|Good Ordering Practices: Clients Guide|
MEDS strives to ensure that clients’ orders are processed accurately and in a timely manner. As we improve our processes for clients’ satisfaction, it is evident that we have to incorporate our clients in this process as well. It is for this reason that MEDS has found it necessary to provide this guide that highlights areas clients need to pay attention to.
|What is MEDS’ Goal?|
|What can I order from MEDS?|
Stocked Items - These are items stocked in MEDS regularly and are available all the time in sufficient quantities in anticipation of clients’ orders. Information on stocked items is found in MEDS’ price guide, which is updated and circulated to clients regularly.
Non-Stock Items - These are items which are not stocked in MEDS nor appear in the price guide. On receipt of clients’ orders, MEDS shops around for products of the best available quality and price. This information is communicated to clients and upon their confirmation; MEDS will purchase the item for them.
|What do I need to remember when placing an order?|
Order format similar to that of MEDS’ order forms should be used when placing orders. Order forms can be obtained on request as hard or electronic copy.
Authorisation of the order should be done by the persons authorised by a health facility and communicated to MEDS. Any changes in the authorised persons should be communicated to MEDS immediately to avoid facilities’ order being held till the change is confirmed.
If changes are not communicated to MEDS, then a person who has left the facility could unlawfully place orders in the name of the facility and the facility will have to bear the charges.
Reference or Purchase Order (PO) number should be used on the order for ease of identification. This also eliminates chances of wrongly re-supplying the order. When inquiring about your order, please indicate the reference or PO number used to assist in tracking it.
Indication should be made on the order if it has been sent through more than one means to eliminate chances of your order being supplied more than once. An example of this is if you send your order by e-mail followed by a hard copy.
Current prices should be used when placing order. Prices can be obtained from latest price guide or on request from MEDS.
Orders based on quotations obtained from MEDS should be clearly marked by giving the reference number of the quotation or proforma invoice. If this is not done, you may receive a different brand of item or even a different price from the one on the quotation.
Stock codes should be indicated for items stocked by MEDS. These facilitate faster processing of your orders and minimise errors. Kindly ensure that the stock code corresponds to the item description as per the price guide.
Full item description should be used to avoid giving a wrong item as items can have various formulations, for example, paracetamol tablets, paracetamol syrup, paracetamol injection, paracetamol suppositories, etc.
Strength is necessary to fully describe an item. For example catgut chromic size 1, catgut chromic size 2, catgut chromic size 2/0, or Amoxicillin syrup 125mg/5ml, Amoxicillin syrup 250 mg/5ml, etc.
Brand preference of item (if important to facility) should to be specified clearly on the order, since the formulation name may not be specific.
For example if you want Amoxil ® capsules 250mg by Beecham, indicate that exactly otherwise we will give whatever brand of amoxicillin capsules 250 mg is in stock. Remember, brands not in MEDS stock may be more expensive than what is indicated on the price guide.
Unit pack is vital because items come in various pack sizes, e.g. for liquids, 60ml, 100ml, 500ml or 1000ml. The unit pack used on your order for stock items should be similar to that on the price guide.
Quantity is usually a source of confusion. Avoid multiplying the ‘quantity’ you require with the ‘unit pack’.