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OPTIMIZATION OF DRUG MANAGEMENT

European Statement

Patient Safety and Quality Assurance

Why was it done?

To avoid stock breaks by ensuring at all times the existence of the medicines included in a 2nd level hospital.

What was done?

Optimization of medication management in a Hospital Pharmacy Service (HPS) through the development and use of a purchasing planner.

How was it done?

One obstacle we encountered was knowing the inventory in real time. This required a computer program for stock management, human resources or intelligent warehouses to enable real-time inventory control.
After the training, learning and updating of working procedures, an analysis of the consumption of the drugs included in the pharmacotherapy guide was carried out in order to calculate the minimum stocks, safety stocks, maximum stocks and order points.
Data were loaded into the management software and parameters were defined so that when a drug reached the point of order a purchase proposal would be made until the maximum stock was reached.

What has been achieved?

In February 2020, the purchasing planning system was implemented. The planner’s lists were parameterized to organize the drugs by therapeutic groups or areas of interest within the HPS. In addition, communication among all professionals was enhanced for rapid response to a lack of medication and a periodic inventory counting plan was designed to ensure adequate stock.
After changes, more than 80% of HPS medications are ordered through purchasing planning, reducing stock breaks due to never reaching the safety stock of selected drugs.

What next?

This system is applicable to all HPS that has the same management software. It is necessary to have an optimization system in the drug management to ensure their real stock in the hospital environment and their availability for patients.

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