HOSPITAL PHARMACY PROCUREMENT AND SUPPLY …

1 HOSPITAL PHARMACY PROCUREMENT AND SUPPLY SERVICE ( HOSPITAL PHARMACYSTORE)PHARMACEUTICAL SERVICES DIVISION,MINISTRY OF HEALTH, MALAYSIAl774 HOSPITAL PHARMACY PROCUREMENT ANDSUPPLY ( HOSPITAL PHARMACY STORE) Operational Development & Maintenance AND ELECTRICAL , LAYOUT AND Designa) Wall83b) Floor84c.) Ceiling84d) Roof84e) Door84f ) Areaa) Loading / Unloading Bay85b) Receiving Counter85c.) Mechanical Equipment Parking / Unpacking Area86e) Transit / Holding Area86f ) Disposal Areaa) general Storage Requirement86b) Drug Store86c.) Dangerous Drug Storage / Psychotropic Substances Store87d) Cold Room Pharmaceutical Refrigerator / Freezer Bay 87e) Intravenous (IV) Fluid Store87f ) Surgical Store87g) Non-Drug Bulk With Special Storage Requirement a) Inflammable Store 87b) Corrosive Item Store88c) Medical Gas Store88d) Quarantined Item Store88e) Non-Conformance / Condemned Item Area a) Temporary Holding Area89b) Issuing Counter89 78lREQUIREMENT FOR THE DEVELOPMENT OF PHARMACY FACILITIESIN HOSPITALS, HEALTH CLINICS AND OTHER HEALTH Areaa) Pharmacist In-Charge Office89b) Pharmacist Work Station89c) general Office 89d) Meeting / Discussion Room89e) Document room89f ) Stationery Store90g) Reception Counter and Customer Waiting Areaa) Personnel / Staff Rest Room90b) Wash Room90c) Muslim Male and Female Prayer Room90d) Housekeeping / Utility Room 90e)

2 Security Guard REQUIREMENT REQUIREMENT91 LIST OF APPENDIXA4 Space Requirement for HOSPITAL PHARMACY Store92B4 Example of Design and Layout Plan For HOSPITAL PHARMACY Store93C4 Equipment Requirement For HOSPITAL PHARMACY Store94D4 Manpower Requirement For HOSPITAL PHARMACY Store96 HOSPITAL PHARMACY PROCUREMENT AND SUPPLY SERVICE ( HOSPITAL PHARMACYSTORE)PHARMACEUTICAL SERVICES DIVISION,MINISTRY OF HEALTH, PHARMACY PROCUREMENT AND SUPPLY ( HOSPITAL PHARMACY STORE) INTRODUCTIONThe HOSPITAL PHARMACY Store (HPS) is the key facility in MOH SUPPLY chain and distributionfor pharmaceutical, medical and surgical inventories. HPS s function as a distributionwarehouse for all inventories required for patient care services. Its design, structure,construction, flow, location and built shall meet the Tatacara Pengurusan Stor ( TPS), GoodStorage Practice (GSP), other relevant guidelines from MOH and other authoritiesrequirements.

3 A strategic planning for logistic, storage capacity and workspace is requiredto ensure HPS is capable to provide safe, efficient and effective services. The planning ofHPS shall take into consideration the broad general functions (Impression, Utility andAmenity) served by any other health To ensure an adequate storage space and continuous SUPPLY of pharmaceutical,medical and surgical inventories to improve customer To ensure the facility design, construct and build comply with the requirements ofTPS, GSP and other relevant guidelines from MOH and other To obtain measurable financial performance and customer satisfaction on logistic, PROCUREMENT and SUPPLY general Operational Policiesa)HPS is the main store for pharmaceutical, medical and surgical )The HPS shall be headed by a Senior Pharmacist who also supervise otherpharmacists in the )The Senior Pharmacist shall ensure the security of the )The Senior Pharmacist shall be supported by administrative staff and )

4 The number of supporting staff shall be proportionate to the workload andbudget managed by the )The HPS shall manage the PROCUREMENT , storage and SUPPLY of all itemsaccording to TPS and )The HPS shall keep Psychotropic Substances / Dangerous Drug under lock andkey and controlled in accordance with the Dangerous Drug Act 1952 andPoison Act 1952. 80lREQUIREMENT FOR THE DEVELOPMENT OF PHARMACY FACILITIESIN HOSPITALS, HEALTH CLINICS AND OTHER HEALTH FACILITIESh)The HPS shall ensure the SUPPLY is able to meet the pharmacotherapy andmedical needs of the )Adequate space shall be made available so that First-Expire-First-Out (FEFO)can be implemented )Mechanical handling equipment and system shall be made )Computerised system for the management of HPS shall be made available forprocurement, storage, SUPPLY and payment so as to meet the requirements ofTPS. This is in addition to e- PROCUREMENT , Integrated HOSPITAL Inventory System(IHIS), Teleprimary Care ( TPC) and other existing )Comprehensive records of all transactions shall be electronically documented,maintained and hard copies shall be generated at regular )The HPS shall manage all the product recalls according to stated processesand )All disposals of items and documents shall be carried out in accordance withstandard procedures and )The design of the building shall be rodent and )Good housekeeping such as cleaning, sanitation and inspection shall becarried out as general Development & Maintenance Policiesa)Locationi)HPS shall be located at strategic place to allow efficient delivery activitiesto be carried )It shall have road access to accommodate vehicles of various sizes up tomaximum of 12 )

