Executive - Stores

"Job Description

Designation: Junior Executive/Executive-Stores

Department : Stores

Reporting to : Centre Head

Duty Hours: As per schedule intimated from time to time

Dress Code : Specified uniform with ID

Qualification: Graduate/Post-Graduate

Experience: 1- 3 years

Review of Indents

Requisition for routine items general items are received from Departments/Section. This is checked against stock in hand further action taken to supply the item.

Items are stored in stores preferably with GRN marked on packing in the defined locations.

Stock Verification

Verification of stock is done every month. It includes ground balance with the figures shown in the stores ledger. The department prepares a monthly report of the Purchase summary (category wise), Items issued during the month and the closing stock at the end of each month and submits the report to the Dean for evaluation.

Inventory Control

The Hospital recognizes the importance of adequate supply of items in providing quality healthcare to the patients. Inventory Control is essential to achieve economy as well as supply of items in time.

Lead Time

The lead time for general items is almost zero as the hospital at the time awarding contracts includes a clause for the same; hence the suppliers are legally bound to supply such items at the earliest.

For items like Laboratory reagents the lead time is 14 days. The lead time for equipments and other such items is usually higher as it involves not only delivery lead time but also administrative lead time as administrative can take before given the final approval for its purchase.

Re-order Level

The physical position of the stock is reviewed every month. Orders are placed depending on the stock on hand, rate of consumption and the lead time in such a way that the stock does not fall below the usage rate prior to the next review. The reorder level for each items fixed is fixed on the basis of its average consumption. The reorder level for each item has been calculated and can be referred for further details.

Medical Equipment, Computer System etc are purchased and directly installed at the site of operation. In that case after successful installation of the item the transaction is recorded in the Material Issued Register.

Non-moving goods

All items are checked and - a list of non moving items is prepared, segregation is done item wise supplier wise. This list is sent to users through Center Head for inventory control. Rejection after initial acceptances are received in store are intimated to suppliers and sent through rejection note gate pass for replacement.

Scrap items are returned to stores, which are kept separately marked in identified area. These are sold as scrap. Routine checks are done in store stocks (including annual) and for storing condition. Any discrepancy found is recorded.

Disposal/ Condemnation

Incase of non consumables like capital equipment, instruments, linen, furniture etc excess stock may build up in the user department. In that case the user department returns the excess stock to the stores so that the same can be distributed to other departments.

The Head of the User Department is responsible to ensure that there is no misuse wastage of any items.

The hospital also undertakes periodic write off of the items which are not fit to be used.

The store maintains complete details about each item in the hospital including their expiry dates. The store immediately disposes any expired items.

The user department informs the store in writing about any equipment etc which are to be disposed. The store immediately makes arrangement for removal of the same from the user department. Before removing the equipment Cannibalization of parts is done so that the usable parts of discarded machine can be used in future for other machine of the same type. An item for which there is a scrap value are sold.

The store also takes necessary steps to destroy or burn expired items so as to prevent its unethical reuse.

Minimizing Loss and pilferage Access to the store is limited. Only authorized store personals can enter the main storage area. Every day evening before the store personals leave, the closing stock at the end of the day is evaluated and the store is locked. No person except the Store In charge is allowed to open the stores. Incase of Emergency the stores can be opened with the permission of authorized person.

The hospital has also introduced a system of internal audit to keep a close vigil on the activities of the store. The Internal Audit Committee makes periodic audit of the store at the end of every quarter. The Store Official has to submit detailed report to the Audit Committee. Consumption Pattern

The General Department makes graphical analysis of the consumption pattern of different kind of products every month and compares the same with that of the previous month so as to be able to understand the change in the consumption pattern of the items for different category of items. Consumption pattern analysis helps the department in demand forecasting and material planning.

The total quality consumed for each category of item is calculated.

Material Issues

Scope: Hospital wide

Distribution list: All department