ABOUT BASAVESHWAR TEACHING & GENERAL HOSPITAL

Introduction:

Indenting groups:

In a health care institution the items in each indent may be grouped as below

1.     Surgical instruments

2.     Medical stores/chemicals/stain

3.     Linen goods

4.     Stationary stores items

5.     General store items

Duties of the store keeper:

The following are the main responsibilities of Storekeeper of the institution

1.     The items on stores should be placed in such a way that these can be easily located to ensure the availability of products.

2.     To maintain the stores premises neat and clean.  Adequate storage and preservation should be provided.

3.     Efficient and effective inventory control.

4.     To ensure that the materials are issued against authorised requisitions only. 

5.     To keep up-to-date records of materials issued, received and balance in stock.

Location of stores:

The location of the stores should be such that it fulfills the following

1.     An item should be easily accessed and when required it should be possible to issue oldest stock first (FIFO Principle)

2.     Cost of transportation is economical

3.     Materials are saved form pilferage, theft and fire

4.     Easily accessible to all departments of the hospital.

Inspection of stores:

As and when stores are received from suppliers it has to be ascertained that the conform to specifications of the supply order.  This process must be done timely and if they do not meet the requirements they must be kept separately till their inspection is carried on.  In no circumstances these should be merged with the existing stocks.

Inspection committee:

It usually consists of

Officer incharge  stores 

Representative of concerned department

Assistant stores officer

Inventory control:

Inventory control is a tool of management, which is used to maintain an economic minimum investment in materials and products for the purpose of obtaining a minimum financial return.

Objective of inventory control:

The objectives of inventory control in a hospital are

1.     To reduce the financial investment in inventories.

2.     To minimise idle time by avoiding stock outs and shortages.

3.     To avoid losses form inventory obsolesces.

4.     To improve quality of care.

ABC analysis:

This analysis is sometimes called “Always Better Control”.  The intention is to control the best, then the better and lastly the good.  By analysis of total cost of inventories it is found that inventories can be divided into three groups known as A.B and C. the analysis has revealed that inventory costs of stores in most organisations of 10 percent items of inventory are attributing nearly 70 percent of the monetary value of the inventory.  Next 20 percent of the items attribute to 20 percent of the monetary value of the inventory and remaining 70 percent of the items attribute to just 10 percent of the monetary value of the inventory.

Based on ABC analysis  an average pattern of times and percentage of their respective monetary values may be worked  out as follows.

Item	Percentage of item	Percentage of monetary value
A	10	70
B	20	20
C	70	10

For A category items, the following are essential

1.     Strict control

2.     Accurate estimates of requirements

3.     Close monitoring

4.     Safety stocks should be low

5.     Management of items should be done by top management

For B category items, the following are essential

1.     Moderate control 

2.     Purchase based on exact requirement

3.     Reasonably strict monitoring and control

4.     Management done at middle level

For C category items, the following are essential

1.     Ordinary control measure

2.     Purchase based on usage estimates

3.     Controls exercised by store keeper

4.     Safety stocks high

5.     Management done at lower levels

Distribution:

Materials management represents the management and control of supplies from requisition to disposition.  Important among these functions is the effective and efficient distribution of supplies throughout the hospital. Distribution is an integral part of the supply process.  A product has little value until it is in the hands of those who utilise it.  It is essential to supply at the right place, right time and in the right quantity.

Types of distribution:

The distribution system the system being followed is

1.     Requisition system

Requisition system (Fetch and Carry System):

In this type of system the requisitioning department in order to maintain an adequate level of supplies demand the required items from the central stores.  The central stores processes the requisition and the issues stores to the department.

The entire process may be repeated at regular intervals viz.  Weekly, fortnightly.  In case of urgency, emergent demands may be forwarded by the departments to the central stores.  Inventory analysis of he departments must be done before each requisition is progressed further.

The advantage of this system is its simplicity.  The disadvantage being that nursing and other departmental personnel must take time off from their busy schedules to handle supply chores.

Stores Documentation:

Stores of health care institutions are high priority areas.  They are centers of requisitions, ordering, receiving and distributing products which may be life saving, costly of degradable.  In efficient execution of these tasks it is essential that timely and effective documentation is done.  Meticulous documentation is a must for making available products, implementing inventory control, preventing pilferage and fraud in stores.

Stores, on receipt are inspected regarding quality and quantity with reference to relevant orders.  Accepted stores are accounted for by the grant of receipt certificate which is the authority for claiming payment by supplier and giving payment by the accounts department after due checks.  Unless otherwise agreed delivery of the goods and payment of the price are concurrent conditions. 

All goods received are entered from the supplier’s invoice of delivery note into the Stores Receipt Book.  All issued of materials are done on the basis of an authorised Requisition slip and these are entered into the Stores Issue Book.  The Stores Inward Book and Stores Issue Book form the basis of posting to the stores Ledgers.

