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