Development of Medical Supply Management by Using Prescribing Data from Outpatient Department at Maha Sarakham Hospital

Abstract

Objective : To develop a substock inventory management system for the outpatient dispensing unit by utilizing physicians’ prescription data.

Research Design and Methods: This study used an action research methodology conducted from October 1, 2024, to March 31, 2025. Collaborative meetings were held among relevant departments to redesign the drug requisition process using Lean principles, integrated with information systems and technology. Data were collected on out-of-cycle drug requisition frequency and item counts, inventory value, work time, total requisition value, number of requisitioned items, and weekly requisition forms. Statistical analysis was performed using paired t-tests to compare pre- and post-intervention outcomes.

Results : The revised system reduced the drug requisition process by three steps through the implementation of the INV program. A total of 438 requisition forms comprising 14,194 items were analyzed. Out-of-cycle drug requisitions significantly decreased (p < 0.05), with the number of requisitions dropping from 95 to 35 times (a 63.16% reduction) and item counts decreasing from 251 to 48 items (an 80.88% reduction). The total inventory value decreased by 8,571,134.49 THB, representing a 32.81% reduction. Work time was reduced by 37 hours per month or 9.25 hours per week, equivalent to a 33.95% reduction. Comparisons with other substock units still using the original system revealed statistically significant differences (p < 0.05) in both out-of-cycle drug requisition frequency and the number of out-of-cycle drug items.

Conclusion : Physicians’ prescription data can be effectively used to calculate drug inventory needs for substock pharmacy units, improving pharmaceutical supply chain management efficiency. This system can be expanded and adapted for implementation across all hospital substock pharmacies.