FEDERAL MEDICAL CENTRE, OWO

DEPARTMENT OF PHARMACEUTICAL SERVICES

  1. INTRODUCTION

The Department of Pharmaceutical Services is one of the core services Departments of the Federal Medical Centre, Owo. The Department is saddled with the responsibility of providing safe, qualitative, efficacious medications and pharmaceutical care services to our numerous ambulatory and admitted patients. Staff working in the Department comprises of Pharmacists, Pharmacy Technicians, Store Officers, Confidential Secretaries, DRF Account staff, Executive and Clerical officers.

The staff in the Department maintained a cordial working relationship with Medical Doctors and other healthcare Professionals to ensure rational prescribing and drug use. Information on medicines is always freely given to patients and other healthcare Professionals.

 The Department has seven (07) divisions headed by a Divisional head for ease of administration. The Divisions are:

  1. Pharmacy Administration
  2. Clinical
  3. Pharmacy Information Management
  4. Drug Production and Quality Assurance
  5. Pharmacy Public Health
  6. Pharmacy Store and Logistics
  7. Pharmacy out stations

Figure 1

PHARM DR (MRS) F.C OLUWATIMILEHIN Pharm D; FPSN; FPCPharm; MNIM

HOD PHARMACEUTICAL SERVICES DEPARTMENT,

FEDERAL MEDICAL CENTRE, OWO, ONDO STATE

  • THE DRUG REVOLVING FUND (DRF) SCHEME

Operation of the DRF scheme in the Centre has been one of the main functions of the Department.  Though provision of pharmaceutical services in the Centre started in November 1993, the DRF scheme of the Centre took off formally in October 1994 with the then Head of Department, Pharm (Mrs.) Bosede Deborah Oluwatayo – Omotoyinbo FPSN  as the pioneer Project Manager.  The scheme which started with an initial capital of five hundred thousand naira only (#500,000.00) both in cash and pharmaceuticals got a boost of about six hundred thousand naira (#600,000.00) worth of medicines from the Federal Essential Drug Programme as seed stock in 1995 and an additional five hundred thousand naira (#500,000.00) cash from the Hospital Management. This brought the total take – off capital to about one million, six hundred thousand naira only. (#1.6M)

It is note-worthy that by the time the scheme was three years old in October 1997, it had paid back the one million naira (#1.0M) capital from Hospital Management, bought a DRF service vehicle –a new Toyota Stallion at a cost of #1.3m from its profit and was still able to keep the scheme running without additional fund from Management.  In June 2001 a Peugeot 505 Station Wagon was bought from the proceeds of the scheme bringing the number of the project vehicles to two (02).  The stallion is still being used as at today, while the station wagon had been boarded off.

This feat could not have been possible but for the prudent, diligent and efficient management of the fund and pharmaceuticals by the operators, chiefly the Pharmacists. 

  • PERSONNEL/ORGANOGRAM

PERSONNEL AS AT FEBRUARY,2020

The Pharmacists in the Department have B. Pharm and/or Pharm D. There are many of them with Masters and Fellowship of the West African Postgraduate College of Pharmacists

S/NO                           CATEGORY                                  NO

1.                     Fully registered Pharmacists                          23

2.                     NYSC Pharmacists                                 03

3.                     Intern Pharmacists                              NIL

4.                        Pharmacy Technicians                       05

5.                     IT Pharmacy students                         02

6.                     IT Pharmacy students (Polytechnic)    09                                

7.                     Store Officers                                                    05

8.                     Confidential secretaries                     02

9,                     DRF Account staff                                04

10.                  Clerical Officer/Courier                     09

Figure 2

ORGANOGRAM OF PHARMACEUTICAL SERVICES DEPARTMENT

4.         DIVISIONS, SECTIONS AND UNITS IN THE DEPARTMENT.

There are seven Divisions with various Sections and Units.

(1)      PHARMACY ADMINISTRATION DIVISION

This Division is headed by the Head of Department and is the link between the Department and the Hospital Management. It is responsible for the coordination of the day of day activities of the Department.

It has the following Sections and Units:

 (i)      GENERAL ADMINISTRATION UNIT

Monitored and ensured that divisional goals are achieved.  The Unit also ensures total compliance in the execution of management and departmental policies through the employment of management principles of planning, organizing, coordinating, controlling, division of labor etc. This unit is the link between the Hospital Management and the Department and ensures free flow of information from the Top (Management) to staff and vice versa through departmental meetings, memos, circulars and telephone calls.

