Selection Criteria for Ordering

Laboratory Supplies

23
Learning Objectives
• By the end of this session students should be able to:-
 Describe the importance of managing the Laboratory Supplies.
 Describe the ways of managing the Laboratory Supplies
 Explain the need (importance) of setting selection criteria in
ordering supplies
 List the criteria for ordering supplies (source, quality, lead time)
 Explain source of supplies
 Explain the quality of supplies to be ordered (purity, packaging,
expiry date, storage requirements)
 The importance of managing the
Laboratory Supplies

 Laboratory supplies are expensive, so unnecessary wastage

should be avoided
 It Adds credibility to facilities when they are available as they
confirm and support diagnosis
 It prevents interruption of services and meets patient care
need.
 It ensure consistent of availability of supplies and materials
when needed
 Avoid the use of expired reagents and supplies
 It make Lab. To meet International Standards ISO 15189
Ways of managing the Laboratory
Supplies

 Implement Inventory Control

 Assign responsibility
 Analyze needs
 Establish minimum stock needs
 Establish system for receiving & storing
 Maintain inventory system in all storage areas
 Develop forms and logs
 Stock Card (Bin Card)

Simple, heavy weight cards, Kept for each item in stock

Application:
Keep bin card in front of each item
Record each supply receipt and supply removal on the Bin card for control
purposes
Supply receipt should include the date of receipt and quantity received
When supplies are received or issued, record on the card actual stock on
hands
 Stock Book/ledger book

Is a register book that contains list of all items in the store. It is updated
monthly after physical count and formation from a stock cards.
 The need (importance) of setting selection criteria in ordering supplies .
 The main purpose of setting selection criteria in ordering supplies is to
ensure there is:-
 Right supplies
appropriate lab supplies are being procured delivered and used
 Right quantities
adequate for consumption to avoid stock out and over stocking
 Right places
laboratory supplies are sent to the laboratory where ordered and there is staff
are trained to use them.
 Right time
clients and patients know that what they need will be available any time they go
to laboratory.
 Right condition
The products are of the good quality, not damage, dirt, or expired.
 Right cost
So that the provision of laboratory services are to be in the way that the expenses are
reasonable. This should consider shipping, storage and staff time.
Criteria for ordering supplies (Source, quality & lead
time)

For the effective and efficient laboratory management, the ordering of lab
supplies must be done under strictly ordering criteria ,regarding that;-

 Item reach set minimum ordering level (quantity)

 Availability of ordered item within the country
 Lead time of the specific supplies from specific suppliers
 Shelf-life of supplies i.e. short expired supplies may be ordered in small
quantities but more frequently
 Availability of Storage capacity
 Consideration of cold chain supplies
 Source of supplies
The laboratory supplies are coming from in country and outside the
country. The existing supply systems in the country are either pull or
push.

PULL (REQUEST) SYSTEM

In a pull system, quantities to be issued are determined by personnel who
receive the supplies.

PUSH (ALLOCATION) SYSTEM

In a push system, quantities to be issued are determined by personnel who
issue the supplies.
 Base on existing supply system in government set up, the
sources of suppliers are

 Medical Stores Department (MSD),

 International organization such as UNICEF, WHO, JICA.

 local private laboratory suppliers.

 Quality of supplies to be ordered (purity,
Packaging, expiry date, storage
requirements

The laboratory personnel have to determine the quality of

supplies when ordered by providing the specification of the
supplies to be ordered. Also it is responsibility of lab personnel
to verify/ check the quality of these supplies upon the receipts.
Upon the receipt and during storage, inspection of
the lab supplies must be done.

 The lab personnel should conduct a visual inspection.

Visual inspection
Is the process of examining products and their packaging by eye to look
for problems in product quality.

During visual inspection check and document the following:-

 Verify contents
 Check integrity
 Record date each item received
 Record expiration date
 Store new shipment behind existing shipment
 Create or update records
 Key Points .

• The importance of managing the Laboratory

Supplies
• Management of inventory using stock card
(Bin Card) and Stock Book (Stock register)
• The need (importance) of setting selection
criteria in ordering supplies
• Criteria for ordering supplies
 Evaluation
• Briefly explain the importance of managing
the Laboratory Supplies
• Mention criteria for ordering supplies

References
• MOHSW, SCMS (2011), Laboratory Supplies Logistics
System – Trainer’s Guide
• MOHSW, CDC, ASCP (2007), Tanzania Laboratory
Management Training of Trainers Manual,