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Managing Medical Supplies - NCPHEM

Learn about the procurement cycle, lead time for procurement, and information on reserve stores in the Directorate General of Medical Supplies.

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Managing Medical Supplies - NCPHEM

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  1. MANAGING MEDICAL SUPPLIES NCPHEM – 19th March 2011 By:- PH. ANISA RASOOL Director of Specifications & Supplies, DGMS, Ministry of Health First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  2. 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

  3. DirectorGeneral Coordination & Follow up Administration & Finance Computer Section Inventory Control Specifications & Supplies Drug Stores Medical Stores Miscellaneous Stores Reserve Stores Regional Stores Nizwa & Salalah Directorate General of Medical Supplies First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  4. SELECTION MANAGEMENT SUPPORT USE PROCUREMENT DISTRIBUTION First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  5. 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

  6. MOH Formularies 402 medicines 1057 medicines First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  7. PROCUREMENT The 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

  8. ProcurementMethods 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

  9. 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

  10. LEAD TIME & ANNUAL TENDER CYCLE Purchase request Quotation Request Opening of offers 15 days 60 days 60 days Delivery Analysis of Tenders 5 Months 15 days LPO Dispatch Tender Board Approval MOH Approval 15 days 15 days First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  11. 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

  12. 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

  13. 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

  14. DISTRIBUTION • 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. First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  15. 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

  16. 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

  17. 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

  18. Reserve Store (Contd.) Number of items category wise: • Drugs – 315(44%) • Surgical – 196(28%) • Laboratory – 196(28%) First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  19. Reserve Store (Contd.) 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. First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  20. Reserve Store (Contd.) 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. First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

  21. 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

  22. THANK YOU First National Course on Public Health Emergency Management 12 – 23 March 2011. Muscat, Oman

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