(ii)      NHIS/STAFF CLINIC PHARMACY SECTION

This section comprises of the NHIS Store and the Dispensary. It provides 24 hours pharmaceuticals needs for members of staff of the Hospital and NHIS Enrollees.  Adequate inventory control and management are carried out to ensure continuous availability of pharmaceuticals to patients within the limited resources.  Patients are continually educated and counseled on the use of their medications. Interns and students on industrial training received appropriate training in the course of their posting to the Section.

Figure 3

NATIONAL HEALTH INSURANCE SCHEME PHARMACY

(iii)     PHARMACY FINANCIAL MANAGEMENT UNIT

This unit summarizes the daily, weekly and monthly financial activities of the various outlets in the Department.  These data are used by the Research and Statistics Unit of the Department to help with planning.  Monthly rosters and disposition for members of staff are made available to ensure adequate coverage of services in the various clinical and non-clinical areas of the Department.  The quarterly stocktaking sheets of the various outlets are compiled and verified before forwarding to the Accounts Department.  Compilation on monthly basis of credit facilities offered to patients on Medical Retainer ship with the hospital, Smile Train patients and management patients are computed for prompt payment.  The unit ensures welfare of call duty officers through the collection and distribution of call food tickets.

(iv)     DRUG REVOLVING FUND UNIT

The Unit is the link between the Department and the Accounts department of the Hospital. It is responsible for the reconciliation of daily sales made by the various clinical outlets (within and outside the hospital).  It maintains the records of the various Pharmaceutical Companies doing business with the hospital.  Weekly and monthly sales reports are prepared and submitted to the Head of Department. All the staff in the Unit is involved in the quarterly stock taking exercise and other financial dealings between the department and other Departments in the Hospital.

(v)     HOSPITAL STORE UNIT

The unit is the link between the Department and the Main Hospital Store. The officers work with the Store Pharmacists in receiving pharmaceuticals delivered by Suppliers and issuing these items to the various outlets with proper documentation.

2.      CLINICAL DIVISION

Figure 4

PHARM A. A. FAMAKINDE, FPSN, FPCPharm. 

HEAD OF CLINICAL DIVISION

The Division comprises of two main sections with various units.

(i)       IN PATIENT PHARMACY SECTION

This section includes the In-patient Pharmacy, Theatre Pharmacy and Operation Pack Pharmacy.  This section is involved in prescription evaluation, prescription preparation and dispensing and counseling. Many of the prescriptions serviced are for patients on admission and their care givers are the ones collecting their pharmaceuticals. The in-patient section is also involved in sporadic inspection of anesthetic medicines in the Theatres; oxytocin injection in the Labor ward and narcotic analgesics in the various wards and theatre. 

The Operation Pack Pharmacy Unit is saddled with the preparation of all the surgical packs used for the various surgical procedures in the hospital and these packs are thereafter transferred to the relevant units requiring them. Interns, Pharmacy Technicians, IT Pharmacy students and IT Pharmacy Technicians are properly trained in the course of their posting to the Units in the Division.

Figure 5

 IN-PATIENT PHARMACY SECTION IN OPERATION

Figure 6

OPERATION PACK PHARMACY UNIT

(ii)      OUT-PATIENT PHARMACY SECTION

This Section includes the General Out-Patient Dispensary, Accident and Emergency Pharmacy, Ophthalmology Pharmacy, Community Health Department Pharmacy and Children Emergency Pharmacy.

Core activities carried out at the Clinical division ensures that efficacious medicines of high quality are provided to patients. Rational and safe drug use in all patients is ensured through prescription evaluation, prescription preparation, dispensing and documentation.  There is collaboration between the Prescribers and the Pharmacists.  Technical and professional advice is provided to patients and other health care professional through drug education and information. Patients are properly counseled on the use, administration, probable side effects and storage of their medications.  Daily inventory controls are carried out in all the various outlets in order to minimize stock out of pharmaceuticals.  Quarterly stock taking exercises are conducted in conjunction with staff from Audit and Accounts Departments in the various outlets

Figure 7

ELECTRONIC BILLING OF PRESCRIPTIONS AT THE GENERAL OUTPATIENT PHARMACY

Figure 8

WELL ARRANGED PHARMECEUTICALS ON THE SHELVES AT THE GENERAL OUTPATIENT PHARMACY

Figure 9

PATIENT COUNSELLING ON HER MEDICATIONS IN THE COUNSELLING ROOM AT THE GENERAL OUT-PATIENT PHARMACY

3.     PUBLIC HEALTH DIVISION

This Division comprises of the ARV Pharmacy section, Public Health Education Section, Infectious Control and Research Centre Section and the Pharmacoepidemiology unit.

