CANDIDATE EXAMINATION NUMBER

MINISTRY OF HEALTH, COMMUNITY DEVELOPMENT, GENDER, ELDERLY AND

CHILDREN

KIGAMBONI CITY COLLEGE OF HEALTH AND ALLIED SCIENCES

BASIC TECHNICIAN CERTIFICATE IN PHARMACEUTICAL SCIENCES

CONTINUOUS ASSESSMENT TEST TWO (CAT – II)

SEMESTER II - NTA LEVEL - 4

PST04212: MEDICAL STORES KEEPING

TIME: 2:00 – 4:00PM DATE: FRIDAY, 15th DECEMBER 2017

(THEORY PAPER – ANSWER GUIDE)

INSTRUCTIONS:

1. This paper consists of FIVE sections. A, B, C, D and E. Attempt ALL questions in all sections.
2. Follow instructions given in each section
3. Read each question carefully before you attempt it
4. Write your Examination number on every page you use
5. ALL ANSWERS TO BE WRITTEN IN THE ANSWER BOOKLET PROVIDED
6. ALL UNAUTHORIZED MATERIALS ARE NOT ALLOWED e.g. Mobile phones or other
electronic devices
7. This examination ANSWER GUIDE consists of ELEVEN (11) printed pages

FOR OFFICIAL USE ONLY

SECTION No OF MARKS MARKS EXAMINER

QUESTION (s) ALLOCATED GAINED
SECTION A: MULTIPLE CHOICE QUESTIONS 10 10
SECTION B: MULTIPLE TRUE & FALSE QUESTIONS 8 20
SECTION C: MATCHING ITEMS QUESTIONS 10 10
SECTION D: SHORT ANSWER QUESTIONS 8 40
SECTION E: GUIDED ESSAY ANSWER QUESTIONS 2 20
TOTAL 100 MARKS

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SECTION A: MULTIPLE CHOICE QUESTIONS – 10 MARKS

 This section consists of 10 questions

 Each question carries 1 mark
 Choose the correct answer by circling correct answer in the alternatives provided

1. Which of the following stock classification method can be labeled as “A1-A”

(1 mark)
A. Commodity coding
B. Random bin
C. Alphabetical by generic name
D. Clinical indication
E. System level

2. FEFO stands for (1 mark)

A. First expired first out
B. First expired first outlined
C. First expired first owned
D. First expired first omitted
E. First expired first outdated

3. Which of the following products require cold chains storage (1 mark)

A. Insulin injection
B. Diclofenac injection
C. Gentamycin injection
D. Ampicillin injection
E. Ceftriaxone injection

4. Arrangement of shelves between lines and width should not be :- (1 mark)

A. Less than 90m
B. Less than 90cm
C. Less than 90mm
D. Less than 90km
E. Less than 90dm

5. Refrigeration storage condition with respect to temperature range is (1 mark)

A. -2°C - 30°C
B. -15°C - -25°C
C. 2°C - 8°C
D. 5°C - 25°C
E. 15°C - 25°C

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6. If stock count and theoretical balance agree, then the stock is said to be ..
(1 mark)
A. Positive reconciled
B. Negative reconciled
C. Reconciled
D. Buffer stock
E. Issued stock

7. All health facilities in charges with unserviceable medical stores should report
to the District Medical officer’s (DMO) office using form ... (1 mark)
A. S.F 15
B. S.F 14
C. S.F 13
D. S.F 12
E. S.F 11

8. Secure storage is most important for (1 mark)

A. Keeping insulin
B. Keeping Dextrose
C. Keeping blood serum
D. Keeping vaccines
E. Keeping high valued supplies

9. During the process of handing over the store .. (1 mark)

A. Signature of the handover report is not necessary
B. High valued items must be checked randomly
C. All items should be checked as always if they tally with records
D. Handing over should be to the medical officer
E. All shortfalls or surpluses should be discarded before handing over

