Inventory Control and SOP

what does SOP stand for (SOP’s)

Standard Operating Procedures

define SOP (SOP’s)

a detailed, written set of instructions or guidelines that outlines the steps to complete a particular organizational task or process

Important steps of writing a SOP (SOP’s)

1. Understand the purpose and scope

2. Gather information

3. Structure the SOPs

4. Writing the SOPs (template)

5. Review and approval

6. Implementation and training

define objectives (SOP’s)

Clarify the purpose of the SOPs. Are they for clinical procedures or administrative tasks?

define Scope definition (SOP’s)

Determine which processes or tasks will be covered by the SOPs. Identify the departments or individuals involved.

define Process identification (SOP’s)

List all the processes that need SOPs. This may include patient intake, billing procedures, scheduling appointments, and handling medical records.

define Interview the team (SOP’s)

Talk to the team members who perform these tasks to understand current practices, challenges, and potential improvements.

what under Understand the purpose and scope (SOP’s)

1. define objectives

2. scope definition

whats under gather information (SOP’s)

1. process identification

2. interview the team

whats under Structure the SOPs (SOP’s)

1. header

2. Consistent outline

define header (SOP’s)

Include

1. the title

2. date written

3. the revision date

4. revision number if applicable

define Consistent outline (SOP’s)

Provide a clear outline of the document’s contents for easy navigation—and use the same template for every SOP to ensure consistency.

what in an SOP template (SOP’s)

1. Start with a clear objective/purpose

2. Job levels

3. definitions

4. Health or safety warnings

5. Equipment/materials/tools

6. Step-by-step instructions:

7. Include visual aids:

8. Responsibilities

9. Quality control measure

10. References

define Job levels (SOP’s)

List the job titles of those who should be able to perform the task

define definitions (SOP’s)

Define any abbreviations used in the SOP, considering a new hire who may not be familiar with industry abbreviations.

whats under Review and approval (SOP’s)

1. Internal review

2. Revision

define Internal review (SOP’s)

Have the practice owner(s), medical director, and manager(s) review the SOPs for accuracy and completeness.

define revision (SOP’s)

Incorporate feedback from the team and make necessary revisions.

whats under Implementation and training (3) (SOP’s)

1. Rollout plan

2. Training

3. Documentation

define Rollout plan (SOP’s)

determine how and when the SOPs will be implemented.

define training (SOP’s)

Conduct sessions to ensure the team understands and can follow the SOPs effectively.

define documentation (SOP’s)

Keep records of training sessions and ensure all team members acknowledge receipt of the SOPs

what SDS stand for (SOP’s)

Safety Data sheets

what on an SDS (SOP’s)

1. product name (trade and generic)

2. Company name/identification

3. hazards - eye contact, skin exposure, ingestion, irritant

4. Main ingredients

5. first aid measures - VERY important

6. Accidental release measures

what is it (SOP’s)

flammable

what is it (SOP’s)

explosive

what is it (SOP’s)

flammable

what is it (SOP’s)

corrosive

what is it (SOP’s)

compressed gas

what is it (SOP’s)

harmful/irritant

what is it (SOP’s)

toxic

what is it (SOP’s)

health hazard

what is it (SOP’s)

biohazardou infectious materials

what are the 2 most expensive parts of the clinic (Inventory Control)

1. inventory

2. payroll

important weekly inventroy control checklist (4) (Inventory Control)

1. check volume of product

2. check expiry date on each product.

3. “when in doubt, ask the Vet / Owner”

4. write needs, etc. on the control sheets

main system of pharmacy organization (3) (Inventory Control)

1. Arranged by physical form

2. Alphabetical by trade name or by company name

3. Arranged by therapeutic use

Factors that can affect drug stability (4) (Inventory Control)

1. Time (expiry dates)

2. Moisture

3. Light

4. Temperature

what to do with meds part expiry date (Inventory Control)

1. place red sticker on it

2. remove

how long are meds stable for if no expiry date (Inventory Control)

3 yrs

what temp should refrigerated drugs be (Inventory Control)

Between 2 to 8 degrees Celsius

what temperature should room temp drugs be (Inventory Control)

Usually between 15 and 30 degrees Celsius

Signs of instability of drugs (4) (Inventory Control)

1. Precipitate formation

2. Colour change

3. Cloudiness

4. Broken emulsions, will not re-suspend when shaken

what are the 4 distribution centres (Inventory Control)

1. AVP

2. WDDC

3. CDMV

4. compound companies

how to order drugs/products (5) (Inventory Control)

1. Make a list or Print off software list (or add directly to cart

2. Place the order

3. Check your cart before submitting

4. If ordering drugs/ medications, check for the SU beside that product, this could indicate a case lot discount.

5. Check back orders

how to order controlled drugs (2) (Inventory Control)

1. It is the responsibility of the DVM to order the narcotics

2. Someone needs to sign for it.

what to do when recieving shipment (Inventory Control)

1. Check for breakage, frozen product upon arrival

2. Count number of packages/crates

3. Must sign for shipment if all packages are present and in good order

4. Record any errors

5. File packing slip after everything checks out OK

6. Check invoice against packing slip

7. Final step, price, code and put stock away.

Inventory Control review of pills/tabs (Inventory Control)

count them

Inventory Control review of medicated liquids (Inventory Control)

1. eyeball volume

2. measure

Inventory Control review of food and med supplies (Inventory Control)

count them

how to dispose of drugs (4) (Inventory Control)

1. Return to manufacturer for proper disposal, if possible

2. crush tablets and dispose of in waste

3. Biologicals should be incinerated

4. USE A BIO WASTE DISPOSAL COMPANY