This division enjoys tremendous support from the Nigeria Centre for Disease Control (NCDC), Non – Governmental Organizations and the Ondo State Government. All medications dispensed to patients are given free because of this support. Core activities in this division include prescription evaluation for correctness and appropriateness, prescription preparation, dispensing and counseling of patients on the importance of adhering to their medications. Patients are provided with adequate information on the dispensed medications and time of usage.  The ARV patients are counseled on the importance of having their viral load test done at the appropriate time.

Thorough inventory control is carried out to prevent stock out and records are properly documented into the various record books.  The patients are followed up on the use of their medications placing phone calls to them from time to time. Weekly and monthly reports are forwarded to the supporting Non-Governmental Organizations for their information and for logistics and planning.

Figure 10

PHARM (MRS) O.A. KOMOLAFE DSA,

HEAD OF PUBLIC HEALTH PHARMACY DIVISION

4       DRUG PRODUCTION AND QUALITY ASSURANCE DIVISION

THE DRUG PRODUCTION (D.P) SECTION

The Drug Production Section is a section in the Pharmaceutical Services Department where production and compounding activities are carried out. Such activities include:

  1. Preparation of medicines not commercially available into the syrup forms especially for Pediatrics’ patients based on the Physicians requests.
  2. Generation of revenue for the Centre from the payment of compounding fees for the above mentioned extemporaneous preparations.
  3. Preparation of freshly made Eusol lotion.
  4. Re-bottling of Methylated spirit after proper discoloration with a drop of Gentian Violet its uniqueness and for patients’ acceptability
  5. Appropriate dilution of hospital concentrate and bottling of Chlorhexidine + Cetrimide solution.
  6. Bottling of Izal lotion for use in the Centre.
  7. Making of special preparations like chlorine solution of various strengths for use in and around the Centre. etc.
  8. Preparation of antibacterial hand wash and hand sanitizer
  9. Preparation of Preparation of simple syrups for extemporaneous preparations.

Figure 11

PHARM O.A. OGUNJEMIYO FPSN

HEAD OF DRUG PRODUCTION AND QUALITY ASSURANCE DIVISION

Figure 12

ACTIVITIES AT THE DRUG PRODUCTION SECTION.

  1. THE QUALITY ASSURANCE (Q.A) SECTION

The quality of pharmaceutical products cannot be compromised because of the hazardous effects of low quality products on the health of the populace.

QUALITY ASSURANCE : It is the total sum of the organised arrangements made with the object of ensuring that medicinal products are of the quality required for their intended use.

The Quality Assurance Section in the Pharmaceutical Services Department was set up to ensure that most pharmaceuticals received into the Centre are tested and certified to be of high quality to protect the health of the populace.

Activities carried out at the Section include:

  1. Carrying out quality control (qualitative and quantitative) tests on some of the medicines received into the Centre using the MINILAB provided by the Management
  2. Collating and sending the free samples donated by Pharmaceutical Companies to the relevant clinical departments for use on patients while testing those that could be tested with the MINILAB to help in the sourcing of pharmaceuticals during tender exercises.
  3. Collating feedbacks received from doctors and forwarding same to Head of Department for consideration by the Pharmacy and Therapeutics Drugs Committee.

Figure 13

ACTIVITIES AT THE QUALITY ASSURANCE SECTION

  1. WATER PROJECT: This would commence as soon as Management concludes the various logistics involved.

5.      PHARMACY STORE MANAGEMENT

This Division comprises of the Pharmacy store Administration and Procurement services, Issuing and Documentation section and Monitoring and Evaluation.

The activities carried out include procurement of pharmaceuticals through the Drug Tender process and sometimes through emergency purchases.

Pharmaceuticals are received from Suppliers and issued to various dispensing outlets based on their requests by Pharmacists ably assisted by Store officers. Proper documentation is done into various tally cards, ledgers and other books used in the Division. Partial automation of activities in the Division has been achieved since May, 2019 and members of staff have been trained on the use of the software. Quarterly stock taking exercise is done at the end of each quarter in the presence of staff from Audit and Account Departments.

Interns, IT Pharmacy students and IT Pharmacy Technicians are properly trained in the Division.

Figure 14

PHARM (MRS) B.Y BODEDE

HEAD OF PHARMACY STORE LOGISTICS MANAGEMENT DIVISION.

Figure 15

A SECTION OF THE PHARMACY MAIN STORE.

