ABOUT

The Task Force for Global Health provides all people with opportunities to lead healthy, productive lives.

CONTACT 

330 West Ponce de Leon Ave.
Decatur, Georgia, 30030

T: (404) 592-1458  1-800-765-7173

E: info@medsurplusalliance.org

WEBSITE RESOURCES

Terms & Conditions
Privacy Policy
Sitemap

© 2018 by MedSurplus Alliance

SUBSCRIBE TO  THE TASK FORCE NEWSLETTER

Each month, we’ll send you our e-newsletter with the latest about our work around the world.  If you are in the European Union,  sign up here

CONNECT. LEARN. SHARE. COMMIT.

FOLLOW US ON Facebook.

Quality and Quantity

 

3.1 Quality & Quantity – General

 

There should be no double standard in quality. If the quality of an item is unacceptable in the donor country, it is also unacceptable as a donation.

3.1.1 General – Sourcing Quality

3.1.1.1 Donated products should be obtained from a reliable source.

 

3.1.1.2 Donated products should meet the applicable quality standards in both the donor and recipient countries.

 

3.1.1.3 Donated products that do not meet stated quality standards or have been recalled should not be distributed.

Guidance & Resources

 

Prior to accepting a donation or donating a product, the MSRO should determine that the product can meet the applicable quality requirements in both the donor and recipient countries. In addition, all applicable sources should be checked to ensure the product is not currently under recall or any other advisories prior to being donated. Product quality measures also include expiry date, appropriate packaging, appropriate storage environment, etc. 

 

FDA List of Medical Device Recalls

This website is run by the U.S. Food and Drug Administration (FDA) and lists all medical devices that have been recalled. Each recalled item provides a link to a separate page where details about the recall can be found.

(Source: The Federal Drug Administration)

 

FDA Medical Recalls

This website lists all the U.S. Food and Drug Administration medical product recalls. The site lists recalls for the following categories: drugs, vaccines, medical devices, other biologics, blood and plasma products, and veterinary products.

(Source: Recalls.gov)

 

3.1.2 General – Logistics Quality

 It is important to understand and meet logistics quality requirements throughout the donation process in order to ensure that products arrive in working order and are in usable condition.

3.1.2.1 MSROs should confirm there exists adequate cold-chain systems and/or temperature monitoring for the donated product at the recipient location.

 

3.1.2.2 MSROs should confirm there exists adequate storage & distribution capabilities for the donated product at the recipient location.

 

3.1.2.3 MSROs should confirm there exists adequate personnel to handle the donated product at the recipient location.

 

Guidance & Resources 

 

During logistics planning proper climate control should be considered, as well as shipment preparation and packaging, to maintain integrity of the product. These are especially important in the “last mile,” where the product is transported in-country from the entry port to the final recipient.  

Managing a Procurement System:

This resource provides information on the full supply chain management of medical supplies from identification of product to final distribution.

(Source: Partners in Health)

Handbook for Vaccine & Cold Chain Handlers

UNICEF developed this handbook with a thorough framework and importance of the cold chain process. It includes information on cold chain systems, equipment, temperature monitoring, equipment maintenance, storage and distribution, and responsibilities of personnel.

(Sources: Ministry of Health and Family Welfare, Government of India; UNICEF; WHO/NPSP; MCHIP; NIHFW)

 

3.1.3 General – Packaging Quality

 The product should be packaged and shipped in a manner that safeguards its quality and integrity during transportation.  MSRO procedures should address all of the following.

          

3.1.3.1 MSRO packing procedures should address the proper marking and labeling of shipments.

 

3.1.3.2 MSRO packing procedures should address the proper handling of perishables and thermal-sensitive products.

 

3.1.3.3 MSRO packing procedures should address the proper use of corrugated fiberboard boxes, including avoiding use of used boxes.

 

3.1.3.4 MSRO packing procedures should address the proper protective cushioning of product.

 

3.1.3.5 MSRO packing procedures should address proper cargo security measures.

 

3.1.3.6 MSRO packing procedures should address the proper use of stretch wrapping.

 

3.1.3.7 MSRO packing procedures should address proper methods for palletizing boxes.

 

3.1.3.8 MSRO packing procedures should address regulations regarding bagged shipments.

 

3.1.3.9 MSRO packing procedures should address the hazards of shipment testing.

 

Guidance & Resources 

 

Packaging should be specific to the product and designed to reduce damage during shipping. For example, syringes should be packaged accordingly and labeled as “fragile” during each stage of the shipping process.

