Staff Materials - coding and stocking

COMMUNITY PHARMACY MANAGEMENT

STAFF, MATERIALS – CODING & STOCKING (Exam Notes)

1. STAFF IN COMMUNITY PHARMACY

Pharmacy = Business + Profession

A community pharmacy involves both professional service and commercial trade.

Legal Requirement (India – Drugs & Cosmetics Act)

• All medicines must be dispensed under supervision of a Registered Pharmacist.
• Eligible persons for registration:
  a. D.Pharm (2 years) + 500 hours practical training
  b. B.Pharm + 150 hours training
• Only registered pharmacists = Qualified Persons.

Other Staff

1.     Pharmacy Assistants

• Qualification: 10+2 or degree
• Assist in non-professional tasks (billing, packing, arranging shelves etc.)

2.     Pharm D Graduates (Introduced 2008)

• Trained for patient-focused services
• Provide:
  ✓ Patient counseling
  ✓ Health screening
  ✓ Drug therapy monitoring
• Manage overall pharmacy operations
• Add value through clinical and patient care services.

2. MATERIALS MANAGEMENT IN COMMUNITY PHARMACY

A. CODING SYSTEM

Coding = method of arranging medicines so that they can be easily located and dispensed.

Types of Coding Methods

1) MNEMONIC METHOD

• “Mnemonic” = memory aid.
• Uses letters or symbols to remember groups of drugs.
• Example:
• G = Gastrointestinal category
• Shelf label: “GI” for all GI drugs
• Helps quick identification.

2) SCIENTIFIC METHOD

• Most systematic and professional method.
• Medicines arranged according to Therapeutic Classification.
• Further divided into disease-based subgroups.
• Example:
  Major class: Cardiovascular drugs
• Subgroup: HTN (Hypertension)
• Further codes by drug class:
• DU = Diuretics
• BB = Beta Blockers
• CCB = Calcium Channel Blockers
• ACEI = ACE Inhibitors
• ARB = Angiotensin Receptor Blockers
• Can also code based on dosage form.

3) RANDOM METHOD

• Arbitrary arrangement depending on pharmacy convenience.
• Examples:
• Alphabetical order
• Numerical order
• Dosage form (tablets, syrups, injections, ointments)
• Common in small retail pharmacies.

B. STOCKING SYSTEM

Proper stocking ensures easy retrieval, reduced expiry, and uninterrupted supply.

Steps in Stocking:

1. Receive medicines from suppliers (wholesalers)

• Verify quantity, expiry, batch number, invoice.

2. Arrange medicines properly in racks

Methods:

• Company-wise (Sun Pharma, Cipla, Dr. Reddy’s)
• Product-wise
• Pharmacological category wise

3. Location Coding

Used when a pharmacy sells many different items:

• Prescription drugs
• OTC medicines
• Surgical items
• Health care products
  Helps staff remember the exact shelf location.

4. Central Store → Pharmacy Counter

• All bulk stock kept in Central Store.
• Daily/weekly required stock is shifted to dispensing area.
• Helps in:
• Inventory control
• Reducing wastage
• Quick assessment of stock needs.

EXAM SHORT NOTES (One-page revision)

Staff:

• Qualified persons: D.Pharm/B.Pharm registered pharmacists
• Assistants: support non-professional tasks
• Pharm D: patient care, counseling, therapy monitoring

Materials:

• Proper coding & stocking needed for safety and efficiency.

Coding Methods:

1. Mnemonic: memory-based (e.g., GI for gastrointestinal)
2. Scientific: therapeutic classification (e.g., CCB, ACEI)
3. Random: alphabetical, numerical, or dosage form

Stocking:

• Receive → Check → Arrange → Store → Dispense
• Central store maintains bulk stock.

COMMUNITY PHARMACY MANAGEMENT – STAFF, MATERIALS, CODING & STOCKING

(Final Exam Notes – Simplified + Complete)

1. STAFF IN COMMUNITY PHARMACY

1.1 Qualified Staff

• Pharmacy is both trade + profession.
• As per Drugs & Cosmetics Act, dispensing must be under a Registered Pharmacist.
• Eligible for Registration:
• D.Pharm (2 years) + 500 hrs training
• B.Pharm + 150 hrs training
• Registered pharmacists = Qualified Persons.

1.2 Pharmacy Assistants

• Qualification: 10+2 / Degree.
• Assist in labeling, billing, shelf-arrangement, packing.

1.3 Pharm.D (Started in 2008 – PCI)

• Patient-focused program.
• Trained in:
• Patient counseling
• Drug therapy monitoring
• Health screening
• Managing pharmacy services
• Adds value through clinical and patient-care services.

2. MATERIAL MANAGEMENT

2.1 Definition

Material Management = Planning, directing, controlling, and coordinating all activities related to materials from purchase → storage → use.

2.2 Key Components

1. Stocking
2. Coding

2.3 Importance

• Ensures availability of right materials at the right time.
• Prevents wastage, expiry, and overstocking.
• 70% of business capital invested in materials → must be handled efficiently.

3. STOCKING

3.1 Requirements for Drug Store

• Adequate space, lighting, ventilation, temperature control.
• Special locked storage for:
• Narcotics
• Alcohol
• Schedule H/X drugs
• Prevents damage due to high temperature or moisture.

3.2 Objectives of Stocking

a) Easy location of items
b) Proper identification
c) Quick issue of materials
d) Efficient use of space
e) Reduced need for handling equipment
f) Prevent expiry / damage
g) Smooth inventory flow

3.3 Functions of Stocking

a) Receiving, handling, speedy issue
b) Safe custody (avoid pilferage + damage)
c) Maintain regular supply
d) Physical stocking + checking
e) Efficient space utilization
f) Economic store service
g) Easy identification and quick location

4. ARRANGEMENT OF DRUGS IN STORE

4.1 According to Manufacturer

• Company-wise arrangement
  Example: All GLAXO products in one cupboard.

