Medical Product Management SOP 
                 MOD7: Management of storage in an AAH pharmacy 
                  
                                                           MODULE 7  
                            STORAGE MANAGEMENT IN AN AHH 
                                                         PHARMACY 
                  Key messages 
                        Reminder: 1 Pharmacy = 1 Head of Medical Stock 
                        Any movement of stock must be recorded in order to ensure the traceability of each product used 
                          in an AAH programme. 
                        On each management tool, the amounts are recorded in consumption units (tablets, vials, capsules, 
                          pieces, etc.). 
                        A stock card must be available for each different molecule (International Non-proprietary Name or 
                          INN, dosage and form) or by material (size, substance, etc.) and for each batch number/expiry date, 
                          and this must be updated with each change in the product stock. 
                        In addition to the stock card, an IT tool, SFUMed, must be set up and systematically completed for: 
                              o   Produce stock reports 
                              o   Enablestock analysis based on average consumption and expiry dates 
                              o   Process stock release requests (SRRs) 
                        A complete physical inventory is conducted on a monthly basis, in accordance with the procedure: 
                          the period should be planned and no movement of stock is carried out during this period. 
                        Unpacking of products from their original primary packaging must be avoided as much as possible. 
                        Where applicable, prioritize the purchase of blister packs and/or follow the reconditioning steps. 
                        At the end of each inventory, products nearing the end of their shelf lives are listed: the Nut/Health PR 
                          is in charge of finding alternatives uses for these products. 
                              o   Donation to another AAH programme 
                              o   Donation to health delegation or other partners 
                        When destroying medical products, the destruction steps and state-mandated procedure must be 
                          followed. 
                        Medical products must never be destroyed without the approval of the HQ Pharmacist Referent. 
                        The Head of Medical Stock completes a monthly report, which is passed on to the hierarchical and 
                          functional line managers: the information it contains may be used to complete the respective reports.  
                           
                  Relevant participants/departments: 
                  Head of Medical Stock, Base Log Manager, Log HoD, Nut/Health HoD, Nut/Health PM 
                   
                  Appendices 
                         Stock card (KitLog) 
                         AppLOG2.Med SFU (to use in the absence of LINK lot 3: stock management) 
                         AppLOG8.List of Product to destroy 
                         AppLOG9.Certificates of destruction 
                         AppLOG10.Monthly Pharmacy Report 
                   
                   
                 Summary 
                 MODULE 7  Storage management in an AHH Pharmacy ...................................................................... 1 
                   7.1     Recording movements ............................................................................................................. 3 
                      7.1.1     Stock card: physical tool ................................................................................................. 3 
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                 Last updated: 26/11/ 2018 
                  Medical Product Management SOP 
                  MOD7: Management of storage in an AAH pharmacy 
                   
                       7.1.2      Stock Follow-Up Medical (SFUMed): computer tool ..................................................... 4 
                    7.2     Physical stock .......................................................................................................................... 5 
                    7.3     Product unpackaging/repackaging ........................................................................................... 7 
                       7.3.1      When purchasing products: favour blister packs ............................................................. 7 
                       7.3.2      Repackaging steps ........................................................................................................... 7 
                    7.4     Expiry management ................................................................................................................. 8 
                    7.5     Management of expired and damaged products ...................................................................... 9 
                    7.6     Monthly Pharmacy Report ...................................................................................................... 9 
                    7.7     Tool archiving ....................................................................................................................... 10 
                   
                                                      
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                    Medical Product Management SOP 
                    MOD7: Management of storage in an AAH pharmacy 
                     
                    All stock movements must be recorded to ensure the traceability of each product used in an AAH 
                    programme. Each product designation must be accompanied by its LINK code. 
                    Rational management of medical stock requires the most precise data possible on the level of available 
                    stock, the consumption of medical products and losses of and adjustments to medical stock. 
                             The available stock level is the quantity of usable products that are available. 
                             Consumption rates are the quantity of stock distributed or consumed during a specific period. 
                             Losses are the quantities of stock withdrawn for any reason other than consumption.  
                             Adjustments are quantities that are transferred to or received from another stock (for example, donations 
                              between  projects).  They  may  also  be  administrative  corrections  made  using  management  tools 
                              (differences between theoretical and physical stock, etc.) 
                    On each stock management document (stock card, SFUMed, inventory, etc.), quantities are always 
                    recorded in units of consumption. To facilitate management activities, report on each tool the same 
                    product classification as that on the Standard Programme List. This order will normally follow the 
                    physical classification of products in the pharmacy. 
                     
