SOP – Inventory Management

Supply Chain Management

Inventory management
Table of Contents

1. Abbreviations...................................................................................................................................3
2. Quality Characteristics.................................................................................................................3
3. Quality Objective..............................................................................................................................3
4. Purpose......................................................................................................................................3
5. Scope.............................................................................................................................................3
6. Roles and Responsibilies..............................................................................................................3
7. Equipment/Software.....................................................................................................................4
7.1. For example: RISE ERP, Microsoft office 365, etc.....................................................4
8. Procedure (Description of activities) ..............................................................................4
9. Process Monitoring Method...............................................................................................8
10. Process Measure.................................................................................................................8
11. Attachments.........................................................................................................................8
12. Legal Requirements and References .............................................................................9
13. Document Revision History: ..............................................................................10

Stock Audit Process

Key Stake Holders
Stock Audit at Stores
Stock Reports at Warehouse
Stock Reports at Stores
Inventory Planning Process
Selection Process
Storage
Delivery TAT
Re-Order Levels
Stock In Hand
Replenishment Process
Order Fulfilment
Internal Transfers
Return Stocks
Dead/Expiry Stocks
Abbreviations
SCM : Supply Chain Management
DC : Document Controller
ITC : Information Technology & Communication Department
PC : Personal Computer
ERP : Enterprise Resource Planning
ANM : Auxiliary Nursing Midwifery
DM : District Manager
PM : Project Manager
DS : Drug Supervisor
PR : Purchase Request
ROL : Re-order level
SKU’s : Store Keeping Unit
FIFO : First in First Out
FEFO : First Expiry First Out

2. Quality Characteristics
Transparency, accountability, safety, confidentiality, accessibility, effectiveness,
efficiency, continuity, competency, appropriateness, and dependability

3. Quality Objective
To maintain stocks a per the requirement and to ensure there are minimum wastages.

4. Purpose
The document lays down the Standard Operating Protocol and process of various steps
towards cycle of inventory management at Apollo telehealth.
5. Scope
Inventory management is the important criteria for the management of the services in
the field.
• In scope: The Scope includes the Project team members and all departments
wherever inventory applicable for the following
1. Monitoring the stocks
2. Maintain ROL
3. Stock out management
4. Expiry and near expiry management.
• Out scope: Nil
6. Roles and Responsibilities
The various roles involved in the execution of this process are:
6.1. Inventory executive
6.1.1 Observe the stock movement at centres.
6.1.2 Involves in the stock’s verification

6.1.3 Checks for the daily stocks inventory and monitoring of the services.

6.1.4 Purchased order creation

6.1.5 Looks for near expiry items and takes necessary actions.
6.1.6 Coordinates with delivery team for timely fulfilment of stock.
6.2 Inventory manager
6.2.1 Guide and monitor placing of indents on time and as required
6.2.2 Creation of ROL and inventory management techniques
6.3 ANM/Field Executives
6.3.1 Ensures that the process and protocols laid is followed in ground level
6.3.2 Arrangement and labelling of the stocks at centre level
6.3.3 Indent placement
6.3.4 Stocks acknowledgement, expiry returns, excess return at centre.
6.3.5 Providing update to stock balance.
6.3.6 Discarding damage/ expired items.
6.4 DM, PM, DS
6.4.1 Approvals of indents
6.4.2 Conducts internal transfers.
6.5 Vendor
6.5.1 Arrangement of stocks
6.5.2 Packing of materials
6.5.3 Delivery of materials.
7. Equipment/Software
7.1 Microsoft office: data analysis for the indent creation
7.2 WPS Office
7.3 RISE: Raising of the indents and the approvals
7.4 Medeintegra – Application for consultation, dispense and acknowledgement of the
medications.
8. Procedure
8.1 Monitoring
8.1.1 Monitor the stocks on day-to-day basis.
8.1.2 Item balance is received from the centres in specified time (8 days,15 days,
monthly interval)
8.1.3 Check for the ROL
8.1.4 Check for the material requirements comparing with the consumption
pattern
8.1.5 Take the assumption of consumption for the period in line with the
expected footfall or other seasonal requirements.

8.1.6 Material purchase request or the stocks transfers are raised according to
the consumption and ROL of the materials.
8.1.7 Expiry materials are monitored from the item balance report.
8.2 Raising PR/SR
8.2.1 PR is raised according to the material requirement
8.2.2 Ref: SOP_PR/SR & GRN_SCM_001
8.3 Conduct Transfers
8.3.1 Based on the stock’s availability at centres and the movement of the
materials, stocks transfer request is initiated.
8.3.2 Communication is given to the end user department through email.
8.3.3 Transfer of the materials is done by the DM/ANM.
8.3.4 Transferred materials is check for the transferred quantity and the
condition of the materials.
8.3.5 Acknowledged materials is updated in the module.
8.4 Discard of the materials
8.4.1 Materials which cannot be used further or the materials which are expired
has the process of the discard
8.4.1.1 Lab materials
8.4.1.1.1 Lab materials which are expired needs to be discarded.
8.4.1.1.2 Materials which are going to be expired are to be packed
separately and discarded in the yellow-coloured bins.
8.4.1.2 Pharmacy Materials
8.4.1.2.1 Materials which are going to be expired within 3 months
are segregated.
8.4.1.2.2 Materials list is shared to the field team / project
managers by email.
8.4.1.2.3 Segregated stocks are packed separately and returned to
the vendor.
8.4.1.2.4 In case there are no vendor agreement for return of the
materials, discard process needs to be followed:
8.4.1.2.4.1 Segregate the stocks which is to be discarded
and pack separately.
8.4.1.2.4.2 Tablets & capsules – Materials are removed
from the strip pack and dissolved in the water
and its flush into the septic tank directly.
8.4.1.2.4.3 Liquids, solutions to be discarded into the
septic tank.
8.4.1.2.4.4 Document to be maintained for the materials
discarded with, name of the item, batch
number, expiry date and the quantity.

