Scope
This guide predominantly covers the Ward stock
consumables delivered by NHS Supply Chain however
the “best practice” principles can be adopted for all
other stock lines housed in Ward/Dept. storage areas.
Project Overview
Stock can be considered an asset or a liability dependent
upon the management techniques and resources
applied to ensure optimisation of stockholding.
Surplus stock can tie up valuable working capital and
impact upon the Trust’s cash flow position.
Obsolete stock equates to wasted monies impacting
the Trusts budget line and poses a risk due to noncompliance with revised clinical or corporate
governance policy.
Stock out situations can be costly in terms of risk to
patient care and costly measures can occur to rectify
the situation e.g. additional carriage charges,
overnight deliveries etc.
It has been identified through the Productive Ward initiative;
Wards & Departments throughout the Trust require measures
implementing to help manage the management and reordering/stocking of Ward consumables.
In order to achieve this objective, it is identified the ordering
process and stock management measures need to be more
streamlined, standardised and less time consuming.
Ward Stock Template
The ward stock template that has been devised by Procurement
can:
Promote a more efficient and effective way of ordering.
Help to standardise products throughout the Trust.
Assist other staff in ordering if the person responsible for weekly
ordering is on holiday/sick leave.
Identify some valuable cost savings along the way.
Ward Stock Template…….
The ward stock template has been utilised on Ward B22 as a pilot.
The setting up of the system involves Ward and Procurement
representatives working together to undertake initial assessment,
agree scope of initiative and develop roles and responsibilities to
embed the templates into new ways of working to optimise
benefits to the Ward setting.
Ward Stock Template…….
The supply chain reviews involve assessing current stock levels and
requirements and perform an evaluation of products used. This is
assessed by reports from previous orders.
The template is then completed with information on the current
products ordered from NHS Supply Chain, removing any items that
may no longer be required or may have been duplicated or
substituted by an alternative more cost effective product.
Ward Stock Template…….
Non- stock items may also be reviewed where appropriate which
can be switched to a stock line to aid or streamline ordering and
added to the template.
When completing the templates, it gives the Ward/department a
chance to de-stock items that may no longer be required or are out
of date. This will help to promote the arrangement of stock in one
correct and central location.
Weekly stock levels are then agreed based on previous reports on
usage.
Ward Stock Template…….
The yearly usages are then divided up into weeks. This gives an
amount, as a guide of how much stock, of each individual product
should be ordered each week.
When templates are first set up this may not be a true figure, if
wards/departments have been over/under ordering or possibly
obtaining products from another area. Therefore for the first few
months of using the template it may mean that the stock levels for
individual products could need increasing or decreasing.
Ward Stock Template…….
The template sets out to reflect the order that the stock appear on
the shelves. This approach helps the weekly replenishment
exercise as all products on the shelves run in conjunction with the
order of the template.
NHS Supply Chain On Line Ordering
An electronic copy of the ordering template is then replicated
in the on-line ordering system to aid the speed of ordering
time.
Once the order has been placed stock will arrive from NHS
Supply Chain in the same way as before.
Usage Reports
These can be produced by the procurement team when
required or Ward representatives instructed how to run
reports where required. Good record keeping is essential to
inform product variations in demand, type and cost.
Reviews
It is advisable that a review of the stock levels and type of
stock held should be carried out at least every 4-6 months to
ensure the levels are still correct.
Evaluation
Reports on usage and spend are gathered and mapped
against patient activity to mirror periods before the template
was introduced and afterwards.
Through the commitment of staff working together a
reduction in spend and lines purchased can be identified, this
evidence will demonstrate the system is working effectively.
Critical Stock Lines
It is essential all wards and departments identify their
Top 5 critical supply lines that are essential to patient
care and business continuity and agree with
procurement acceptable alternative products in the case
of supply or manufacturing problems.
An electronic copy of the ordering template is then replicated
in the on-line ordering system to aid the speed of ordering
time.
Stock Delivery Cycles
Every department have their own unique transfer point and
delivery day.
The delivery day for your ward / dept. can be found by
logging onto the supply chain online ordering system and
selecting your transfer point (KAxxxx).
Stock & R&D Enquiries
For stock queries please email
procurementstockhelpdesk@elht.nhs.uk
For Receipt and Distribution (R&D) queries please ring
01254 733074
Internal extension: 83074
PROCESS FLOW CHART
Procurement Role & Responsibilities
To meet with identified Ward representative and
establish robust working relationship
To visit the ward/dept. to review current storage areas
and ordering methods
To provide advice re: the flowchart and use of the
templates
To provide relevant reports and estimated stock levels
To review standardisation opportunities
To revisit the process and meet the Ward representative
every 4-6 months at Ward request
Ward/Dept. Responsibilities
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To meet with identified Procurement representative and
establish robust working relationship
To accompany procurement representative on the ward
tour of stock cupboards and discuss process
To use the templates and allocate resource to conduct
necessary initial stock takes
To agree stock levels and sign off with Ward
Matron/Manager
To work with procurement to promote product
alternatives and embed revised stockholding on the
ward/dept.
Agree to review stockholding and usage each 3-5 months
and schedule an appropriate meeting with procurement
representative.
To inform procurement of Ward/dept. Top 5 critical lines
and alternative products for business continuity
requirements