Ordering from Stores PHC Remote Guideline
Target Audience
All Clinical Employees
Jurisdiction
Primary Health Care Remote CAHS; Primary Health Care Remote TEHS
Jurisdiction Exclusions
N/A
Document Owner
Kerrie Simpson
Atlas Development Officer Primary Health Care Remote CAHS
Approval Authority
Refer to Poilicy Guideline Centre
NT Quality and Safety Manager Primary Health Care
Author
PHC Quality and Safety Team
The attributes in the above table will be auto-filled from the PGC System. Do not update in this document.
Purpose
To provide Primary Health Care (PHC) remote staff with a guideline on the processes for ordering stores
from regional hospital stores facilities. While this document is written primarily from the point of view of
remote health centres ordering stores items, PHC town based offices also access this supply mechanism.
Guideline
1.
General Information
Stores items are supplies held in DoH warehouses in Alice Springs, Darwin, Gove, Katherine or Tennant
Creek. Stores items are sorted by category, including Medical Sundries, General Goods, Stationery
Supplies, Food and Linen. The categories of Food and Linen may have an alternate ordering and supply
process subject to regional variations. For details see 4.1.2.
2.
Definitions
Catalogue Number: a number given to an individual item in the Stores Catalogue, eg ‘Bands 002’
represents ‘Bandage Crepe supportive 5cm’. Each Stores warehouse has its own stores catalogue.
Note: some catalogue numbers may vary for each stores catalogue.
Imprest List: a list of items that are standard requirements for health centres and include the catalogue
number and recommended quantity required.
3.
Responsibilities
3.1
Health Centre Staff



3.2

Participate in stores ordering as delegated by the PHCM
Ensure items are stored appropriately, rotated and checked against the invoice receipt
Ensure store rooms are kept locked at all times to avoid unauthorised entry
Primary Health Care Manager (PHCM)
Coordinate the management of stores ordering or nominate a staff member to do so
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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DEPARTMENT OF HEALTH


Ensure ordering of stores is kept to reasonable levels to maintain adequate supplies and alternately
avoid potential wastage
Authorise purchase of stores according to the level of delegation
4.
Procedure
4.1
Ordering Stores
PHC recommends that health centres submit routine orders to Regional Stores on a monthly basis.
Planning monthly ordering has the potential to improve coordination of stores ordering and reduce
freight costs where commercial transport companies are used. For urgent orders see Emergency
Requests.
Occasionally health centres will need extra supplies because of community events eg sporting weekends,
ceremonies, or potential seasonal isolation. Health centre staff should anticipate these occurrences and
request additional quantities of stores in advance. Similarly in smaller health centres, when resident staff
are on planned leave, sufficient stores should be ordered and available at the health centre for relieving
staff to provide health care until the next order is ordered and received.
It is recommended that one staff member manage stores ordering. Stores should be ordered using an
Imprest List or Stock Request Form subject to the designated process for the health centre and Regional
Stores. Phone orders are not accepted.
When ordering stores, the name of the cost centre, details of the cost centre code, name, signature and
contact details of the requesting employee, and signature of the Delegated Officer must be supplied
(PHCM in health centres). Arrangements for delivery should also be specified if these differ to the routine
delivery arrangements for the health centre.
4.1.1
Imprest List Order – where established
Imprest ordering is available for some areas only. Where used, an Imprest List can be generated from
Regional Stores for medical sundries, stationary and general supplies. The imprest list includes the
catalogue number, item and a recommended quantity for each item. Recommended shelf quantities are
estimated for each health centre in consultation with the PHCM using demand requirements, and should
be able to sustain the health centre for a period of four weeks.
The imprest list is streamlined to provide more commonly ordered stores which promotes efficiency of
time and reduces the potential for over ordering of items used less frequently.
Regional Stores can supply a copy of this list or change the list as and when required per the process for
the region.
Central Australia
The Imprest List is a standardised list of items for all CA health centres using an Imprest List to order
items from Regional Stores. To propose changes staff should contact the Professional Practice nurse
(PPN) to discuss the potential to include item/s on the Imprest List. The PPN will facilitate discussion with
relevant staff and Regional Stores to determine whether the item is ordered sufficiently to be added to
the Imprest List.
Top End
The Imprest List is developed for in consultation with the PHCM for individual TE health centres using an
Imprest List to order items from Regional Stores. The PHCM should contact Regional Stores directly to
discuss potential changes to the Imprest List.
4.1.2
Stock Request Form
A Stock Request Form should be used for ordering stores when:
a health centre / region does not utilise an imprest list for ordering stores
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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DEPARTMENT OF HEALTH
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items are available from Stores but are not included on the health centre imprest as they are
not needed as often.
When completing a Stock Request Form, catalogue numbers must be quoted. The supply of incorrect
items will result if an incorrect catalogue number is used. Regional Stores may be contacted for assistance
to locate the correct catalogue number. A stores catalogue may be obtained by contacting Regional
Stores. The RDH Stores Catalogue is available on the DoH intranet.
Note: For the majority of stores items the same catalogue number will apply for all NT Stores Departments;
however staff should be aware that there may be regional variations for some catalogue item numbers and the
appropriate Regional Stores catalogue should be utilised for the region.
When using this system for ordering stores, the appropriate Stock Request Forms should be utilised for
the required item/s, namely:
OOHS 062 – General (Yellow)
OOHS 026 – Medical Sundries (Blue)
OOHS 059 – Stationery (White)
While order forms for Food (OOHS 061) and Linen (OOHS 069) are available from Stores Stationery, the
goods may not be held or issued by Regional Stores. The relevant order form for food and linen should be
completed (ie Stock Request Form or Purchase Order) including delivery instructions and should be
directed to:
FOOD (coffee / tea / sugar)
Region
Alice Springs
Barkly
Phone
Fax
tea/sugar - as for Ordering Stores
milk – IGA Independent Grocers
(Purchase order)
08 8952 2766
08 8952 9539
Tennant Creek Supermarket
(Purchase Order)
08 8962 2296
08 8962 1315
Darwin / East Arnhem
08 8922 8574
08 8922 8860
Katherine
08 8973 9270
08 8973 9028
4.2
LINEN
Phone
Fax
08 8951 7953
08 8951 7954
08 8951 7953
08 8951 7954
08 8922 8580
08 8922 8341
As for Ordering Stores
Approving Stores Purchase – Delegated Officer
An order for stores needs to be authorised by a Delegated Officer. The PHCM has the delegation to
approve purchases from Regional Stores to the value of $5,000. Anticipated stores orders over this
amount require authorisation by the appropriate Manager. See DoH Financial Delegations Manual
(intranet) Schedule 2: Section 1.1.
4.3
Lodging Stores Order
Orders may be faxed or mailed to the Regional Stores. If faxing an order it is not necessary to send the
original copy as this may result in the health centre receiving a double order.
Staff should be mindful of transport companies loading timetables when lodging stores orders. At a
minimum 3 days is required to prepare orders prior to loading onto private transport couriers eg barges,
cargo trucks. This will vary dependent on the Regional Stores workload.
4.4
Delivery Arrangements
The PHCM should ensure Regional Stores understands the preferred transport arrangement for delivery
of Stores to the health centre. This may be a standard arrangement for each delivery eg barge, transport
company or health vehicle pick up. Alternately when required delivery arrangements differ to the routine
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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DEPARTMENT OF HEALTH
practice for the health centre, the alternate arrangements should be negotiated with Regional Stores and
clearly provided on the stores order or request.
4.5
Receiving Goods
When the stores order is received at the health centre, the contents should be checked against the
invoice. If the stock received differs from the order and/or invoice, report the discrepancy to Regional
Stores as soon as possible providing the following information:
- invoice number
- catalogue number
- issue / discrepancy in the order.
Health centre staff should ensure that items marked as supplied by Regional Stores but not received at
the health centre are reported to Stores and either the items will be provided or the cost should be
credited back to the health centre.
4.6
Storage of Stores Items
Where possible stores items should be kept together in one place and arranged in a manner that is logical,
simplifies ordering and is clearly understood by health centre staff. While it may be a challenge for some
health centres with limited storage room, stores should ideally be sorted in the order in which they
appear on the imprest list / Stores Catalogue to make ordering easier and limit over ordering and stock
expiring.
4.7
Incomplete Order / Under Supply of Stock / Back Orders
In general when an item for a health centre order cannot be filled due to nil stock (showing as ‘N/S’ or ‘0’
on the invoice) back orders are generated by the stock order system. It is not necessary to re-order the
item/s again as when new stock is available it will automatically be supplied by Regional Stores. If back
order supplies are not received within a reasonable time frame, contact Regional Stores for verification of
goods on back order.
For health centres in the Barkly region the back order facility is not available and staff will need to reorder the item/s on the next stores order.
4.8
Excess Supply of Stock
When stock in excess of the amount ordered is supplied to the health centre, contact Regional Stores to
discuss either retaining the stores or negotiating arrangements for the return of excess items. Where the
excess items will be utilised in a reasonable time frame, it is recommended that the health centre retain
the stores for future use.
4.9
Returned Stores Policy
Stores must be returned within 14 days of receipt. Anytime after this, credit of items is at the discretion
of the Supply Manager. Returned stores may not be accepted unless accompanied by the original or copy
of the invoice. The following items will not be acceptable for credit:
- food items
- batteries
- stores that have been opened, marked or branded in some way or goods that are dirty
- stores that have been ordered as ‘urgent’
- items ordered and specifically purchased for that cost centre (Purchase Requests).
4.10
Emergency Requests
Occasionally a health centre may have an immediate need and request stores to be supplied urgently. To
facilitate a timely response the stores order marked ‘emergency order’ should be faxed into the Regional
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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DEPARTMENT OF HEALTH
Stores. It is important to provide delivery advice on the order where this may differ to the delivery system
used for routine orders. While phone orders are not accepted, staff may phone the Regional Stores to
confirm a written fax request has been received.
4.11
Contact Details
Regional Stores
Phone
Fax
Alice Springs
08 8955 4312
08 8952 6413
Darwin
08 8922 8511
08 8922 8768
Gove
08 8987 0285
08 8987 0389
08 8973 9228 / 9229
08 8973 9222
08 8962 4270
08 8962 4310
Katherine
Tennant Creek
Document Quality Assurance
Method
Implementation
Responsibility
Document will be accessible via the Policy Guidelines
Centre and Remote Health Atlas
Health Policy Guidelines Program
Review
Document is to be reviewed within three years, or as
changes in practice occur
Atlas Development Officer,
Primary Health Care CAHS
Evaluation
Evaluation will be ongoing and informal, based on
feedback.
Atlas Development Officer,
Primary Health Care CAHS
Atlas Development Officer,
Primary Health Care CAHS
Key Associated Documents
Forms
Health Centre Imprest List, available from Regional Stores
Stock Request Forms, available from Regional Stores:
Blue form
- Medical Sundries Stock Request
White form
- Stationary Stock Request
Yellow form
- General Stock Request
Green form
- Food Stock Request
Gold form
- Linen Stock Request
Key Legislation, By-Laws, Standards,
Delegations, Aligned & Supporting Documents
OOHS 026
OOHS 059
OOHS 062
OOHS 061
OOHS 069
Purchase Requests
Stores & Ordering - Overview
DoH Financial Delegations Manual (intranet)
RDH Stores Catalogue
Regional Stores Catalogue, hard copy available from Regional Stores
References
As above
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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DEPARTMENT OF HEALTH
Evidence Table
Reference
Method
Evidence level
(I-V)
Summary of recommendation from this reference
N/A
N/A
N/A
N/A
Title: Ordering from Stores PHC Remote Guideline
EDRM Approval No: EDOC2017/61448 | Version: 1.0 | Doc ID: HEALTHINTRA-1880-12813 | Approved: 28/02/2009 | Last Updated:
28/02/2009
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