PHI Pharmacist : INDENTING AND RECEIPT

An indent is an official order or requisition for medicine and supplies from a medical store and the process of requesting is called indenting.

Under National Tuberculosis Elimination Programme (NTEP), online indenting of drugs and consumables is done using the Ni-kshay Aushadhi web portal.

There are different types of requests raised through Ni-kshay Aushadhi:

1. Quarterly request
   1. From State to Central TB Division (CTD), District Drug Store (DDS) to State Drug Store (SDS) and Tuberculosis Unit (TU) to District Drug Store (DDS) on a quarterly basis.
   2. Quarterly replenishment of drug stocks with districts shall be based on the reports submitted by them in NI-kshay Aushadhi, providing complete details of opening and closing stocks, receipts, consumption and anticipated requirement.
2. Monthly request
   1. From Peripheral Health Institution (PHI) to DDS on a monthly basis.
3. Additional Drug Request (ADR)
   1. Supplies to District TB Centres (DTCs) against Additional Drug Requests (ADRs): There are likely to be occasions when the quarterly supply of drugs to DTCs as above, is insufficient to meet the needs of the district and additional drugs are required in advance of the next quarterly shipment. In such cases, the concerned DTC is required to prepare and submit an Additional Drug Request to the State TB Officer (STO), providing details in support of the supplementary requirement. 
   2. The need for an ADR arises only if the more patients put on treatment in the previous month in a quarter goes up, resulting in an insufficient stock in the store. To get the additional supply from CTD/ SDS/ DDS/ TU, an ADR for each item needs to be submitted by the SDS in charge/ District TB Officer (DTO)/ Medical Officer- Tuberculosis Control (MO-TC). Before sending the ADR, one should consider and track the drugs that have been already released and are being transported from central/ state/ district/ TU stores.

   Figure: Different Types of Drug Requests as Part of Indenting in NTEP through Ni-kshay Aushadhi Web Portal; Source: Ni-kshay Aushadhi Portal.

Resources

• Standard Operating Procedures Manual for State Drug Stores, Central TB Division, MoHFW, GoI, 2012.

Assessment

Process of Requesting Supplies in Ni-kshay Aushadhi

Depending upon the requirement of drugs and other supplies, the following two types of requests are generated through Ni-kshay Aushadhi:

1. Request for routine quarterly supplies

After the analysis of information provided in the QRPML, the pharmacist determines the drug requirements of the district for the next quarter and accordingly generates a request for the supply of the same through Ni-kshay Aushadhi. Such requests are known as the request for routine quarterly supplies.  

2. Request for the supply of additional drugs/Additional Drug Requests (ADR)

In case, the quarterly supply of drugs is insufficient to meet the needs of the district, additional drugs are required. A request generated on Ni-kshay Aushadhi for the supply of these requests is known as Additional Drug Requests (ADR).

Process overview

Detailed stepwise procedure:

Step 1: Go to the Ni-kshay Aushadhi website and click on login. Enter your user ID, Password, and then captcha text and click login.

Step 2: Reach the Quarterly/Monthly/ADR Request window following the path       Home>Services>Drug request Management> Quarterly/Monthly/ADR Request Advice and select your store. Click on the ‘generate request’ tab to raise a new request.

Figure 1: Creating a new drug request; Source: Ni-kshay Aushadhi Portal.

Step 3: Specify the type of the request (quarterly/monthly requests or ADR), select the indenting store and press the 'go' tab.

Step 4: A list of the drugs will appear in the subsequent window. Choose the drug(s) to be requested either by searching the name in the search tab or by selecting the drug(s) directly from the list. Fill in the average quarterly consumption and the required quantity of the drug in the relevant fields and click save to generate the indent.

Figure 2: Drug requesting window in Ni-kshay Aushadhi; Source: Ni-kshay Aushadhi portal

The indent generated can be viewed, modified, or cancelled from the main menu of ‘Quarterly/ Monthly/ ADR Request Advice, window.  

Figure 3: Indent generated

Source: Ni-kshay Aushadhi portal

Resource

Ni-kshay Aushadhi Manual-Central TB Division, Ministry of Health and Family Welfare, Government of India.

Assessment

The State Drug Store (SDS) pharmacist should follow certain procedures after receipt of supplies.

Figure 1: Overview of procedures following receipt of supplies by a State Drug Store (SDS)

Visual Inspection :

1. The check shall be limited to visual inspection and count of the number of cartons received and matching the same with the Issue Voucher and Challan. The Storekeeper will not ordinarily open sealed cartons unless the seal and/or exterior suggest damage or shortage or there have been frequent shortages observed in the recent past. 
2.  In case, where the GMSD/CMSS has opted to make part shipments, the Storekeeper shall record details of drugs received and the balance quantity pending supply. The Storekeeper shall follow-up closely with the supplier.

Shortages and/ or transit damages:

1. In the case of shortage/ damage determined by the Storekeeper through visual inspection s/he shall take the precaution of opening the seals of all cartons received and carefully checking their contents down to the lowest packaging unit.
2. Ideally, SDS should take custody only of undamaged stock from the perspective of the drugs in question being in a good enough condition to be administered to patients. SDS storekeeper shall segregate and preserve damaged stocks till further instructions are received.
    

Recording and Reporting

1. In the case of shortage/ damage/ discrepancy in the quantity of drugs actually received vis-à-vis that indicated as per the transmission/ authorization document, record complete details of the same in the ‘Remarks’ column of the SR & NA and highlight the same.
2.  In case transmission documents are received prior to receipt of drugs, entry shall not be made in the SR on the basis of such documents viz. RO, Issue Voucher / Challan. 
3. Alternatively, if drugs are received prior to receipt of transmission documents, entry in SR shall be made only after their receipt and confirmation as to the quantity supplied by respective sending unit.)

Resources

Standard Operating Procedures Manual for State Drug Stores, Central TB Division, Ministry of Health and Family Welfare, Government of India. 

Assessment