Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

HLTPHA004 Mapping and Delivery Guide
Order, maintain and distribute pharmaceutical stock

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency HLTPHA004 - Order, maintain and distribute pharmaceutical stock
Description
Employability Skills
Learning Outcomes and Application This unit describes the skills and knowledge required to maintain a pharmaceutical stock control system and distribute pharmaceutical products. This unit applies to pharmacy assistants and technicians working under the supervision of a pharmacist.The skills in this unit must be applied in accordance with Commonwealth and State/Territory legislation, Australian/New Zealand standards and industry codes of practice.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.

Skills must have been demonstrated in the workplace or in a simulated environment that reflects workplace conditions. The following conditions must be met for this unit:

use of suitable facilities, equipment and resources, including:

stock reporting and data systems

prescriptions and medication orders

pharmaceutical references

modelling of industry operating conditions, including time constraints for stock control activities

Assessors must satisfy the Standards for Registered Training Organisations (RTOs) 2015/AQTF mandatory competency requirements for assessors.
Prerequisites/co-requisites
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Elements define the essential outcomes
       
Element: Procure stock
  • Identify items and quantity required for order, according to predetermined minimum and maximum stock levels
  • Obtain requisition requirements from authorised personnel
  • Source supplier according to organisation procedures and contractual obligations
  • Interpret information to identify availability and cost of item and provide information to pharmacist
  • Generate and place order following approval by delegated staff member
       
Element: Process new stock
  • Accept delivery of stock and match delivery documentation with stock delivered
  • Check condition of stock and expiry date and report deviations to the appropriate person
  • Reconcile stock with order or control lists and report discrepancies to the appropriate person
  • Inform pharmacist of medicines with specific recording requirements according to legal requirements and local policy
  • Maintain batch traceability
  • Accurately complete data capture requirements, including reconciliation of statements and invoices
  • Comply with organisation procedures to return stock to supplier
       
Element: Handle and maintain stock
  • Store stock according to stock storage and rotation requirements
  • Maintain conditions to minimise risk of contamination
  • Monitor stockon a regular basis, including minimum and maximum stock levels, and report deviations to the appropriate person
  • Monitor and maintain correct storage requirements and report deviations to the appropriate person
  • Maintain accurate location maps
  • Check security compliance and report irregularities to the appropriate person
       
Element: Select and pack item order
  • Select and pack items according to order requirements
  • Complete data entry requirements associated with processing orders
  • Check labelling, specific handling instructions and delivery information for accuracy in line with identified requirements
  • Check packaging is completed according to specific instructions
       
Element: Dispatch orders
  • Check delivery documentation for accuracy and follow requirements
  • Implement packaging and handling procedures to ensure the security, integrity, cold chain maintenance and breakage avoidance of delivered goods
  • Complete medicine registers and other documentation accurately, as required
       
Element: Process returned stock
  • Inspect returned products for their expiry date and integrity, and place in designated area
  • Place reusable returned stock in appropriate designated area
  • Dispose of unusable returned items according to organisation procedure
  • Complete inspection documentation accurately and forward for authorisation
  • Maintain accurate records and complete credit process in a timely manner
       
Element: Assist in stocktaking procedures
  • Check stock lists of all items for stocktaking
  • Reconcile actual stock against stock lists
  • Count stock and check expiry dates
  • Identify stock discrepancies and report to the appropriate person
  • Determine minimum and maximum stock levels and report to the appropriate person
  • Complete and maintain accurate stocktake documentation
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENT

PERFORMANCE CRITERIA

Elements define the essential outcomes

Performance criteria describe the performance needed to demonstrate achievement of the element

1. Procure stock

1.1 Identify items and quantity required for order, according to predetermined minimum and maximum stock levels

1.2 Obtain requisition requirements from authorised personnel

1.3 Source supplier according to organisation procedures and contractual obligations

1.4 Interpret information to identify availability and cost of item and provide information to pharmacist

1.5 Generate and place order following approval by delegated staff member

2. Process new stock

2.1 Accept delivery of stock and match delivery documentation with stock delivered

2.2 Check condition of stock and expiry date and report deviations to the appropriate person

2.3 Reconcile stock with order or control lists and report discrepancies to the appropriate person

2.4 Inform pharmacist of medicines with specific recording requirements according to legal requirements and local policy

2.5 Maintain batch traceability

2.6 Accurately complete data capture requirements, including reconciliation of statements and invoices

2.7 Comply with organisation procedures to return stock to supplier

3. Handle and maintain stock

3.1 Store stock according to stock storage and rotation requirements

3.2 Maintain conditions to minimise risk of contamination

3.3 Monitor stockon a regular basis, including minimum and maximum stock levels, and report deviations to the appropriate person

