PhIS System Overview

PHARMACY INFORMATION SYSTEM (PhIS)

CLINICAL DRUG
PHARMACO- ORDERING AND MANUFACTURING OF INFORMATION
KINETICS CYTOTOXIC DRUG RECONSTITUTION, & CONSUMER
DECISION SUPPORT

SERVICES PARENTERAL NUTRITION, IV EDUCATION

ADMIXTURE & EYE DROPS,
DATA MINING &

RADIOPHARMACEUTICALS AND
WARD MEDICATION
PHARMACY
EXTEMPORANEOUS PREPARATIONS MIMS
COUNSELLING

INPATIENT PHARMACY & MEDICATION OUTPATIENT

MEDICATION ADMINISTRATION RECORDING PHARMACY
THERAPY ePerolehan
ADHERENCE ADVERSE DRUG INPATIENT & OUTPATIENT
CLINIC REACTION (ADR) PHARMACY ORDER MANAGEMENT &
MONITORING PATIENT REGISTRATION

PHARMACY INVENTORY

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Pharmacy Inventory Overview
PhIS will provide stock inventory management and tracking of the Drug and Non
Drug item at the Pharmacy Store, Sub Store, as well as at the Wards and Units.

HIS
Hospital Inventory System

Migrate

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Hospital Inventory Hierarchy

Pharmacy
Store Level 1: Pharmacy Store Level
Location: Main Store
User: Pharmacist, Store Keeper

Level 2: Sub Store Level

Location: Farmasi Klinik Pakar (FKP),
Farmasi Bekalan Wad (FBW)
Sub-Store 1 Sub-Store 2 Sub-Store 3
User: Pharmacist, Assistant
Pharmacist

Ward 1 Unit 1 Unit 4

Level 3: Unit / Ward Level
Location: Ward 11/ Ward 12/
Counter
Ward 2 Unit 2 Unit 5 User: Nurse, Sister, MA

Unit 3

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Pharmacy Inventory Sub-Modules

Budget Procurement Receiving Distribution

Stock Taking Expiration

Return Recall
& &
Item Product
Verification Condemn

Product Slow Moving Stock

Complaints Item Transfer
MAINTENANCE
FILE
STRUCTURE

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Maintenance File Structure
Drug & Non Drug
Master

Item Master

HQ (BPF, KKM)

FACILITY
Drug/Non Drug
Catalogue

Item/Product
Unit Catalogue List
Buffer Level

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Drug Code & Item Code Structure for
Drug AP Item
Drug Code: N03AA02000T1002XX

Drug Name: Phenobarbitone 30 mg Tablet

Item Code: 42.3008.02 Item Code: 42.3008.03

Phenobarbitone 30 mg Tablet Phenobarbitone 30 mg Tablet

Pack of 500 tabs Pack of 50 tabs

PKU: pck PKU: pck

SKU: tab SKU: tab

Example of : Drug, AP Item

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Drug Code & Item Code Structure for
Drug LP Item
Drug Code: C01AA05000P3001XX

Drug Name: Digoxin 500mcg/2ml Inj

Item Code: DL000316 Item Code: DL000317

Digoxin 500mcg/2ml Inj Digoxin 500mcg/2ml Inj

Pack of 10 amps Pack of 20 amps

PKU: pck PKU: pck

SKU: amp SKU: amp

Example of : Drug, LP Item

** Previously maintained by PTJ

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 Item Group, Item Class & Item Sub Class
structure
HIS/CPS PhIS & CPS
Item Category: Item Group

Bulk, Cold Items, Dangerous, Dental, Domestic,

etc
Non
Drug
Drug

Item Sub Class: Item Sub Class:

Tablet/Capsule Accessory
Injectables Adaptor
Raw Material Airways
Dangerous Drug Apron
Cytotoxic Bag
Raw Material Bottle
etc etc

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DAY 1

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 BUDGET
MANAGEMENT

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Preliminary Maintenance Setup