8.5 Record Material

8.5.1 GRN Process –
8.5.1.1 materials which have been delivered at the centres are received
with proper verification
8.5.1.2 Ref: SOP_ PR/SR & GRN_SCM_001
8.5.1.3 Receipt of medications
8.5.1.3.1 Medications are received as per the GRN process.
8.5.1.3.2 Delivered stocks is verified and the acknowledgement
from the system is done.
8.5.1.3.3 After bar code is scanned the value is taken and a status
is shown as BARCODE VALIDATED SUCESSSFULLY
8.5.1.3.4 LOT Number, Expiry Date, Dispatched Qty, Received Qty,
Shortage, Breakage will be shown.
8.5.1.3.5 Any Changes in Received Quantity can be edited in
received QTY along with Shortage Breakage/Damage
8.5.1.3.6 After Scanning Barcode of all the received items click
UPDATE button to update the received stock
8.5.1.4 Stock balance report is taken from the field team on weekly,
once in 15 days or Monthly.
8.5.1.5 Stock balance report is checked for the consumption of the
materials and analysed for the requirements.
8.5.1.6 Stock balance data is stored in the specified share drive’s
locations.
8.5.1.7 Requirements is analysed and the suggestion to the customer /
end user is given for the raising of the purchase request.
8.5.1.8 Stocks are maintained at centre level and no stocks are being
maintained at the corporate office/ warehouse.
8.5.2 Discard of materials
8.5.2.1 Damage and breakage materials are checked for the materials
delivered at centre.
8.5.2.2 Materials which cannot be returned to the vendor is discarded
(Ref Point 8.4)
8.6 Storage of materials
8.6.1 Materials after delivery are stored in the assigned locations
8.6.2 Alphabetical arrangement according to FEFO
8.6.2.1 Lab materials – these are arranged according to the storage
conditions specified by the company
8.6.2.2 Storage of medications
8.6.2.2.1 Medications to be kept in the secured and specified
locations which can be easily accessible under the
storage conditions specified by the manufacturers.
8.6.2.2.2 Medications are stored in such a manner that it should
be protected from the Fire, Pests, exposure to sun,

8.6.2.2.3 Storage facilities should have the adequate space for

the storage and handling, proper light, security door for
the storage room.
8.7 Stacking of materials
8.7.1.1 Materials to be arranged in the FEFO manner- this explains the
procedure for the arrangement and dispensing of the
materials. First expiry to be arranged in first and next the long
expiry.
8.7.1.2 Materials to be arranged alphabetically with the generic names
in case of medications.
8.7.1.3 Materials to be arranged in the consultation room for easy
dispensing in case of the medications.
8.8 Labelling of the materials
8.8.1 Materials are stored in safe and secure place
8.8.2 Material storage area is labelled for easy identification
8.8.3 Medicines are labelled by considering:
8.8.3.1 The labelling consists of the Drug Name, Batch number and
Expiry Date.
8.8.3.2 Standard label format to be followed for the labelling of the medications.
8.9 Wastage management
8.9.1 This includes the materials which are
8.9.1.1 Damage goods.
8.9.1.2 Spill / breakage materials.
8.9.1.3 Expired due to not utilization.
8.9.2 Broken or damaged items should be withdrawal from usable stocks and
stores separately.
8.9.3 Storage areas should be provided with proper lightning to enable the
operations can be carried out accurately and safely.
8.9.4 Materials to be returned to the vendor through the module with the
proper approvals.
8.9.5 Medications need to be checked for:
8.9.5.1 Packaging – look for broken or ripped packaging (Vials, bottles,
boxes etc.,)

8.9.5.2 Labels- Missing, incomplete, or unreadable labels

8.9.5.3 For liquids – check for discoloration, cloudiness and any
sedimentation, broken seal, cracks in ampoule, Tablets- Broken
tablet, powder in the tablet packaging.
8.10 Creation of masters and Sku’s maintenance
8.10.1 Masters for all the projects is prepared.
8.10.2 Sku’s for all the projects is prepared and maintained
8.10.3 Suggestions for the new projects for creation and analysing the materials
list is given.
8.11 Dispense of medications to patients:
8.11.1 Prescription reading, special precautions and dose calculations is verified
8.11.2 Barcode scanned to be used for the dispense of the medications
8.11.3 Proper batch number need to be selected; it should be checked while
scanning the barcode. The dispensing medicine and the module dispense
batch number should be same
8.11.4 First In First Out – the mechanism is followed for the dispensing of the
medications by selection the nearest expiry medicine dispenses then the
long expiry medicine dispenses. If the long expiry medicine is selected for
the dispense, the module restricts and auto pop-up with the message as
“mention reason for other batch selection”.
8.11.5 Dose Auto calculation is done and that needs to be verified for the medicine
prescribed, duration and dose of the medicine.
9. Process Monitoring Method
9.1 Item Balance check
9.2 Check for ROL on requirement.
10. Process Measure
10.1. ROL – Reorder Level is checked for the materials and the order/transfers requests
are raised.
10.2. Expiry Report – wastage of the materials is minimized by utilization of the
maximum materials.
11. Attachments
11.1.1 Medicine Delivery Tracker

11.1 Medicine delivery tracker

12. Legal Requirements and References

12.1 The Drug and cosmetic Act, 1940 is an act to Regulate import, manufacture,
distribution & sale of drug and cosmetics.
13. Document Revision History: Doc No.

Revision No.
Date
Brief Description of changes from the
previous version 1