MATERIALS MANAGEMENT Flashcards
(17 cards)
Types of materials:
(i) __________ aka __________
(ii)_____________ aka ___________
Expendable ; Consumables
Non – expendable; non-recurrent
Types of materials:
(i) Expendable:- consumables – __________ within a short time e.g. syringes, paper, drugs, etc.
(ii) Non – expendable:-non-recurrent, e.g __________. These last for a _____ period of time and thus need ___________ and _____
used up
capital equipment ; long
maintenance ; care
PROCEDURES IN MATERIALS
MANAGEMENT:
i . __________
ii __________
iii. __________
iv __________
V. __________ and periodic _________ – taking (__________)
i . Allocation
ii Ordering
iii. Storing
iv Issuing
V. Controlling and periodic stock – taking (monitoring)
PROCEDURES IN MATERIALS
MANAGEMENT:
i . Allocation: ______ materials required for various tasks. Allocation entails a detailed description of _______ into a
program / activity and the expected products/ _________: -(planning aspect).
ii Ordering : - making _________, and / or __________ and __________ materials from stores.
iii. Storing : - this includes __________ (using stock-book or ledger), __________ & proper storage
iv Issuing : - the process of taking materials __________ or _________
V. Controlling and periodic stock – taking (monitoring)
- taking __________ of all goods currently on hand
list ; inputs ; outputs
purchases ; requesting ; obtaining
recording ; labeling
out of stock ; holding
inventory
V. Controlling and periodic stock – taking (monitoring)
- taking inventory of all goods currently on hand
For capital materials, check for _____________ , __________ , __________ of parts, purchase of new equipment, etc
(use of inspection checklist & inspection schedule)
maintenance; servicing
replacement
Controlling & periodic stock taking is necessary to avoid
-_________ /_________
-_________ & vandalization in the system
-bad or _________ equipment
wastage/inefficiency
thefts ; non-functional
Uses of materials records
Records of previous orders make subsequent orders quicker
and easier
_________ in the stock ledger provides information on _________________________
Helps workers to take ___________ for equipment and materials issued to them
Helps to identify responsible staff in case of ______ or ________
Records help in detecting discrepancies, wastage, theft in the system
Balance
when stock is running out
responsibility ; loss ; breakage
WORK SPACE
Managing space in a facility
i. Arranging work space
arrange space, & furniture / equip within it, such that work is done smoothly, __________ are better catered for, and __________ are minimal.
Arrange to allow enough ventilation & light in the clinic –
improve clinic ambience
Patients
Delays
WORK SPACE:
CONSIDERATIONS
Consideration of various aspects of work space facilitate smooth patient flow : -
Entrance – __________ & well __________
Service station – locate in the order of ______________
Service stations should be properly __________
Adequately lit & ventilated building
Adequate provision for expected _______ of pts, e.g. in epidemics, on immunization days
Good _______ system for cards/electronic medical records
conspicuous ; well labeled
service delivery ; labeled
Number ; filing
Reasons for arranging work (patient )flow : -
To reduce long _____________ hours
To enhance ____________ rendered to patients
clinic waiting
quality of care
Patient (Client) Flow Analysis
(PFA)
A simple, low-resource quality-improvement tool
Used to help identify ________________ at a health care facility and inform areas for intervention to help improve care delivery processes.
patient flow inefficiencies
Patient flow analysis
Involves two processes:
i. flow _________—provides a qualitative perspective of the process of care delivery,
ii. __________ measurement— provides quantitative data on time spent during the patient’s entire care delivery
process
mapping
cycle-time
TIME MANAGEMENT
Time Management:- refers to the process of _______________ such that the resource of time is efficiently and effectively deployed to achieve
optimum results.
planning activities
Time Management (2)
Tools that can be deployed in time management:-
Adequate ________
_____________
- Criteria for prioritization:
________ /________
________ /________
________ /________
________/________
Planning ; Delegation
very urgent /very important
very urgent /not important
not urgent /very important
not urgent/not important
Time Management (3)
2.
Assessment of time management within a health facility:
It is important to determine how time is being used by various members of staff from time to time, to ensure the system runs more efficiently.
A _________ can be used to find out how much time is spent on various activities during the day :
E.g. For a house officer :-
- Clinics - Case summaries
- Ward rounds - Call duty - Break periods
- Theatre sessions - Seminars / grand rounds
For medical officer, add
- Admin duties
Make a log of how much time is being spent in each of these activities daily
daily diary
Time Management
Time plans for activities in a health service:
__________ – this lists regular events / activities in a weekly grid
_______ – list used to list & arrange intermittent /irregular / variable events, and when they are to occur
____________ – a time plan for distributing work among staff, which is either an extra / additional duty,outside of normal working hours, or for different times in turn.
Time table
Schedule
Duty Roster
Time Management (5)
Time plans for activities in a health service (cont.):
________– a plan outlining a series of activities / events
Year ________ – overview of all these various time plans, & other incidental activities e.g. AGM
Programme
calendar
