Store Management

STORE MANAGEMENT

Introduction

• Stores Management is the art and science of efficiently managing hospital supplies (both medical and non-medical), ensuring that the right materials, in the right quantity and quality, are available at the right place and time, at minimum cost.
• It involves planning, procurement, receipt, storage, distribution, control, and accounting of all hospital materials.
• Aim: To maintain continuous supply while avoiding both stock-outs and overstocking.

Functions of Stores Management

1. Procurement Support – ensures timely purchase of items based on indents.
2. Receipt & Inspection – verifying quality, quantity, and condition of goods received.
3. Storage – systematic arrangement to ensure safety, accessibility, and preservation.
4. Issuance & Distribution – supplying materials to departments as per approved indents.
5. Inventory Control – maintaining adequate stock levels, avoiding shortages/wastage.
6. Documentation & Accounting – maintaining ledgers, bin cards, and computerized records.
7. Disposal of Surplus/Obsolete/Expired items – safe and economical disposal.
8. Cost-effectiveness – minimizing wastage and pilferage, and ensuring economical purchasing.

Types of Hospital Stores

1. Central Store
• Acts as the main supply depot.
• Stores bulk supplies received from suppliers or government.
• Distributes items to departmental sub-stores.
2. Sub-Stores/Departmental Stores
• Located within major departments like OT, ICU, Pathology, Radiology.
• Maintain smaller stock for daily/weekly needs.
3. Medical Stores
• Medicines, surgical items, consumables.
• Often supervised by the pharmacy/medical officer.
4. Non-Medical (General) Stores
• Linen, stationery, cleaning material, furniture, equipment.
5. Cold Stores
• For temperature-sensitive items (vaccines, blood, medicines).
6. Emergency/Buffer Stores
• For disaster or mass casualty preparedness.

Planning of Stores

• Demand Forecasting – based on past consumption, patient load, seasonal variation, disease pattern.
• Standardization of items – reduces duplication, ensures quality.
• ABC and VED Analysis –
• ABC: Always Better Control (by cost value).
• VED: Vital, Essential, Desirable (by criticality).
• Reorder Levels – Minimum, maximum, safety stock to avoid shortages.
• Storage Conditions – proper racks, bins, refrigeration for sensitive items.
• Budget Planning – aligning requirements with financial allocation.

Indenting and Indenting Groups

Indenting = formal request raised by departments to stores for supplies.

• Types of Indenting:
1. Routine Indent – regular supply for daily use.
2. Special Indent – for special cases (e.g., new equipment, emergency drugs).
3. Annual Indent – projection of requirements for the whole year.
• Indenting Groups in Hospitals:
1. Pharmacy & Medical Consumables – medicines, syringes, IV fluids.
2. Surgical & OT Materials – gloves, sutures, dressings.
3. General Stores – stationery, linen, housekeeping items.
4. Engineering & Maintenance – tools, spare parts, electrical items.
5. Food & Dietary Supplies – ration, nutrition supplements.

Duties of Storekeeper & Medical Officer-in-Charge

Storekeeper

• Receive and inspect materials.
• Record entries in ledgers/bin cards/computer.
• Ensure proper storage and preservation.
• Issue items as per authorized indents only.
• Conduct regular stock verification.
• Maintain strict vigilance to prevent theft/pilferage.
• Ensure first-expiry-first-out (FEFO) and first-in-first-out (FIFO) usage.
• Maintain cleanliness and fire safety in stores.

Medical Officer-in-Charge

• Supervision and monitoring of stores operations.
• Approval of indents and purchases.
• Ensuring compliance with procurement policy and drug schedules.
• Coordinating with purchase department, pharmacy, accounts.
• Overseeing condemnation and disposal of unusable stock.
• Training of staff in inventory management.

Control of Stores

• Inventory Control Techniques:
• ABC Analysis – focus on costly items.
• VED Analysis – focus on life-saving/vital items.
• FSN Analysis – Fast, Slow, Non-moving items.
• HML Analysis – High, Medium, Low cost items.
• Stock Verification – regular physical checks.
• Audit & Inspection – internal/external audits for accountability.
• Expiry Control – proper rotation (FIFO & FEFO).
• Security Measures – locks, CCTV, restricted access.
• Budgetary Control – ensure economical use.

Location of Stores

• Should be centrally located within hospital campus.
• Easy accessibility for supply trucks and internal departments.
• Away from infection risk areas (OT, ICU).
• Near utility services (power supply, water, lifts).
• Secure, well-ventilated, pest-free.

Layout Design of Stores

• Zoning:
• Receiving and inspection area.
• Quarantine area (for items awaiting quality check).
• Storage zones (medical, non-medical, cold storage).
• Issue counter/dispatch area.
• Record & office space.
• Design Features:
• Racks, bins, pallets for segregation.
• Wide aisles for movement of trolleys.
• Fire exits and extinguishers.
• Cold chain equipment room.
• Ventilation, air-conditioning, humidity control for drugs.

Space Requirements

• Depends on hospital size and bed strength.
• General guideline:
• Central Store – 1.5 to 2 sq. ft. per hospital bed.
• Sub-stores – smaller spaces within departments.
• Cold storage – separate insulated room or refrigerators.
• Adequate space for stacking, movement, quarantine, and issue counters.

Role of Computers in Stores Management

• Automation improves efficiency and accuracy.
• Computerized Inventory Systems:
• Real-time stock monitoring.
• Automatic reorder alerts.
• Batch/expiry date tracking.
• Easy generation of reports (daily, monthly, annual).
• Barcoding/RFID – for faster receipt and issue.
• Integration with Hospital Information System (HIS) – ensures smooth coordination with pharmacy, accounts, and purchase departments.
• Benefits:
• Reduces manual errors.
• Enhances accountability and transparency.
• Saves time and manpower.
• Facilitates cost analysis and audit.

Video Description

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