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Medical store record keeping

Medicine and medical supplies records, are the records which contain important information concerning:
• What items are available?
• How much is available of each item
• How much is used on a regular basis
• When and how much of an item should be reordered
They are used to record information about medicines and medical supplies in storage.



They are used to record information about medicines and medical supplies in storage.  They must contain the quantity of medicines and medical supplies on hand; the quantity of losses; and the quantity of adjustments, by individual product. The medicines and medical supplies records are completed by anyone who receives or issues stock from storage, and by anyone who takes a physical count of medicines and medical supplies in stock, service delivery point (SDP) staff.




Medical store records

• Store Ledger
• Bin Cards
• Issue voucher
• Receipt voucher
• Requisition form


Stores ledger is a stock keeping record forms bound like a book that containing the information about the products regarding quantities in the store or the Stores Ledger is a register for recording movements of stock kept in the facility. It is used to record receipts and issues of stock.

It also records dates and quantities from whom received into the store as well as quantities to whom issued from the store.  It is a legal document used by auditors, stock-verifiers to assess validity of stocks. The Government policy in most countries requires the use of stores ledgers for accountability, because commodities are considered assets of the government or organizations and should be accounted for carefully


How to fill a store ledger

Record immediately, (i.e. without delay), every receipt or issue of stock. Records for every item MUST be on a separate page in the ledger. Supplies should be differentiated by generic name (Panadol vs. Paracetamol), the strength of the product (e.g., Amoxicillin 500mg), and the form (e.g., Tablet, suspension) .Example Amoxicillin Capsules 250 mg.

A consistent unit of issue must be applied to all entries in the ledger. Record entries by the dispensing unit instead of pack sizes. All supplies must be entered in alphabetical order for the supplies in a single storage area within the facility.

Each ledger should start with a table of contents page that will help to find the product page quickly. Write page numbers of the ledger. When the page in use is full, indicate on this page as to which page you have transferred the data and indicate on the new page as from where the information has been transferred.

Bin card

It is an individual stock keeping documentation tool that holds information about a single product by lot number or batch number. Every item of the lot have the same   expiration date. For example, one bin card would hold information about a 500mg paracetamol tablet at a storage facility. The card note the stock on hand of paracetamol for that strength only, as well as any losses and adjustments. Bin cards are usually displayed at the bins (or shelf or pallet position) where the lot is found. One Bin Card is for each product.


• Date when item is received into store or issued out of store

• Received from (Medical supplier)

• Quantity received (number of units received at store)

• Issued to (name of client to whom the item will be dispensed)

• Quantity issued (number of units issued out of store)

• Adjustments (number of unit expired, lost/stolen)

• Balance in stock (number of units remaining in store)

• Remarks. Important information about movement of item, batch numbers, expiration dates, borrowed from or returned to other health facility etc.

• Signature of the person who records the movement of the item

Issue and receipt voucher (IRV)               

An IRV lists the items and quantity issued to a facility. It also includes a column for the quantities received in case any items are lost or damaged. IRVs are used in a push system/kit system where the issuing facility determines the quantity to be sent and issues the supplies to the receiving facility. An IRV should be completed in triplicate (three copies).   

IRV flow between facilities

Step one.
The issuing facility completes the date and quantities issued, signs the voucher, and sends the top two copies (1 and 2) to the receiving facility, with the supplies.  The bottom copy (3) is often called the reminder copy because the issuing facility keeps the bottom copy of the issue voucher as a reminder that it is waiting for verification that the supplies were received.

Step two.
The receiving facility verifies the quantity received, signs the form, and returns the top copy (1), and keeps the middle copy (2) for its files.

Step three
The top copy (1) arrives at the issuing facility, which then disposes of the reminder copy (3) and keeps the top copy for its files and thus each of the facilities will have a completed copy.

Receipt voucher
A Receipt Voucher lists the items and quantity issued from supplier and received by a facility.  It also includes a separate column for the quantities received in case any items are lots or damaged on route. The issuing facility completes the date and quantities issued, signs the voucher 

Requisition forms/ vouchers
A requisition voucher is completed by facility staff by listing the items and quantities requested by a facility. It also includes a column for the quantity actually issued.



Reference
https://www.msh.org/sites/msh.org/files/mds3-ch44-medicalstores-mar2012.pdf
http://www.who.int/hiv/amds/en/Namibiafinal.pdf?ua=1
https://ww2.health.wa.gov.au/Articles/N_R/Prescription-recording-keeping-requirements-for-pharmacists
https://www.drugs-cabinets.co.uk/product-category/pharmacy-equipment-category/record-keeping/
https://www.recordnations.com/articles/medical-records-safe/
https://www.themdu.com/guidance-and-advice/guides/consultant-pack/good-record-keeping%C2%A0
https://www.ncbi.nlm.nih.gov/books/NBK225100/
https://www.medicalprotection.org/southafrica/junior-doctor/volume-7-issue-1/the-importance-of-keeping-good-medical-records

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