4 Protocol For Inventory PDF

MDM PROTOCOLS
Protocol for Inventory
AUGUST 8, 2022
DEBREBIRHAN COMPREHENSIVE SPECIALIZED HOSPITAL
Ethiopia, Amhara, Debre-birhan town
PURPOSE AND SCOPE .................................................................................................................................................. 2
1. THE PURPOSE ...................................................................................................................................................................2
2. THE SCOPE.......................................................................................................................................................................2
PROCEDURES TO BE FOLLOWED ............................................................................................................................ 3
2.1 Medical Equipment Inventory Procedure ...............................................................................................................3
2.2 Accessory and Spare Parts Inventory Procedure....................................................................................................3
MONITORING AND EVALUATION ............................................................................................................................ 4
ANNEXES ........................................................................................................................................................................ 4
1. INVENTORY NUMBER/CODE ALLOCATION AND LABELING ...........................................................................................................4
2. BIN RECORD FORM FOR CONSUMABLES, ACCESSORIES AND SPARE PARTS.....................................................................................5
3. STOCK RECORD FORM FOR CONSUMABLES, ACCESSORIES AND SPARE PARTS .................................................................................5
DETAILS FOR THIS STRATEGIC PROCEDURE ...................................................................................................... 6
BIBLIOGRAPHY................................................................................................................................................................... 6
1|Page
Purpose and scope
1. The purpose
The purpose of this Protocol is, to ensure that all medical devices in the hospital are properly and
rightly commissioned and recorded.
Obedience to this procedure will ensure compliances with Standards intended to make sure the Devices
that are used to deliver care and treatment:
 Have protocol for inventory
 Are Entered in to inventory management system with their respective
spares/accessories/consumables
 Have relevant documents recorded
2. The scope
Who does the  Authorized DBCSH Staff on purchase, commissioning and record of
Protocol apply to? monitoring, diagnostic, therapeutic and miscellaneous medical devices
 MEMU coordinator
 Ward/Department Managers
 MEC and SMT/DBCSH Administration
When should the When:
Protocol be  Inventory of medical device and spares/accessories/consumables is required
applied?
2|Page
Procedures to be followed
2.1 Medical Equipment Inventory Procedure
 Regular frequency of Medical Equipment inventory shall be once a year, before the start of
next fiscal year.
 A small team, led by Head of MEMU should be established yearly to set up the initializing or
updating inventory of medical equipment.
 This inventory team is responsible to visit every department and record every item of medical
equipment there and check for data accuracy.
 Inclusion exclusion criteria will depend on EHSTG definition of Medical Devices
and formula given as follows:
𝐅𝐑 + 𝐑𝐑 + 𝐀𝐌𝐑 = EMR
Where; FR=Function Rating, RR= Risk Rating, AMR=Average Maintenance Rating (average of both
PPM requirement rating and failure likelihood rating)
 Devices with EMR ≥12 will be included and those with <12 will not.
 Devices that are obsolete, cannot be repaired or are not of use to the hospital should be
decommissioned and transferred to a Used Store at the time of the inventory and the formal
disposal process should be started by disposal committee later on.
 Device found stored, forsaken, unlabeled/unused, anywhere in the hospital during inventory,
will follow the above commissioning procedure as new, through work order request1 of any
relevant department.
 This inventory with updates during the year should be reviewed and checked annually.
 When any device is discarded it will be removed from the Inventory Database.
 A record will be kept in a separate file of all discarded equipment for future
reference and audit purposes.
2.2 Accessory and Spare Parts Inventory Procedure

The inventory of Accessories and Spare Parts shall be managed in one, using a ‘stock and bin
card’ system.
 A Bin Card (Annex 3) shall be prepared for each Accessories and spare part stored in the
MEMU to be kept with the product inside the store.
 All receiving/issuing of the product to/from the store should be recorded.
 Store keeper (Contact person from MEMU) is responsible for Bin record
management.
 The Stock Card should be maintained by the Head of MEMU.
 Whenever Stock Cards (Annex 4) are updated, the totals should be checked against those on
the Bin Card and any discrepancies should be investigated.
1
Presented under “Procedure for Repairs, Planned Maintenance and Services”
3|Page
Monitoring and evaluation
The hospital MEMU follows the inventory implementation and timely reports to MEMC and SMT/plan program
Reportable variables Frequency of report

