Introduction to Hospital Store Procedures

Introduction to Hospital Store Procedures
Purpose: Provide a concise, easy‑to‑read guide for staff who manage or interact with the hospital’s central supply (store) functions.

1. What Is a Hospital Store?

2. Core Process Flow

Demand → Requisition → Approval → Purchase → Receiving → Put‑away → Storage
      ↓                                            ↑
   Issue/Distribution ← Inventory Control ← Cycle Count/Physical Count

1. Demand Generation – Clinical staff identify a need (e.g., syringes, wound dressings).
2. Requisition – Completed via electronic system (e.g., ERP, inventory software).
3. Approval – Supervisor or automated workflow validates budget/stock levels.
4. Purchase – Store places order with approved vendors.
5. Receiving – Verify quantity, product code, expiration dates, and condition.
6. Put‑away – Assign items to designated storage locations (shelf, bin, temperature zone).
7. Storage – Maintain optimal conditions (temperature, humidity, security).
8. Issue/Distribution – Items are released to requesting units, logged for traceability.
9. Inventory Control – Ongoing monitoring, periodic cycle counts, and annual physical counts.

3. Key Procedures

3.1 Receiving & Inspection

3.2 Put‑away & Storage

3.3 Issue/Distribution

1. Request receipt – Verify request form or electronic order.
2. Stock check – Confirm availability; if insufficient, trigger back‑order.
3. Pick – Use barcode scanner or RF device to pull correct item(s).
4. Verify – Cross‑check item, lot/serial number, and expiration date with the request.
5. Document – System logs user, location, quantity, and time of issue.
6. Deliver – Hand over to unit; obtain signature if required for high