HOSPITAL STORE By: Amit Amit Kalapad Kalapad B.Pharm MBA-HCM
STAFF STORE MANAGER
STORE SUPERVISOR
Store executive
Store executive
JOB
DESCRIPTION OF STORE MANAGER
The Store Manager is responsible for for maintaining the store in order to ensure hospital staff have access to necessary supplies. The Store Manager is responsible for maintaining customer service, maintaining maintaining cash controls, controls, purchasing and maintaining the store. store.
Job
description continued
Maintain & prevent prevent stock, supplies and an d inventories
Take inventory Order groceries and supplies Check received stock against invoices Restock shelves
Maintain register
Record Record prices in the log book provide correct change Maintain a manual general ledger record receipts Collect receivables
Perform other related duties as required
Materials Management
Introduction: Why Why should we discuss?
Purchase policy
Receiving goods
Inventory process
Distribution
Equipment Equipment-- General General tips 5
Why Wh y should we discuss? Problems galore !
Shortage
Expiry
Wastage
Pilferage
Malfunctioning of equipments 6
Materials management-definition Definition: A process encompassing acquisition, acqu isition, shipping, receiving, evaluation, evaluation, warehousing and distribution of goods, supplies and equipment equ ipment Each step is vital
7
Store management process 1.
Materia eriall plan planni ning ng and pr progra grammi mming
2.
Purc urchas hasing and outs utsourc urcing
3.
Inventory co control
4.
Stor Storek eke eepin eping g and and wareho ehousi using
5.
Codification 8
Store management process ..contd. 6. Material handling 7.
Inspection and quality control
8. Cost
reduction through value analysis
9. Disposal of 10.
surplus / obsolete material material
Distribution
9
Purchase Basic Principles 1.
Based on need assessment
2.
Ulti Ultima mate te aim: aim: Righ Rightt quali quality ty,, righ rightt quan quanti tity ty,, righ rightt prices, right right source and at right right time to the right place
3.
Cen Central traliize the the pur purch cha ase syst ystem
4.
Back Back up of good ood sy systems manag anagem eme ent 10
Finding the Right Source 1.
Supplies catalogue
2. Print Print medi media a :Tr :Trade dire direct ctor orie ies, s, tr trade ade journals , news papers, yellow yellow pages 3. Sale Salesp sper erso sons ns:: man many y adv advant antages ages 4. Trade ade exh exhib ibit itio ion n , fair fairss , conf confer eren ence cess 5.
Col Colleagu eague es in simi simillar fiel field d
6.
Internet 11
Negotiations
Possible because of huge margins
Pass on to patients
Not at the cost of quality qu ality
Win-win situation for all
Maintain relationship 12
Negotiations - Principles 1.
Not to to pur purcchas hase on lilisted pr price
2.
Negotiate bulk price
3.
Always ask fo for discount
4.
Price pr protection
5.
Credit 13
Receiving 1.
Esta Establ blis ish h wri writt tten en pr protoc otocol ols, s, assi assign gn res respon ponsi sibi bili lity ty
2.
Chec Checki king ng of goo goods ds for for qual qualit ity y, exp expir iry y et etc
3.
Cros Crosss che check ck with with pur purch chas ase e or order der & invo invoic ice e/ delivery chalan
4.
Prop Proper er recor ecord d in in des desig igne ned d regis egistters ers
5.
Sign Signat atur ure e of recei eceive verr & deli delive very ry per person son
6.
Periodic checks 14
Material receipt register Date
Sr. Supplier· P. O. No s Name Ref. & . Date
Challan No. Dt.
Qty /item Receiv ed
Qty/it em Reject ed
Qty / time item Accept ed
15
Inventory control A scientific system system which indicates: 1.
What to order
2.
When to order
3.
How much to order
4.
How much to stock
16
Inventory control 1.
Opti Optimu mum m leve levell of inve invent ntor ory y - not not lar large, ge, not not smal smalll
2. First in, fi first ou out 3. Fact Factor ors: s: util utility ity,, avail availabi abili lity ty,, demand, demand, cos costt 4.
ABC Analysis: Quantity vs Cost categorization of items A- 10 % --70 % B-20 % - 20 % C-70 % -10 % More attention to A
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Stock control card Name Of Material
Date
Code No.
Doc Ref
Max. Level
Min Level
IN
ReOrder Level
OUT
EOQ/ Lot size
Units
Bal
Location
Remark
Consump Consumptio tion n month month wise wise 18
Categorization & codification
Time consuming; very helpful in long run
Makes stock taking easier
Helps keeping track of movements of goods
Design registers according to requirements & volume of turn over 19
Distribution
From store to user/department
Right item at right time at right place
2 methods:
*Requisition: as and when wh en required *Par level: periodic replenishing to a certain fixed level
20
Computerization
Makes process easy
Have security against data tempering
21
Equipments: general tips 1.
Asse Assess ss nee need: cost ost be benefi nefitt ana anallysis sis
2.
Shop around
3.
Learn from sales persons
4.
Sour Source cess of of inf informa ormati tion on:: web web,, conf confer eren ence ces, s, journals
5.
Bargain hard
6.
Aft After sale ale ser servi vice ce mos most imp impor orttant ant pa parame ameter
22
What to maintain? 7.
Client list
8.
Trial period
9.
Warranty de details
10.
AMC and Afte Afterr sal sale e servic service: e: down down time, time, replacement, preventive maintenance
11.
Insurance
12.
Obso Obsole lesc scen ence ce , buy buy back back
13.
Traini aining ng of staf staff f 23
References 1.
Hosp Hospit ital al-pl -plann annin ing, g, desig design n and and mana manage geme ment nt-D Kunders S Gopinath A Kat Katakam akam
4. Selected Readings in Hosp Admin IHA 2000 5.
Hospital Hospital Admin G M Francis Francis Jaypee
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Thanks
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