HOSPITAL STORE

PROCEDURES
• This unit covers competencies and skills required to support hospital
store procedures.
• It involves:
i. planning procurement and inventory services
ii. performing supportive procurement
iii. performing supportive inventory
iv. storage procedures supporting hospital supplies distribution
v. evaluating supportive store procedures
vi. winding up supportive facility store procedures
Summary of Learning Outcomes
1. Support Hospital Procurement Procedure
2. Support Inventory and Storage Procedures
3. Support Hospital Supplies Distribution Procedure
4. Support Last Offices (Mortuary) Activities
5. Evaluate Facility’s Store Procedures
6. Wind-up Facility’s Store Procedures
Introduction
1. Introduction to Hospital Store Procedures
• Hospital stores play a critical role in ensuring continuous availability of
medical and non-medical supplies, equipment, and pharmaceuticals.
• Proper store management ensures efficient service delivery, reduces waste, and
promotes accountability in health facilities.
• Hospital stores are integral to the effective operation of healthcare services.
• They ensure the timely availability, proper storage, and systematic distribution
of medical and non-medical supplies.
• Effective store procedures reduce wastage, enhance accountability, and support
high-quality patient care.
Donning Appropriate PPE:
Donning Appropriate PPE:
1. Assess Risks:
Before entering the storage area, identify potential hazards present (e.g., dust from
boxes, cleaning chemicals).
Cont’d
2. Select PPE:
Based on the risk assessment, choose the appropriate PPE for your tasks. This may
include:
i. Gloves: Protect hands from cuts, abrasions, and dust (latex-free options available
for those with allergies).
ii. Safety Glasses: Shield your eyes from dust or debris dislodged while moving
supplies.
iii. Long Pants and Closed-toe Shoes: Provide basic protection from scrapes and
potential spills.
iv. Mask (Optional): Consider wearing a mask if dust or airborne irritants are a present
MEDICAL SUPPLIES

General Medical Supplies

• Disposable Supplies: Gloves, masks, gowns, shoe covers, syringes,
needles, gauze pads, bandages, adhesive tape, cotton swabs, alcohol,
wipes, disinfectant wipes.
• Catheters and Drainage Systems: Urinary catheters, drainage bags,
wound drainage tubes and dressings.
Cont’d
• Wound Care Supplies: Bandages, dressings, sutures, staples, wound,
irrigation solutions, topical medications.
• Patients Personal Care Items: Bedpans, urinals, adult diapers, wipes,
soap, shampoo, razors.
• Monitoring Equipment: Thermometers, blood pressure cuffs, pulse
oximeters, stethoscopes.
• Personal Protective Equipment (PPE): Gloves, masks, goggles, gowns,
shoe cover
Cont’d
Specialty Supplies:
• Anesthesiology: Anesthesia machines, breathing circuits, endotracheal
tubes, laryngoscopes.
• Cardiology: Electrocardiogram (ECG) machines, defibrillators,
pacemakers, cardiac catheters.
• Critical Care: Ventilators, intravenous (IV) pumps, central line
catheters, chest tubes.
• Surgery: Surgical instruments (scalpels, forceps, clamps), sutures,
drapes, gowns, gloves.
Cont’d
• Obstetrics and Gynecology: Delivery beds, stirrups, speculums, fetal
monitors.
• Orthopedics: Casts, splints, braces, crutches, walkers.
• Dialysis Supplies: Dialysis machines, needles, catheters, dialysate
solutions.
• Respiratory Supplies: Oxygen tanks, nebulizers, inhalers, airway
management equipment
Medical equipment

• Diagnostic Equipment: X-ray machines, ultrasound machines, CT

scanners, MRI machines.
• Patient Monitoring Equipment: Vital signs monitors, pulse oximeters,
cardiac output monitor
• Treatment Equipment: Dialysis machines, infusion pumps, nebulizers,
oxygen concentrators.
Cont’d
• Sterilization Equipment: Autoclaves, sterilizers for cleaning and
sterilizing medical instruments.
• Additional Considerations:
• Emergency Supplies: Crash carts containing emergency medications
and equipment for resuscitation.
• Office Supplies: Stationery, printer cartridges, medical charts,
computer supplies
Key Roles of Hospital Store Personnel

• Receiving and inspecting goods

• Managing inventory records by Ensure a record of items moving in
and out of the store
• Distributing items to various departments
• Handling expired and damaged goods
• Supporting mortuary services with required supplies
communication skills a store keeper should
possess
• A storekeeper needs a diverse set of communication skills to effectively manage inventory,
interact with staff, and potentially provide customer service. These skills include:
• Active Listening:
 Paying close attention to instructions, requests, and customer needs.
• Clear and Concise Communication:
 Communicating information accurately and efficiently, both verbally and in writing.
• Empathy:
 Understanding and responding to the needs and concerns of others, including customers,
colleagues, and supervisors.
Cont’d
• Respectful Communication:
 Maintaining a professional and courteous demeanor when interacting with others.
• Non-Verbal Communication:

 Understanding and utilizing non-verbal cues like body language to enhance

communication.

