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HOSPITAL INVENTORY MANAGEMENT
Dr A PrakashSr Professor, Health ManagementRailway Staff CollegeVadodara
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THE MEDICAL OFFICER
Medical – Technologist
Officer – Administrator/Manager
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MANAGEMENT
Men Machine Money Minutes Material
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MATERIAL MANAGEMENT
Capital Goods
Consumables – Inventory Management
- Medical Items (Drugs & Consumables)- House keeping Items
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INVENTORY
Inventory – A physical resource that a firm holds in stock with the intent of using or selling it or transforming it into a more valuable state.
Inventory System – A set of policies and controls that monitors levels of inventory and determines what levels should be maintained, when stock should be replenished, and how large orders should be.
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WHY INVENTORY
To avoid stock out To hedge against future
Uncertainities of demand Uncertainities of supply Uncertainities of cost
Economies of scale Ordering cost Transportation cost Purchase cost
Independence of planning
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TYPE OF INVENTORIES
1.Cycle Inventory
2.Movement Inventory
3.Buffer Inventory
4.Anticipation Inventory
5.Decoupling Inventory
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COST OF INVENTORY
Ordering Cost
Acquisition Cost
Carrying Cost
Storage Cost
Pilferege
Wastage
Expiry
Shortage Cost
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FINANCIAL IMPLICATIONS
12% - 15% of Hospital Budget Upto 40% in Superspeciality Hospitals
Carrying Cost – 15% to 30%
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Hence
Hospital Inventory Management
is essential
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OBJECTIVES – INVENTORY MANAGEMENT
1. Maximise the level of customer service by minimising out of stock situations (under
stocking)
2. Promote efficiency in purchasing by minimizing the cost of providing an adequate level of
customer service.
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OBJECTIVE
Right Material Right Quality Right Quantity Right Price Right Source Right Time Right Place
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ORDERING METHODS
Economic Order Quantity Bulk Ordering with Time-phased Delivery Fixed Order Quantity Fixed Order Period System Probability based Trade-off Matrix Speculative Considerations Just – in – time System
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Basic Economic Order Quantity (EOQ):
Principles Assumptions of the basic EOQ model
Only one product is involved Annual demand requirements are known Demand is spread evenly throughout the year
(constant demand rate) Lead time does not vary Each order is received in a single delivery There are no quantity discounts
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EOQ: cycle inventory levels (graphical)
TimeTime
Inventory LevelInventory LevelOrder Order QuantityQuantity(large Q)(large Q)
TimeTime
Inventory LevelInventory Level
Order Order QuantityQuantity(small Q)(small Q)
Smaller Q more orders, but lower inventory
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Total (Annual) Ordering Cost
Annual Number of Cost perOrdering = Orders X OrderCost
Number of = Annual DemandOrders Lot Size
S x Q
D OC
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Annual Holding (Carrying) Cost
Holding cost = Average Inventory x Annual Holding Cost per Unit
Average CYCLE inventory = Lot Size 2
Holding cost per unit = % Holding Cost X Unit Cost
H x 2
Q HC
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CDSQ
DH
QTC
2
Basic Economic Order Quantity : Model
Total Annual Cost
TC : Total annual cost
D : Total annual demand
Q : Quantity ordered
H : Unit holding cost
S : Order or set-up cost
C: Unit cost (price)
Annual Holding Cost Order of set-up cost Total acquisition cost
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TOTAL COSTTOTAL COST
QUANTITY (UNITS)
Costs $
EOQEOQ
TOTAL ANNUAL ORDER COSTS
TOTAL ANNUAL HOLDING COSTS
Basic Economic Order Quantity : Principles
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E.O.Q. = Minimum Total Cost
The total cost curve reaches its minimum where the carrying and ordering costs are equal.
Cost Holding Annual
Cost) Setup or derDemand)(Or 2(Annual =
H
2DS = EOQ
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REORDER POINT
When to place the order?
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Introducing Lead Times
Profile of Inventory Level Over Time
Quantityon hand
Q
Receive order
Placeorder
Receive order
Placeorder
Receive order
Lead time
Reorderpoint
Demand rate
Time
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Centura health example (1) Delivery network with 9 hospitals Currently each hospital manages its own
inventory IV starter kit
Weekly demand: 600 units Cost: $3 Yearly Holding cost per unit: 30% = $0.9 Fixed order cost: $130 Lead time: 1 week
Current policy: each hospital orders 6000 units What happens if the frequence of ordering is
changed? What happens if the order process is organized
from a single warehouse?
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Centura Health Example (2)
R = 31.200 units per year Yearly cost of the current policy (Q = 6000)
Annual Fixed Order Cost: $130 * 31.200/6000 = $676
Total Annual Holding Cost : $0.9 * 3.000 = $2.700 Total annual cost of material: $3 * 31.200 = $93.600
Total batch-dependent costs : $3.376 Total annual cost: $96.976
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Centura Health Example (3) Optimal order quantity:
Total batch dependent cost: $2.702 Total cost: $96.302 Time between orders = 4.86 weeks
002.39.0$
200.31*130$*22* H
SDQ
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SAFETY STOCK
Changing Lead Time
Changing Demand
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MAGNITUDE OF INVENTORY
Average Hospital – 6000-8000 items
Multispeciality Hospital may have upto 35000
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INVENTORY ANALYSIS
A-B-C Analysis – Value of consumption H-M-L Analysis – Unit price X-Y-Z Analysis – Value of items in store V-E-D Analysis – Criticality of item F-S-N Analysis – Consumption pattern S-D-E Analysis – Procurement problems S-O-S Analysis – Seasonality G-O-L-F Analysis – Source of supply
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A-B-C ANALYSIS
Pareto's Law (Selective Management Principle) Significant value in a group of items normally
constitute a small portion of the total number of items in the group and that the majority of items, in the aggregate, will be of small significance.
