corporation
- Maintain a list of names, address and telephone numbers of drug
manufacturers, wholesalers and their representatives
- Prepare detailed specifications of drugs, chemicals and biological
- Prepare request for purchase forms
- Prepare receiving memo if drugs are received directly by the pharmacy
- Prepare return memo, whenever applicable
3. Draw the information that must be included in a pharmacy purchase order.
III. Questions:
1. Differentiate the process of purchasing drugs and medicines between
government and private hospital pharmacy services. How are these processes
different from community setting?
- In government hospitals, the hospital pharmacist is frequently the final health
professional a patient sees before discharge from the hospital. They are
responsible for ensuring that patients understand how to manage their
medications.
- The purchasing process in private hospitals begins with the establishment of
a demand, followed by an order request to the hospital's upper management,
one of the power actors, for approval, and then the upper management's
demands are supplied to the purchasing department. The purchasing
department, which is also a powerful actor, conducts preliminary research
and, if the materials are being purchased for the first time, requests detailed
technical information from the persons or the related division, before drafting
an administrative specifications contract and a material specifications
contract. If adequate information for a material specifications contract cannot
be obtained, the material's general attributes are defined, and a bidding
procedure is started.
- While in a community environment, most community pharmacies feature a
commercial store with a mix of pharmaceutical items available only with a
prescription and those offered over-the-counter. Because they give tailored
health and medication advice on a walk-in basis, there is no need to make an
appointment.
2. Discuss the methods of procurement involved in government hospitals.
a. Purchase Request Form – this form provides the purchase department with
the data concerning description specifications, packing, price quantity needed
and also information about the inventory balance and anticipated monthly
use.
b. Quotation invitation – competitive rates from different suppliers
c. Purchase Order Form – the person responsible checks quotations received
and its quality in consultation with the hospital pharmacists and prepares the
PO
d. Return of Goods – “Returned Goods Memoramdum” must be prepared. This
form is of the snap out type and provides four copies first to account
department, second to the purchasing officer, third to the store room, fourth
to the pharmacy and the supplier.
3. What are the checkpoints to be observed when a drug order is received in the
hospital?
The pharmacist (except in emergency situations) must receive the physician’s
original order or a direct copy of the order before the drug is dispensed. This
permits the pharmacist to resolve questions or problems with drug orders
before the drug is dispensed and administered. It also eliminates errors which
may arise when drug orders are transcribed onto another form for use by the
pharmacy
• Patient’s full name, date hospitalized, age, sex, weight, hospital I.D.
number, and provisional diagnosis or reason for admission (the format for
this information will vary from one hospital to another).
• Laboratory test results.
• Other medical data relevant to the patient’s drug therapy (e.g.,
information from drug history interviews).
• Sensitivities, allergies, and other significant contraindications.
• Drug products dispensed, dates of original orders, strengths, dosage forms,
quantities, dosage frequency or directions, and automatic stop dates.
• Intravenous therapy data (this information may be kept on a separate
profile form, but there should be a method for the pharmacist to review
both concomitantly).
• Blood products administered.
• Pharmacist’s or technician’s initials.
• Number of doses or amounts dispensed.
• Items relevant or related to the patient’s drug therapy (e.g., blood
products) not provided by the pharmacy
4. Discuss the types of physical inventory.
a. Manual Completion
- Uses paper count cards or sheets and pencils to record inventory.
b. Electronic Counting
- This count can use scanners, RFID, barcodes or mobile devices.
c. Cycle Counting
- Staff count random portions or rotating sections of the inventory at any given
time.
d. Full Inventory
- Companies repurpose staff or bring in temp staff to count all the stock at one
time.
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