10. Issue and Receipt Voucher (IRV) used in .. (1 mark)

A. Push system
B. Pull system
C. Push and pull systems
D. Pull more than push system
E. Push more than pull system

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SECTION B: MULTIPLE TRUE/FALSE QUESTIONS – 20 MARKS

 This section consists of 8 questions each with 5 multiple True/False statement

 Each question carries 2.5 marks, (i.e. each multiple True/False carries 0.5 marks)
 Write TRUE for correct statement and FALSE for incorrect statement in capital
letters in SPACE provided.
 T or F and true or false will NOT be marked

1. Which of the following statement is correct concerning factors affecting quality of

medicines and medical supplies (2.5 marks)
A. …T . light sensitive medicines shall be stored in amber color bottles
B. …F . light sensitive medicines shall be packed in the plastic container
C. …T….light sensitive medicines shall be protected away from direct sunlight
D. …F .keep medicine container’s lid closed 5 minutes after opening
E. …F .dehumidifiers are used to prevent medicines against sunlight

2. Regarding temperature control of medicines and medical supplies (2.5 marks)

A. …F refrigerator temperature shall be recorded once a day
B. …T refrigerator temperature shall be 2 – 8 degree centigrade
C. …T….refrigerator temperature shall be recorded 3 times daily
D. …T….refrigerator temperature shall be as recommended product temperature
E. …F . refrigerator temperature shall be 15 – 25 degree centigrade

3. The following statements are TRUE, regarding bin cards except (2.5 marks)
A. …F . each item should have more than one bin card
B. …T . bin card can be used for receiving medicines
C. …T . each item should have its own bin card
D. F ..a record used for dispensing of medicines
E. …T . contains similar information to ledger book

4. Concerning procedures for receiving medicines and medical supplies, the

following statements are correct (2.5 marks)
A. …T…delivery note with sales invoice should be used to compare receipts
B. …T products received should be entered to both bin cards and store ledger
C. …F….in case of discrepancy, R & R form should be filled and sent to MSD
D. …T…receiving room shall meet product specifications
E. …F .once received cold chain medicines shall be stored at room temperature

5. Regarding criteria for establishing zones within a store, which statement is true?
(2.5 marks)
A. …F . security for controlled drug products is determined by international laws
B. ...T . cold chain loads, may require only a single refrigerator
C. ...T… each product must be put away in a zone as manufacturers recommendation
D. …F .zoning plan should be fixed to specific drug product
E. …T…..in case of no choice for storage in refrigerators, store on floor pallets

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6. Which of the following statements are correct, concerning fluid location

(2.5 marks)
A. …T…each location is assigned a code
B. ....T... in case of insufficient space, other stock items may be moved
C. ....F... system does not require computerized bin location
D. …F…it is characterized by low security, hence increased theft
E. .....F....storage spaces may be wasted

7. The following is true, regarding semi fluid location (2.5 marks)

A. …F . picking stock is always kept in different places
B. …T .picking stock is always kept in the same place
C. …T .picking stock is placed at convenient height
D. …T .in case of new products, picking bays are subdivided to create spaces
E. …F .it is a space efficient as fluid location

8. Concerning stock classification alphabetically by generics the following is true,

except (2.5 marks)
A. …T attractive in peripheral store that store small number of stocks
B. …F… it is not applicable to larger health facilities
C. …T… relabeling is required when NEMLIST is revised or updated
D. …F… applicable to anti-infective items only
E. …T does not consider appropriate zones (e.g. temperature, safety etc..,)

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SECTION C: MATCHING ITEMS QUESTIONS – 10 MARKS

 This section consists of 2 parts of questions each with 5 matching items

 Each question carries 5 marks, (i.e. each matching item carries 1 mark)
 Match corresponding capital letter from item B to that of item A in the SPACE
provided.