 

FedEx Packaging Guidelines for Shipping Freight

This document was created by FedEx and outlines proper packaging procedures for shipping freight.

(Source: FedEx)

 

UPS Air Freight Packaging Pointers 

This document was prepared by UPS and provides pointers on packaging an air freight shipment. The chapters in the document include: Hazards of Distribution Pre-Shipment Testing; Marketing and Labeling Shipments; Perishables and Other Thermal-Sensitive Products; Corrugated Fiberboard Boxes; Wood Packages; Air Freight Pallets; Dunnage; Cushioning; Cargo Security; Stretch Wrapping; Drum and Pail Shipments; Spools and Reels; Palletizing Boxes; and Bagged Shipments.

(Source: UPS Supply Chain Solutions)

 

3.1.4 General – Quantity

 Quantities donated should fit the documented need in order to ensure that the donations are not wasted and do not become an environmental problem.  

3.1.4.1 MSROs will have a process to confirm the appropriate quantity to donate based on the recipient’s need and capacity to use the products.  

Guidance & Resources 

 

Donations should be determined by the size of the facility being served. For example, if a hospital only has room for 5 beds, 15 beds should not be donated.  Recipient organizations should be discouraged from sharing the donated products without the approval of the MSRO.

 

Facility Capacity Form 

This form allows the user to enter basic information about the capacity of the facility being served. It can be used to record information on facility type and capacity.

(Source: Training4Good)

 

CIA World Factbook

This website provides basic demographic information on various countries around the world. It can be used to find out basic information about large populations.

(Source: The Central Intelligence Agency)

 

WHO Procurement and Management of Supplies and Equipment

This document was created by the World Health Organization and provides information on and practical guidelines for the proper procurement and management of supplies and equipment.

(Source: The World Health Organization)

 

Medical Stores Management – Flow and Stock Information

This document was created by the Management Sciences for Health. It provides information regarding the proper management of inventory and stock flow. This is an excellent resource for a recipient wishing to learn more about proper inventory management and ordering.

(Source: Management Sciences for Health)

3.2 Quality & Quantity – Consumables

 

3.2.1 Consumables – Human Resources

When donating consumables, it is important to engage the person responsible for managing the inventory at the recipient organization in the assessment and ordering process.

3.2.1.1 MSROs will determine if the personnel that will use the product (i.e. the hospital staff) are involved in the ordering process and respond accordingly.

 

3.2.1.2 MSROs will determine if the personnel responsible for inventory management at the recipient organization are involved in the ordering process and respond accordingly.

Guidance & Resources 

 

When making a donation MSROs should be aware of the individual at the recipient location who is responsible for maintaining inventory. Since this person most likely has the best idea what the facility actually needs, they should be involved in the donation process whenever possible.

 

MSRO Facility Human Resources Questionnaire 

This template is designed to list the human resources available at a partner facility. It can be used by an organization as is or adapted to address unique needs.

(Source: Training4Good)

 

WHO Procurement and Management of Supplies and Equipment

This World Health Organization document provides practical guidelines for all stages of procuring and managing medical supplies and medical equipment.

(Source: The World Health Organization)

 

Medical Stores Management – Flow and Stock Information

This document was created by the Management Sciences for Health. It provides information regarding the proper management of inventory and stock flow and is an excellent resource for a recipient wishing to learn more about proper inventory management and ordering.

(Source: Management Sciences for Health)

3.2.2 Consumables – Sorting Practices

Organizations will have proper procedures in place to ensure that unusable or expired consumable products are not shipped, in order to avoid creating unnecessary burdens for the recipient.

 

3.2.2.1 MSROs will have a system of sorting disposable supplies into boxes of the exact same items (ex. Latex Exam Gloves size large). When applicable and necessary, organizations should note size or size range and brand information so the recipient can make informed decisions during the item selection process.

 

3.2.2.2 MSROs will label boxes with expiration dates, using the earliest expiration in the box as the date identified to the recipient, when applicable.

 

3.2.2.3 MSROs will follow all applicable laws/regulations in relation to expiration date guidelines for disposable medical devices.