# Medical devices counted physically Annually
# Medical devices Spare parts counted physically Annually
# Medical devices accessories counted physically Annually
# Medical devices consumables counted physically Annually
# Medical Devices recorded in database Annually
# Medical devices Spare parts recorded in database Annually
# Medical devices accessories recorded in database Annually
# Medical devices consumables recorded in database Annually
Annexes
1. Inventory number/code allocation and labeling
‘Speaking numbers’ are used in our inventory system. This system indicates public body code
(DBCSH-Debre-Birhan Comprehensive Specialized Hospital), Budget source code, Asset group
code (Medical Equipment-4523), Asset sub-group code, the location code (Unit-Subunit), and the
individual number (equipment specific code) of the equipment.2
In Budget code
 100 stands for government budget source and the last two digits show whether it is
purchased (101), given in kind (102), transferred from other organization (103).
 200 for donations and the last two digits determine donors (201 for IDA 202 for UNFPA,
203 for WHOM, 204 for USAID, etc.
o Applicable three-character code for any other donors.
In location code
 Each room/department in the hospital is assigned a location code.
Sample equipment with its inventory code in our facility:
1. DBCSH-101-4523-008-PED-16-001=The first-Neonatal Laboratory-Blood Gas Analyzer- a
Medical Equipment-purchased by gov’t budget-for Debre Birhan Comprehensive Specialized
Hospital.
2. DBCSH-103-4523-074-ML-05-010=The tenth- Serology lab-Bench Top Centrifuge- a Medical
Equipment-transferred from Debrebirhan University-to Debre Birhan Comprehensive
Specialized Hospital
3. DBCSH- NSA-4523-316-GS-03-008=the eighth-Major OR-Mobile Operating Light-a medical
equipment-Donated By North Shewa Peace and Development Association-to Debrebirhan
Comprehensive Specialized Hospital
2
Modified from Government owned fixed asset management manual. (MoFED DECEMBER 2007)
4|Page
2. Bin record form for Consumables, Accessories and Spare parts
3. Stock record form for Consumables, Accessories and Spare

parts
5|Page
Details For this Strategic Procedure
Title of The Procedure Protocol For Inventory
Unique Identifier DBCSH-MEMU-PRO4-2022
State (New or Revised) Revised
Previous Title where applicable Medical Devices Policies and Guidelines
Category Health Technology Management
Executive Director Chief Clinical officer
Lead/Author Job titles only Bio-Medical Engineer
Committee/Group responsible for the

Hospital Senior Management Team
approval
Chairman print name Hospital Stamp
June-2022
Month/year consultation process completed
Month/year procedure approved
Month/year ratified and issued
Next review date

June-2024
can be disclosed to user of medical devise and the
Disclosure status
public HC sectors
Medical devices, inventory, spare parts, accessories,
Key Words consumables, bin record, stock record, inventory
number
Bibliography
MoFED. GOFAMM. AA: MoFED, DECEMBER 2007.
6|Page

4 Protocol For Inventory PDF

Uploaded by

Copyright:

Available Formats

4 Protocol For Inventory PDF

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

4 Protocol For Inventory PDF

Uploaded by

Copyright:

Available Formats

MDM PROTOCOLS

Protocol for Inventory

2.2 Accessory and Spare Parts Inventory Procedure

Reportable variables Frequency of report

3. Stock record form for Consumables, Accessories and Spare

State (New or Revised) Revised

Previous Title where applicable Medical Devices Policies and Guidelines

Category Health Technology Management

Executive Director Chief Clinical officer

Lead/Author Job titles only Bio-Medical Engineer

Committee/Group responsible for the

Month/year procedure approved

Month/year ratified and issued

Next review date

You might also like