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

In supply chain management under the National TB Elimination Programme (NTEP), the term receipt refers to the act of receiving anti-tuberculosis drugs and other commodities by the State Drug Stores (SDSs) in response to the requests made by the states.

• Central Medical Services Society (CMSS) and Government Medical Store Depots (GMSDs) are the primary stocking points for receipt of anti-TB drugs from the manufacturers and distribution to SDSs across the country.
• Although the majority of the drugs received by the SDSs will come from the GMSDs, the SDS may receive drugs from various other sources.

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Figure: Sources from which SDS receives drugs

• Receipt of the drugs from the GMSDs and SDSs (in other states) is coordinated by the Central TB Division (CTD), usually in response to quarterly reports/ additional stock requests made by the State TB Officers (STOs) or the District TB Officers (DTOs).
• Transfers from SDSs of another State are based on the instructions issued by the CTD to correct stock imbalances or risk of expiry observed in the state.
• The drugs received from the SDS/ DTC of the same state are usually a direct consequence of instructions issued by the STO to correct stock imbalances observed within the state.
• Return from District Drug Store (DDS)/ Nodal Drug-resistant TB Centre (N-DRTBC) in case of default/ death/ treatment stopped patients .
• Likewise, DDS, Tuberculosis Units (TU) & Peripheral Health Institutions (PHI) also receive drugs from parent stores and under a few circumstances, return from sub–stores.

Resources

• Standard Operating Procedures Manual for State Drug Stores, 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

Government Medical Store Depots (GMSDs) & Central Medical Services Society (CMSS) are the primary stocking points for receipt of anti-TB drugs and other supplies from the suppliers and distribution to State Drug Stores (SDSs) across the country.

The distribution of these drugs to SDSs is guided by the Release Orders issued by the Central TB Division (CTD-RO).

The receipt of these supplies needs to be recorded in the acknowledgement desk of Ni-kshay Aushadhi.

Process Overview

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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 ‘Acknowledgement Desk’ window following the path: Home > Services > Receive > Acknowledgement Desk.

Step 3: From the list of supplies, select the request type, i.e., the supply for which acknowledgement is being done. Click on the ‘Acknowledge’ tab to open the window showing details of this supply.

Step 4: Fill in the information about the quantity received, damaged quantity and shortage quantity in the respective columns. Click the save tab to generate the acknowledgement voucher. The voucher can be saved or printed as per the need.

Figure 2: Entering details in Acknowledge Desk of Ni-kshay Aushadhi; Source: Ni-kshay Aushadhi Portal.

Note: In case of partial supply, the actual quantity received will be entered in the ‘Received Qty’ column and the balance quantity will automatically be reflected in the ‘Balance Qty’ column. The acknowledgement of such supplies shall remain pending for the balance stock.

Figure 3: Saving Details; Source: Ni-kshay Aushadhi Portal.

Resources

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

Assessment

It is one of the processes employed for receipt of supplies in case of transfer from another State Drug Store (SDS) in Ni-kshay Aushadhi. 

Process Overview

Figure 1: Overview of process of receipt of supplies for SDS from other states

 Stepwise process

The following steps are followed to acknowledge the receipt of drugs transferred by the SDS of other state/s:

Step 1: Go to the 'Ni-kshay Aushadhi' website and click on login. Enter your User ID, Password, Captcha text and click login.

Step 2: From the ‘Home menu’, click on the ‘Receive’ tab and then  the ‘DTA receipt’. The system will show all the requests which have been issued by the parent store and is pending to receive.

Step 3: Select the record to be acknowledged and click on ‘Acknowledge’ tab.

Figure 2: Drug Transfer Advice receipt in Ni-kshay Aushadhi

Source: Ni-kshay Aushadhi portal

Step 4: Enter the Received Quantity. Note that if the Received Quantity is less than the Issued Quantity, the difference should be entered in Shortage Quantity. Also, if the package has been damaged during transport, the quantity should be entered in the Damage Quantity column.

For example, after physical verification of the supplies, the pharmacist observes that out of 100 boxes, 15 are damaged. He/she will acknowledge the receipt of 100 boxes in the Received Qty. column but will also enter the value 15 in the Damaged Qty column. On the other hand, if the pharmacist has found only 90 boxes in place of 100, he/she will acknowledge the receipt of only 90 boxes in the Received Qty. column and enter the missing 10 boxes in the Shortage Qty. column.

Figure 3: Entering details of drugs received

Step 5: Click on the ‘Save’ tab. The drugs are now received and have been entered into the inventory successfully. At the end of the process, the system will generate a voucher that can be saved or printed as needed.

Resource

Nikshay Aushadhi Manual;Central TB Division, Ministry of Health and Family Welfare, Government of India.

Assessment

In addition to the Central and State supplies, stores might receive supplies from third party in the form of donations. The process of recording this receipt in Ni-kshay Aushadhi is described below

Process overview:

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Figure 1: Process of receipt from third party

Stepwise procedure involved in the receipt of supplies from third party:

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

Step 2: From the ‘Home Menu’, under the ‘Services’ section click on ‘Receive’ tab and then on the ‘Receive from Third Party’ tab.

Step 3: From the ‘Receive from Third Party’ window select the store name and the sender’s name from the dropdown menu in the ‘Store Name’ and ‘Received from’ sections respectively. Select the receiving date and then click on the ‘Go’ tab.

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Figure 2: 'Receipt from third party' window in Ni-kshay Aushadhi

Source: Ni-kshay Aushadhi portal

Step 4: Fill in the details about the supply received in the respective columns in the next window and then click on the ‘Add’ tab.

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Figure 3: Adding details of supply received from third party

Source: Ni-kshay Aushadhi portal

Step 5: Once the item is added it’s complete details will be displayed at the top of the window. You can add more items if required following the steps mentioned above. Once all the items have been added click on the ‘Save’ tab so that the supplies are added into your inventory. The system will generate a voucher which can be saved or printed as per the need.

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Figure 4: Saving the details of receipt from third party

Source: Ni-kshay Aushadhi portal

Resource:

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

Assessment