 

3.2.2.4 MSROs will pack consumables in boxes suitable for transportation.

 

Guidance & Resources  

 

Proper sorting helps MSROs ship only consumable products with at least 12 months remaining before their expiration date, or with prior written acceptance and assurance that the product will be utilized before expiry and that the customs regulations in the recipient country will release shipments with short-dated products.

CHA Medical Surplus Donation Study: How Effective Surplus Can Relieve Human Suffering

This study collected information on how to improve the efficiency and helpfulness of medical surplus donations, including barriers to donor hospitals/health systems donations and unhelpful aspects of medical donations to beneficiary organizations. This study helps to highlight the importance of proper sorting practices to avoid unnecessary burden to the recipient.

(Source: Catholic Health Association of the United States)

 

 

3.3 Quality & Quantity – Medical Equipment

 

 

3.3.1 Medical Equipment – Supplies and Accessories

3.3.1.1 MSROs should confirm that donated healthcare equipment is fully operational at the system and subsystem levels and that all essential accessories and supplies are available or provided to the recipient organization.

 

3.3.1.2 MSROs will confirm that the recipient of any donated healthcare equipment is aware of all the ancillary equipment, ongoing supplies needed, and utilities necessary to the support of the device or equipment being donated.

 

Guidance & Resources 

 

A recipient’s medical equipment capacity should be analyzed during the needs assessment process. An organization should not donate equipment without an expressed request from a recipient who has full knowledge of the ongoing use and maintenance requirements for the donated equipment. MSROs should ensure equipment is operational and has necessary supplies and accessories.

 

WHO Medical Device Regulations: Global Overview and Guiding Principles 

This report provides an overview of medical device regulation globally, as well as a list of principles useful when considering the quality of a donation.

(Source: The World Health Organization)

 

Medical Equipment Ancillary Supply Checklist

This template can be used to list the different ancillary equipment and supplies that accompany a piece of medical equipment being donated.

(Source: Training4Good)

 

WHO Medical Device Donations: Considerations for the solicitation and provision

Medical Device Technical Series

This WHO resource was developed to help guide and inform medical equipment donation practices. It provides information for organizations both making and receiving medical donations.

(Source: The World Health Organization)

 

3.3.2 Medical Equipment – Manufacturer Standards

All donated medical equipment should meet all of the manufacturer’s safety and performance specifications.  Medical equipment donated by a MSRO should be checked for the following before being approved for donation.

 

3.3.2.1 MSROs should confirm the installation location requirements of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.2 MSROs should confirm the electrical power requirements of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.3 MSROs should confirm the water requirements of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.4 MSROs should confirm the safety requirements of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.5 MSROs should confirm the subsystem requirements of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.6 MSROs should confirm the maintenance manuals and documentation of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.7 MSROs should confirm the transportation packaging and storage considerations of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.8 MSROs should confirm the required supplies of medical equipment are appropriate to the recipient location prior to donation.

 

3.3.2.9 MSROs should confirm the onsite storage requirements of medical equipment are appropriate to the recipient location prior to donation.
 

Guidance & Resources 

 

Prior to donation, equipment should be inspected by a trained technician to ensure it meets the manufacturer’s safety and performance specifications.

 

WHO Medical Device Regulations: Global Overview and Guiding Principles

This report provides an overview of medical device regulation globally, as well as a list of principles useful when considering the quality of a donation.

(Source: The World Health Organization)

 

Medical Equipment Responsible Use Guide Template

This template can be used by MSROs donating medical equipment to ensure that an appropriate Responsible Use Guide is used, recording information including: installation location requirements, electrical power considerations, water considerations, safety requirements, sub-systems, maintenance requirements, and transportation methods.

(Source: Training4Good)

 

3.3.3 Medical Equipment – Human Resources

MSROS should determine the number of properly trained physicians, nurses, and/or technicians at the recipient location who will operate and maintain the requested equipment and respond appropriately.

3.3.3.1 MSROs have a process to determine the number of qualified personnel with the skills to operate and maintain the donated equipment. 

3.3.3.2 MSROs have determined how the recipient of donated medical equipment will address any gaps in qualified personnel or provide training if needed.

Guidance & Resources 

 

MSROs should assess the recipient organization's human resource capacity during the needs assessment process. The recipient should be aware of how to properly maintain the equipment and should have the proper tools to do so. If they do not possess the proper training and tools to maintain the equipment themselves, the recipient should provide documentation on their plan for meeting this requirement.

 

Facility Human Resources Questionnaire 

This template allows the user to record important human resources information for the recipient facility, including number of doctors, nurses, midwives, pharmacists, lab technicians, and community health workers. It can also be modified to fit an individual organization's needs.

(Source: Training4Good)

 

Beyond Good Intentions: Lessons on Equipment Donation from an African Hospital

This research paper studies the effects of improper medical equipment donations from the perspective of an African hospital. The study cites lack of local expertise to maintain and repair the equipment as the major reason donations do not work.

(Source: Howie SR, Hill SE, Peel D, et al. Beyond good intentions: lessons on equipment donation from an African hospital. Bull World Health Organ. 2008;86(1):52–56. doi:10.2471/blt.07.042994)

 

3.4 Quality & Quantity – Pharmaceuticals

 

3.4.1 Pharmaceuticals – Documentation

 

3.4.1.1 MSROs should confirm that a product’s generic name, along with other relevant information (e.g. quantity, expiration date, lot and control numbers, and storage/temperature requirements) appears on all package and shipping documents.

Guidance & Resources 

 

Donated pharmaceuticals should remain in their original shipping containers. If it is necessary to transfer the product into a new shipping container, the container must be properly labeled with all necessary information including quantity, expiration date, lot and control numbers, and storage and temperature requirements.  

 

Threats posed by stockpiles of expired pharmaceuticals in low- and middle-income countries: a Ugandan perspective

(Source: Kamba, Pakoyo Fadhiru, Ireeta, Munanura Edson, Balikuna, Sulah & Kaggwa, Bruhan. (‎2017)‎. Threats posed by stockpiles of expired pharmaceuticals in low- and middle-income countries: a Ugandan perspective. Bulletin of the World Health Organization, 95 (‎8)‎, 594 - 598. World Health Organization. http://dx.doi.org/10.2471/BLT.16.186650)

 

WHO Good Distribution Practices for Pharmaceutical Products 

These guidelines were created by the World Health Organization. One section of the document addresses the proper repackaging and relabeling of pharmaceutical products.

(Source: The World Health Organization. WHO Technical Report Series. Annex 5. 2010.)

 

3.4.2 Pharmaceuticals – Human Resources

 

3.4.2.1 MSROs should ensure that pharmacists or medical directors representing recipient organizations are involved, either directly or by advising others, in the arrangements for donations of medicines.

 

Guidance & Resources 

 

If working with staff other than the pharmacist or medical director, MSROs should have express written permission to work with properly qualified human resources for pharmaceutical donation and facilitation different from the medical director or pharmacist.

Facility Human Resources Questionnaire 

This template allows users to enter important human resources information for the recipient facility.

(Source: Training4Good)

 

WHO Country Assessment Tool: Uses and Sources on Human Resources for Health

This diagnostic tool contains questions intended to gather information on the uses, type, and quality of data on HRH at the institutional level in countries. This step is critical to identify strengths and weaknesses of the current HRIS in countries. The resulting information can then be used to identify priorities and develop strategies to strengthen the HRIS at the district, regional, or national level.

(Source: The World Health Organization. Health Workforce)

 

3.4.3 Pharmaceuticals – Expired Medicines

 

MSROs will ensure that proper procedures are in place to ensure that excess or expired medicines are not shipped, thus avoiding creating an unnecessary burden for the recipient.

3.4.3.1 MSROs will ship only pharmaceutical products with at least 12 months remaining before their expiration date or with prior written acceptance and assurance that the product will be utilized before expiry and that the customs regulations in the recipient country will release shipments with short-dated products.

 

3.4.3.2 MSROs will have procedures in place to ensure that excess or expired donations are destroyed in accordance with the manufacturer’s/donor’s prescribed procedures and applicable government regulations/WHO guidelines.

 

Guidance & Resources 

 

Guidelines for the Safe Disposal of Unwanted Pharmaceuticals in and after Emergencies 

This WHO resource provides general guidelines for healthcare clinics in developing countries to properly dispose of unwanted or expired medicine.

(Source: The World Health Organization)

 

Guidelines for Medicine Donations

The WHO Guidelines for Medicine Donation provides general guidelines for the donation of medicine including considerations for expired medicine and disposal.

(Source: The World Health Organization)