Selection of Opportunities for Improvement (Outline for Problem)
Poor management of stock will lead to either shortage of medication or stock overload. Based on supervisory visit in 2017, an evaluation of community clinic’s stock management performance in PKD Seberang Perai Selatan was 62% on average as compared to standard 100%. A huge number of items were found kept overstock in KKom Nibong Tebal, costs nearly RM 5000. Hence, it is vital to identify and overcome the factors leading to poor stock management.
Key Measures for Improvement
The indicator for stock management performance (KPScore) is the number of criteria achieved against the standard set of criteria. The outcome was measured by reviewing the number of criteria achieved by KKom’s in KPScore. The standard is 80% based on consensus in Quality Assurance Meeting PKDSPS.
Process of Gathering Information
Stock management assessment was conducted in KKom Simpang Ampat, Batu Kawan, Nibong Tebal and Valdor based on KPscore from 1st January 2018 to 28th February 2018 to identify the contributing factors leading to improper stock management. Kriteria Pengurusan Stok (KPScore) had been adapted from ‘Laporan Lawatan Penyeliaan Farmasi ke Fasiliti Kesihatan Primer and Tatacara Pengurusan Stor Kerajaan – 1PP – Kementerian Kewangan’. The remedial measures and re-evaluations were carried out from 1st June 2018 to 25thJune 2019.
Analysis and Interpretation
On average KPScore of all KKom, the score obtained was 41%. The contributing factors were proper stock acquisition (83.4%), proper transaction recording (50.0%), proper stock arrangement and storage (17.9%) and proper stock monitoring (16.7%).
Strategies for Change
Several remedial measures were introduced during Cycle 1 including CME on “Proper Stock Management”, prepare ordering schedule, creating pocket guideline on inventory management, preparing a list of ideal storage condition and list of near expiry item. Preparation of ‘Expiry date & Slow-Moving’ (ES) form and organizing ‘Real Time’ one-to-one teaching session for minimum and maximum stock level calculation were further introduced to KKom staff during Cycle 2.
Effects of Change
Improvement was achieved from 41% to 81% in Cycle 1, then improved to 88% in Cycle 2. Achievable benefit not achieved (ABNA) was improved from 39% to -1% and finally -8%. We successfully reduced total amount of RM 38899.08 in stock acquisition after implementation of remedial measures for all KKom.
The Next Step
Management of stock greatly improved with implemented remedial measures. We will like to share our remedial actions and experiences with other KKom in the nation.