3.4 Monitor and maintain correct storage requirements and report deviations to the appropriate person

3.5 Maintain accurate location maps

3.6 Check security compliance and report irregularities to the appropriate person

4. Select and pack item order

4.1 Select and pack items according to order requirements

4.2 Complete data entry requirements associated with processing orders

4.3 Check labelling, specific handling instructions and delivery information for accuracy in line with identified requirements

4.4 Check packaging is completed according to specific instructions

5. Dispatch orders

5.1 Check delivery documentation for accuracy and follow requirements

5.2 Implement packaging and handling procedures to ensure the security, integrity, cold chain maintenance and breakage avoidance of delivered goods

5.3 Complete medicine registers and other documentation accurately, as required

6. Process returned stock

6.1 Inspect returned products for their expiry date and integrity, and place in designated area

6.2 Place reusable returned stock in appropriate designated area

6.3 Dispose of unusable returned items according to organisation procedure

6.4 Complete inspection documentation accurately and forward for authorisation

6.5 Maintain accurate records and complete credit process in a timely manner

7. Assist in stocktaking procedures

7.1 Check stock lists of all items for stocktaking

7.2 Reconcile actual stock against stock lists

7.3 Count stock and check expiry dates

7.4 Identify stock discrepancies and report to the appropriate person

7.5 Determine minimum and maximum stock levels and report to the appropriate person

7.6 Complete and maintain accurate stocktake documentation

The candidate must show evidence of the ability to complete tasks outlined in elements and performance criteria of this unit, manage tasks and manage contingencies in the context of the job role. There must be evidence that the candidate has:

followed procurement procedures and accurately completed the task for at least 10 orders

followed stock control and maintenance procedures for pharmaceutical stock

followed workplace distribution procedures for at least 5 batches of pharmaceutical stock

identified issues outside scope of own practice and referred to the authorised person

The candidate must be able to demonstrate essential knowledge required to effectively complete tasks outlined in elements and performance criteria of this unit, manage tasks and manage contingencies in the context of the work role. This includes knowledge of:

legal and ethical requirements (national, state/territory) for pharmaceutical stock management, and how these are applied in organisations, including:

codes of conduct

duty of care (and implications of negligence)

privacy, confidentiality and disclosure

records management

rights and responsibilities of workers, employers and clients

specific legislation:

medicines and their use

the practice of pharmacy

different schedules of medicines and pharmaceutical products

work role boundaries – responsibilities and limitations

work health and safety

key information in standard pharmaceutical references and their use by pharmacy assistants, including:

Australian pharmaceutical formulary and hand book (APF)

MIMs

Australian medicines handbook (AMH)

Micromedex

product identification and handling, including those for:

formulary medicines and non-formulary medicines

products with the required integrity as well as those whose integrity has been compromised

routine of handling products and products requiring special handling

packaging and transport specifications

principles of procurement of pharmaceutical products including:

central supply systems and tender processes

purpose and process of purchasing contracts

sources of stock, including non-formulary items and Special Access Scheme (SAS) items

sources to determine legitimate receivers of stock

stock ordering processes and systems

storage requirements for different types of stock:

environmental conditions

rotation requirements

principles and procedures of stock control and maintenance including:

input and access of data relevant to stock control

financial implications of stock level control

maintaining security of pharmaceutical products

purpose of batch numbering and expiry dates on pharmaceutical items

procedures for dealing with alerts and company recalls

different methods of disposal of unwanted pharmaceutical products and outdated stock

procedures for dealing with returned stock

infection control principles and their relevance to pharmaceutical stock control

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENT

PERFORMANCE CRITERIA

Elements define the essential outcomes

Performance criteria describe the performance needed to demonstrate achievement of the element

