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Reconciling stock in automated storage systems

Published
Topics: ProcurementTrusts

Highlighting the importance of maintaining a closed system, monitoring and restricting access to minimise errors and discrepancies.

This article forms part of a series
  1. Managing medicines inventory
    1. Understanding principles of medicines inventory management
    2. Completing regular and annual stock checks
    3. Reconciling stock in automated storage systems
    4. Monitoring slow moving stock and rarely used medicines
    5. Managing high value medicines
    6. Managing stock of critical medicines
    7. Managing high frequency order lines
    8. Managing expired stock and decommissioned products

Using our advice

Refer to the first article in this series, Managing medicines inventory (SPS page), if you have not done so already.

The actions discussed are viewed as best practice, but none are mandated by SPS regional pharmacy procurement leads.

Robotic storage and dispensing cabinets.

Many trusts will operate automated storage systems, for example robots and dispensing cabinets. Automated storage systems may issue to more than one location such as stores and dispensary.

Pharmacy IT systems can run a stock reconciliation process identifying the difference between pharmacy system and stock held in the automated system. These are fast and very effective, but still need investigating before being corrected.

The process needs to be restricted to the appropriate staff who can investigate and correct stock levels. Due to the nature of large ranges of medicines stored in automated systems, stock accuracy can be achieved quickly but should be run on a regular basis to compliment normal non-automated storage stock checks.