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EO 006.03 Receiving Medication and Pharmaceutical Stock (Dari)

EO 006.03 Receiving Medication and Pharmaceutical Stock (Dari). 11/09/2013. Importance of Lesson (Dari). Insert Dari. When receiving an order for medications there are numerous steps that you must be aware of to ensure that the medications received are of appropriate quality and quantity.

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EO 006.03 Receiving Medication and Pharmaceutical Stock (Dari)

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  1. EO 006.03 Receiving Medication and Pharmaceutical Stock(Dari) 11/09/2013

  2. Importance of Lesson(Dari) • Insert Dari • When receiving an order for medications there are numerous steps that you must be aware of to ensure that the medications received are of appropriate quality and quantity. • If an issue with an order is discovered you need to be aware of the necessary processes to undertake to have the deficiencies corrected. • The purpose of this lecture is to teach you how to properly receive and account for a medication order. AFAMS

  3. Overview EO 006.03(Dari) • Verifying Stock Invoices • Verifying conditions of medications • Reporting discrepancies • Stocking medications appropriately • Accounting for returns • Review • Game • Insert Dari AFAMS

  4. Verifying Stock InvoicesDari

  5. Verify

  6. Verify MoD Form 9 vs Medications Received • Any medications included on the MoD Form 9 but, not in the supplied medications needs to be indicated to be investigated.

  7. Verify Condition of Medication

  8. Expiry Date/ Name of Medication

  9. Signs of Counterfeit DrugsDari Areas of inspections: • Packaging • Container and closure • Label • Leaflet or package insert • Physical characteristics of tablets/ capsules • Shape/ size/ colour • Markings • Breaks/ Cracks/ Splits • Presence of empty capsules • Smell

  10. Signs of Counterfeit DrugsDari 1. Packaging (Container): • Compare to known product. Quality Assurance and Safety of Medicine (WHO)

  11. Signs of Counterfeit DrugsDari 1. Packaging (Label): Quality Assurance and Safety of Medicine (WHO)

  12. Signs of Counterfeit DrugsDari 1. Packaging (Label): Quality Assurance and Safety of Medicine (WHO)

  13. Signs of Counterfeit DrugsDari 1. Packaging (Label): Quality Assurance and Safety of Medicine (WHO)

  14. Signs of Counterfeit DrugsDari 1. Packaging (Label): Quality Assurance and Safety of Medicine (WHO)

  15. Signs of Counterfeit DrugsDari 1. Packaging (Label): Quality Assurance and Safety of Medicine (WHO)

  16. Signs of Counterfeit DrugsDari 1. Packaging (Leaflet): Quality Assurance and Safety of Medicine (WHO)

  17. Signs of Counterfeit DrugsDari 2. Physical Characteristics: Quality Assurance and Safety of Medicine (WHO)

  18. Signs of Counterfeit DrugsDari 2. Physical Characteristics: Quality Assurance and Safety of Medicine (WHO)

  19. Signs of Counterfeit DrugsDari 2. Physical Characteristics: Quality Assurance and Safety of Medicine (WHO)

  20. Reporting Counterfeit DrugsDari Upon discovery of a counterfeit drug (No to any of the previous questions): • Contact a Pharmacist or • Contact the Chief of Pharmacy

  21. Transported Correctly Can it be transported in a truck?

  22. Lot number/ Batch Number/ Expiry Date

  23. Examples of Counterfeit Drugs • It can be very difficult to see the difference.

  24. See the difference?

  25. MoD Form 9 vsMoD Form 14 Verify the MoD Form 9 against: • The MoD 14: • Any medications not on the Form 9 should be added to the Due-in log. • Notify the Pharmacist. • The Due-in Log: • Any medications received not on the MoD 14 should be compared against the Due-in Log.

  26. Update MoD Form 4 • The receipt of the MoD Form 9 must be recorded on the unit’s MoD Form 4 for tracking purposes.

  27. Update MoD Form 1 • Each drug received will have a MoD Form 1. • Drugs received for the first time will require a new form created. • Document indicator numbers from the MoD Form 9 will be used for tracking. • Update MoD Form 1 with new quantity.

  28. Update Stock Card • When stocking the medications ensure the stock card for each medication is updated with the MoD Form 9 document control number and the new quantity.

