MEDICAL WAREHOUSE MONTHLY INSPECTION

Purpose
Regular inspections of the interior and exterior of the warehouse to ensure the quality of the products and the storage condition
To have the general overview of the situation and to define areas to improve.
-will allow to identify strengths and weaknesses in order to establish a corrective action plan.
- action plan requires timeline and responsible person.

When
Performed routinely every month.

Who
Pharmacist (owner and responsible for the follow-up)
Supply Team (joins the inspection and participates on the redaction and follow-up of the recommendations)

How
1) Answer by ticking the corresponding box (yer or no) to each question.
2) If deviation was observed, provide detail of the initial action taken to correct the discrepancy.
3) Provide a corrective action/recommendation that will prevent the same from occuring in the future.
4) Communicate with the concerned person or department the deviation that was noted during the inspection.
5) Follow up on action plan based on agreed timeline to close the deviation.
 WAREHOUSE INSPECTION REPORT AND RECOMMENDATION
CPD CENTRAL WAREHOUSE
Covered Period: January 26 to February 10, 2024

1. Warehouse Infrastructure

1.1 Building Yes No Initial Action Taken Corrective Action /

Recommendation
Ceiling newly renovated
as of February 2024.
Acted as Witness last
February 14, 2024 for
1 Ceiling in good condition with absence of holes roof water test with
and leaks? engr.

2 Floor surface is in good condition and allows easy

cleaning?
Walls in good condition with no cracks or evidence Refer to Item no. 1
3
of leaks?

4 Drainage working properly with no standing

water?
With eight (18) existing
Flourescent lights
working properly AND
5 Lights are sufficient and functioning? two (2) emergency
lights

6 Are all access to electric current safe and

complete?

7 Clear access to loading and unloading docks?

Two (2) Door type

aircon are working and
(3) Three industrial fan
8 Fans are working and in good condition?

Washroom available is
Are restrooms and sinks available with clean shared by the
9 warehouse and the
water for staff use?
office
Two (2) Fire exits are
available located at the
10 Fire exits and stairs are available and easily
identified? back of the warehouse

1.2 Storage Conditions Yes No Initial Action Taken Corrective Action /

Recommendation
Temperature recorded
11 Warehouse temperature is recorded twice daily? is compliant to the
WOM manual
 Temperature recorded
is compliant to the
WOM manual

12 Is relative humidity within specified range and

recorded?

Windows are tinted. No

direct sunshine on
13 There is no direct sunshine on the products? products.

14 Hygiene rules are displayed (no food, no smoking,

no eating, etc.)?

15 Presence of rodents and/or other prejudicial

animals?

16 Are there any unusual smell?

17 Is there a pest control procedure?

Routine cleaning is
18 Is there a cleaning log? done daily.

19 Lighting is appropriate for working?

Initial Action Taken Corrective Action /

1.3 Security / Safety Yes No Recommendation

20 Security of the building is ensured?

21 Different access are lockable?

22 Access to the warehouse controlled by assigned

person/s?

Warehouse is only Office order must be provided that

limited to authorized will serve as list for authorized
23 There is a list of authorized persons in the personnel. personnel in the warehouse.
warehouse?

2 Fire extinguishers are

available. One (1) unit
Red labeled Fire
Extinguisher and One
24 Fire extinguishers (Powder or ABC type) are (1) unit Green labeled To replace/renew Red labeled
present and functional?
Fire Extinguisher are Fire Extinguisher.
present
25 Are cartons/ boxes stacked at least 10 cm (4
inches) off the floor with no more than 2.5 meters?

26 Are there available ladders whenever needed?

27 Are jack lifts, forklifts and trolleys sufficient and in

good working condition?

28 Are warehouse equipment subjected to regular

maintenance?

29 All warehouse staff are properly equipped with

PPE?

2. Warehouse Organization

2.1 Mapping / Zones / Flow management Yes No Initial Action Taken Corrective Action /
Recommendation

30 Different zones are identified (reception, storage ,

dispatch)?

