QUESTIONS AND ANSWERS | MEDICAL STORE KEEPING | DOWNLOAD PDF

 1. Which of the following stock classification method can be labeled as “A1-A”                (1 mark)

A. Commodity coding

B. Random bin

C. Alphabetical by generic name

D. Clinical indication

E. System level

 

2. FEFO stands for………………………………………                               (1 mark)

A. First expired first out

B. First expired first outlined

C. First expired first owned

D. First expired first omitted

E. First expired first outdated    

 

3. Which of the following products require cold chains storage                     (1 mark)

A. Insulin injection

B. Diclofenac injection

C. Gentamycin injection

D. Ampicillin injection

E. Ceftriaxone injection

 

4. Arrangement of shelves between lines and width should not be :-              (1 mark)

A. Less than 90m  

B. Less than 90cm

C. Less than 90mm

D. Less than 90km

E. Less than 90dm

 

5. Refrigeration storage condition with respect to temperature range is……(1 mark)

A. -2°C - 30°C

B. -15°C - -25°C

C. 2°C - 8°C

D. 5°C - 25°C

E. 15°C - 25°C

 

 

 

 

 

6. If stock count and theoretical balance agree, then the stock is said to be………..                                                                     (1 mark)

A. Positive reconciled

B. Negative reconciled

C. Reconciled  

D. Buffer stock

E. Issued stock

 

7. All health facilities in charges with unserviceable medical stores should report to the District Medical officer’s (DMO) office using form ……...    (1 mark)

A. S.F 15

B. S.F 14

C. S.F 13

D. S.F 12

E. S.F 11

 

8. Secure storage is most important for …………                                           (1 mark)

A. Keeping insulin   

B. Keeping Dextrose

C. Keeping blood serum  

D. Keeping vaccines  

E. Keeping high valued supplies  

 

9. During the process of handing over the store …………………..               (1 mark)

A. Signature of the handover report is not necessary

B. High valued items must be checked randomly

C. All items should be checked as always if they tally with records

D. Handing over should be to the medical officer

E. All shortfalls or surpluses should be discarded before handing over

 

10. Issue and Receipt Voucher (IRV) used in…………..                              (1 mark)

A. Push system

B. Pull system  

C. Push and pull systems

D. Pull more than push system

E. Push more than pull system

 

 

 

 

 

 

 

 

 

 

SECTION B: MULTIPLE TRUE/FALSE QUESTIONS – 20 MARKS

 

· This section consists of 8 questions each with 5 multiple True/False statement

· Each question carries 2.5 marks, (i.e. each multiple True/False carries 0.5 marks)

· Write TRUE for correct statement and FALSE for incorrect statement in capital letters in SPACE provided.

· T or F and true or false will NOT be marked

 

1. Which of the following statement is correct concerning factors affecting quality of medicines and medical supplies                                                              (2.5 marks)

A. T…. light sensitive medicines shall be stored in amber color bottles

B. F…. light sensitive medicines shall be packed in the plastic container

C. T….light sensitive medicines shall be protected away from direct sunlight

D. F….keep medicine container’s lid closed 5 minutes after opening

E. F….dehumidifiers are used to prevent medicines against sunlight

 

2. Regarding temperature control of medicines and medical supplies        (2.5 marks)

A. F… refrigerator temperature shall be recorded once a day

B. T… refrigerator temperature shall be 2 – 8 degree centigrade

C. T….refrigerator temperature shall be recorded 3 times daily  

D. T….refrigerator temperature shall be as recommended product temperature

E. F…. refrigerator temperature shall be 15 – 25 degree centigrade

 

3. The following statements are TRUE, regarding bin cards except           (2.5 marks)

A. …F…. each item should have more than one bin card

B. …T…. bin card can be used for receiving medicines   

C. …T…. each item should have its own bin card

D. …F…..a record used for dispensing of medicines

E. …T…. contains similar information to ledger book

 

4. Concerning procedures for receiving medicines and medical supplies, the following statements are correct                                                              (2.5 marks)

A. …T…delivery note with sales invoice should be used to compare receipts

B. …T… products received should be entered to both bin cards and store ledger

C. …F….in case of discrepancy, R & R form should be filled and sent to MSD

D. …T…receiving room shall meet product specifications

E. …F….once received cold chain medicines shall be stored at room temperature

 

5. Regarding criteria for establishing zones within a store, which statement is true?       (2.5 marks)

A. …F…. security for controlled drug products is determined by international laws

B. ...T…. cold chain loads, may require only a single refrigerator

C. ...T… each product must be put away in a zone as manufacturers recommendation

D. …F….zoning plan should be fixed to specific drug product

E. …T…..in case of no choice for storage in refrigerators, store on floor pallets

 

6. Which of the following statements are correct, concerning fluid location

(2.5 marks)

A. …T…each location is assigned a code

B. ....T... in case of insufficient space, other stock items may be moved

C. ....F... system does not require computerized bin location 

D. …F…it is characterized by low security, hence increased theft

E. .....F....storage spaces may be wasted

 

 