Documents used for stores recording:

The following are the documents used in stores

1.     Receipt of materials

a)     Materials Receipt Book

b)     Stock Ledger

2.     Issue of Materials

a)     Materials Requisition Slip

b)     Stock Ledger

Profile of Basaveshwar Teaching & General Hospital

Basaveshwar Teaching & General was established in this city Gulbarga  during April 1889.  New that the trend of multispecialty hospital definitely has face the competition from the other near-by and already exiting hospital. system is spreading, the hospital definitely has face the competition from the other near-by and already existing hospitals. The health care guided by the principles and ethics of medical profession.  The health services are offered by team by of well-equipped doctors, specialized in their own fields, nursing staff, technicians and other supporting staff, with a well equipped instrument to serve.

Specialty and superspecialty departments of Basaveshwar Teaching & General Hospital

·         Medicine

·         Surgery

·         Pediatrics

·         Pediatric Surgery

·         Orthopedics

·         Ophthalmology

·         ENT

·         Cardiology

·         Cardiology surgery

·         Anesthesiology and intensive care

·         Surgartroneterogy

·         Gastronterogy

·         Neurology

·         Dermatology

·         Psychiatry

·         Obstetrics Gynecology

Patinent care procedure followed in Basaveshwar Teaching & General Hospital

Admission, treatment and Discharge Procedure

The patient is assisted for the need of treatment and is admitted through the out patient department or causalities department.  Patient is stabilized in the causality primarily i.e., first aid treatment commences in the casualties. Provisional diagnosis is done at casualties – wing and shifter to the receptive wards.  More serious cases or cases needing dire emergency services are shifted to ICU.  The critical care specialist team manages­­­ the case until further stabilized.

The prognosis morbidity and mortality vary depending on the patients’  illness and hence the outcome is unpredictable however vigorous the treatment  may be. In fact these facts apply for any other hospitals as such.  After he fitness to be shifted form ICU is decided by the team of doctors the patients is shifted to the ward of his/her choice.  The choice has been mentioned in the view of various factors primary being the economic conditions of the patients attendees.   The patients in then completely stabilized and discharge from the hospital satisfactorily.

During the stay all the necessary investigation are done in the hospital and all the specialists and superspecialists care is available round the clock all though.

organisation chart

Management

President

Dean

Medical Superintendent

Superintendent Head

Under the Superintendent Head 2 Divisions

In A Division

First Division Clerks

Second Division Clerks

Attainder

In B Division

Pharmacists

Managerial aspects of stores management at Basaveshwar Teaching & General Hospital

Different departments to which the stores Departments serves are as follows:

Casualty ward

Laboratory

ICU

NICU

Dialysis unit

Operation Theatre

General Ward

Functions of stores department at Basaveshwar Teaching & General Hospital

1.     Stores planning.

2.     Receive materials as ordered.

3.     Inform departments regarding arrival of stores.

4.     Inspection of materials.

5.     Record keeping.

6.     Storage and preservation.

Stores arrangement:

A combination of  ‘Alphabetical order’ and ‘Order of Importance’ are used in new Life Hospital i.e. the life saving drugs and medicines/medical kits used in Operation heater are kept in easily accessible places  for issuing quickly whereas the other normal/regular medicines are arranged alphabetically.

Store preservation:

Some medicines are kept under temperatures prescribed on the package to preserve their efficiency.

The other medicines are generally kept in a cool dry place.

Important of stores management at  Basaveshwar Teaching & General Hospital

By analysing the points discussed till now, we can certainly say that stores management is the lifeline of a hospital of for any other organisation  also.

The importance of stores management at Basaveshwar Teaching & General Hospital understood as it has given flexibility to manage products and effective stock control, leading to more efficient use of limited storage  space on the words.  It has provided a modular storage system.

Records are kept of quantities and costs to provide statistical analysis of historical data, which helps in generating repots to review product use and to identify better efficiencies.

Unnecessary spending of money is avoided due to effective stores management as costs are reduced by saving on requisition costs, reducing obsolescence and waste and simplifying stock valuation for hospital.

findings

1.     The stores department is accessible to all departments which are in need of medicines urgently.

2.     The purchasing is done through cash and credit transactions are also undertaken.

3.     Stores department is accessible to emergency wards.

4.     The technique of ABC analysis is adopted in the following manner

          More consuming medicines are listed under “A”

          Average consuming medicines are listed under “B”

          Less consuming medicines are listed under “C”

suggestions From Me :

1.     There is need of manual labour in the stores department to make availability of medicines at required places on short notice, so it is necessary to appoint some more attendants for the department.

2.     To preserve the medicines as specified in schedule it is essential to store them in a spacious cool, dry place.

3.     Scientific methods are to be adopted for fixing minimum, maximum and reorder level to reduce the investments in inventories and to avoid dead stock at Basaveshwar Teaching & General Hospital

4.     ABC analysis as a technique of inventory management adopted at Basaveshwar Teaching & General Hospital

5.     ABC analysis as a technique of inventory management adopted at Basaveshwar Teaching & General Hospital does not respond to its basic standards.  Hence it should be rectified.

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