1Purpose/Criteria for Issue of Equipment from Satellite Stores

1Purpose/Criteria for Issue of Equipment from Satellite Stores

Process for Accessing and Issuing Equipment
from any ICES Satellite Store

Contents:

1Purpose/Criteria for Issue of Equipment from Satellite Stores

2Authorisation Levels

3Access – In Hours

4Access – Out of Hours

5Replenishment

6Summary

7General guidance on how a Satellite Store is managed

8Process for Completing the Equipment Requisition Form

8.1Route A

8.2Route B

9Satellite Store Issue / Replenishment Flowchart

10Satellite stores order forms

1Purpose/Criteria for Issue of Equipment from Satellite Stores

The purpose of the satellite stores is to give access to equipment for urgent use in the following circumstances:

  • To prevent hospital admission
  • End of life rapid deterioration
  • Rapid deterioration of skin integrity
  • Urgent falls prevention
  • Assessment in clients own environment followed by issue to client
  • Issue of equipment to support hospital discharge

For all other purposes the usual methods of ordering equipment via British Red Crossshould be used, for example, on-line ordering for standard equipment.

2Authorisation Levels

Staff should check they are an authorised prescriber for the type of equipment required and have agreed appropriate access rights to their local satellite stores.

3Access – In Hours

Please see local organisational (Health or Social Care) guidance regarding accessing satellite store in your area, i.e. opening times and signing for keys. Lists of stores can be obtained from ICES or the webelms catalogue.

To take any equipment from the store, complete ACM/35/ICES/SSP – Satellite Store Issue/Replenishment Requisition.

This form assigns the equipment to a particular client and ensures the item of equipment is replenished in the store. The equipment code/description and the individual bar code number for each item (located on a sticker on each piece of equipment) must be recorded on the form.

All client information on the requisition is mandatory and must be completed, a loan period must be specified.

The form should be left for the Satellite Store Supervisor as advised by local policy, for faxing to BRC to ensure automatic stock replenishment.

The equipment cannot be released to another staff member or client’s relative without the appropriate paperwork first being completed.

Please ensure that clients are informed that the equipment is on loan and advise them of the loan period.

4Access – Out of Hours

Refer to local Health and Social Care guidance regarding access to satellite stores during out of hours.

5Replenishment

The completed forms need to be faxed to BRC on a daily basis, which should be prior to your agreed weekly delivery date.

BRC will deliver equipment to the store on a weekly basis on the agreed day, only replenishing equipment for which they have a correctly completed requisition form.

Any products which have not been issued over the previous 6 months will be automatically collected by BRC and removed from agreed stock levels.

6Summary

Adherence to this system will ensure the store is replenished on a weekly basis, and equipment will be available to meet the urgent needs of clients.

7General guidance on how a Satellite Store is managed

Each store must have a nominated supervisor and an agreed stock holding list. The named supervisor is responsible for checking that stock has been received on site, and requisitions completed for all issued stock. Any stock that is issued without a requisition form will not be replenished and result in a lost equipment charge to thelocal Health or Social Care ICES budget holder.

Stock levels are set in conjunction with the ICES team and local service need. The supervisor needs to contact the ICES team to obtain the stores stock sheet of‘Agreed Equipment levels’ for their location. Each agreed satellite store has one of these which can be updated to revise listing of the stock items and volumes required at that location.

The ICES team will advise BRC of any changes in stock levels.

New satellite stores can be set up if there is an identified ‘gap’ in provision but will have to be agreed by the ICES Partnership Manager.

8Process for Completing the Equipment Requisition Form

See the flowchart below which detailswhich order forms are to be used and which point. Which form to use is dependant on the type of store being accessed or set up.

8.1Route A

Use for all equipment issued from satellite stores directly to clients that requires tracking and allocating to client records and replenishing to satellite stores.

Instructions for Route A:

For each item of equipment issued from the satellite store to a patient the prescriber MUST complete a separate ACM/35/ICES/SSP - Satellite Store Issue/Replenishment Requisition.

ALL boxes MUST be completed with the full patient details and FULL details of the equipment issued. THIS MUST INCLUDE THE EQUIPMENT BAR CODE. If this is not included then the equipment cannot be correctly allocated to the client’s record by BRC, and then tracked for retrieval. Any equipment issued without a requisition form will be ‘lost’ and your budget will be charged for all replacement items.

The equipment should be recorded as being issued from the Satellite store at ‘ ……’ (please use the location of the store with its telephone number).

Once the form is completed it should be signed by the prescriber. Please ensure you include your name in block capitals.

DO NOT PUT YOUR PIN NUMBER ON THE FORM for security reasons.

The satellite store supervisor needs to fax all forms each day to the British Red Cross on 0845 0532015 for processing onto the patients own records and for your stock to be replenished

For collections of used equipment please email BRC on stating the items to be collected and the location.

8.2Route B

This is for use by NUH physiotherapy stores only. NUH physiotherapists maintain internal records of walking frames and crutches issued with client details for follow up if required. All other mobility items must be issued and replaced using Route A.

Instructions for Route B:

The Route B order form ACM/35/ICES/SSP - Satellite Store Issue/Replenishment Requisitionshould be used each week to list standard crutches and walking frames required to replenish the store and any items requiring collection from the satellite store.

The satellite store supervisor needs to fax the forms before the agreed delivery day to the British Red Cross on 0845 0532015 for your stock to be replenished.

9Satellite Store Issue / Replenishment Flowchart

NB:No requisition = No issue / replenishment

Partners will be invoiced for lost stock

Appendix 1

ROUTE B – SATELITTE / PERIPHERAL STORE EQUIPMENT REQUISITION LIST

(This form should be used to order equipment to replenish stocks via Route B)

Store Location ______

Item Code / Item Description / Quantity

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