1. Procure stock

1.1 Identify items and quantity required for order, according to predetermined minimum and maximum stock levels

1.2 Obtain requisition requirements from authorised personnel

1.3 Source supplier according to organisation procedures and contractual obligations

1.4 Interpret information to identify availability and cost of item and provide information to pharmacist

1.5 Generate and place order following approval by delegated staff member

2. Process new stock

2.1 Accept delivery of stock and match delivery documentation with stock delivered

2.2 Check condition of stock and expiry date and report deviations to the appropriate person

2.3 Reconcile stock with order or control lists and report discrepancies to the appropriate person

2.4 Inform pharmacist of medicines with specific recording requirements according to legal requirements and local policy

2.5 Maintain batch traceability

2.6 Accurately complete data capture requirements, including reconciliation of statements and invoices

2.7 Comply with organisation procedures to return stock to supplier

3. Handle and maintain stock

3.1 Store stock according to stock storage and rotation requirements

3.2 Maintain conditions to minimise risk of contamination

3.3 Monitor stockon a regular basis, including minimum and maximum stock levels, and report deviations to the appropriate person

3.4 Monitor and maintain correct storage requirements and report deviations to the appropriate person

3.5 Maintain accurate location maps

3.6 Check security compliance and report irregularities to the appropriate person

4. Select and pack item order

4.1 Select and pack items according to order requirements

4.2 Complete data entry requirements associated with processing orders

4.3 Check labelling, specific handling instructions and delivery information for accuracy in line with identified requirements

4.4 Check packaging is completed according to specific instructions

5. Dispatch orders

5.1 Check delivery documentation for accuracy and follow requirements

5.2 Implement packaging and handling procedures to ensure the security, integrity, cold chain maintenance and breakage avoidance of delivered goods

5.3 Complete medicine registers and other documentation accurately, as required

6. Process returned stock

6.1 Inspect returned products for their expiry date and integrity, and place in designated area

6.2 Place reusable returned stock in appropriate designated area

6.3 Dispose of unusable returned items according to organisation procedure

6.4 Complete inspection documentation accurately and forward for authorisation

6.5 Maintain accurate records and complete credit process in a timely manner

7. Assist in stocktaking procedures

7.1 Check stock lists of all items for stocktaking

7.2 Reconcile actual stock against stock lists

7.3 Count stock and check expiry dates

7.4 Identify stock discrepancies and report to the appropriate person

7.5 Determine minimum and maximum stock levels and report to the appropriate person

7.6 Complete and maintain accurate stocktake documentation

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
 
Identify items and quantity required for order, according to predetermined minimum and maximum stock levels 
Obtain requisition requirements from authorised personnel 
Source supplier according to organisation procedures and contractual obligations 
Interpret information to identify availability and cost of item and provide information to pharmacist 
Generate and place order following approval by delegated staff member 
Accept delivery of stock and match delivery documentation with stock delivered 
Check condition of stock and expiry date and report deviations to the appropriate person 
Reconcile stock with order or control lists and report discrepancies to the appropriate person 
Inform pharmacist of medicines with specific recording requirements according to legal requirements and local policy 
Maintain batch traceability 
Accurately complete data capture requirements, including reconciliation of statements and invoices 
Comply with organisation procedures to return stock to supplier 
Store stock according to stock storage and rotation requirements 
Maintain conditions to minimise risk of contamination 
Monitor stockon a regular basis, including minimum and maximum stock levels, and report deviations to the appropriate person 
Monitor and maintain correct storage requirements and report deviations to the appropriate person 
Maintain accurate location maps 
Check security compliance and report irregularities to the appropriate person 
Select and pack items according to order requirements 
Complete data entry requirements associated with processing orders 
Check labelling, specific handling instructions and delivery information for accuracy in line with identified requirements 
Check packaging is completed according to specific instructions 
Check delivery documentation for accuracy and follow requirements 
Implement packaging and handling procedures to ensure the security, integrity, cold chain maintenance and breakage avoidance of delivered goods 
Complete medicine registers and other documentation accurately, as required 
Inspect returned products for their expiry date and integrity, and place in designated area 
Place reusable returned stock in appropriate designated area 
Dispose of unusable returned items according to organisation procedure 
Complete inspection documentation accurately and forward for authorisation 
Maintain accurate records and complete credit process in a timely manner 
Check stock lists of all items for stocktaking 
Reconcile actual stock against stock lists 
Count stock and check expiry dates 
Identify stock discrepancies and report to the appropriate person 
Determine minimum and maximum stock levels and report to the appropriate person 
Complete and maintain accurate stocktake documentation 

Forms

Assessment Cover Sheet

HLTPHA004 - Order, maintain and distribute pharmaceutical stock
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

HLTPHA004 - Order, maintain and distribute pharmaceutical stock

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: