Module 12 Managing supplies for a tuberculosis laboratory performing culture

1. Module 12Managing supplies for a tuberculosis laboratory performing culture

2. Learning objectives At the end of this module, you will be able to: • list supplies required for culture; • explain ordering of supplies; • maintain proper records; • explain use of the stock book; • calculate supplies required; • inspect and verify supplies delivered; • explain storage of supplies.

3. Content outline • Supply list for culture • Record-keeping: stock book use and importance • Calculation of supplies to order • Receipt of supplies • Storage and shelf-life of supplies

4. Supply management means… Properly maintaining adequate supplies to ensure uninterrupted service

5. Ordering and distribution of supplies • What to order? • From where? • How much? • How often? • How to assess correctness of order? • What is the lead time/reserve quantity?

6. Prepared media or components Prepared decontamination agents or components Disposable loops Transfer pipettes Screw-cap centrifuge tubes Cryotubes Basic supplies required for culture

7. Basic supplies required for culture for one specimen

8. Supply management involves… • Performing a “stock count” • Maintaining proper inventory records • Determining how much to order • Placing orders properly • Inspecting and verifying supplies received • Ensuring proper storage of stock

9. Stock book

10. Perform a stock count All items must be accounted for. Everything that comes in and goes out must be recorded.

11. Quantities requested/issued • Round up the calculated quantity to a quantity consistent with the unit of issue. Example: if the calculated quantity of containers is 1300, round up to 2000 since the unit of issue is 1000 containers per bag (i.e. request 2 bags).

12. Scheme for calculating laboratory supplies

13. Total specimens examined in previous quarter (A) • The value A is the number of cultures performed during the previous quarter.

14. Quantity needed per culture (B) • The value B is the quantity of an item that is used to perform the culture of one specimen.

15. Reagent quantity (grams or litres) per litre (C) • The value C is the reagent quantity (grams or litres) per litre.

16. Calculated requirements for a quarter (litres or grams) (D) • The value D is the quantity required for one quarter (A) multiplied by the quantity needed per culture (B) multiplied by the reagent quantity (grams or litres) per litre (C). • D = A x B x C

17. Buffer stock (E) • The value E is the one-quarter consumption quantity of an item that must be kept as a reserve. • Thus E is equal to D, the quantity of an item calculated for one quarter: D = E

18. Stock in unit (F) • The value F is the stock in the unit on the last day of the quarter. • F is determined by an actual physical count of existing stock (inventory).

19. Calculatedquantity (G) • The value G is the quantity required for one quarter (D) plus the quantity required for one quarter reserve (E) less the stock in unit (F). • G = D + E – F

20. Scheme for calculating laboratory supplies

21. Place orders properly • This slide must be customized with site-specific information obtained beforehand • EXPLAIN from the slide

22. Inspect and verify order deliveries Upon receipt: • Check contents of order received against request. • Check integrity of supplies received. • Check expiry date on boxes of each item. • Date each item received. • Store newly delivered items behind existing items. • Store the first-expiring items behind the last-expiring items. • Create or update records.

23. Ensure proper storage of inventory • Keep in a clean, dry, well-ventilated, and organized storage area. • Store according to suppliers’ instructions. • Place items on shelves or in refrigerators. • Store away from direct sunlight. • Organize existing and new shipments by date received or prepared.

24. Under-stocking implies: • Insufficient supplies • Interruption of the testing process • Undermining of patients’ faith in the health system

25. Over-stocking implies: • Laboratory space may be overwhelmed by excessive stock, compromising safety and security. • Reagents deteriorate, causing waste. • Use of old reagents could compromise test results.

26. True and false exercise • Record and account for all items in the inventory. • Use the newly arrived items first. • Use of old reagents will not compromise test results.

27. Module review: take-home messages • Maintain an adequate inventory at all times to ensure uninterrupted service. • Do not let any item run out. • Never order more than you require in the next quarter. • Record and account for all items in the inventory. • Always inspect a new shipment before accepting it.

28. Self-assessment • What is supply management? • Why is a physical stock count necessary? • Why is it important to maintain inventory records? • How do you calculate supplies required? • Why must orders be inspected and verified? • Why must supplies be stored properly?