31 Different zones are clearly labeled? Reception zone utilized is near the
office area. It must be kept within
32 Reception zone is separated from dispatch zone? the Warehouse premises.

33 There is a proper area to prepare the distributions

(working space)?

34 There is an identified, separated and secured zone Good condition products and
for quarantine area? Quarantine area must
be strictly kept for expired goods must be in a
separate rack to avoid cross
35 There is an identified and secured zone for specific products. contamination and mix-up.
expired/damaged products?

36 There is an area for empty cartons? N/A

37 Is there a well-marked area or separate room for

storing materials, equipment and tools?

38 Total surface of the warehouse is enough for the

volume of goods managed?

2.2 Organization of Goods Yes No Initial Action Taken

39 Storage equipment (shelves, racks, pallets) is in

good condition and allows easy cleaning?

40 Number of shelves, pallets, racks is sufficient?

41 Cartons are properly and safely placed on shelves,
piled up on pallets?

42 There are no boxes on the floor?

There is a segregation between medical and non

43 medical products (to avoid cross contamination
with chlorine, cleaning detergent etc.)?

44 Products are stored in their secondary packaging?

Temperature must be kept in a

45 Products are stored in appropriate conditions consistent range.
(temperature & humidity)?

Locator cards are up-to-

46 Are products stored and recorded in locator date and matches
cards?
physical inventory.

47 Locator cards are accurate and updated?

Products are placed

accordingly by near
48 Products are stored according to FEFO method expiry and farthest
and by batch no.?
expiry.

49 Are products and commodities stored orderly,

according to warehouse layout plan?

50 Are the commodities properly labeled? (PO#, item

description, supplier, etc.)

51 Are products and commodities stacked properly

on pallets or dunning?

52 Minimum space between stacks, walls and below

roof is defined and respected?
N/A
53 Are fragile items stacked no more than 1.5 feet?

N/A
54 Are liquid products and heavy items placed on
lower shelves or bottom of stacks?

55 Are visual quality inspection of products

conducted?

Physical Inventory is
conducted regularly by
56 Semi-annual physical inventory conducted? Warehouse personnel.

Initial Action Taken Corrective Action /

2.3 Waste Management Yes No Recommendation

Current expired
products are subject to
safe disposal as relayed
57 Are SOPs in place for the safe disposal of expired by the warehouse staff.
or damaged products including hazardous waste?
 Three (3) wastebins are
provided. One (1)
Biodegradable, One (1)
Non-Biodegradable and
58 Presence of waste/dust bins? One (1) Recyclable Bin

59 Presence of accumulated waste inside the

warehouse?

2.4 Distribution and Transport Yes No Initial Action Taken Corrective Action /
Recommendation

Written procedures specify the type of

60 distribution system to be used to distribute
products?

PTR, Deliveries,
Acknowledgement,
Requests are filed
Is there a documented distribution schedule for all properly.
61 levels? Are orders delivered as scheduled (e.g.
quantity, time and place)?

3. Additional Documentation

Yes No Initial Action Taken Corrective Action /

Recommendation

62 Stock cards are available and updated?

63 Stock cards are kept in an organized manner?

64 Stock card tracks reconciliations of losses and

adjustments with appropriate signatures?

65 Physical inventory count and stock card balance

matches?

66 Are SOPs available where required?

Does the warehouse maintain records of incidents

67 or near miss picked up during pharmaceuticals N/A
movement process?

Additional Recommendation:
1. To adjust WOM Process Flow Tarpaulin/Signage
2. To install at least 2 units of CCTV camera with monitor;
3. Install digital wall clock at the entrance of the Warehouse;

4. Procure common warehouse supplies such as jack wrap/ stretch film, packing tape

5. Expired products should have at least a separate area to avoid contamination with other goods.

Inspected by:

JOHNNA MEE G. BALLESTEROS, DSCM LOUISE CHARMAINE SU, RPH

 Planning Officer II/Section Head -Capacity Warehouse Manager (Pharmacist)
Development and Field Operations Division-Field
Operations Section

Noted:
LYRA GAY ELLIES S. BORJA
Acting Division Chief Capacity
Development and Field Operations