5 It shall be conveniently accessible to internal and external clients to allowprompt and timely )It shall be located away from public )Security against theft i)HPS shall be fenced up to control access and avoid )A security post with 24 hours security shall be made )Close Circuit Television (CCTV) shall be installed at strategic locationswithin the store area and connected to the guard )All doors and gates in the HPS shall be electronically controlled. HOSPITAL PHARMACY PROCUREMENT AND SUPPLY SERVICE ( HOSPITAL PHARMACYSTORE)PHARMACEUTICAL SERVICES DIVISION,MINISTRY OF HEALTH, MALAYSIAl81c)Fire security i)Fire fighting systems and equipment such as water hoses, smokedetectors and fire extinguishers shall be installed )Fire alarm system shall be incorporated and connected to the controlroom of the )Fire evacuation plan shall be provided, displayed and adhered )Safety from weather hazardIt shall be built on a raised foundation to allow water to drain away from thestore.

6 If possible, the store shall be located on higher )Storage Area i)The storage area of HPS shall be sufficient for keeping all inventories atappropriate stock holding levels in accordance with TPS space may be required for HPS in Sabah, sarawak and remoteareas considering the elements of SUPPLY uncertainty such as lead-timesupply, quantity supplied, quality of SUPPLY and data accuracy onproducts )There shall be sufficient physically separated areas with appropriatestorage conditions for orderly segregation of products namely biological,refrigerated, inflammable and corrosive liquid and solids, medical gases,cytotoxic drugs, Dangerous Drugs and Psychotropic )Where controlled storage environment is required, it conditions shall becontinuously monitored using appropriate equipment at and minimum temperature of the day shall bemonitored and )All instrument use for temperature monitoring shall be calibrated andthe calibration shall be )Air curtain shall be installed between air conditioned and non-air-conditioned )Special storage areas shall be well ventilated.

7 Extractor fans shall beprovided to remove fumes, gases and ) Separate areas for receiving and issuing shall be provided to enhanceefficiency and ) Receiving of goods in the receiving area shall be inspected and enteredinto the stock recording system that may be manual, computerised )Items that are not commonly purchased shall be stored at designatedtransit area before being issued to the requesting units. 82lREQUIREMENT FOR THE DEVELOPMENT OF PHARMACY FACILITIESIN HOSPITALS, HEALTH CLINICS AND OTHER HEALTH FACILITIESx)Stocks that are stored on pallets, racks or shelves shall be arranged in anorderly manner within the designated )The 5S concept shall be implemented in all ) In order to ensure HPS as a place for everything and everything in itsplace , the area/space/storage shall follow requirements below: There shall be adequate and appropriate amenity for comfort andease of staff access and movement.

8 Adequate space for housing all equipment, furniture and officeautomations. Suitable lockable storage shall be provided for Dangerous Drugs andPsychotropic Substances. Adequate storage space to implement FEFO. All workstation shall be suitable and practical for the work functionand condition. An appropriate space for condemned inventory. An appropriate space for disposal items. An appropriate space shall be available for recalled and quarantinedinventory. Parking /space for trolleys, forklift, stackers and pallets. Separate loading and unloading bay. Adequate transit space for received and supplied items. Space for IT networking and hardware. Pantry and rest room for staff. Adequate storage for records and filing. Storage for MECHANICAL & ELECTRICAL Material / inventory support equipment such as industrial vehicles pallet trucks,pallet jack, motorised stackers and forklift shall be supplied according to function,loads & requirement of the Computerised identification system such as bar coding shall be considered forimplementation and system equipment shall be provided.

9 It shall be able toidentify item code and description, details on the delivery and storage location, allat the same The heating, ventilation and air-conditioning (HVAC) system shall be designed tosustain the specific environment requirements under GSP. It shall also take intoconsideration the indoor air The relative humidity of not more than 60% shall be provided for items that needprotection against moisture at normal storage All areas shall be well ventilated especially areas without air-conditioning. Alloccupied area shall have at least 2 air exchanges of out-door air per hour with thetotal change of between 6 - 25, depending on the activities carried out in the areas. HOSPITAL PHARMACY PROCUREMENT AND SUPPLY SERVICE ( HOSPITAL PHARMACYSTORE)PHARMACEUTICAL SERVICES DIVISION,MINISTRY OF HEALTH, The temperature and humidity control gauge shall be fixed for effective monitoringof the environment.

10 Automatic triggered alarm shall be linked to the HVAC systemto detect changes in temperature and Standby or emergency power SUPPLY shall be connected to all pharmaceutical andmedical stores, pharmaceutical refrigerators, freezer, cold room, the back doorbuzzer and dangerous drugs / psychotropic substances store Automatic triggered alarm system shall be fixed at dangerous drugs / psychotropicsubstances storage Three-phased outlets shall be provided, with at least 3 points per required The inflammable storage room shall be equipped with lighting fixtures, exhaust fanand fire alarm. Spark-proof switches shall be located outside the Communication systems such as telephone, fixed line or cordless, pager, publicaddress system, audio-intercom, computerised ordering and SUPPLY , are theessential needs of a warehouse to ensure efficient and effective Uniform illumination over the entire HPS is required, preferably combining artificialand natural lighting.