PTCB - Chapter 13 - Inventory Management - Key Concepts

Inventory Management
- Good inventory management ensures that drugs that are likely to be needed are both on hand and usable - that is, not expired, damaged, contaminated, or otherwise unfit for use.
- An open formulary is one that allows purchase of any medication that is prescribed. A closed formulary is a limited list of approved medications.
- Formularies must be routinely reviewed to evaluate newer products as well as safety profiles for current medications.
- More than three quarters of pharmaceutical manufacturers' sales are directly to drug wholesalers, which in turn resell their inventory to hospitals, pharmacies, and other pharmaceutical dispensers.

Inventory Systems
- A perpetual inventory system maintains a continuous record of every item in inventory so that it always shows the stock on hand.
- Turnover is the rate at which inventory is used.
- Pharmacy operations generally use a point of sale system in which the item is deducted from inventory as it is sold or dispensed.
- Drug reorder points are maximum and minimum inventory levels of each drug.
- Important reports (especially purchase orders) should be regularly printed out and filed as hard copy both for convenience and as a backup record keeping system.

Computers and Inventory
- Pharmacy computer files must be regularly backed up or copied to an appropriate storage media.
- In a computerized inventory system, orders can be generated using an order entry device or automatically generated by the system based on stock levels and reorder points.

Ordering
- In an online ordering system, if an order can be filled as ordered a message from the supplier will automatically confirm the order to the ordering system. The system automatically assigns to each order a purchase order number for identification.
- Schedule II substances require a special order form for reordering.
- Controlled substances are shipped separately and should be checked in by a pharmacist.
- Material Safety Data Sheet (MSDS) for hazardous substances such as chemotherapeutic agents indicate when special handling and shipping is required.
- Good ordering practices assign separate personnel for ordering and receiving steps or processes.

Stocking and Storing
- Most medications are received from the supplier in bulk stock bottles.
- Drugs must be stored according to manufacturer's specifications.
- Most drugs are kept in a fairly constant room temperature of 59-86 degree F. The temperature of refrigeration should generally be 36-46 degree F.
- Schedule II substances may be stocked separately or with regular stock; their stock must be continually monitored and documented.
- Medications should be organized in a way that will dispense the oldest items first.
- In hospitals and other settings, medications are stocked in dispensing units throughout the facility that may be called supply stations or automated dispensing machines.