Client Instructions for Onsite Pharmacy Inventory 2024

Client Instructions for Onsite Pharmacy Inventory 2024
Renewal Specialist*
Project Coordinator *
Inventory Start Date*
Inventory End Date*
Hospital Name*
Start Time:*

Hour Minutes

AM/PM Option
Address for Inventory*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Onsite Contact - This will be the person meeting our team the day of the inventory. (Typically, the Materials Manager) *

First NameLast Name
Cell Phone Number*
We need the number that allows us to reach the onsite contact person while we are on premise.
Email*
example@example.com
Inventory Type *
If Count Sheet, what portion/locations?
Notes for Arrival:
Credentialing
"Our team members hold complete credentials through Vendormate, ensuring they have met all rigorous background checks, including national, criminal, federal, and sex offender registries. Furthermore, they have fulfilled all mandatory training programs and vaccination requirements. Upon approval, we will furnish a collective letter of attestation to guarantee our team is authorized access upon arrival."
Credentialing*
Pharmacy Count Specific Information
Are we counting Flu Vaccine or any other Free Products? *
Are we counting Omnicell or Pyxis?*
Do you use Record Row/Rack/Bin or other Notes*
If Yes Confirm Specifics:
Are we counting Narcotics? *
Are we Counting 340B?*
Are we counting Antihemophilic Factor/Human Growth Horomone*
If yes, Count by Unit
Are we counting Repacks*
If Yes, Is there an NC # on the packaging?
Do you have any called pricing? *
If Yes, you will tell the staff the price onsite or we will obtain from the label on the product
Expired Item Pull Date:*

MonthDayYear
Date
What to do with Expired Items*
If we pull the expired items, please provide a bin or box for us to collect them in.
Will there be Auditors?*
Are there any Back-Up locations to be counted? *
If Yes; please ensure the Staff is aware of the location.
Will there be any data entry required onsite? *
Will there be any data entry received by client? *
If yes to either of the above questions, please tell us what you will need entered*
Additional Comments:
Miscellaneous Questions
Is there somewhere for our staff to take a break and eat. Select all that apply*

Cafeteria or cafe on siteNo food on siteNearby restaurantsHospital will provide lunch
Is there a location onsite that you can reserve for our team to work and set up their equipment? *
Example: Office or Conference room
Where should the team park upon arrival? Is there a parking fee, and if so, what is the cost? Can parking be validated, and if so, who is responsible for validation?*
Do you have any questions, information, or concerns regarding the new or previous inventories that you would like to bring to our attention? We aim to identify these as early as possible to ensure the inventory process proceeds smoothly and accurately.
Client Checklist:

File Preparation and Upload:
- Convert all files to electronic format (XLS or CSV) and upload them to the Portal.
  Link to upload documents to the portal.
Document Submission:
- Upload Item Master Files and 24-Month PO History at least 30 days before the inventory start date.
- Ensure all lists are uploaded either before or on the inventory start date.
Logistics and Setup:
- Reserve a conference room or office with power for the team to set up and store their belongings
- We will provide a Scrub list; have it ready for the team upon their arrival.
Communication and Access:
- Inform all department heads about our visit and ensure they are prepared.
- Place notes on any items not to be counted or any special instructions.
- Ensure we have access to any locked or restricted areas.
- Notify Security about our scheduled visit.
First and Last Name of person Filling out this form.*
Date*

MonthDayYear
Date
Should be Empty:

Client Instructions for Onsite Pharmacy Inventory 2024

Pharmacy Count Specific Information

Miscellaneous Questions