• Clarity and Accuracy:

 Ensuring written communication is clear, concise, and free of errors.
• Documentation:
 Maintaining accurate records and documenting inventory transactions.
Cont’d
• Negotiation:
 Negotiating with suppliers or vendors on price and terms.
• Customer Service:
Providing excellent customer service, including answering questions,
addressing complaints, and assisting customers.
• Product Knowledge:
Being able to clearly explain product features and benefits to
customers.
Cont’d
• Inventory Management:
 Communicating inventory levels, shortages, and potential issues to relevant
parties.
• Record Keeping:
Maintaining accurate records of inventory transactions and communications.
• Use of Technology:
 Proficiency in using store management software and other technology for
communication and record-keeping.
Factors to Consider Before Ordering Medical
Supplies in Hospital Store Procedures
Demand and Usage:
• Historical Usage Data: Analyze past consumption rates to determine
the average monthly or quarterly usage of a particular supply.
• Departmental Needs: Consider forecasted needs from different
departments within the hospital.
• Seasonal Variations: Certain supplies might have seasonal fluctuations
in demand (e.g., flu season may increase demand for specific
medications).
• New Procedures or Services: If the hospital plans to introduce new
procedures or services, factor in the additional supplies required
Cont’d
Inventory Management:
• Stock Levels: Maintain adequate stock levels to avoid stockouts that
could disrupt patient care.
• Lead Time: Consider the time it takes for a new order to be delivered
by the vendor.
• Minimum and Maximum Stock Levels (Reorder Points): Establish
reorder points to ensure timely restocking before stock depletion.
• Expiry Dates: Minimize the risk of expired supplies by ordering
quantities that can be used before the expiration date
Cont’d
Cost and Budget:
• Unit Cost: Compare prices from different vendors to get the best value
without compromising quality.
• Bulk Discounts: Consider purchasing in bulk if it offers significant
cost savings without creating storage issues.
• Hospital Budget: Be mindful of the allocated budget for medical
supplies and ensure orders stay within those limitation
Cont’d
Quality and Safety:
• Standardization: Whenever possible, standardize on specific brands or
types of supplies to ensure consistency and staff familiarity.
• Product Specifications: Verify that ordered supplies meet the required
specifications for functionality, safety, and compatibility with existing
equipment.
• Vendor Reputation: Choose reputable vendors known for supplying
high-quality medical supplies that comply with relevant regulatory
standard
Cont’d
Additional Considerations:
• Storage Space: Ensure adequate storage space is available to
accommodate the ordered supplies.
• Special Handling Requirements: Consider if specific supplies require
special storage conditions (e.g., temperature-controlled environments).
• Sustainability: Where possible, look for eco-friendly options or
products made from recycled materials
Hospital procurement procedure
• Procurement
Definition: Procurement is the process of acquiring goods and services
needed by the health facility.
Procurement cont”d
steps
• Identifying needs from departments
Identifying what the hospital needs, including medical supplies,
equipment, and services. This involves evaluating current needs and
future requirements, considering factors like patient volume,
technological advancements, and budget constraints.
Cont’d
• Raising requisitions
In hospital store procedures, raising a requisition means formally
requesting the purchase of goods or services from the hospital's central
store. This process typically involves creating a purchase requisition
form, which is then sent to the authorized approvers for
approval. Once approved, the requisition can be used to create a
purchase order and initiate the procurement process.
Cont’d
Components of a requisition form:
i. Requester information (name, department, contact info).
ii. Details of the requested items (description, specifications,
quantity).
iii. Requested delivery date.
The purchase requisition raised is approved by the relevant authorities
then the procurement process begins
Cont’d
• Placing orders with suppliers:
 the procurement team will solicit the best suppliers by forwarding a
request for quotation (RFQ) to vendors with the intention to receive
and compare bids to shortlist the best supplier. the procurement team
will review and evaluate supplier performance, referrals, and quotes to
determine the best price and fit.
Cont’d
• Negotiate a contract :
Contract negotiation begins after the vendor is selected and the
purchase order is forwarded to them. A legally binding contract will be
activated as soon as the vendor acknowledges and accepts the
purchase order.
• Receiving and inspecting deliveries
• Completing documentation
Procurement Documents
• formal records used in the process of acquiring goods or services from
external suppliers. They are used to communicate requirements, solicit
bids, and document agreements. These documents are essential for
maintaining records, tracking transactions, and ensuring transparency
and accountability in the procurement process.
Examples of procurement documents
• Request for Information (RFI):
Used to gather information about potential suppliers and their
capabilities pricing, and qualifications help narrow down the pool of
potential suppliers.
• Request for Quote (RFQ):
Used to solicit price quotes for goods or services.
RFQs focus on getting specific pricing for well-defined goods or
services.
Cont’d
• Request for Proposal (RFP):
Used to solicit detailed proposals from suppliers specifying how they
would meet your requirements, their proposed approach, pricing, and
qualifications. RFPs provide a structured way to compare different
supplier offerings.
