Table 3.1: Summary for data collection methods Specific Objective Variables Indicator Method/tool Source of Data 1. Compare the proportion of FIF allocated for procurement of pharmaceuticals FIF Amount allocated, Total Amount for each quarter from 2010-2013 Difference in Proportion allocated for period 2010-2011 and 2012-2013 Extracted data into Form 1 (Appendix I) Quarterly Authority to expenditure from accounts department 2. To measure the proportional contribution of the various sources of funding to the essential medicines budget Quantity and Cost of each essential medicine procured sorted by source of funding FIF, Other facility)for each quarter from 2010-2013 Difference between the proportion of medicine procured, by quantity and cost, for period and sorted by source of funding Extracted data into Form 3 (Appendix I) KEMSA orders, Local Purchase orders and invoices from suppliers, S3 cards, Pharmacy Summary budgets from Supplies office and Pharmacy department
3.To determine the frequency and duration of stock-outs of essential medicines Number of days out of for each essential medicine for each month from 2010-2013 number of days out of stock for period and Extracted data into Form 2 (Appendix I) Stock Control Cards (electronic and manual) from pharmacy department 4.To explore some factors that could affect the stock-out rate of essential medicines a)KEMSA fill rate Total value of KEMSA order placed and supplied quarterly Value of supplies as a proportion of total order Extracted data to Form 4 (Appendix I) KEMSA orders and Invoices b)Presence on KEMSA Standard Order Form Presence of essential medicine on KEMSA order form for the period 2010-2013 Yes/No Extracted data to Form 4(Appendix I) KEMSA standard Order Forms c)Nature of medicines procured by FIF Cost of Non essential drugs procured quarterly, Total cost of medicines procured by FIF Proportion of expenditure on non-essentials Extracted data to Form 5 (Appendix I) Pharmacy Summary Budgets 2013
d) Consumption rate of essential medicines Adjusted consumption rate of essential medicine in Daily Defined Dose, Average cost per Daily Defined Dose Cost of Adjusted Consumption rate Extract to Form 6 (Appendix I) Pharmacy Stock-Control cards e) Monthly workload In-patient and out-patient workload Number of bed days, Number of patients Extract to Form7 (Appendix I) Health Records
World Health Organization, (2006).Medicine prices surveys and proposed interventions to improve sustainable access to affordable medicines in 6 sub-Saharan African countries. Available at : (accessed 13/12/2013) World Health Organization, (2012). Pharmaceutical Financing Strategies. Available at (accessed 9/12/2013) Xu, K., James, C., Carrin, G., Muchiri, S., (2006). An empirical model of access to health care, health care expenditure and impoverishment in Kenya: learning from past reforms and lessons for the future. Geneva: WHO, Department of Health Systems Financing, Health Financing Policy, Discussion paper. Zhu, M., Dib, H.H., Zhang, X., Tang, S., Liu, L., (2008). The influence of health insurance towards accessing essential medicines: the experience from Shenzhen labor health insurance. Health Policy 88, 371–380. APPENDIX I: DATA COLLECTION FORMS Form 1-FIF Allocated for purchase of medicines 2010-2011 2012-2013 Amount allocated (Kshs) Total FIF for the quarter % of Total FIF Total Amount from NHIF Amount allocated (Kshs) Total FIF for the quarter % of Total FIF Total Amount from NHIF Quarter 1
Essential Medicine procured By Cost KEMSA By Cost FIF By Cost other GOK facility By Cost from sources Total Cost Form 4-KEMSA fill-rate and presence on KEMSA order form CYCLE/DATE VALUE RECEIVED VALUE PREVIOUS ORDER’S FILL RATE 1 2 3 X ORDER DATE…………………………………. Essential Medicine on KEMSA list Ordered quantity(A) Received Quantity (B) Fill (A/B) Total rate 1 2 3 X
Record whether on medicine was ordered and came, not ordered, ordered but didn’t come, not on KEMSA list Essential Medicine ORDER 1 KEMSA ORDER 2 ORDER X 1 2 3 X Form 5-Nature of drugs procured per quarter from FIF MONTH……………………………………………………………….. DRUG PROCURED Essential?(No/Yes) Cost (KShs) On hospital draft formulary? (No/yes) Form 6-Consumption rate of essential drugs Essential Drug UNIT Adjusted Consumption rate in defined dose(DDD) Average cost per DDD 1 2 3