THE GOVERNMENT OF KENYA MINISTRY OF HEALTH FACILITY

Transcription

1 THE GOVERNMENT OF KENYA MINISTRY OF HEALTH FACILITY CONSUMPTION DATA REPORT AND REQUEST (F-CDRR) FOR FOR ANTIRETROVIRAL AND OPPORTUNISTIC INFECTION MEDICINES STANDALONE SITES

2 Facility name: Facility code: District: Province: 2

3 Completing the Facility Consumption Data Report and Request for Antiretroviral and Opportunistic Infection Medicines This data reporting tool is filled by the person in charge of aggregating and reporting on ARV and OI medicines for the entire health facility as designated by the facility in-charge. 1) When to perform: At the end of every reporting period. The reporting period is the most recent full calendar month (from first day to last day of the month) for which the information is being reported. 2) To be filled on the second page of the F-CDRR book: Facility name: Write the name of your health facility. Facility code: Write your Master Facility List (MFL) code. Province: Write the province where the health facility is located. District: Write the district where the health facility is located. 3) To be filled on each report: Programme sponsor: Indicate the ARV programme which supports your health facility, i.e. GoK, PEPFAR, and MSF. Only ONE programme should be recorded on each report. Facility name: Write the name of your health facility where the ARV drugs are being dispensed. Facility code: Write your Master facility list code in this space. Province: Write the province where the facility is located. District: Write the district where the facility is located. Type of service provided at the facility: Indicate by ticking the type of service provided at the facility e.g. ART, PMTCT or PEP. Period of Reporting: Beginning, Ending: Write the day, month and year (in format dd-mm-yyyy) for which the report is being prepared (indicating both the beginning date and ending date). Drug name / Unit Pack Size: The drug name and its unit pack size are pre-printed on the report. If the drug name (including different presentation, strength, and/or dosage form) is not preprinted, write the name, strength and unit pack size in the extra blank rows provided. Note: Please use the following instructions to convert quantities of drugs in units (e.g. tablets, capsules, etc) into full packs:- Convert the quantity into packs of drugs as follows:- (i) For liquids, in general these are dispensed in full bottles. The number of units/bottles is equal to the number of packs. (ii) For solid dosage forms, round the number of units dispensed into the nearest number of packs, noting the following:- (1) for quantities equal to or greater than half the pack size, round up to the nearest full pack (2) for quantities less than half the pack size, round down to the nearest full pack. E.g. If quantity is 800 tabs for a drug packed in 1,000 s - round up to 1 pack. dispensed is 1,199 tabs for the same drug - round down to 1 pack. This will applies to all columns in this tool. If quantity 3

4 Beginning Balance (A): Enter the total Quantity (in packs) of each usable drug on hand in the facility on the last day of the previous reporting period. The Beginning balance should be equal to the Physical count at the end of the previous reporting period. If it is not, indicate the loss or adjustment in the respective columns of this F-CDRR and explain in the Comments section. Quantity Received this period (B): Enter the Total Quantity (in packs) of each drug received by your health facility from an external supplier (e.g. KEMSA) within the reporting period. If no stock was received at the facility during the period, enter a zero ( 0 ) in this column. The quantities of each drug received by the facility can be found in the Quantity Received column of the Bin card. Do NOT include quantities issued from the Bulk/Drug store to the hospital Pharmacy or any other ARV dispensing area. Total Quantity Dispensed this period (C): Record the total Quantity dispensed to the patients/clients within the reporting period as follows:- (i) for liquid dosage forms, enter the quantity dispensed in bottles (under both the Units and the Packs columns) (ii) for solid dosage forms (e.g. tablets, capsules), enter the quantity dispensed both in units and in packs. If no quantities of a drug were dispensed to clients / patients during the month, enter 0 in the Total Quantity dispensed this period column for that drug. This information is obtained from the (i) DAR for ARVs & OIs (ii) DAR for OIs from all the ARV dispensing points in the facility. Do NOT write the quantities that were issued to the Dispensing area from the Bulk or Drug Store. The total quantities of each drug dispensed to clients/patients are recorded in the Total Quantity Dispensed row of the DAR or equivalent records of consumption from all the dispensing areas. If several pages of the DAR have been used over the month, be sure to aggregate the figures in this Total Quantity Dispensed row across all the pages used that month for each drug. Losses (D): Enter the quantity (in packs) of any loss of stock of the drug at the facility. Losses include defective, damaged or expired drugs and should be separated from the usable stock. In the Comments section, indicate the actual number of units lost and explain the reason for the loss. Adjustments (E): Enter the quantity of any adjustment (in packs) to the stock balance of the drug. The reason for the adjustment should be written in the Comments section. An adjustment refers to transfer of stock from one health facility to another (an adjustment is positive when your facility has received the stock, and negative when your facility has issued the stock). Adjustments should be recorded in the Bin card when they occur. If the adjustment is positive, write a plus (+) sign next to the number, e.g If the adjustment is negative, write a negative (-) sign next to the number, e.g Note: Excess quantities counted when stock-taking are also a positive adjustment while quantities of stock found to be missing when stock-taking are indicated as a negative adjustment. ** Any missing drug unaccounted for should be documented and suspected theft investigated according to the government s policy. End of month Physical Count (F): Enter the total sum (in packs) of usable drug counted physically in the facility. This should be done at the close of business on the last day of the reporting period and should include quantities from all the ARV dispensing points in the facility. Note: The Physical count for each drug should be equal to the expected Ending balance obtained by the calculation: F = A + B C D + E Write the Physical count and report any differences between the Physical count and the expected Ending balance from the calculation as Adjustments or Losses. The reason for the adjustments or losses should be written in the Comments section. 4

5 Drugs with less than 6 months to expiry Quantity, Expiry Date: During the physical count, note and record for each drug, the Quantity that will expire in less than six months, and write the expiry date (in the format mm/yyyy). Should there be several short expiry batches, record the dates of each. Days out of stock this month (G): Enter the total number of days that the facility was stocked out of any drugs during the month being reported on only, e.g. if the drug was out-of-stock for the full month of July, indicate 31 days. This information should be obtained from the facility Bin cards. Quantity required for Re-supply (H): Write the amount (in packs) of each drug required for resupply for patients. For a Standalone site, this is determined as follows: Quantity required for re-supply H = (C x 3) - F i.e. Multiply the reporting month s consumption by 3, and then subtract from it the Physical count. NB: A request for a new drug for the health facility should be made in the Comments section with the required quantities indicated in the relevant row under the Quantity required for resupply column. Comments: Use this space to provide any explanations or details on Losses or Adjustments and any other issues, e.g. need for re-distribution of stocks, request for new drugs. ARV data collection and reporting tools: Indicate the tools required by tool type (DAR, F- MAPS, F-CDRR, D-MAPS, D-CDRR) and page numbers. For a DAR, indicate the size of the book required in number of pages. Note that the D-MAPS and D-CDRR are only requested when a Standalone site has been approved for upgrading to Central site status. Report prepared by: The person(s) responsible for preparing this report should write their full name, designation, contact telephone and date of signing, and then sign. Report approved by: After reviewing the report, the programme manager/department head/facility in-charge (or other authorised person) should write his/her full name, designation, contact telephone, sign and write the date of signing. The signature of the programme manager or other authorised person confirms that the report has been reviewed and is valid. 5