Make your own free website on Tripod.com

State Pharmaceutical Supplies Center,

Pharmaceutical Services Division,

Sabah Department of Health

.


  1. HISTORICAL BACKGROUND

The State Central Medical Stores(CMS) was a division under the Pharmaceutical Services Programme of the Sabah Health Department. This division was responsible for the procurement and supply of drugs and other pharmaceuticals in the State. Following the privatisation of the Pharmaceutical Laboratory and Stores, Petaling Jaya from December 1994, a part of this division was also privatised. As a result of the privatisation approximately 60% of the stocks in the CMS was alienated to this new company called Remedi (M) Sdn Bhd which was given a concession of 25 years to supply drugs and other pharmaceuticals to all government hospitals nation-wide.

In the past, the procurement and supply activity existed as one of three activities under the State Pharmacy Programme. These were the Inspection and Enforcement activity, the Procurement and Supply activity and the Production activity. However, in 1993 the Procurement and Supply Activity and the Production Activity were combined and integrated to form a new activity called the Drugs Management Services by the Malaysian Ministry of Health. (See Diagram I).

This integration is in line with efforts to restructure and standardise the Pharmaceutical Services under the New Remuneration System (Phase 1) in the State so as to follow the format which had long been practised in Peninsula Malaysia and the State of Sarawak.

 

Diagram I

Programme Pharmacy Programme Pharmacy

State of Sabah before 1993 State of Sabah in 1993



Inspection and Procurement Production Enforcement Drugs

Enforcement and Supply Activity and Licensing Management

Activity Activity Activity Services

The Pharmaceutical Production Unit was an activity under the State Pharmaceutical Services Programme and was directly responsible to the State Deputy Director of Health (Pharmacy) and was established in 1982 and comprised 5 main sections namely:-

    1. Management
    2. Production of Sterile Preparations and Repacking
    3. Quality Control
    4. Store
    5. Production of Galenicals

 

 

 

 

Sections a,b,c and d are located in Queen Elizabeth Hospital and section e is located in Bay 2 of the State Central Medical Stores.

This Unit used to be headed by a pharmacist Grade U3 who was directly responsible for the Management and Store Section and assisted by 2 pharmacists Grade U3 who headed the Production and Quality Control Sections respectively. However, since 1993, due to the severe shortage of government pharmacists in the State this unit has only being manned by 1 Grade U3 pharmacist.

  1. FUNCTIONS OF THE DRUGS MANAGEMENT SERVICES

ACTIVITY

    1. To procure drugs and medical supplies of good quality, safe and efficacious at reasonable costs and within reasonable short lead times.
    2. To produce Galenicals using Good Manufacturing Practice (GMP) guideline and which are of good quality after having passed stringent in-process and- post process quality controls.
    3. To maintain economical stock holdings of drugs and medical supplies so that hospitals and other health institutions in the State of Sabah ( except Queen Elizabeth Hospital) will have access to an uninterupted supply.
    4. Monitor and control the usage of special request drugs and non-standard Remedi drugs and medical equipment in the hospital and health institutions (except Queen Elizabeth Hospital) in Sabah.

 

  1. OBJECTIVES
    1. To maintain an efficient drug and medical supplies system at reasonable costs and reasonable lead times to fulfill rational requests from health institutions in the State of Sabah.
    2. To produce quality and safe pharmaceuticals at reasonable costs for the Health Services in the State of Sabah.
    3. To continually improve the procedures and production facilities to meet the requirements of GMP so as to ensure that the potency and quality of pharmaceuticals produced are maintained at all times.

 

 

 

 

 

 

 

 

 

 

4.0 ORGANISATION CHART OF STATE PHARMACEUTICAL SUPPLY CENTRE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. CLIENTS’ CHARTER
    1. Procurement and Supplies Division
    1. Urgent indents will be serviced and supplied within 24 hours.
    2. Quarterly indents will be processed and supplied within one month, distribution to be done fairly and equally.
    3. All supplies received from suppliers will be checked according to the specifications and instructions available and will be accounted for on the same day.
    4. Payment vouchers for all bills will be processed within 2 weeks from the date the invoices are received.
    1. Production Division
    1. Production
    1. To manufacture quality pharmaceutical preparations (sterile and non-sterile) which are effective and safe for use.
    2. To schedule production of pharmaceuticals according to the requirements of indenters.
    3. To supply sterile/non-sterile preparations that have passed quality control tests within 3 weeks from the date of manufacture.
    4. To supply sterile extemporaneous preparations on normal working days as follows:-

