First Aid Kit Procurement, Restocking

Department: Tool Department 

Topic: 

Process: First Aid Kit Procurement, Restocking 

Objective 

This is designed to ensure the efficient procurement and timely restocking of first aid kits in order to maintain readiness for any medical emergencies in the workplace and onsite. This includes procedures for acquiring new kits, restocking extra ones, maintaining an inventory, and ensuring compliance with safety regulations.  

Things to Consider 

When restocking a company first aid kit, key considerations include: checking for expired items, assessing past workplace injuries to identify needed supplies, adhering to OSHA regulations, considering the work environment and potential hazards, maintaining a variety of bandages sizes, having appropriate cleaning supplies, and designating a responsible person to manage the kit; always prioritize stocking items based on the most likely types of injuries that could occur in the workplace. 

Check with Safety Director on what should be in kit. 

Procedure 

• Procurement of New First Aid Kits 

• Assessment of Need: 

• Review the current stock of first aid kits to identify if there is a need for new kits due to expansion, replacement, or insufficient stock.  

• Ensure that the number of kits corresponds with the size of the workforce or the facility.  

• Supplier Selection: 

• Choose a supplier who meets the required standards for first aid suppliers (certified, reliable, and cost-effective). 

• Ensure that the supplier provides kits that meet local regulations and the organization’s specific needs (workplace, injuries, medical conditions). 

• Ordering: 

•  Place an order for the required number of kits. Include any necessary accessories, such as bandages, gauze, antiseptic wipes, gloves, etc.  

• Delivery and Inspection: 

• Inspect the kits upon arrival to verify that they contain all necessary items as per the agreed-upon list.  

• Ensure kits are in good condition and have not expired.  

• Inventory Update: 

• Update the inventory system with the details of the new kits, including their location and expiry dates of individual components.  

• Documentation: 

• Keep records of the purchase order, invoice, and inspection report for auditing purpose.  

• Restocking of First Aid Kits 

• Regular Monitoring: 

• Conduct regular inspections of the first aid kits (monthly or quarterly) to ensure that supplies are adequate, not expired, and items are not missing.  

• Restocking Schedule: 

• Restock the kits based on the inventory check and the consumption rate of supplies.  

• Restocking should be done on a set schedule or when a kit is found to be missing or incomplete.  

• Items to Restock: 

• Commonly restocked items include bandages, gauze, antiseptic wipes, burn gels, gloves, scissors, tweezers, and cold packs.  

• Review and replenish any specialized items used for specific workplace injuries (eye wash, splints, etc.). 

• Procurement of Restocking Items: 

• When items are running low, the Tool Department should initiate the order for replenishment.  

• Orders should be based on the current stock level, and safety margins should be factored in to prevent running out of critical items.  

• Restocking Process: 

• After items are delivered, check them against the inventory list to ensure accuracy and quality. 

• Restock the first aid kits, ensuring that expired items are removed and replaced with new, no-expired supplies.  

• Properly label the kit with the date of the restock and verify that all supplies are in their correct compartments.  

• Documentation: 

• Keep records of restocking activities, including what was ordered, received, and restocked.  

• Emergency and Ad-Hoc Restocking 

• Emergency Usage: 

• If a first aid kit is used during an emergency and supplies are depleted, an immediate review and restocking must be done as soon as the situation is resolved. 

• Ad-Hoc Orders: 

• In case of any urgent need for first aid supplies, restock orders should be initiated immediately to avoid disruption in services.  

Monitoring and Auditing 

• Regular Audits: 

• Conduct audits at regular intervals (quarterly) to ensure that all kits are compliant with regulations and adequately stocked.  

• Check the expiry dates of all items and remove expired materials from the kits.  

• Reporting: 

• Reports of audits and inspections should be submitted to the safety department.  

• Non-Compliance: 

• Any issues identified during audits (missing items, expired products) should be addressed immediately, and corrective actions should be implemented. 

Inventory Control and Tracking  

• Inventory System: 

• Maintain an up-to-date inventory system that tracks the quantity, location, and expiration dates of items in each first aid kit.  

• Stock Levels: 

• Maintain a buffer stock to avoid running out of essential supplies.  

• Buffer stock is in the tool crib. 

• Stock Rotation: 

• Follow the “first-in, first-out” system to ensure older supplies are used first and avoid expired items in the kits.  

Compliance and Safety Standards 

• Regulatory Requirements: 

• Ensure all first aid kits comply with local and international regulations, including the types of supplies required and the specific regulations for workplace safety. 

• Training: 

• Provide training to staff on how to use the first aid kits properly and ensure they know here the kits are located.  

• Inventory list of what is coming out of kit regarding recording near miss situations.