Storage of Health Commodities
M E D I C I N E S A N D M E D I C A L S U P P LY M A N AG E M E N T
Objectives
By the end of the topic should should be able to :
Explain the purpose of storage
Define what shelf life is
State and explain general guidelines for storage of health
commodities
Define physical inventory (PI), and state its purposes
Define Visual inspection, state when is VI done and explain
areas to look for when conducting VI.
Introduction
Medicines and related health supplies are expensive and
valuable, and should be stored correctly to prevent
deterioration.
If they deteriorate, they may lose their potency or may have
the wrong effects on patients.
Physical storage conditions which may make medicines to
deteriorate are heat, Light and humidity
The purpose of Storage
Protect the quality of the product and its packaging throughout
the supply chain.
Make product available for distribution.
Shelf Life
The length of time a product may be stored without affecting
the usability, safety, purity, or potency of the product,
assuming that the recommended storage conditions have been
met.
General Guidelines for Health Commodities
Storage
Clean and disinfect storeroom regularly.
Store supplies in a dry, well-lit, and well-ventilated storeroom,
out of direct sunlight.
Secure the storeroom from water penetration.
General Guidelines for Health Commodities
Storage cnt
Ensure that fire safety equipment is available and accessible, and that
personnel are trained to use it.
Maintain cold storage, including a cold chain, for commodities that require it.
Store condoms and other latex products away from electric motors and
fluorescent lights.
General Guidelines for Health
Commodities Storage cont
Keep narcotics and other controlled substances in a locked
place.
Store flammable products separately using appropriate safety
precautions.
Stack cartons at least 10 cm (4 in) off the floor, 30 cm (1 ft)
away from the walls and other stacks, and no more than 2.5 m (8
ft) high.
General Guidelines for Health Commodities
storage cnt
Store medical supplies separately, away from insecticides,
chemicals, old files, office supplies, and other materials.
Arrange cartons so that arrows point up, and ensure that
identification labels, expiry dates, and manufacturing dates are
visible.
General Guidelines for Health Commodities
storage cnt
Store supplies in a manner accessible for FEFO, counting, and
general management.
Separate and dispose of damaged or expired products without
delay.
Special Conditions for Storage
1. Security (Locking rooms, cabins, shelves etc.)
2. Cold chain ( e.g. vaccines)
3. Disposal of expired products (some products may require
certificate for proper disposal)
4. Short Shelf Life (poor storage condition will shorten shelf life)
5. Different shelf life for different products in a kit (HIV Test kits
may have chase buffer that has shorter shelf life)
Medicine Arrangement
NO Medicines should be stored directly on the floor.
Medicines should be arranged in a systematic way following the
format below:
◦ Dosage form
◦ Pharmacological order
◦ Alphabetical order using generic names of the medicine
Each dosage form of drug is arranged in separate and distinct
areas.
Sufficient empty space should demarcate one medicine item or
dosage form from another.
Medicine Arrangement cnt
The medicine package should be placed such that the name of
the medicine is well displayed.
Heavy medicine packages should be placed on the lower
shelves and lighter ones on top.
Regularly dump dust the medicine containers and shelves.
Note: Dust contaminates supplies and makes labels difficult
to read.
Medicine Arrangement cnt
Most recently received medicines should be placed behind
older stock on the shelf except where new drugs have shorter
expiration dates.
◦ FIFO = first in, first out and
◦ FEFO = first expiry, first out
What is Physical Inventory?
A physical inventory/count is the process of counting by
hand the total number of units of each commodity in your store
or health facility at any given time
Purpose of Physical Inventory
Verify the stock level of medicines and health supplies
Verify the accuracy of stock-keeping records (to compare actual
stock on hand for each commodity with the amount recorded on
the stock control card )
Purpose of Physical Inventory cnt
TAKE NOTE:
If the actual number (quantities) available does not equal the
amount or the balance stated on the stock card, you should
record the actual amount (physical count) and then investigate
the discrepancy.
Purpose of Physical Inventory cnt
Do this by—
Checking the entries and arithmetic since the last physical
count
Checking with other staff members and ensuring all entries
have been made
Purpose of Physical Inventory cnt
Checking quantities issued to departments/wards in the LMIS-
RIV against the entries on the stock card
Notifying your supervisors (e.g., in-charge, pharmacist,
pharmacy technician, and DHO)
Involving the police if necessary
Purpose of Physical Inventory cnt
Detect losses of medicines and health commodities in the store
Ensure all stock in the store is usable (not damaged or expired)
Determine whether the stock will be used up before the expiry
date or if you need to take action to redistribute.
What is Visual Inspection?
The process of examining products and their packaging to look
for obvious problems with the product quality
When is Visual Inspection Done
Every time products are received from the manufacturer
(usually at the central level)
Each time the warehouse or clinic receives supplies
When conducting a physical inventory
When investigating complaints
When supplies are about to expire
When supplies show signs of damage
Receiving Medicines
The means of transport chosen should be appropriate to ensure that
medicines do not deteriorate during transportation
When receiving medicines take note that the medicines received
match exactly with the order you made
◦ Cross check the dosage form, strength, pack size and quantity
ordered match with what is required
◦ Check the expiry dates and batch numbers
◦ Check for quality–damaged products, colour changes, poor
packaging
Note: If you receive a drug without a label or with incorrect label,
do NOT guess what it is! Do not use it; return it to the supplier.
Receiving Medicines cnt
Reviewing the medicines received should be done at the point
medicines are received from the supplier.
Any discrepancies noted should be
immediately communicated to the
supplier, who should correct them.
What to look for when conducting Visual
Inspection
Package and product integrity
Manufacturing defects
Labeling
Missing contents
Presence of foreign matter inside unit package
Summary
Medicines and related health supplies are expensive and
valuable, and should be stored correctly to prevent
deterioration. If they deteriorate, they may lose their potency or
may have the wrong effects on patients.
Any questions?
Zikomo