The 80 – 20 rule! In A-B-C classification
A – 10% => 70% B – 20% => 20% C – 70% => 10%
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ABC Analysis
1010 2020 3030 4040 5050 6060 7070 8080 9090 100100
Percentage of itemsPercentage of items
Per
cen
tag
e o
f d
oll
ar u
sag
e va
lue
Per
cen
tag
e o
f d
oll
ar u
sag
e va
lue
100 100 —
90 90 —
80 80 —
70 70 —
60 60 —
50 50 —
40 40 —
30 30 —
20 20 —
10 10 —
0 0 —
Class C
Class A
Class B
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ABC Classification : Guidelines
A B CPercentage of total number of items
10 to 20 % 30 to 40 % 40 to 50 %
Percentage of total annual value ($)
70 to 80 % 15 to 20 % 5 to 10 %
Inventory control Rigourous Normal Simple
Purchasing process
Precise with constant revisions
Normal Periodical
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METHOD FOR A-B-C CLASSIFICATION
All items listed in descending order by total order value.
Two columns added - % of total budget & cumulative percentage
Lines drawn at 70% & 90% OR Total Budget / Total no. of items = Average Usage
Value Av Usage Value X 2.25 => A/B cut off line Av Usage Value X 0.50 => B/C cut off line
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ADVANTAGE - DISADVANTAGE
Equal attention to all items will be – Very expensive Diffuse control Misalign priorities
Has to be carried out with standardization & codification
Only money value Criticality not seen Periodic review
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H-M-L CLASSIFICATION
Unit cost High – Medium – Low Decides ordering / issuing authority
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X-Y-Z CLASSIFICATION
Value of inventory available on date X – stock value high Y – stock value medium Z – stock value low Method – same as A-B-C Helps to control stock / obsolescence Shows how stock values are distributed
amongst the material in store
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A-B-C & X-Y-Z COMBINATION
CLASS X Items Y Items Z Items
A Items Critical analysis to reduce stock
Attempt to convert to Z category
Within control
B Items Review of stock control & consumption more often
Further action not necessary
Review twice a year
C Items Disposal of surplus stock
Tighten control
Review once a year
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V-E-D CLASSIFICATION
Vital – must for functioning e.g. Oxygen
Essential – required for functioning e.g. Antibiotics
Desirable – may be kept e.g. Tonics
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V-E-D & A-B-C COMBINATION
CLASS V Items E Items D Items
A Items Constant control & regular follow up
Moderate stocks
NIL stocks
B Items Moderate stocks
Moderate stocks
Very low stocks
C Items High stocks Moderate stocks
Low stocks
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V-E-D & X-Y-Z COMBINATION
CLASS V Items E Items D Items
X Items Control Dispose Dispose
Y Items Review Control Dispose
Z Items No Action Review Control
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F-S-N CLASSIFICATION
Fast Moving – at least once in a week / month Slow Moving – at least once in a month / year Non-moving – nil in a year
Useful in controlling obsolescence, spoilage & deterioration
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F-S-N & X-Y-Z COMBINATION
CLASS F Items S Items N Items
X Items Tight control Reduce stock to low level
Dispose at best price
Y Items Normal Control
Keep low level stock
Dispose quickly
Z Items Increase stock
Keep low level stock
Dispose even at low price
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S-D-E CLASSIFICATION
Scarce to obtain Difficult to obtain Easy to obtain
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G-O-L-F CLASSIFICATION
Source / Suppliers
Government Ordinary Local Foreign
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S-O-S CLASSIFICATION
Seasonal Items Off season Items
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USES OF ANALYSIS
My AMI Budget 1 crore1000 items
HQ supplied only 300 items (30%)
?
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PRIORITY WAS MINE
I got all the items in categories A & B.Categories C items (70%) will cost only 10% i.e.
100000 which will be managed by LP
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UNCONVENTIONAL CASE
AMI has 1000 itemsHQ has capacity to process only 600 – 700 items
in a year
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Buy all the A & B category itemsBuy half the C category items for two years
Average inventory level of category C items will increase from 500000 to 1000000 i.e. An
inventory increase of 5% of total budget will solve the problem!
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COMBINED ANALYSIS
An item is in category A and Z
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Look at VED
V – useful & popular drugD – a lot of wasteful expenditure
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The item falls in categories A, X & V
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Look up SDE
Category S or D – Stock-pile (expiry permitting)
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MBASIC SYSTEM
Multiple Basic Approach to Selective Inventory Control A-B-C / X-Y-Z / H-M-L / V-E-D / F-M-S / G-O-F Selective Control Techniques – 6 Categories in each – 3 Total Classification – 36 = 729 Out of which 483 can not occur (invalid combinations) Remaining 327 combinations to be analysed critically
& coded. Each will have a line of action.
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DISTRIBUTION
Ensure FIFO vs LIFO
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SUB-INVENTORY CONTROL
At distribution counterr / ward / ICU / OT level The safety stock adds up Methods of distribution
Requisition Method At par Method Unit dose Method
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ORGANISATION OF STORE
Location Infrastructure Man power Administrative control
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ComputerisationBar Coding
RFID
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Annual Medical Indent
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Price Negotiation
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3 P L
Third Party Logistics Management
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THANK YOU