7. The following is true, regarding semi fluid location                               (2.5 marks)

A. …F…. picking stock is always kept in different places

B. …T….picking stock is always kept in the same place

C. …T….picking stock is placed at convenient height

D. …T….in case of new products, picking bays are subdivided to create spaces

E. …F….it is a space efficient as fluid location

 

8. Concerning stock classification alphabetically by generics the following is true, except                (2.5 marks)

A. …T… attractive in peripheral store that store small number of stocks

B. …F… it is not applicable to larger health facilities

C. …T… relabeling is required when NEMLIST is revised or updated

D. …F… applicable to anti-infective items only  

E. …T… does not consider appropriate zones (e.g. temperature, safety etc..,)

 

SECTION C: MATCHING ITEMS QUESTIONS – 10 MARKS

 

· This section consists of 2 parts of questions each with 5 matching items

· Each question carries 5 marks, (i.e. each matching item carries 1 mark)

· Match corresponding capital letter from item B to that of item A in the SPACE provided.

 

PART I

 

Match the following items A, regarding quality of medicine with most correct correspondence that provided in items B

 

S.No

ITEM A

ITEM B

i. 

...D..Heat

A. Iodine tincture

ii. 

...E..Temperature

B. Vaccines

iii. 

...F..Humidity

C. Reaction with the oxygen

iv. 

...A..Light

D. Protein denaturation

v. 

...B..Freeze

E. Melting of some compounds

 

 

F. Growth of fungus and mould in the stored medicines

 

 

G. Recorded at least four times daily

 

 

H. Cause changes to yellow colour

 

 

 

PART II

 

Match the following items A, regarding storage of medicines and medical supplies with most correct correspondence that provided in items B

 

S.No

ITEM A

ITEM B

i. 

...F..Normal storage

A. Measure temperatures at coldest time of the day

ii. 

...D.. Refrigrator storage

B. Measure temperatures at hottest time of the day

iii. 

...E.. Cold storage

C. Narcotics

iv. 

...C...Secure storage

D. Temperature range 2ᴼC-8ᴼC

v. 

...B...Thermometer

E. Insulin injection

 

 

F. Temperature range 15ᴼC-25ᴼC or up to 30°C

 

 

G. Temperature range 25ᴼC-28ᴼC or up to 30°C

 

 

H. Diclofenac injection

 

 

 

 

 

 

 

 

SECTION D: SHORT ANSWER QUESTIONS – 40 MARKS

· This section consists of 8 short answer questions

· Each question carries 5 marks, (i.e. as indicated)

· Briefly write the correct correspondence in the SPACE provided

 

1. A: Fill the table below regarding signs of medicines and medical supplies deterioration             (4 Marks)

s.no

Medicines/medical supplies

Sign of deterioration

1.

Compressed tablets                                    

swollen, crumpled and damp

2.

Ointments                                                    

melted

3.

Adrenaline injection                                    

changes to brown colour

4.

Medicine containers                                    

holes or marks

 

B:  Given Formula:

Opening balance + Received This Period ± Lost/Adjusted Closing Balance = Estimated Consumption. Fill the blank. (1 mark)

 

2. Briefly explain what do you understand by the term “Quality of Medicine and medical supplies”                   (5 marks)

 

Suitability of health commodity for the intended use (1 mark) 

Thus, several aspects are of importance are efficacy and safety(1 mark) of the product conformity with specifications in terms of identity, strength, purity and other characteristics (2 marks) as specified in pharmacopoeia or pharmaceutical regulations.(1 mark)

 

3. A:  List two (2) Stock records required for receiving medicines in a store.

(2 marks)

Verification and claim form

Goods Received Note ( GRN )

B: A: Mention three (3) types of location within zones                           (3 marks)

· Fixed location

· Fluid location

· Semi-fluid location

    

4. A: Define the term “zoning”                                                                   (2 marks)

Is the process of separating an area (building or room, a locked cupboard, a refrigerator, a freezer, or a cold room), which should provide distinct environmental conditions, a certain level of safety or the required level of security.

B: Mention three (4) advantages and two (2) disadvantages of commodity coding                               (3 marks)

             Advantage:(2 marks @point 0.5 marks)

§ Same logical order inherent in the coding

§ No pharmaceutical knowledge needed

§ Groups often correspond to required storage conditions

§ Applicable to all items

§ Increases security, but still allows items to be identified by those staff who have access to the coding key.

Disadvantages:(1 mark @point 0.5 marks)

§ Codes must be known or looked up

§ Order may not be entirely consistent

 

5. Define the following Terms as applied in Stock Control of Medicines and Medical Supplies (5 marks, @point 1 mark)

a. Inventory

The stock on hand at any given time

b. Lead time

The time interval between when new stock is ordered and when it is received and available for use

c. Pull (request) system

In a pull system, quantities to be issued are determined by personnel who receive the supplies

d. Push (allocation) system

In a push system, quantities to be issued are determined by personnel who issue the supplies

e. Re-order level

Is the level of stock when you place an order

 

6. Enumerate five (5) criteria that may render the product unserviceable during inspection and physical inventory in which the medical stores in charge should look for                                                      (5 marks, @point 1mark, any 5 points)

 Expiry

 Damage

 Contaminated items

 Items instituted for recall

 Un repairable or obsolete medical equipment

 Prohibited

 

7. Mention four (4) steps in the process of handing over the store by staff working in the store (5 marks, @point 1.25marks)

· If there is a change of staff, both the incoming and outgoing stores officers are recommended to take the following steps

All items held in stock should be checked to ensure they tally with the records. 