6.         PHARMACY INFORMATION MANAGEMENT DIVISION

This Division comprises of two (02) sections and four Units.  The two sections are

  1. Pharmacy Information Technology section
  2. Pharmacy Information Services section

The Information services section has four units. These are:

  • Pharmacy Research and Statistics Unit
  • Continuous Education Unit,
  • Pharmacovigilance Unit and
  • Food and Drug Information Services Unit.

The Research and Statistics Unit is involved in the carrying out of research in relevant areas, preparing research proposals and analyzes the prescription sheets serviced in the Hospital on daily basis.

The Continuous Education Unit is involved in the organization of lectures for Intern Pharmacists and IT Pharmacy Technician students. The Unit coordinates the clinical meetings of Pharmacists, vets the weekly reports and logbooks of Intern Pharmacists and IT Pharmacy Technicians. The unit equally maintains the Departmental library.

The Pharmacovigilance Unit is involved in the sensitization of Doctors, nurses, other healthcare providers and patients on the importance of pharmacovigilance. Sensitization visits to all the Community Pharmacies in Owo town on pharmacovigilance is a regular activity. Adverse drug reactions are reported regularly and the pharmacovigilance forms are filled and submitted to the Akure NAFDAC office.

Figure 16

A CROSS SECTION OF PATIENTS GETTING INFORMATION ABOUT ADVERSE DRUG REACTIONS. (PHARMACOVIGILANCE)

The Food and Drug Information Unit is responsible for the provision of information on medicines to healthcare professionals within and outside the Hospital.

Figure 17

PHARM (MRS) Q.E . ADEYEYE DSA

HEAD OF PHARMACY INFORMATION MANAGEMENT DIVISION

7.      PHARMACY ANNEXES DIVISION

This division coordinates all the Pharmacy outlets outside the hospital. There are presently five out-stations/ annexes in Akure, Oka Akoko, Ijebu- Owo, Ikaramu and upcoming in Emure ile. Pharmaceuticals are supplied from the Pharmacy main store to these annexes based on their requests. …….

The Pharmacists working in these annexes are involved in clinical activities such as prescription evaluation, prescription preparation, patient counseling and documentation. Pharmaceutical care services are provided in all these service outlets. The Pharmacist ensures proper inventory control to prevent expiration of pharmaceuticals.

Figure 18

PHARM I.A. AYENI,DSA

HEAD OF PHARMACY ANNEXES DIVISION

  • PHARMACISTS ACTIVITIES IN LASSA FEVER MANAGEMENT IN THE HOSPITAL

In January 2019, the Federal Government designated the Hospital as the most improved Lassa Fever treatment Centre in the Country. Pharmacists and other Healthcare Professionals work as a team in providing efficient, effective services to these patients. A Pharmacist who is the Ondo State Logistician ensures that all the needed pharmaceuticals and consumables are always available all the year round. The Pharmacy department commenced the production of HAND SANITIZERS, LIQUID HANDWASH, CHLORINE WATER- the 0.05% as hand disinfectant, the 0.5% for cleaning of the floor. This has enabled the hospital to save a lot of money from the purchase of these products. It has also been an impetus to other Pharmacists in other Federal Tertiary Health Institutions to produce their hand sanitizers.

The Pharmacists equally educated Colleagues at Pharmacists foray:

  • Pharm I. A. Ayeni gave a lecture at the West African Postgraduate College of Pharmacists, Ondo and Ekiti states zone in Ado Ekiti
  • Pharm Dr (Mrs) F .C. Oluwatimilehin gave a lecture at the 21st National Conference of the Association of Hospital and Administrative Pharmacists of Nigeria in Sokoto.
  • Pharm Dr (Mrs) F.C. Oluwatimilehin made a presentation at the Pharmabridge session at the International Pharmacists Conference (FIP) in Abu Dhabi, United Arab Emirates
  • DEVELOPMENTAL PROJECTS IN THE DEPARTMENT
  • Provision of a new Pharmacy Building to house the Pharmacy Bulk store, the In Patient Pharmacy and call rooms, Pharmacy Administration and Pharmacy Information Management Division. A three (3) story building plan is available.
  • Construction of facilities for the Hospital sachet and bottled water.
  • Full computerization of all activities in the Department.
  • Provision of 95% of patients’ pharmaceuticals need.
  • Purchase of dedicated delivery van for conveying pharmaceuticals to outlets within the hospital and pharmacy annexes
  • Purchase of equipment for the Drug Production and Quality Assurance Division. (A list of required equipment is available.
  • Purchase of official vehicles for use by staff of the Department.