Eyedrops ordered | Before 12.45pm on the

before 10.30am/after 10.30am | same day/ 10.30am the

next day

    1. Quality Control
    1. To ensure quality, effective and safe pharmaceuticals are produced by the pharmaceutical production section and by all hospitals in the State of Sabah.
    2. To ensure that raw materials used for the production of pharmaceuticals are of good quality and according to specifications.
    3. To ensure samples of pharmaceuticals produced /raw materials are efficiently and accurately analysed, and confirmed certificates of analysis are posted at the following times upon receipt of proper requisition forms:-

a) Physiochemical analysis - within 4 – 16 days

b) Microbiological analysis

i) Microbial Limit Test - within 9 days

ii) Sterility Test - within 16 days

c) Repeat Test for a and b - within 16 – 30 days

d) In-process Quality Control - within 4 hours

    1. Total Parenteral Nutrition Services
    1. To supply Total Parenteral Nutrition (TPN) solutions on normal working days at the following times:-
    2. Proper requisition before | Before 4.00pm/6.00pm

      11.00am/after 11.00am | on the same day

    3. To supply TPN solutions for use on Sunday and Public holidays at the following times:
    1. Sunday
    2. Proper requisition before | Before 6.00pm on

      11.00am/after 11.00am on | Saturday/before 2.00pm

      Saturday | on Sunday

    3. Public holidays (one day only)

Proper requisition before | Before 6.00pm on

11.00am/after 11.00am | the same day/before

before public holiday | 2.00pm on the same day

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6.0 STAFF

The State Pharmaceutical Supply Centre has a staff strength of 96 consisting of :-

 

No.

Post

No. of posts

Filled

1.

Principal Assistant Director Grade U2

1

1

2.

Pharmacist Grade U3

5

0

3.

Assistant Acountant Grade W6

1

1

4.

Administrative Assistant Grade N6

(Store)

2

2

5.

Pharmacy Assistant Grade U7

4

4

6.

Pharmacy Assistant Grade U8

28

21

7.

Administrative Assistant Grade N7

(Store Keeper)

4

3

8.

Administrative Assistant Grade N7

(Clerical & Operation)

1

1

9.

Administrative Assistant Grade N9

(Store Keeper)

13

11

10.

Administrative Assistant Grade N9

(Clerical & Operation)

7

7

11.

Junior Administrative Assistant Grade N11 (Store Keeper)

2

2

12.

Junior Administrative Assistant Grade N11 (Clerical)

1

1

13.

Typist Grade N11

1

1

14.

Telephone Operator Grade N11

1

1

15.

Office Boy Grade N13

1

0

16.

Health Attendant Grade U15

1

1

17.

Health Attendant Grade U16

32

30

18.

Wireman Grade R6

1

0

19.

Autoclave Operator Grade R10

1

1

20.

Driver Grade R10

5

4

21.

Security Guard Grade R11

4

1

22.

Junior General Worker

3

3

 

 

 

 

 

 

 

 

 

 

 

 

7.0 EXPENDITURE

PROCUREMENT AND SUPPLY DIVISION

FUNDS ALLOCATED FOR THE YEAR 1998

Expenditures

Amount

1. Operating Cost

RM 1,831,795.00

2. Drugs

RM 2,202,108.00

3. Non-drugs

RM 3,124,871.00

4. Medical Gases

RM 195,443.00

5. AIDS Program

RM 299,577.00

6. Hospital Management

RM 31,381.00

TOTAL

RM 7,685,175.00

 

 

VALUE OF SUPPLIES TO HOSPITALS AND HEALTH INSTITUTIONS

IN 1998

NO.

HOSPITAL

DRUGS

NON-DRUGS

1.

Duchess of Kent, Sandakan

RM 352,991.00

RM 265,906.00

2.

Tawau

RM 313,519.00

RM 345,121.00

3.

Keningau

RM 136,565.00

RM 225,962.00

4.

Kudat

RM 49,350.00

RM 68,419.00

5.

Beaufort

RM 75,802.00

RM 113,809.00

6.

Tenom

RM 35,660.00

RM 46,649.00

7.

Lahad Datu

RM 54,888.00

RM 108,694.00

8.

Beluran

RM 40,803.00

RM 44,357.00

9.

Semporna

RM 21,182.00

RM 63,837.00

10.

Ranau

RM 33,405.00

RM 79,900.00

11.

Tambunan

RM 24,139.00

RM 42,650.00

12.

Labuan

RM 140,637.00

RM 69,388.00

13.

Papar

RM 54,952.00

RM 75,639.00

14.

Kota Belud

RM 74,157.00

RM 100,131.00

15.

Kota Marudu

RM 52,934.00

RM 89,588.00

16.

Sipitang

RM 30,127.00

RM 40,605.00

17.

Tuaran

RM 12,150.00

RM 18,590.00

18.