PART I

Match the following items A, regarding quality of medicine with most correct
correspondence that provided in items B

S.No ITEM A ITEM B

i. ...D..Heat A. Iodine tincture
ii. ...E..Temperature B. Vaccines
iii. ...F..Humidity C. Reaction with the oxygen
iv. ...A..Light D. Protein denaturation
v. ...B..Freeze E. Melting of some compounds
F. Growth of fungus and mould in the stored medicines
G. Recorded at least four times daily
H. Cause changes to yellow colour

PART II

Match the following items A, regarding storage of medicines and medical

supplies with most correct correspondence that provided in items B

S.No ITEM A ITEM B

i. ...F..Normal storage A. Measure temperatures at coldest time of the day
ii. ...D.. Refrigrator storage B. Measure temperatures at hottest time of the day
iii. ...E.. Cold storage C. Narcotics
iv. ...C...Secure storage D. Temperature range 2ᴼC-8ᴼC
v. ...B...Thermometer E. Insulin injection
F. Temperature range 15ᴼC-25ᴼC or up to 30°C
G. Temperature range 25ᴼC-28ᴼC or up to 30°C
H. Diclofenac injection

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SECTION D: SHORT ANSWER QUESTIONS – 40 MARKS

 This section consists of 8 short answer questions
 Each question carries 5 marks, (i.e. as indicated)
 Briefly write the correct correspondence in the SPACE provided

1. A: Fill the table below regarding signs of medicines and medical supplies
deterioration (4 Marks)
s.no Medicines/medical supplies Sign of deterioration
1. Compressed tablets swollen, crumpled and damp
2. Ointments melted
3. Adrenaline injection changes to brown colour
4. Medicine containers holes or marks

B: Given Formula:
Opening balance + Received This Period ± Lost/Adjusted Closing Balance =
Estimated Consumption. Fill the blank. (1 mark)

2. Briefly explain what do you understand by the term “Quality of Medicine

and medical supplies” (5 marks)

- Suitability of health commodity for the intended use (1 mark)

- Thus, several aspects are of importance are efficacy and safety(1 mark) of the
product conformity with specifications in terms of identity, strength, purity
and other characteristics (2 marks) as specified in pharmacopoeia or
pharmaceutical regulations.(1 mark)

3. A: List two (2) Stock records required for receiving medicines in a store.
(2 marks)
o Verification and claim form
o Goods Received Note ( GRN )
B: A: Mention three (3) types of location within zones (3 marks)
 Fixed location
 Fluid location
 Semi-fluid location

4. A: Define the term “zoning” (2 marks)

o Is the process of separating an area (building or room, a locked cupboard,
a refrigerator, a freezer, or a cold room), which should provide distinct
environmental conditions, a certain level of safety or the required level of
security.
B: Mention three (4) advantages and two (2) disadvantages of commodity coding
(3 marks)
o Advantage:(2 marks @point 0.5 marks)
 Same logical order inherent in the coding
 No pharmaceutical knowledge needed
 Groups often correspond to required storage conditions

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 Applicable to all items

 Increases security, but still allows items to be identified by those staff who
have access to the coding key.
o Disadvantages:(1 mark @point 0.5 marks)
 Codes must be known or looked up
 Order may not be entirely consistent

5. Define the following Terms as applied in Stock Control of Medicines and Medical
Supplies (5 marks, @point 1 mark)
a. Inventory
The stock on hand at any given time
b. Lead time
The time interval between when new stock is ordered and when it is received and
available for use
c. Pull (request) system
In a pull system, quantities to be issued are determined by personnel who receive
the supplies
d. Push (allocation) system
In a push system, quantities to be issued are determined by personnel who issue
the supplies
e. Re-order level
Is the level of stock when you place an order

6. Enumerate five (5) criteria that may render the product unserviceable during
inspection and physical inventory in which the medical stores in charge should
look for (5 marks, @point 1mark, any 5 points)
Expiry
Damage
Contaminated items
Items instituted for recall
Un repairable or obsolete medical equipment
Prohibited

7. Mention four (4) steps in the process of handing over the store by staff working in
the store (5 marks, @point 1.25marks)
 If there is a change of staff, both the incoming and outgoing stores officers are
recommended to take the following steps
o All items held in stock should be checked to ensure they tally with the
records.
o If it is not practicable to check all items during the handover, the incoming
officer should select randomly a number of items for checking, particularly
those of high value.
o Any surpluses or shortfalls of items identified should be documented and
reported to senior officers.
o The outgoing and incoming officers should sign a handover report for
record purposes