Vote Code
PTJ Code/Vote Activity/Vote Object/Vote Sub Activity Facility

Vote Activity:
e.g. 030300 - Kecemasan & Pesakit Luar
Vote Object
Vote Sub Activity:
e.g. 27401 Bekalan Ubat & Dadah HQ
e.g. 12 - Pesakit Luar

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PhIS Policy (MOH Guideline)

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Budget Management

Budget Management

Deduction
Allocation Virement
(Tarik Balik)

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Allocation

Budget Management

Deduction
Allocation Virement
(Tarik Balik)

Receive Warrant from MOH/JKN for Allocation to

New
Allocation specified Vote Code

Budget Balance will be updated once the transaction is

Allocation Report
approved

Allocation Allocation report can be viewed, saved and printed at

Approval any time

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Deduction (Tarik Balik)

Budget Management

Deduction
Allocation (Tarik Balik)
Virement

Receive instruction for Deduction (Tarik Balik)

New from MOH/JKN
Deduction
Budget Balance will be updated once the
Deduction
Report
transaction is approved

Deduction (Tarik Balik) report can be viewed,

Deduction saved and printed at any time
Approval

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 Virement

Budget Management

Deduction
Allocation Virement
(Tarik Balik)

To vire Amount (RM) from one Vote to another Vote within

the same facility New
Virement
Budget Balance will be updated once the transaction is
approved Virement
Report
Virement report can be viewed, saved and printed at any
time Virement
Approval

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PROCUREMENT

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Drug/ Non Drug Catalogue

Drug Details :
Facility Standard
HQ Status Item Default
Status Status
Active Active Standard Set default
Inactive Inactive Non item for
Standard procurement

Item List :
HQ Status Facility Status Item Information

Active Active SKU

Inactive Inactive PKU
Packaging
Description

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Item/Product Buffer Level

Item
Purchase Status
Type

Item Default
Default Vote
Minimum Storage Quantity
Buffer Level Quantity
Budget Maximum Storage Quantity
Quantity *
Type Minimum Issue Quantity
Maximum Order Quantity

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PhIS Policy (MOH Guideline)

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Procurement

Procurement

Standard Item Non Standard Item

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 PROCUREMENT
(STANDARD ITEM)

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Procurement (Standard Item)

Procurement
(Standard Item)

Recommended Purchase Supplementary

List (RPL) Order

Generate RPL Create Purchase Order

RPL Approval Purchase Order
Proceed to Purchase Approval
Order

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Procurement (Standard Item)

Item Purchase Type

APPL LP Contract

Items supplied by Item that does not Item that has contractual
Pharmaniaga Logistics listed either in APPL or agreement either through
Sdn. Bhd. (PLSB) Contract MOH Central Contract,
Based on Estimated JKN or Facility
Regardless of how much Annual Purchase
is the Annual Purchase Amount (RM):
Amount (RM), the Direct Purchase
purchasing will be direct ( RM 50K)
Quotation
(RM 50K Q 500K)
Proposed Contract
( RM 500K)

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DAY 2

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Procurement (Standard Item)

Item Purchase Type

APPL LP Contract

Items supplied by Item that does not listed Item that has contractual
Pharmaniaga Logistics either in APPL or Contract agreement either through
Sdn. Bhd. (PLSB) Based on Estimated MOH Central Contract, JKN
Annual Purchase Amount or Facility
Regardless of how (RM):
much is the Annual Direct Purchase
Purchase Amount (RM), ( RM 50K)
the purchasing will be Quotation
direct (RM 50K Q 500K)
Proposed Contract
( RM 500K)

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DAY 3

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REQUEST ORDER

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Request Order

Procurement
(Non Standard Item)

Request From
Requisition Order Approved Special
Non Standard Item to
(Non Standard) Drug (KPK)
Standard Item

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REQUISITION ORDER
(NON STANDARD)

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PhIS Policy (MOH Guideline)

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Requisition Order (Non Standard)

Requisition Order
(Non Standard)

New Requisition Order 1 Drug/Non Drug per transaction

(Non Standard) Supplier: APPL/Contract/LP

Requisition Order
(Non Standard) Recommend Vote to be used
Enter Approved Qty
Verification
Requester Unit

Requisition Order Select Item to be procure

(Non Standard) Select Vote as per recommend by HOD
Pharmacy Store Approval Enter Verified Qty

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APPROVED SPECIAL DRUG
(KPK)

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Approved Special Drug (KPK)

Order Management Module

(PhIS)
Special Drug Request
Facility Level

Provide BPF Register No.