                    In most AAH missions, medical supplies are routed directly to the Base Pharmacy, possibly after passing 
                    through a transit warehouse. As such, all management activities take place at the base level. However, 
                    if a Central Pharmacy is required, the rules and tools described below must be applied there. 
                    7.1 RECORDING MOVEMENTS 
                    7.1.1  STOCK CARD: PHYSICAL TOOL 
                    Usefulness? 
                    The stock card is the main tool of any pharmacy that allows to keep trace streams of items in warehouses 
                    (inputs, outputs), theoretical product stocks to be known at all times, consumption to be tracked and 
                    orders to be planned. 
                    There is a stock card for each different molecule (International Nonproprietary Name, INN) or 
                    material (size, substance, etc.)   and for each batch number/expiry date.  
                    Completion? 
                    This card must be completed with the greatest care on a daily basis, for each entry and/or exit of stock 
                    following the recommendations below: 
                             The stock card is always filled in with the unit of consumption: for 'tablets' forms, the amount 
                              is the precise number of tablets and not the number of boxes or blister packs. 
                             Drugs are referred to by their INN and LINK code , in all the documents and management 
                              tools. 
                             A line corresponds to a single movement (entry or exit). Never enter two different movements 
                              on the same line. 
                             For each movement, record the procurement line reference. 
                             Once a stock card has been completed, the last line or at least the last theoretical stock must be 
                              carried across to the new card. 
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                    Last updated: 26/11/ 2018 
                  Medical Product Management SOP 
                  MOD7: Management of storage in an AAH pharmacy 
                   
                  Archiving? 
                  Stock  cards  are  stored  in  folders,  following  the  same  classification  as  the  system  of  physical 
                  classification (by administrative channel and in alphabetical order). 
                  It is also possible to leave the stock card by the product concerned. 
                  Stock cards are always stored in the pharmacy and archived for ten years. 
                   See the relevant chapter of the KitLog for details of stock card archiving in the LINK tool.  
                          Person in charge of recording stock movements and classifying the stock cards: Head of Medical 
                           Stock or a storekeeper 
                          Tool : stock card 
                  7.1.2  STOCK FOLLOW-UP MEDICAL 
                           (SFUMED): COMPUTER TOOL 
                  SFUMed is an important tool in the supply chain that centralises all the information and performs 
                  electronic stock inventory management.  
                  SFUMed is an indispensable tool for monitoring medical products.  
                  It allows the Head of Medical Stock to: 
                      -    record and track movements of stock (incoming/outgoing/losses); 
                      -    Maintain an up-to-date stock status, and communicate it to teams program (sharing of stock 
                           report); 
                      -    Produce reports to donors at the end of each project;   
                      -    Process a stock release order (SRO) or a particular item and arrange delivery; 
                      -    Know the breakdown of products in stock by order, category, project and warehouse; 
                      -    Organise the delivery of the various SROs based on the item categories or priorities; 
                      -    Calculate drug consumption information and perform risk analyses; 
                      -    Raise alerts to improve the effectiveness of stock tracking. 
                  It enables the teams involved to: 
                      -    Determine the stock status of their items; 
                      -    Access the  information  needed  to  calculate  the  average  monthly  consumption  of  medical 
                           products, track changes over time and perform risk analyses (identify risks of overstocking or 
                           disruption); 
                            
                          Person in charge of recording stock movements in SFUMed: Head of Medical Stock 
                          Transmission of the updated tool: by email, at the request of the programme, or via a local server 
                          Person in charge of analyzing the consumption data and  perform risk analysis: Nut/Health PM 
                          Tool: AppLOG2.SFUMed  
                  The SFUMed user guide is integrated into the tool. 
                   
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