Inventory shortage / excess vis-à-vis stock register
Pilferage
Inefficiency
Improper checks
Issue without indents
Error in posting of entries
SOLUTIONS
PERIODICAL STOCK VERIFICATION
SURPRISE CHECKS IN THE DISPENSARIES ARE THE PART OF PERIODICAL STOCK VERIFICATION
PERIODICAL 100% STOCK VERIFICATION
IT'S A REQUIREMENT UNDER GFR RULE 115 ( I).
TO BE CARRIED OUT ONCE A YEAR
IT IS DIFFERENT FROM AUDIT.
A TEAM AND A SUBSTITUTE TEAM, EACH COMPRISES OF CMO, PHARMACIST AND LDC WILL WORK UNDER THE CONTROL OF ADDL. DIRECTOR OF CONCERNED ZONE.
TEAM WILL CARRY OUT 100% STOCK VERIFICATION OF ALL THE STORES OF HOSPITALS, DISPENSARIES AND UNITS UNDER THE CONTROL OF RESPECTIVE ZONE
A SEPARATE TEAM WILL CONDUCT THE 100% STOCK VERIFICATION OF MSD, AYURVEDIC ,HOMEOPATHIC AND UNANI STORES
IN ADDITION TO 100% STOCK VERIFICATION ,THE TEAM WILL SUBMIT THE REPORT OF OBSOLETE/ SURPLUS/ UNSERVICEABLE STORES TO THE ADDL. DIRECTOR (MSD)
IN CGHS, THIS ANNUAL EXERCISE ALSO INCLUDES
EXAMINATION OF I P O'S REGARDING PENSIONERS AND GENERAL PUBLIC CARDS.
MASTER REGISTER FOR REVALIDATION OF PENSIONER / GENERAL PUBLIC CARDS ACCORDING TO THE CGHS COMPENDIUM.
EMERGENCY AUTHORITY SLIPS
LOCAL PURCHASE PROCEDURE FOR INDENT OF INADMISSIBLE, FOOD, COSMETICS AND ADVERTISED ITEMS
PROCEDURE OF INSPECTION
ALL THE INDENTS HAVE BEEN ENTERED INTO THE STOCK REGISTER
VERIFY ALL THE STORE ITEMS INCLUDING DRUGS ( INCLUDING LOCAL PURCHASE) AND NON DRUGS ITEMS
AN INVENTORY OF DEAD STOCK ARTICLES SUCH AS PLANT, MACHINERY, FURNITURE, EQUIPMENTS AND FIXTURES ETC, SHOULD BE MAINTAINED AT THE SITE OF DEAD STOCK
INSPECTION TEAM SHOULD VERIFY THE ARTICLES AND RECORD THE RESULT ON THE INVENTORY
VERIFICATION SHOULD BE DONE IN THE PRESENCE OF PERSON RESPONSIBLE FOR THE CUSTODY OF THE STORE
ALL DISCREPANCIES NOTICED SHALL BE BROUGHT TO ACCOUNT IMMEDIATELY SO THE STORE ACCOUNT MAY REPRESENT THE TRUE STATEMENT OF THE STORE
SHORTAGES, DAMAGES AND OBSOLETE/ SURPLUS/ UNSERVICEABLE STORES SHALL BE REPORTED TO THE H O D
THE INSPECTION TEAM SHOULD GET THE SIGNATURES OF STOCK HOLDER, IN CHARGE OF THE DISPENSARY ALONG WITH SIGNATURES OF HIS TEAM ON EVERY PAGE OF THE REPORT
PREPARE THE REPORT IN DUPLICATE.( ORIGINAL FOR IAU (HQ) AND DUPLICATE FOR DISPENSARY). MSD AND RESPECTIVE ZONES MAY BE INFORMED REGARDING THE SAME
VERIFY THE INVENTORY OF DIFFERENT SECTIONS (INJECTION ROOM ,LAB. DRESSING ROOM ETC. ) FROM THE STOCK LEDGER
COMMENT UPON THE CONDEMNATION REGISTER, BREAKAGE REGISTER.
DATE OF LAST CONDEMNATION/ DEWEEDING AND SANCTION FOR THE SAME HAS BEEN RECEIVED AND REFLECTED INTO THE STOCK REGISTER
EXAMINE THE UNCLAIMED REGISTER
WHETHER INDENT – ISSUE / RECEIPT REGISTER FOR LOCAL PURCHASE MEDICINES IS MAINTAINED?
WHETHER INDENTS, TOKEN OF RECEIPT TO THE CHEMIST, ARE RETURNED IN TIME?
WHETHER DISCREPANCIES FOUND DURING LAST YEAR 100% STOCK VERIFICATION ARE RECONCILED AND REPORTED TO THE H O D.
--
Dr Marwah
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