  29. Stock Cards tablets Metoprolol 100mg Issues Remarks In Expiry Date Date Balance Out Previous quantity 05 Sep 13 0 24 Sep 14 200 0 05 Sep 13 200 31 Oct 14 400 0 W93A21 5199 0001 08 Sep 13 0 24 Sep 14 200 200 To Pharmacy Dispensary Order Document Number Ie. MoD 9

  30. Stock Cards tablets Metoprolol 100mg Issues Remarks In Expiry Date Date Balance Out Previous quantity 05 Sep 13 0 24 Sep 14 200 0 05 Sep 13 200 31 Oct 14 400 0 W93A21 5199 0001 Recorded in MoD Form 1 08 Sep 13 0 24 Sep 14 200 200 To Pharmacy Dispensary Must match MoD Form 1 qty on hand

  31. Due-Out Log If your unit has sub-units: • Check MoD Form 1298 Due-out Log • Prepare MoD Form 9 to fill their orders

  32. Storage Conditions • Ensure all medications are stored in accordance with the manufacturer instructions (package, leaflet) or ANA policies: • Refrigerated vs non-refrigerated • Under controlled medications

  33. Report Discrepancies • Have all suspected discrepancies verified by another individual. • Notify the Quarter Master Pharmacist to notify the supplier. • Any supplier acknowledged discrepancies should be added to the MoD Form 1299 (Due-in Log)

  34. Documentation All documentation is to be maintained by the Quartermaster.

  35. Organize MedicationsDari • Organizing medications by generic name • First-in, First-out vs Expiry Date • Identify soon to expire medications

  36. Organize MedicationsDari This should improve efficiencies within the pharmacy by making medications easier to stock and to find.

  37. Organize MedicationsDari Example: • Colour of bins represent categories: • Oral • IV • Inhalation, etc. • Each category arranged in alphabetical order by generic name.

  38. Organize MedicationsDari Example: • Same concept is applied to refrigerated items.

  39. Learning Check Put the following drugs in the correct order by category on the shelf: (Generic Name) • atenolol 50mg tabs • ramipril 10mg caps • metoprolol 100mg tabs • fluticasone 150mcg inhaler • vancomycin 500mg vial • NPH insulin 100units/ml (refrigerate) • cefazolin 1000mg vial • moxifloxacin 400mg vial • human papilloma virus vaccine (refrigerate) • ventolin 100mcg inhaler

  40. Learning Check Oral: • atenolol 50mg tabs • metoprolol 100mg tabs • ramipril 10mg caps Inhalers: • fluticasone 150mcg inhaler • ventolin 100mcg inhaler IV: • cefazolin 1000mg vial • moxifloxacin 400mg vial • vancomycin 500mg vial Refrigerated: • NPH insulin 100units/ml (refrigerate) • human papilloma virus vaccine (refrigerate)

  41. First-in, First Out Consumables without expiry date: • Organize on shelves to allow for selection of the item that has been on the shelf the longest to be used first. (First-in, First-out) Consumables and Medications with expiry date: • Each type of item is stored with the shortest expiration date placed at the front so it may be used prior to its expiration date. (Expiry date based) • Decreases waste and costs • Requires expiration dates to be checked when stocking order

  42. Identifying Soon to Expire Medications soon to expire should be marked to: • Help identify medications to be used first (waste, cost) • Allow for easy identification of expired medications (safety) Methods of identifying soon to expire medications should: • Be readily identifiable (e.g. colour, sufficient size, standardized, known to staff) • Easy to use (i.e. not labour intensive) • Do not cover important information (e.g. drug name, strength, expiry date…)

  43. Identification of Expiry Dates Make the expiry date visible Colour code each month for easy identification

  44. Accounting for ReturnsDari • MoD Form 14 (From Returning Unit) • Permission to return received • Upon receipt of returned items: • Inspect expiry date (if necessary) • Packaging is intact • Verify storage conditions of item • Update the following forms: • Stock card • MoD Form 1 • MoD Form 4 • MoD Form 9

  45. Accounting for ReturnsDari MoD Form 14 (From Returning Unit) • Supported units wishing to return an item to a supporting logistics unit must first request permission via a MoD Form 14. • The supporting unit (e.g. FSD) will authorize the supported unit to return the item.

  46. Accounting for ReturnsDari • Upon receipt of returned items: • Inspect expiry date (if necessary) • Packaging is intact • Verify storage conditions of item • If any of these conditions are unsatisfactory then the items need to be segregated and inspected by a pharmacist prior to being received and used.

  47. Accounting for ReturnsDari • Update the following forms: • Stock card • MoD Form 1 • MoD Form 4 • MoD Form 9

  48. Quantity turned into Depot

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