Perscription and Medication Order requirements P7

Inventory Control - an inventory is a listing of all items stocked.
Pharmacy
technicians usually play a key role in maintaining adequate stock of medications,
vials, labels, and other necessary items. Maintaining a minimum level, assuring
freshness, separating expired medications, and monitoring for damaged items are all
necessary components of inventory management. Many pharmacies designate one
technician to handle the purchasing and inventory management. Inventory is usually
the pharmacy's largest tangible asset. because of this, accuracy is
critical.Computerized systems and point of sale systems aid in controlling all
aspects of inventory management.
Inventory Turnover- Turnover rate is monitored in most pharmacies. Managers want to

know how often they are reordering inventory. Higher turnover rates ensure fresh
product (no expiring medications) and lowers the cost of carying inventory.
Proper inventory management requires a delicate balance between overstocking and

under stocking. A pharmacy can reduce the cost associate with stocking and handling
medications by ordering and stocking relatively small quantities of each product.
However, higher inventory turnover increases the risk of running out of products (A
so called "stock out"). Stock-outs can result in a patient not receiving their
medication when needed.
Institutional Formularies- an institutional formulary is a list of medications

approved for use in a particular institution. This list is determined by the
pharmacy and therapeutics committee(P&T Committee). Typically, the pharmacy will
stock only formulary items, reducing the cost of stocking medications. Knowledge of
the institutions formulary and its medication usage patterns is required for the
technician to order the right medication and quantities when performing inventory
management duties.
Inventory Management Systems - There are several ways to maintain and order
medications in a pharmacy. The type and size of the pharmacy often dictates the
system utilized
Order Book System (Want Book)
-simple to use
-manual system
-list of items needed
-Can be electronic scanning device.
Computerized Inventory System
-Increases accuracy
-generates more data
-Requires less time
-Capable of maintaining perpetual inventory
-Updates must be maintained when selling or purchasing
Minimum or Maximum Level System
-Ordering only when a minimum level is reached
-Not allowed to order quantities that exceed maximum level
-Also called reorder point system
Inventory Record Card System
-File card system
Recording usage and purchases daily
Perpetual Inventory System
-Computerized or manual
-Records all transactions as they happen
-Required for schedule II drugs
Point of Sale System (POS)
-Most flexible system
-Computerized
-Linked to all products by codes
-Accurate system for controlling stock
Perpetual inventories and POS systems are becoming more common. Once a drug
is received in the pharmacy, its logged into the computer system. As its dispensed,
the computer deducts that quantity. Computer generated reports help monitor low
quantities and trigger reordering requests.
Ordering Prescriptions - Computers have made ordering drugs much easier for
technicians. Many computer systems are linked directly to their local wholesalers.
Some systems provide a perpetual inventory link that "automatically" reorders drugs
when they reach a preset level. This is used in many retail pharmacies. Many
wholesalers provide pharmacies with a hand held barcode reader that records the
items they want to order. Order numbers can be scanned or manually entered into the
device. The device is then connected to the computer or telephone, and the
information is transmitted to the wholesaler to complete the order. Technicians are
often responsible for monitoring inventory levels. They might run a report or
simply walk the shelves to determine what needs to be ordered. Once the technician
transmits the order, a confirmation is usually sent from the wholesaler. It will
show what is being shipped, what is back ordered or unavailable, pricing, and
delivery information. Reorder points are set by the individual pharmacies. A
maximum level and minimum level should be set. Maximums tell how many
items/products should be ordered. Minimums flag when items need to be reordered.
these levels should be set so that the pharmacy doesn't run out of a product but
doesnt stock too much either. These levels may change over time as demands increase
or decrease. Once and order is received, it must be checked in and documented
appropriately. The invoice/packing slip must be reconciled with the products
shipped. The person checking in the order (usually a technician) must verify the
right product, the right size, quantity, and often pricing. Documentation includes
the persons initials, the date received, and notes discussing any discrepancies.
Schedule II drugs are shipped and invoiced separately. they are also ordered
separately. The DEA222 form must be completed accurately and received before the
order will be filled. these drugs may be ordered over the computer or phone but
will not be filed until the form is in receipt of the wholesaler. A pharmacist
generally checks these items in, but some states permit a technician can do this
Medicaiton Storage - Medications must be stored according to manufacturer

recommendations. temperature is a very important consideration with regard to the
safety and efficacy of medications. Many medications may be stored at room
temperature, but some require refrigeration or even freezing. Room temperature
means 59-86F. Deterioration of medications because of heat is not only a safety
issue, but a finacial one also. Refrigeration is considered 36-46F, and freezing is
below 32F. Products should be stored such that the earliest expiration dates are
the first available for use. this ensures proper rotation of stock and minimal
losses due to expiring drugs. Refrigerators and freezers should be monitored to
ensure alpha-generically. this will place all generics and brands together.
Ibuprofen,Advidl, and Motrin will all be together allowing the pharmacist to see
all available products stocked. Storage of medications on the nursing floors may be
done in several ways. Many patients have individual bins in cars. Many hospitals
now have automated dispensing systems (e.g., Omnicell, PYXIS) that store patient
specific medications and floor stock items. these machines must be stocked in the
same manner as the pharmacy--- Earliest expiration in front. These machines ar
elinked to a master console in the pharmacy, which allows monitoring for adequate
stocking.
Returns - There are four main reasons medications are returned to manufacturers or
wholesalers. these items must be separated from the main inventory and labeled
accordingly. For example, expired drugs would be labeled, "Expired Drugs - DO NOT
USE." recalled drugs would be labeled, " Recalls- DO NOT USE."
Drug Recalls - Manufacturers can recall own products. Here are some of the main
reasons products are recalled:
FDA can request recall of any product
Safety
Contamination
Damaged stock
Unsealed containers
Broken containers
Discolored
Foul odors
Expired stock
Drugs exceeding their beyond use date
Deteriorated (too hot, too cold)
Proper documentation required
Nearly-expired stock
Can be returned if within 9 months of expiration
Full credit when returned.

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Inventory Control - an inventory is a listing of all items stocked.

Inventory Turnover- Turnover rate is monitored in most pharmacies. Managers want to

Proper inventory management requires a delicate balance between overstocking and

Institutional Formularies- an institutional formulary is a list of medications

Medicaiton Storage - Medications must be stored according to manufacturer

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