Control of Pilferage

Introduction: In the management of stores, it is essential that the stores which have been procured only to authorized personnel, units and departments .Unauthorized taking away of stores even in small quantities by store personnel or outsiders should be prevented. If pilferage is not prevented it leads not only to resource waste but also affects pharmaceutical product availability and procurement planning since utilization figures are faulty.

Definition: Pilferage means stealing of stores in small quantity which is usually a continuous process/ ongoing activity. When the quantity pilferage is large, it is known as theft.

Preventive measures: It is difficult but feasible to stop pilferage. Certain measured which may be adopted for its prevention are enumerated below: 1. Packing of Drugs: All the drugs should be received packed which is easier to count at the time of inspection, stock taking and issuing to the user department. 2. Stamping of Containers: All the supplies received in the hospital should be stamped as For hospital Use, Not for sale This will prevent pilferage as in case any item is pilferage and is being sold outside it may be easily identified. 3. Physical Verification of Stores: Physical verification of stores should be done periodically at least twice a year but it is more important to go for frequent surprise checks.

4. Strict Accounting System for costly Pharmaceuticals Products and Equipment: It is advocated to have strict accounting systemfor costly and vital drugs. Categorization of items based on A B C and V E D analysis should be done. 5. Internal Audit for stores: Internal audit of stores should be done frequently to assess wheteher purchasing of items is as per laiddown procurement procedures or not ansd also to find out whether the items are being purchased at the approved rates or otherwise. 6. Staffing: Minimal essential number of personnel should handle the stores. This apart from optimizing human resources will lessen the chances of pilferage and theft. 7. Drug should not be issued in original containers : Drugs issued in original containers are more prone to get pilfered since they may then be easily disposed in the open market 8. Return of contains of costly drugs, ampoules or containers to hospital stores: If empty container of costly injectabels, sutures and anaesthetic botteles are deposited back in the stores againstissues it will minimize pilferage of costly rugs. 9. Indictable should be administered in OPDs and Not issued to individuals: There should be policy in the hospital that all the injections shall be administered in the hospital itself as it will prevent pilferage and wastage 10. Scale for issue: There should be a hospital policy that the drugs in the OPD shall be issued for 3 to5 days only This ensures better patient compliance of drug intake and also ensures accountability 11. Inspection section and stock holding area should be separate: It is always preferred to have inspection and stock holding sections/ areas separately so that there is no chance of mixing of old and new stocks 12. Issue f inspection notes: At the time of issuing the inspection note, one should check for the quantity ordered, specifications etc with the supply order so that the supply received is as per the supply order

13. Indenting : Quantities must be written in figures and words and indents must never be left in stores to avoid misappropriation 14. Hospital Formulary: This aids in variety reduction , easier identification , codification, storage and stock verification of items. 15. Introduction of local health scheme: As all the hospital employees will require medicines for personal use, it is always advisable to have an efficiently designed, planned and adopted local health scheme for hospital employees. 16. Fixed working hours: Hospital stores should be allowed to function after working hours and supplies should not be allowed to be received after working hours. 17. Keys Handling and Deposition: The keys of the storerooms and cupboards should be accessible only to authorized personnel and after working hours keys should be deposited in the security key box of the hospital which may be centrally kept in the control room or the duty officers room A proper record of the same should be maintained. 18. Computerization of stores: This aids in updating stock positions continuously, facilitates stock verification and evaluation of stock consumption. It will also identify if any major variation in the stock consumption of products occurs. 19. Stockless Inventory : This will definitely lead to procurement of items on requirement basis and will thus entail fewer opportunities for pilferage.

Conclusion: Prevention of pilferage is a major cost containment measure Any measure taken in the prevention of pilferage is a step towards reduction is cost and an essential requisite to prevent the occurance of thefts/ scams in the stores of health care institutions