If it is not practicable to check all items during the handover, the incoming officer should select randomly a number of items for checking, particularly those of high value.  

 Any surpluses or shortfalls of items identified should be documented and reported to senior officers.

The outgoing and incoming officers should sign a handover report for record purposes

 

8. A: Mention five (5) criteria for establishment of  zones within the store                                          (5 marks, @point 1 mark, any 5 points)

· Required storage temperature and humidity

· Size of the product

· Volume of batch

· Weight of batch

· Requirement for special storage equipment

· Dangers posed by products

· Required level of security

· Requirements of national legislation

 

SECTION E: GUIDED ESSAY ANSWER QUESTIONS – 20 MARKS

 

· This section consists of 2 guided answer questions

· Each question carries 10 marks

· Write an essay at most 2 pages by corresponding correctly in the SPACE provided

· NOTE: Mention or listing points will not be marked

 

1. Describe nine points on “zoning of stock” within the store of medicines and medical supplies     (10 marks)

INTRODUCTION

Ø Definition of zoning (0.5 mark)

Is the process of separating an area (building or room, a locked cupboard, a refrigerator, a freezer, or a cold room), which should provide distinct environmental conditions, a certain level of safety or the required level of security.

 

MAIN BODY (@point 1 mark)

 

Ø Zoning of Stock within the Store

 

Ø Medicines and medical supplies must be stored in a zone/part of the store with the correct combination of temperature and security as well as the required level of safety and security. This initial zoning process is the most basic way in which supplies can be arranged.

Ø Follow to the extent possible, the product manufacturer’s storage conditions

Ø If no specific storage conditions are given, normal storage conditions apply. Normal storage conditions for medicines have been defined as storage in dry, well-ventilated premises at temperatures of 15ᴼC-25ᴼC , or depending up climatic conditions, up to 30ᴼC (WHO 2003).

Ø The 15ᴼC to 25ᴼC-30ᴼC temperature zone is assumed to be air-conditioned and humidity controlled. In temperate climates this temperature range can be achieved without air-conditioning, but humidity control may still be necessary

Ø Each storage zone should have at least one thermometer, and temperature should be recorded daily at the hottest time of the day.

Ø Storage at uncontrolled room temperature:

Many stocks can be safely stored at uncontrolled room temperature.

Ø Cold storage:

Example of drug products which usually require refrigeration:

§ insulin

§ Ergometrine for injection

§ vaccines,

§ antitoxins

§ sera and blood products

§  test kits/diagnostic tests

These must be stored in refrigerator or cold chains because their potency depends on cold storage.

Ø Secure storage:

This is necessary to protect drug products, which have higher risk of theft, or to comply with national laws

Narcotics and other controlled drugs should be kept in a secure room, a safe or steel cupboard/ cabinet to prevent access to unauthorized persons

The keys to the secure store should be kept in a safe by a store in-charge

Entry to the store must be controlled or restricted

Ø Flammables e.g. alcohol/spirit, halothane, ether, must be stored in special buildings or rooms. A separate building is the best because it greatly reduces the risk of a fire spreading to the main store. The flammables store must be well ventilated and fire proof; use water paints on the walls.

 

CONCLUSION (0.5 marks)

Concluding the above mentioned points

2. Briefly explain SIX (6) Procedures for Receiving of medicines and medical supplies                          (10 marks)

 

INTRODUCTION (2.5 marks)

Ø Receiving of medicine and medical supplies  (1 mark)

Is a process of receipt medicine and medical supplies from selected qualified vender.

 

· When receiving medicines and medical supplies the following information should recorded in the store ledger and bin card: (1.5 marks, @point 0.5marks)

 date of received medicines and medical supplies

the name of the supplier 

quantity of medicines and medical supplies received Unit price

 

MAIN BODY (6 marks, @point 1 mark)

 

Procedures for Receiving Medicines and Medical Supplies

 

Ø Within a facility, items should be received by the pharmaceutical personnel and approved by Hospital/health facility Therapeutic Committee (HTC)

Ø Products received should also be entered into stock cards/bin cards and the store ledger 

Ø  Delivery note and sales invoice should be used for comparing  with the actual receipts

Ø If any discrepancy is observed, verification claim forms must be filled out and sent to MSD or other suppliers

Ø A room for keeping pharmaceutical products should meet all the specification required 

Ø Keep medicines and medical supplies in their appropriate storage conditions e.g. refrigerated  medicines to be kept in the refrigerator

 

Conclusion by concluding the above points (1.5 marks)

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