DRUG STORE MANAGEMENT

& INVENTORY CONTROL

TYPES :ORGANIZATION OF DRUG
STORE, TYPES OF MATERIALS
STOCKED AND STORAGE CONDITIONS
, PURCHASE AND INVENTORY
CONTROL.

-S MADHAVI
BPH- IV
DRUG STORE :
A drug Store/Pharmacy/Community
Pharmacy/chemist’s is a retail shop which
provides prescription drugs, among other
products. At the drug store, a pharmacist
oversees the fulfillment of medical
prescriptions and is available to give advice on
their offerings of over the-counter drugs. A
typical pharmacy would be in the commercial
area of a community. Every hospital should
have a medical store for the purpose of
procuring, stocking and distributing the drugs
and medicines to various departments.
ORGANIZATION OF DRUG STORE :
Stores are defined as a sub-organisation in any hospitals
where materials obtained are held in abeyance till
inspected, approved and stocked. A store should have a
standard specification of materials and since the store
procured the drugs on behalf of the department for
regular flow of material, the condition of storage should be
proper.
OBJECTIVES OF DRUG STORES :

• To stock all drugs and accessories required in the

hospital.
• To procure drugs from different sources.
• To supply drugs to the consuming departments.
• To store drugs required in research work.
• To preserve records of receipt and issue of drugs.
• To maintain records of receipt and issue of drugs.
• To carry out all operations regarding drugs
economically to save revenue.
LAYOUT OF DRUG STORE :
The drug store should be preferably located on the ground floor
close to the pharmacy. An area of at least 600-1000 sqft should be
allotted to medical stores. Adequate storage facilities should be
there so that the drugs, chemicals, biological etc.Do not get
deteriorated by moisture or heat.
An ideal store should have two entrances, one for receiving the
articles and other for issue of materials. Generally racks are used
for storage of material made of angled iron, having partitions.
Costly items are stored in closed bins. The height of racks depend up
on the height of ceiling and should be above 2/3rd. the height.
Since large number of products are two be stored in the store, A definite location code is to
be followed in order to identify the product or material placed in store. For this purpose
analysis is carried out after studying there inventory like:
(i) F S N- Fast moving ,slow moving, non moving
(ii)H M L- Heavy, medium, light materials
According to above mentioned categorisation, fast moving materials are placed near the
issue exit while non moving articles are placed far from the exit. Similarly heavy items are
placed at the bottom and light items on the top.
Now a day’s records are maintained using Bin Card system.
A ledger or bin card has 4 codes like-
1 2 3 4
A 5 B 5
(1-Panel, 2-Row, 3-Rack, 4-Bin)
This means panel A, 5th row, Rack B and Bin 3 materials can be entered either in ledger or
bin cards in Alphabetical order but this may cause problems as number of drugs are
known buy different name. They may be categorised and stored depending up on their
therapeutic effect.
TYPES OF MATERIALS STOCKED :

