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Evidence Guide: HLTPHA004 - Order, maintain and distribute pharmaceutical stock

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

HLTPHA004 - Order, maintain and distribute pharmaceutical stock

What evidence can you provide to prove your understanding of each of the following citeria?

Elements define the essential outcomes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Procure stock

  1. Identify items and quantity required for order, according to predetermined minimum and maximum stock levels
  2. Obtain requisition requirements from authorised personnel
  3. Source supplier according to organisation procedures and contractual obligations
  4. Interpret information to identify availability and cost of item and provide information to pharmacist
  5. Generate and place order following approval by delegated staff member
Identify items and quantity required for order, according to predetermined minimum and maximum stock levels

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Obtain requisition requirements from authorised personnel

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Source supplier according to organisation procedures and contractual obligations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Generate and place order following approval by delegated staff member

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process new stock

  1. Accept delivery of stock and match delivery documentation with stock delivered
  2. Check condition of stock and expiry date and report deviations to the appropriate person
  3. Reconcile stock with order or control lists and report discrepancies to the appropriate person
  4. Inform pharmacist of medicines with specific recording requirements according to legal requirements and local policy
  5. Maintain batch traceability
  6. Accurately complete data capture requirements, including reconciliation of statements and invoices
  7. Comply with organisation procedures to return stock to supplier
Accept delivery of stock and match delivery documentation with stock delivered

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain batch traceability

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Comply with organisation procedures to return stock to supplier

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Handle and maintain stock

  1. Store stock according to stock storage and rotation requirements
  2. Maintain conditions to minimise risk of contamination
  3. Monitor stockon a regular basis, including minimum and maximum stock levels, and report deviations to the appropriate person
  4. Monitor and maintain correct storage requirements and report deviations to the appropriate person
  5. Maintain accurate location maps
  6. Check security compliance and report irregularities to the appropriate person
Store stock according to stock storage and rotation requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain conditions to minimise risk of contamination

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain accurate location maps

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Check security compliance and report irregularities to the appropriate person

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select and pack item order

  1. Select and pack items according to order requirements
  2. Complete data entry requirements associated with processing orders
  3. Check labelling, specific handling instructions and delivery information for accuracy in line with identified requirements
  4. Check packaging is completed according to specific instructions
Select and pack items according to order requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Complete data entry requirements associated with processing orders

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Check packaging is completed according to specific instructions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Dispatch orders

  1. Check delivery documentation for accuracy and follow requirements
  2. Implement packaging and handling procedures to ensure the security, integrity, cold chain maintenance and breakage avoidance of delivered goods
  3. Complete medicine registers and other documentation accurately, as required
Check delivery documentation for accuracy and follow requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Complete medicine registers and other documentation accurately, as required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process returned stock

  1. Inspect returned products for their expiry date and integrity, and place in designated area
  2. Place reusable returned stock in appropriate designated area
  3. Dispose of unusable returned items according to organisation procedure
  4. Complete inspection documentation accurately and forward for authorisation
  5. Maintain accurate records and complete credit process in a timely manner
Inspect returned products for their expiry date and integrity, and place in designated area

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Place reusable returned stock in appropriate designated area

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Dispose of unusable returned items according to organisation procedure

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Complete inspection documentation accurately and forward for authorisation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain accurate records and complete credit process in a timely manner

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assist in stocktaking procedures

  1. Check stock lists of all items for stocktaking
  2. Reconcile actual stock against stock lists
  3. Count stock and check expiry dates
  4. Identify stock discrepancies and report to the appropriate person
  5. Determine minimum and maximum stock levels and report to the appropriate person
  6. Complete and maintain accurate stocktake documentation
Check stock lists of all items for stocktaking

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Reconcile actual stock against stock lists

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Count stock and check expiry dates

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify stock discrepancies and report to the appropriate person

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Complete and maintain accurate stocktake documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

Required Skills and Knowledge

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