Bukit Padang, Psychiatric Hospital

RM 27,360.00

RM 7,497.00

 

TOTAL

   

 

 

 

 

 

 

 

 

 

8.0 STATISTICS

VERTICAL BAR CHART

PRODUCTION DIVISION FOR THE YEAR 1998

a) Galenikal Section

  1. Production

Internal preparations - 53,433 Kg

External Liquid preparations - 8,704 Kg

External Solid preparations - 2,849 kg

ii) Prepacking - 134,600 bottles

b) Sterile Production Section

    1. Production of sterile preparation/extemporaneous preparations
    2. Sterile liquid - 363 bottles

      Sterile vial - 835 vials

      Eyedrops - 2,922 bottles

      Liquid paraffin - 253 bottles

      Sterile BIPP - 687

       

    3. Clinical Services

Cytotoxic Drug Reconstitution - 1,500 doses

Total Parenteral Nutrition - 743 bags

 

c. Quality Control Section

    1. Samples received
    2. Physiochemical - 760

      Microbiology - 1,983

      Therapeutic Drug Monitoring - 1,274

    3. Analysis Done

Physiochemical - 1,762

Microbiological - 1,998

Therapeutic Drug Monitoring - 1,395

 

 

PROCUREMENT AND SUPPLY DIVISION FOR THE YEAR 1998

1) Value of drugs and non-drugs purchased

Drugs purchased from Remedi - RM 171,159.00

Drugs purchased through local order - RM 2,030,949.00

Non-drugs purchased from Remedi - RM 168,507.00

Non-drugs purchased through local order - RM 2,956,364.00

    1. Value of drugs and non-drugs supplied

Drugs supplied to hospitals - RM 1,538,763.00

Drugs supplied to health centres/clinics - RM 268,584.00

Non-drugs supplied to hospitals - RM 1,840,337.00

Non-drugs supplied to health centres/clinics - RM 758,348.00

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. SOCIAL AND RECREATIONAL ACTIVITIES
    1. THE WELFARE AND RECREATION CLUB OF THE STATE PHARMACEUTICAL SUPPLIES CENTRE

 

This club was formed in April 1999 with the objective of providing recreational and welfare activities to the staff. The main aims of this club is to

:

    1. provide opportunities for members to share in sports pursuits and at the same time allow families of the staff to get to know each other better. This promotes a sense of togetherness and unity amount the staff ultimetely leading to the development of team spirit and motivation of staff in the organisation.
    2. To provide social activities to the members.

The Executive Committee

The executive committee of the club consists of the following office bearers

Membership

Ordinary membership: All staff of the State Pharmaceutical Supply Centre, Kota Kinabalu are eligible to become members of the club

Entrance and subscription fee

    1. There is no entrance fee
    2. The monthly subscription is based according to staff category.

i) Grade U2 - RM 5.00

ii) Grade U3 - RM 4.00

    1. Grade W6/N6/U7/ - RM 3.00
    2. N7/U8

    3. Grade N9/N11 - RM 2.00

v) Grade N13/U15/U16 - RM 1.00

R10/R11

Activities

    1. Staff welfare
    1. A piece of cake together with a birthday card duly signed by the chairman of the club who is the head of the organisation are presented to all staff on their birthdays.
    2. Annual Family Day

 

    1. Games
    1. Indoor games include:
    2. chess
    1. Outdoor games
    1. Communal festivals celebrated include:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. FUTURE PLANS

STATE PHARMACEUTICAL SUPPLY CENTRE

 

    1. To fully computerise the procurement and supply activity so that orders/requests from all clients in the state (whether from the hospitals or health institutions) are dealt on line.
    2. To implement a paperless administration within the organisation so that work efficiency is further enhanced.
    3. To online all accounts with the Accountant Generals' office in Sabah.
    4. To enhance Quality Control Services in accordance to International Standard.
    5. To repack galenicals manufactured by the Galenical Section into dispensing packs which will be distributed to all hospitals and health centres in the State of Sabah. The aims of which are:

i) To ensure all repacked pharmaceuticals are free from contaminants, with accurate packing unit or volume to give the required dosage information and also to have a uniform label. These can be achieved by adhereing to Good Manufacturing Practice.

ii) To provide repacking services to Queen Elizabeth Hospital from bulk pharmaceutical supply (including tablets and mixtures) by Remedi Pharmaceutical(M) Sdn. Bhd.

iii) To maximise the use of manpower and equipment available.

Regional Laboratory

A regional laboratory is planned to be set up Kota Kinabalu under the Seventh Malaysia Plan. The objective of this laboratory is to carry out qualitative and quantitative analysis on pharmaceuticals and cosmetic products sold in the local market. At present, all pharmaceuticals and cosmetic products are required to be registered with the Drug Central Authority before they are sold in Malaysia. Samples are send to the National Pharmaceutical Control Bureau, Petaling Jaya, Selangor for analysis.

Presently, the Pharmacy Enforcement Unit depends on the Chemistry Department to analyse all confiscated items before prosecution in the courts are instituted. Considering the heavy workload of the Chemistry Department it will be appropriate if these analysis are done by the proposed Regional Laboratory so that results can be quickly obtained and work efficiency further enhanced.

 

 

 

 

Functions of the Regional Laboratory

    1. To analyse and confirm the quality of a product that is registered and sold in Sabah.
    2. To analyse and evaluate the quality, efficacy and safety of a registered product from time to time.
    3. To analyse all samples suspected of containing scheduled poisons.
    4. To analyse traditional drugs to detect for the presence of steroids and other heavy metals (lead, mercury and arsenic)
    5. To provide quality control tests on raw materials and finished products.