Approval by BPF
HQ Level

Inventory Module
Approved Request Order
Special Drug (KPK) (PhIS)

Facility Level

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Approved Special Drug (KPK)

Approved Special
Drug (KPK)

New Approved Select Vote to be charged

Special Drug (KPK) Enter Purchase Qty (SKU)

Approved
Special Drug (KPK)
Approval

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 REQUEST FROM
NON STANDARD ITEM
TO
STANDARD ITEM

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PhIS Policy (MOH Guideline)

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Request From Non Standard Item to
Standard Item
Request from Non Standard
Item to Standard Item

New Request from

Non Standard
Item to Standard Item

Request from Non

Standard
Item to Standard Item
Verification
Requester Unit

Pharmacy Store Request from Non

Standard
Item to Standard Item
Approval

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RECEIVE ITEM

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PhIS Policy (MOH Guideline)

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Receive Item

Receive Item

Receive from
Intra Facility Inter Facility Supplier

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RECEIVE FROM SUPPLIER

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Receive from Supplier

Receive from Supplier

Create New
Receive from Supplier

Receive from Supplier KEW.PS-1

KEW.PS-2
Approval

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PAYMENT

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PhIS Policy (MOH Guideline)

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Payment

Payment

Create New Payment

Payment
Payment Approval Summary
List Report

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DAY 4

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DISTRIBUTION

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Distribution

Distribution

Indent Issue Receive Item

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Unit Catalogue List
Stock Available
Min Indent Quantity Requester Unit
Min Issue Quantity
Min Storage Quantity
Buffer Level Quantity
Max Storage Quantity
Drug Non Drug

Ward/Unit Standard/
Stock Active/Inactive Non Standard
Y/N Item

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INDENT

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PhIS Policy (MOH Guideline)

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Indent

Indent

Generate
Recommended Add Indent Item
Indent List (RIL)

Indent Approval

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ISSUE

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PhIS Policy (MOH Guideline)

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Issue

Issue

Recommended Issue
Issue
Quantity (RIQ)

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RECOMMENDED ISSUE
QUANTITY (RIQ)

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Recommended Issue Quantity (RIQ)

Recommended Issue
Quantity (RIQ)

FIFI
(First Indent Urgent/ Priority
First Issue)

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ISSUE

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Issue
Issue

Recommended Issue
Issue
Quantity (RIQ)

Stock Direct
Online Offline
Replenish Issue

Issue Approval

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RECEIVE ITEM

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PhIS Policy (MOH Guideline)

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Receive Item

Receive Item

Inter Facility Intra Facility Supplier

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 RECEIVE ITEM
INTER FACILITY

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Receive Item - Inter Facility

Receive Item Inter Facility

Create New
Receive Item Inter Facility

Receive Item Inter Facility Goods

Receive Note
Approval

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 RECEIVE ITEM
INTRA FACILITY

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Receive Item - Intra Facility

Receive Item Intra Facility

Create New Goods Receive

Note
Receive Item Intra Facility

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 SLOW
MOVING ITEM

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PhIS Policy (MOH Guideline)

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Slow Moving Item
Slow Moving
Item

Slow Moving Item Disseminate

Create New Disseminate to

Slow Moving Item selected Facility/Unit

Slow Moving Item

Approval

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EXPIRATION &
CONDEMN

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NEAR EXPIRATION ITEM

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Near Expiration Item
Near Expiration
Item

Near Expiration Item Disseminate

Create New Disseminate to

Near Expiration Item selected Unit(s)