Sufficient number of racks should be provided for storage of drugs and supplies. Carbon dioxide
fire extinguishers should be provided at strategic points along with fire buckets to fight sudden
fires due to stored drugs and chemical. Materials which are stocked are listed as under:
(i) Capsules, tablets, liquid dosage form and injections etc.
(ii) Biological antibiotics are stored properly in refrigerator.
(iii)Narcotic and psychotropic substances are stored under lock & key.
(iv)POISOINS are stored in separate closed rack, labelled as”POISION”.
(v) Alcohol and alcohol containing preparations.
(vi)Large bulk items on bottom.
(vii) Vaccines and other thermolabile drugs are required to be stored at cold store 2100 C.
Antibiotics, vitamins liver preparations etc should be stored at cool temp (15200 C).
(viii)To avoid pilferage costly drugs and prescribed schedule X drugs should be stored separately
under lock and key.
STORAGE CONDITIONS
COLD STORAGE (20-80C) :
• For proper storage of drugs, it is advisable to have a separate
room or a portion maintained at this temp range.
• A recording thermometer should be provided and temp should
be noted at least twice daily.
• It should remain under the supervisor and in case a separate
room is not available, adequate number of refrigerator should
be provided for the purpose.
• The maintenance of these refrigerators in working order is the
responsibility of the supervisor.
• Drugs such as insulin, sera, whole human blood, frozen plasma,
thromboplastin, oxytocin injection, and certain vaccines etc. are
not allowed to freeze. The chief pharmacist should personally
check that such drugs are stored at respective places as per
their prescribed storage conditions.
 LIST –A DRUGS REQURING COLD
STORAGE 2-8 C
• Sera • Oxytocin injection
• Vaccines • Vasopressin injection
• Whole human blood • Corticotrophin gelatin injection
• Concentrated human RBC • Corticotrophin zinc oxide injection
• Normal human plasma • Cholistin sulfamethate injection
• Frozen plasma • Suxamethonium chloride injection
• Thrombin • Insulin preparation
• Thromboplastin • Human gamma globulin injection
• Cobra venom in solution • Normal liquid human serum
• Viper venom in solution albumin
• Posterior pituitary injection • Schick test toxin
STORAGE AT COOL TEMPERATURE (80C- 250C) :
Drug such as antibiotics, vitamins, liver preparations are
required to be stored at a cool temp. The space of this
room should be adequate considering the maximum
stock of drugs likely to be purchased by the hospital
during any time of the year. The chief pharmacist should
ensure that no drug falling in this category is stocked
away from this room .An inspection register should be
maintained by the Chief pharmacist.
 LIST B DRUGS REQUIRING STORAGE AT
COOL TEMPERATURE 8-25C
Antibiotics
• Crystalline penicillin preparation Blood preparations
• Dried plasma
• Potassium phenoxy methyl penicillin • Human fibrin foam
preparation • Human fibrinogen
• Benzethine penicillin preparation • Human serum dried
• Cloxacillin preparation • Human thrombin

• Methicillin preparation
Arsenicals
• Ampicillin preparation
• Neoarsphenamine injection
• Streptomycin sulphate and chloride
• Sulpharsphenamine injection
preparation
• Tryprsanide injection
• Tetracycline,oxytetracycline,chlortetracycline
preparation
Hormone preparations
• Corticotropin Vitamin preparations
• Betamethasone sodium • Preparation containing vit. A,vit.
phosphate injection B1,vit.B2,vit.B6,vit.C,vit.D
• Chorionic gonadotropin • Vit. B complex elixir and injection
• Prednisolone sodium • Vit. K injection
phosphate injection • Vit. K preparations
• Oxytocin tablets
Others
• Dextran injection
• Dextran sulphate injection
• Dextrose injection
• Dextrose and sodium injection
• Heparin injection
• Hyaluronidase injection
• Chlorambucin preparations
• Chorhexidine
• Choline theophyline preparation
• Liver injection crude
• Ergot liquid extract.
 PURCHASE & INVENTORY CONTROL

The basic purpose of purchases is to ensure continuous flow of raw materials of right
quality, right quantity, right price and from right sources. Another objective of purchasing is
the avoidance of duplication and wastage with respect to various items purchased.
Centralized purchase by medical stores procures the drugs on behalf of all the departments
and helps in getting quality drugs at cheaper rates. Some important terms explained below.
Right Quality-Right quality means the quality which is available according to the particulars
mentioned in terms of grades, brands or trade name, physico-chemical characteristics, etc.
The quality must describe even the national standards to the extent it is possible.
Right Quantity-Right quantity is an important parameter of purchasing for continuous
supply of raw materials. “Economic order Quantity” or any other technique may be
followed in order to avoid shortage.
Right Price-The term right price means consistant matching with the
quality of drug. Generally tender system is followed in hospitals and the
lowest bidder is chosen for supplying the order.
Right Source-The supplier should be dependable and capable of
supplying as per requirements from time to time. The selection of
supplier requires consideration of various factors.
Right Time-Purchased department should have lead time information for
all products. Lead time is the total time period between the placing of
order and receipt of material while doing purchases. The purchase
committee should consider emergency situations like floods, strikes,
accidents, etc.
THANK
YOU