Nelson Mandela University SHS Pharmacy Medication Procurement Policy
1. Introduction
This Medication Procurement Policy outlines the procedures and guidelines for medication
procurement at the Nelson Mandela University Student Health Services (SHS) Pharmacy. It aims to
ensure the timely and efficient acquisition, storage, and distribution of medications while
maintaining compliance with all relevant laws and regulations.
2. Objectives
The primary objectives of this policy are as follows:
a. To ensure the availability of safe, effective, and high-quality medications for students and staff.
b. To streamline the medication procurement process.
c. To maintain transparency and accountability in procurement activities.
d. To ensure compliance with local and national regulations. e. To manage medication inventory
efficiently.
3. Central Store System
The Nelson Mandela University SHS Pharmacy will utilize the Department of Health centralised
stores system for medication procurement. This system will serve as the primary point of acquisition,
for all medications
4. Procurement Procedures
a. Medication Selection:
The pharmacy shall maintain a list of essential medications based on the specific needs of the
university's student population and in compliance with local health regulations.
b. Vendor Selection:
Medications will be procured from the Department of health medication stores/depot and also
reputable licensed suppliers. Vendor selection will prioritize quality, reliability, and costeffectiveness.
c. Ordering Process: Medications shall be ordered through a standardized process, including the
creation of purchase orders, confirmation of orders, and tracking of deliveries. All procurement
activities must be documented.
d. Receipt and Inspection: Upon receipt, all medications will be thoroughly inspected for quality,
quantity, and expiration dates. Any discrepancies or defects will be documented and reported.
e. Storage and Handling: Medications will be stored in a secure and controlled environment that
complies with storage requirements outlined by regulatory authorities. Proper temperature control,
labelling, and inventory management will be maintained.
5. Inventory Management
a. Stock Levels: The pharmacy will maintain optimal stock levels based on historical usage, demand
forecasting, and shelf-life considerations. Reorder points and quantities will be established for each
medication.
b. Expiration Control:
Medications nearing their expiration dates will be identified and removed from inventory. These
items may be considered for destruction in compliance with local regulations.
c. Inventory Audits:
Regular inventory audits will be conducted to verify stock levels, identify discrepancies, and update
records.
6. Compliance and Documentation
a. Regulatory Compliance:
The pharmacy shall adhere to all local and national regulations governing medication procurement,
storage, and distribution.
b. Documentation:
All procurement activities, including purchase orders, invoices, and receipts, will be documented and
retained for audit and compliance purposes.
7. Budget and Cost Control
The pharmacy shall maintain a budget for medication procurement. Cost-effective procurement
practices will be followed, and efforts will be made to explore discounts, bulk purchasing, and
generic alternatives to control costs while maintaining quality.
8. Reporting and Accountability
Any deviations from this policy or incidents related to medication procurement will be reported to
the relevant authorities within the university. Accountability for compliance and adherence to this
policy rests with the pharmacy manager and designated staff responsible for procurement.
9. Review and Updates
This Medication Procurement Policy will be reviewed annually or as needed to incorporate changes
in regulations, best practices, or institutional requirements.
10. APPROVED: Althea Hawkins
Date: 22.08.2021
The Nelson Mandela University SHS Pharmacy is committed to providing high-quality medications to
meet the healthcare needs of students and staff. This Medication Procurement Policy will guide all
procurement activities, ensuring transparency, efficiency, and compliance with all relevant
regulations.