• Invitation for Bids (IFB):
Used to invite suppliers to submit bids for a contract, often for
construction or large-scale projects.
Cont’d
• Purchase Order (PO):
A document issued by the buyer to authorize the purchase of goods or services
and initiate delivery, based on the agreed pricing and terms. POs establish a
legally binding contract.
• Contract:
The legally binding agreement that establishes the terms & conditions governing
the relationship between the buyer and supplier. Contracts include pricing,
delivery, payment, warranty, liability, termination and other key commercial and
legal terms.A formal agreement between the buyer and seller outlining the terms
and conditions of the purchase.
Cont’d
• Letter of Intent (LOI):
A document expressing the buyer's intent to purchase goods or
services, but not yet a legally binding agreement.
• Master Service Agreement (MSA):
A comprehensive agreement outlining the terms and conditions for
ongoing service relationships.
Cont’d
• Invoice:
A document from the supplier requesting payment for goods or
services delivered.
• Delivery Note/Goods Receiving Note:
Documents that confirm the delivery of goods or services.
Cont’d
• Requisition:
An internal document requesting the purchase of goods or services.
• Statement of Work (SOW):
A document outlining the specific tasks and deliverables required for
a project. Detailed documents specifying the work activities,
deliverables, timelines, milestones and acceptance criteria for more
complex projects or ongoing services. SOWs are often appended to
POs or contracts
Importance of Procurement Documents:
• Tracking and Auditing: Procurement documents provide a clear record of the
procurement process, which is crucial for tracking transactions and ensuring
accountability.
• Transparency: They demonstrate the fairness and transparency of the
procurement process.
• Legal Compliance: They ensure compliance with relevant laws and
regulations.
• Supplier Relationship Management: They help build and maintain strong
relationships with suppliers.
• Cost Reduction: They facilitate the identification of cost-saving opportunities.
PROCUREMENT METHODS
Open Tendering
In open tendering, potential suppliers submit bids for a specific project or
requirement in response to a
published advertisement inviting them. This process is open to all interested parties
and ensures all suppliers have an equal opportunity to bid for the contract.
One of the key features of open tendering is its transparency. Organizations can
promote competition by
making the procurement process available to all interested parties, resulting in
better quality outcomes
and lower costs. Additionally, the process ensures that all suppliers have an equal
opportunity to bid for contract, which can promote fairness and accountability
However, open tendering can be time-consuming and resource-
intensive, particularly for larger or more
complex projects. Additionally, evaluating the bids can become
complicated and time-consuming, mainly when there are many bids to
asses
Restricted Tendering
Restricted tendering is another procurement method that organizations
widely use. It's a procurement
process where the organization identifies and invites only a limited
number of suppliers to submit bids for
a particular project or contract. This method is usually applied when the
organization has a pre-
determined list of suppliers with the required skills, experience and
qualifications to deliver the project successful
Request for Proposals (RFP)Request for proposals (RFP) is a
procurement method in which the buyer requests proposals from
potential suppliers. Businesses often use this method for complex or
specialized goods and services. In an RFP, the buyer outlines the
specifications and requirements of the project or service and invites
suppliers to submit proposals outlining how they can meet those
requirements. The buyer then evaluates the proposals and selects the
most suitable supplier based on various criteria such as cost, quality
and experience
Two-Stage Tendering
Two-stage tendering is a procurement method often used for complex
projects requiring suppliers' input during the planning. In this process,
the procurement team first invites suppliers to submit a high-level
technical proposal outlining their proposed approach to the project.
Based on these proposals, the procurement team shortlists several
suppliers to participate in the second stage of the tendering process.
During the second stage, the organization asks shortlisted suppliers to
submit a detailed technical and commercial proposal. The procurement
team then evaluates the proposals and selects a preferred supplier
based on technical and commercial factors
Request for Quotations (RFQ)
Businesses commonly use the procurement method of request for quotations (RFQ) to purchase goods,
services or products. This method involves inviting potential suppliers to submit a quote for the required
goods or services. Businesses can use the RFQ as a straightforward procurement method when they have
a well-defined scope of work and can describe the required goods or services in detail.
The RFQ process begins with the buyer requesting quotations from potential suppliers. The RFQ typically
includes the specifications of the required goods or services, the delivery requirements and any other
relevant information. Suppliers then submit their quotes, and the buyer evaluates them based on price,
quality and other relevant criteria. The buyer then selects the supplier that provides the most competitive
quote and awards the contract.
Single-Source
In the single-source procurement method, the organization awards a
contract to a specific supplier without
going through a competitive bidding process. Typically, organizations
use this method when they need to
• procure a highly specialized item or when only one supplier can meet
their needs
5 Key Challenges of Healthcare Procurement Strategy