4.2 According to Pharmacological Action

• Analgesics together
• Multivitamins together
• Antibiotics together

4.3 Alphabetical Order

• Drugs placed based on first letter.
  Example: “A” drugs in one row, “B” in another.

4.4 According to Old Stock (FIFO Method)

• First-In-First-Out (FIFO)
• Old stock kept in front, new stock at back → reduces expiry.

4.5 Location of Stores

• Store must be placed where movement/transport is minimal.

CENTRALIZED STORING

Advantages

a) Less investment
b) Reduced expenses
c) Less space needed
d) Less manpower → low administrative cost
e) Bulk buying = better bargaining power

Disadvantages

a) More handling required
b) More delay chances
c) More exposure to fire, rain, dust, calamities

5. CODING / CODIFICATION

5.1 Definition

Assigning codes, numbers, or symbols to materials for quick identification, storage, and retrieval.

5.2 Advantages

a) Easy identification
b) Helps group similar items
c) Avoids confusion / ambiguity
d) Reduces lengthy descriptions
e) Avoids duplication
f) Helps in physical stock counting
g) Helps in inspection
h) Maintains secrecy of items

5.3 METHODS OF CODIFICATION

5.3.1 Alphabetical Method (Letter Code System)

• Code based on alphabet.
  Example:
• C = Capsules
• T = Tablets

5.3.2 Mnemonic Method

• Memory-based codes.
  Example:
• AP = Aspirin + Paracetamol + Caffeine
• Disadvantage: Must refer to index book.

5.3.3 Numerical Method (Sequence System)

Used commonly in large stores.

a) Block System

• A block of numbers assigned to a group.
  Example:
• 10–50 = Tablets
• 10 = Antipyretic
• 11 = Analgesic
• 12 = Anti-inflammatory

b) Decimal System

• Each digit represents a subgroup.
  Example:
• 10 = Tablet
• 10.1 = Paracetamol
• 10.2 = Analgin

5.3.4 Combination Method (Alphanumeric)

• Combination of letters + numbers
  Example:
• T10 = Tablet lot no.10
• C03 = Capsule lot no.03

5.3.5 Location Coding

Various ways to assign the storage location:

a) Fixed Location

• Each item has a permanent place.

b) Random Location

• Items stored wherever space is available.

c) Zonal Location

• Store divided into zones (A, B, C) → each has drug categories.

6. SUMMARY CHART FOR REVISION

Coding Methods

• Alphabetical
• Mnemonic
• Numerical (Block, Decimal)
• Alphanumeric
• Location coding

Stocking Arrangement

• Manufacturer
• Pharmacological class
• Alphabetical
• FIFO
• Location wise (central store)

Material Management

• Stocking + Coding
• Ensures proper flow of materials
• Reduces wastage and cost

1.2.7.1.4 Combination Method (Alphanumeric / Mixed Coding)

Definition

• This method uses both mnemonic (letters) and numeric codes together.
• Useful when the number of store items is very large.

Features

• Combines memory-based letters + sequence-based numbers.
• Clear, specific, and easy to identify.
• Reduces duplication and confusion.

Examples

• CPC → Chloramphenicol Capsules
  (C = capsule / PC = mnemonic for drug name)
• PAT 11 → Paracetamol with analgesic tablets
  (PA = Paracetamol Analgesic / T = Tablet / 11 = batch/subgroup code)

Advantages

• Easy to identify the item category and drug name.
• Suitable for large warehouses and chain pharmacies.
• Minimizes risk of misplacement.

1.2.7.1.5 Location Coding

Definition

• System of assigning location codes to identify where an item is kept inside the store.
• Used in large organizations / large pharmacies with many storage rooms.

Components Used for Location Identification

• Warehouse number
• Block number (lateral & longitudinal)
• Row number
• Rack number
• Shelf number

This provides a complete location address for any item.

TYPES OF LOCATION CODING

(a) Fixed Location System

Definition

Each item/group of items is given a permanent, fixed place in the store.

Basis for Allocation

1. Supplier-wise (e.g., all GSK products on one shelf)
2. Item-wise (e.g., all antibiotics in one section)
3. Utility-wise (e.g., high-use items near the dispensing area)

Advantages

• Very easy to identify and access.
• Useful for fast-moving / routine items.

(b) Random Location System

Definition

• Items are stored in any available empty space.
• But similar groups are kept in the same shelf/area for easy location.

Feature

• Most widely used in retail pharmacies, where stock changes frequently.

Advantages

• Flexible
• Best for limited storage spaces
• Easy to rearrange new stock

(c) Zonal Location System

Definition

Available storage space is divided into zones, and each zone is allotted for a specific type of items.

Common Zones

1. Bulk Zone
• Large quantities / wholesale stock
2. Reserve Stock Zone
• Backup stock for future replenishment
3. Spare Parts Zone
• Equipment-related or technical items
4. Consumable Items Zone
• Items used frequently (syringes, gauze, gloves, bandages)

Advantages

• Ideal for big warehouses
• Easy inventory control
• Systematic and reduces time searching for items

✅ Quick Revision Table

Method	What It Means	Example
Combination Method	Mnemonic + numeric	CPC (Chloramphenicol Capsules), PAT 11
Fixed Location	Permanent place	Supplier-wise / Item-wise
Random Location	Any available space	Used in retail stores
Zonal Location	Store divided into zones	Bulk Zone, Reserve Zone