First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
MANAGING MEDICAL SUPPLIES
NCPHEM – 19th March 2011 By:- PH. ANISA RASOOL
Director of Specifications & Supplies, DGMS, Ministry of Health
Objectives
You will be able to know about:
• Directorate General of Medical Supplies• Procurement cycle• Lead time for procurement• Information on Reserve Store
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Directorate General of Medical Supplies
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Director General
Coordination & Follow up
Computer Section
Administration & Finance
Inventory Control
Specifications & Supplies
Drug Stores
Medical Stores Miscellaneous Stores
Reserve Stores Regional Stores Nizwa & Salalah
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
SELECTION
MANAGEMENT SUPPORT
USE PROCUREMENT
DISTRIBUTION
SELECTION
WHO DECIDES TO APPROVE OR DELETE?
• DRUG AND THERAPEUTIC COMMITTEE (D&TC )
• CENTRAL DRUG COMMITTEE ( CDC)
• INCLUSION IN MOH FORMULARY
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
MOH Formularies
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
402 medicines 1057 medicines
PROCUREMENTThe procurement cycle involves the following:• Determine quantities needed• Choose procurement method• Locate and select suppliers• Monitor order status• Receive and check drugs• Make payment• Distribute drugs• Collect consumption information
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Procurement Methods
Type of Tender is dependent on the estimated total value of items:
Tender Board Tender >RO 250,000 MOH Tender < RO 250,000 DGMS Urgent Tenders < RO 10,000 Emergency Purchase : Health Attache (UK) Direct Purchase
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
95%
GOOD PROCUREMENT PRACTICES
• Limitation to the MOH Approved Drug Formulary• Procurement in bulk quantities• Order quantities based on reliable estimate of
actual need• Product Quality Assurance Program
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
LEAD TIME & ANNUAL TENDER CYCLE
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Purchase request
Quotation Request
Opening of offers
DeliveryAnalysis of
Tenders
LPO Dispatch
Tender Board Approval
MOH Approval
15 days
15 days
60 days
60 days
15 days
15 days
5 Months
DGMS Urgent Tenders
To meet urgent demands of limited quantities• DGMS Less than 10,000 RO Tenders (Delivery within 2 months)• Local / Direct Purchase (Delivery within 1 week)• Health Attaché (UK & India)
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
STORAGE • Central Medical Store (Muscat)• Regional Sub-Store in Nizwa (2007) – To cover Al Dhakhliya, Al Dhahira & Al Wosta• Regional Sub-Stores in Salalah (2010) – To cover Dhofar Governorate• Reserve Store at Bausher
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Storage Contd..
• Items are ordered for requirement of one year in multiple lots.
• At least 2 months of stock is maintained in each store (except Reserve Store)
• Minimum 6 months stock is maintained for Narcotics, Psychotropics & Vaccines due to stringent lengthy procedures of supply. (Import/Export permits etc)
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
• Annual issue schedule is prepared by the Directors of Stores and communicated to all Regions & Governorates.
• Issues are on monthly bimonthly or quarterly basis.
• Annual contract for Transportation is made for arranging the vehicles as per the estimated size of consignment.
• Refrigerated & Non refrigerated Trucks • Stocks are insured.
DISTRIBUTION
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Reports to Manage Stocks• Items less than 6 months• More than 6 months• Items Approaching expiry• Slow moving non moving• Increase or decrease in consumption by 25% • Utilization of HIV, Renal Transplant, TB drugs etc. RESULT: 98% availability 0.01% wastage due to expiry
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
RESERVE STORE• National Strategic Reserve Stores for
Sultanate of Oman located in Bausher being managed by DGMS.
• Unique store in the whole Region.• Started in 1981 with budget of 1 million RO as
a National Reserve for consumption of 4-6months of vital items in case of emergencies.
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Reserve Store (Contd.)
• The Total budget was increased in 2004 to 4 million RO to meet the increased consumption and maintain an average stock of 4 months
• Inventory – around 700 items.• Drugs –79%, Surgical – 20%, Lab – 1% of total
value
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Number of items category wise:• Drugs – 315 (44%)• Surgical – 196 (28%)• Laboratory – 196 (28%)
Reserve Store (Contd.)
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Monitoring of shelf life• List of items which are approaching expiry is
retrieved and reviewed, and if needed they are exchanged with DGMS.
Rotation of Inventories• Policy - maintain shelf life of 18-25 months• Inventories are exchanged with DGMS on monthly
basis. • Items having longer shelf life from DGMS is taken
for avoiding expiry.
Reserve Store (Contd.)
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Distribution system• In times of emergency the items are issued to
DGMS on Loan basis through respective stores to various Health units.
• The same quantities are replenished by DGMS to Reserve Stores afterwards as Loan Return.
Reserve Store (Contd.)
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
Challenges in times of Emergency
• New outbreaks like H1N1 etc. which always have some new requirements
• Forecasting the actual needs in case of unexpected outbreaks
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman
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