Scope

This guide predominantly covers the Ward stock

consumables delivered by NHS Supply Chain however

the “best practice” principles can be adopted for all

other stock lines housed in Ward/Dept. storage areas.

Project Overview

Stock can be considered an asset or a liability dependent

upon the management techniques and resources

applied to ensure optimisation of stockholding.

Surplus stock can tie up valuable working capital and

impact upon the Trust’s cash flow position.

Obsolete stock equates to wasted monies impacting the Trusts budget line and poses a risk due to non-compliance with revised clinical or corporate governance policy.

Stock out situations can be costly in terms of risk to patient care and costly measures can occur to rectify the situation e.g. additional carriage charges, overnight deliveries etc.

It has been identified through the Productive Ward initiative;

Wards & Departments throughout the Trust require measures

implementing to help manage the management and

re-ordering/stocking of Ward consumables.

In order to achieve this objective, it is identified the ordering

process and stock management measures need to be more

streamlined, standardised and less time consuming.

Ward Stock Template

The ward stock template that has been devised by Procurement

can:

Promote a more efficient and effective way of ordering.

Help to standardise products throughout the Trust.

Assist other staff in ordering if the person responsible for weekly

ordering is on holiday/sick leave.

Identify some valuable cost savings along the way.

Ward Stock Template…….

The ward stock template has been utilised on Ward B22 as a pilot.

The setting up of the system involves Ward and Procurement

representatives working together to undertake initial assessment,

agree scope of initiative and develop roles and responsibilities to

embed the templates into new ways of working to optimise

benefits to the Ward setting.

Ward Stock Template…….

The supply chain reviews involve assessing current stock levels and

requirements and perform an evaluation of products used. This is

assessed by reports from previous orders.

The template is then completed with information on the current

products ordered from NHS Supply Chain, removing any items that

may no longer be required or may have been duplicated or

substituted by an alternative more cost effective product.

Ward Stock Template…….

Non- stock items may also be reviewed where appropriate which

can be switched to a stock line to aid or streamline ordering and

added to the template.

When completing the templates, it gives the Ward/department a

chance to de-stock items that may no longer be required or are out

of date. This will help to promote the arrangement of stock in one

correct and central location.

Weekly stock levels are then agreed based on previous reports on

usage.

Ward Stock Template…….The yearly usages are then divided up into weeks. This gives an

amount, as a guide of how much stock, of each individual product

should be ordered each week.

When templates are first set up this may not be a true figure, if

wards/departments have been over/under ordering or possibly

obtaining products from another area. Therefore for the first few

months of using the template it may mean that the stock levels for

individual products could need increasing or decreasing.

Ward Stock Template…….

The template sets out to reflect the order that the stock appear on

the shelves. This approach helps the weekly replenishment

exercise as all products on the shelves run in conjunction with the

order of the template.

NHS Supply Chain On Line Ordering

An electronic copy of the ordering template is then

replicated in the on-line ordering system to aid the speed of

ordering time.

Once the order has been placed stock will arrive from NHS

Supply Chain in the same way as before.

Usage Reports

These can be produced by the procurement team when

required or Ward representatives instructed how to run

reports where required. Good record keeping is essential to

inform product variations in demand, type and cost.

Reviews

It is advisable that a review of the stock levels and type of

stock held should be carried out at least every 4-6 months to

ensure the levels are still correct.

Evaluation

Reports on usage and spend are gathered and mapped

against patient activity to mirror periods before the template

was introduced and afterwards.

Through the commitment of staff working together a

reduction in spend and lines purchased can be identified, this

evidence will demonstrate the system is working effectively.

Critical Stock Lines

It is essential all wards and departments identify their

Top 5 critical supply lines that are essential to patient

care and business continuity and agree with

procurement acceptable alternative products in the case

of supply or manufacturing problems.

An electronic copy of the ordering template is then

replicated in the on-line ordering system to aid the speed of

ordering time.

Stock Delivery Cycles

Every department have their own unique transfer point and

delivery day.

The delivery day for your ward / dept. can be found by

logging onto the supply chain online ordering system and

selecting your transfer point (KAxxxx).

Stock & R&D EnquiriesFor stock queries please email

procurementstockhelpdesk@elht.nhs.uk

For Receipt and Distribution (R&D) queries please ring

01254 733074

Internal extension: 83074

PROCESS FLOW CHART

Procurement Role & ResponsibilitiesTo meet with identified Ward representative and establish robust working relationshipTo visit the ward/dept. to review current storage areas and ordering methodsTo provide advice re: the flowchart and use of the templatesTo provide relevant reports and estimated stock levelsTo review standardisation opportunitiesTo revisit the process and meet the Ward representative every 4-6 months at Ward request

Ward/Dept. Responsibilities To meet with identified Procurement representative and

establish robust working relationship To accompany procurement representative on the ward

tour of stock cupboards and discuss process To use the templates and allocate resource to conduct

necessary initial stock takes To agree stock levels and sign off with Ward

Matron/Manager To work with procurement to promote product

alternatives and embed revised stockholding on the ward/dept. Agree to review stockholding and usage each 3-5 months

and schedule an appropriate meeting with procurement representative.

To inform procurement of Ward/dept. Top 5 critical lines and alternative products for business continuity

requirements