1. Balancing Cost and Quality

Procurement of healthcare equipment and services can become
expensive. Healthcare organizations find that there is a delicate
balance between maximizing value for money and quality to meet the
patient needs. This is a difficult endeavor and healthcare organizations
must also carefully evaluate potential suppliers, correctly identify the
most needed medical equipment, and negotiate prices to ensure the
balance between cost and quality remains
2. Dealing with Limited Budgets
As many healthcare organizations operate on tight budgets, it becomes
difficult to allocate sufficient resources to the
procurement process. This can make it challenging for organizations to
effectively manage the procurement process,
and can limit their ability to obtain the medical goods and services they
need to provide high-quality care to their patients
3. Managing the Complexity of the Procurement Process
The healthcare industry is complex, and the procurement process can be
equally as complex. This can make it difficult
for organizations to identify and evaluate potential suppliers, negotiate
prices and manage the procurement process in a way that ensures the
organization gets the best value for moneya
4. Decentralized Procurement
One of the key challenges facing healthcare organizations is ensuring
that their procurement processes are
coordinated across different individuals and departments. Without a
coordinated approach , the range of products and
services that are purchased can get out of control. As a result, healthcare
organizations may purchase abundance of one type of medical device,
which takes away ability to purchases other critical medical devices
5. Managing risks
Healthcare organizations face a number of risks when it comes to
procurement including, but not limited to, the risk of
purchasing sub-standard goods and services, the risk of supplier failure,
and also the risk of potential fraud. Managing
these risks effectively can be challenging, and organizations must be
prepared to implement appropriate risk management strategies in order
to protect their interests.
Dispatch of hospital supplies
• Definition: Dispatch refers to the process of sending out goods from
the hospital store to various departments or other facilities as per
requisition.
• Importance of Proper Dispatch
• Ensures timely supply of critical items
• Prevents stock-outs
• Maintains smooth hospital operations
• Helps track usage and prevent losses
Steps in the Dispatch Process

Receive Requisition:
• A department sends a request for specific items.
Check Availability:
• Store staff verify stock levels to fulfill the requisition.
Picking and Packing:
• Selected items are picked from storage and prepared for delivery.
Documentation:
• Issue note and dispatch register are filled.
Approval and Authorization:
• Supervisor authorizes dispatch of items.
Transport/Delivery:
• Items are delivered to the respective department.
Acknowledgment Receipt:
• Receiving department signs a delivery note or issue voucher to confirm receipt.
Record Update:
• Inventory is updated to reflect outgoing stock
Revision questions
Another name of Material management:
A. Goods inspection procedures
B. Procurement management
C. Control and logistics management
• D. Store management procedures

The most common items in hospital stores include:

A. Theatre instrument and apparatus
B. Drugs and other non-pharmaceuticals
C. Food items and vegetables
• D. Gloves and other non-pharmaceuticals
The following is an important step in goods receiving process.
A. Match the delivery to a purchase order
B. Confirming the packaging of goods
C. Creating a good rapport with the supplier
• D. Contacting the supplier
The best method of identifying goods in a hospital store is:
A. Placing labels on the goods
B. Storing goods in different stores
C. Through packaging the goods
• D. By having a large store
The term dispatching of goods in a store means:
A. Keeping the goods safely in a store
B. Ensuring the safety of the stored goods
C. Preparing the goods for their next destination
• D. Storing goods in specific shelves in a store
The correct time to do replenishment in a hospital store is:
A. When there is no stock in the store
B. When the stock reduces in a store
C. Suppliers give a bid
• D. Suppliers give a proposal
The main objective of a hospital store is to ensure the best combinations of:
A. Efficiency and accuracy
B. Accuracy and effectiveness
C. Preciseness and efficiency
• D. Efficiency and effectiveness
The importance of goods inspection is:
A. To check for product color
B. To check for product specifications
C. To check for product suitability
• D. To check for product diagnostics
• State FOUR things that must be included in a requisition form.
i. Requester information (name, department, contact info).
ii. Details of the requested items (description, specifications)
iii. Requested delivery date. and Date of Request – When the
requisition was made
iv. Item Description – Clear details of the goods or services requested.
• Highlight FIVE communication skills a store keeper should possess
• Negotiation
• Clear concise communication
• Active listening

• State TWO importance of restocking medical supplies.