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8. A: Mention five (5) criteria for establishment of zones within the store
(5 marks, @point 1 mark, any 5 points)
 Required storage temperature and humidity
 Size of the product
 Volume of batch
 Weight of batch
 Requirement for special storage equipment
 Dangers posed by products
 Required level of security
 Requirements of national legislation

SECTION E: GUIDED ESSAY ANSWER QUESTIONS – 20 MARKS

 This section consists of 2 guided answer questions
 Each question carries 10 marks
 Write an essay at most 2 pages by corresponding correctly in the SPACE
provided
 NOTE: Mention or listing points will not be marked

1. Describe nine points on “zoning of stock” within the store of medicines and
medical supplies (10 marks)
INTRODUCTION
 Definition of zoning (0.5 mark)
o Is the process of separating an area (building or room, a locked cupboard,
a refrigerator, a freezer, or a cold room), which should provide distinct
environmental conditions, a certain level of safety or the required level of
security.

MAIN BODY (@point 1 mark)

 Zoning of Stock within the Store

 Medicines and medical supplies must be stored in a zone/part of the store with the
correct combination of temperature and security as well as the required level of
safety and security. This initial zoning process is the most basic way in which
supplies can be arranged.
 Follow to the extent possible, the product manufacturer’s storage conditions
 If no specific storage conditions are given, normal storage conditions apply.
Normal storage conditions for medicines have been defined as storage in dry, well-
ventilated premises at temperatures of 15ᴼC-25ᴼC , or depending up climatic
conditions, up to 30ᴼC (WHO 2003).
 The 15ᴼC to 25ᴼC-30ᴼC temperature zone is assumed to be air-conditioned and
humidity controlled. In temperate climates this temperature range can be achieved
without air-conditioning, but humidity control may still be necessary

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 Each storage zone should have at least one thermometer, and temperature should
be recorded daily at the hottest time of the day.
 Storage at uncontrolled room temperature:
o Many stocks can be safely stored at uncontrolled room temperature.
 Cold storage:
o Example of drug products which usually require refrigeration:
 insulin
 Ergometrine for injection
 vaccines,
 antitoxins
 sera and blood products
 test kits/diagnostic tests
o These must be stored in refrigerator or cold chains because their potency
depends on cold storage.
 Secure storage:
o This is necessary to protect drug products, which have higher risk of theft, or
to comply with national laws
o Narcotics and other controlled drugs should be kept in a secure room, a safe
or steel cupboard/ cabinet to prevent access to unauthorized persons
o The keys to the secure store should be kept in a safe by a store in-charge
o Entry to the store must be controlled or restricted
 Flammables e.g. alcohol/spirit, halothane, ether, must be stored in special buildings
or rooms. A separate building is the best because it greatly reduces the risk of a fire
spreading to the main store. The flammables store must be well ventilated and fire
proof; use water paints on the walls.

CONCLUSION (0.5 marks)

Concluding the above mentioned points

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2. Briefly explain SIX (6) Procedures for Receiving of medicines and medical
supplies (10 marks)

INTRODUCTION (2.5 marks)

 Receiving of medicine and medical supplies (1 mark)
o Is a process of receipt medicine and medical supplies from selected qualified
vender.

 When receiving medicines and medical supplies the following information

should recorded in the store ledger and bin card: (1.5 marks, @point 0.5marks)
o date of received medicines and medical supplies
o the name of the supplier
o quantity of medicines and medical supplies received Unit price

MAIN BODY (6 marks, @point 1 mark)

Procedures for Receiving Medicines and Medical Supplies

 Within a facility, items should be received by the pharmaceutical personnel and

approved by Hospital/health facility Therapeutic Committee (HTC)
 Products received should also be entered into stock cards/bin cards and the store
ledger
 Delivery note and sales invoice should be used for comparing with the actual
receipts
 If any discrepancy is observed, verification claim forms must be filled out and sent
to MSD or other suppliers
 A room for keeping pharmaceutical products should meet all the specification
required
 Keep medicines and medical supplies in their appropriate storage conditions e.g.
refrigerated medicines to be kept in the refrigerator

Conclusion by concluding the above points (1.5 marks)

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