Near Expiration Item

Approval

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CONDEMN

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Condemn

Condemn

Recommended
Condemn
Condemn List (RCL)

Generate RCL

RCL Approval

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STOCK TAKING
&
VERIFICATION

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PhIS Policy (MOH Guideline)

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Stock Taking & Verification

Stock Taking
&
Verification

Physical Checking Count Sheet Adjustment

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PHYSICAL CHECKING

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Physical Checking

Physical Checking

Physical
Checking
List Report

**System to generate a list of item to check and count the physical stock

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COUNT SHEET

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Count Sheet

Count Sheet

Examiner enter Physical

Qty & Bin Card Qty
New Count Sheet

KEW.PS-14 Approver enter Physical

Qty & Bin Card Qty
Count Sheet
Approval
KEW.PS-17

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ADJUSTMENT

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PhIS Policy (MOH Guideline)

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Adjustment

Adjustment

New
Adjustment

Stock Adjustment
for items that have
variance between Ad hoc Stock
Physical Qty Stock Taking Routine Checking Adjustment of any
entered by item in store
Approver vs. Qty
Available in
system

Adjustment
Approval

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DAY 5

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RECALL PRODUCT

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PhIS Policy (MOH Guideline)

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Recall Product

Recall Product

Recall Product
Notification

Generate Unit List Disseminate

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QUARANTINE

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PhIS Policy (MOH Guideline)

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Quarantine

Quarantine

Create New
Quarantine

Quarantine
Approval

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RETURNED ITEM

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Returned Item

Returned Item

Return to Return to
Supplying Unit Supplier

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RETURN TO SUPPLYING UNIT

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Return to Supplying Unit

Returned Item

Return to Return to
Supplying Unit Supplier

Create New
Returned Item

Returned Item
Approval

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RECEIVE ITEM

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PhIS Policy (MOH Guideline)

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Receive Item

Receive Item

Intra Facility Inter Facility Supplier

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 RECEIVE ITEM
INTRA FACILITY

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102
Receive Item - Intra Facility

Receive Item Intra Facility

Create New Goods Receive

Note
Receive Item Intra Facility

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RETURNED ITEM

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Returned Item

Returned Item

Return to Return to
Supplying Unit Supplier

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RETURN TO SUPPLIER

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Return to Supplier

Returned Item

Return to Return to
Supplying Unit Supplier

Create New
Returned Item

Returned Item
Approval

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 PRODUCT
COMPLAINTS

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PhIS Policy (MOH Guideline)

109
Product Complaints

Product Complaints

Drug Non Drug

(Catalogue/Non Catalogue) (Catalogue)

Create New
Product Complaints

Product Complaints
Investigation

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QUARANTINE

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Quarantine

Quarantine

Create New
Quarantine

Quarantine
Approval

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RETURNED ITEM

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Returned Item

Returned Item

Return to Return to
Supplying Unit Supplier

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RETURN TO SUPPLYING UNIT

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Return to Supplying Unit

Returned Item

Return to Return to
Supplying Unit Supplier

Create New
Returned Item

Returned Item
Approval

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RECEIVE ITEM

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PhIS Policy (MOH Guideline)

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Receive Item

Receive Item

Intra Facility Inter Facility Supplier

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 RECEIVE ITEM
INTRA FACILITY

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Receive Item - Intra Facility

Receive Item Intra Facility

Create New Goods Receive

Note
Receive Item Intra Facility

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RETURNED ITEM

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Returned Item

Returned Item

Return to Return to
Supplying Unit Supplier

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RETURN TO SUPPLIER

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Return to Supplier

Returned Item

Return to Return to
Supplying Unit Supplier

Create New
Returned Item

Returned Item
Approval

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BUFFER LEVEL

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Buffer Level

Buffer Level

Recalculate Buffer
Year End Process
Level

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RECALCULATE BUFFER LEVEL

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Recalculate Buffer Level

Recalculate Buffer
Level

Calculate Overwrite

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YEAR END PROCESS

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Year End Process

Year End Process

Perform New Year

End Process

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Q&A

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