Standards › Standard 2C › Standard operating procedures (SOPs)
Standard operating procedure (SOP) · PRC-SOP-001 · Version 1.1 · Approved by the ASF Expert Committee
Supports: 2C.4
At a glance
- Check each main purchase for waste, packaging, single-use use and supplier practice.
- Record the reason for each decision.
- Keep infection control approval for any single-use change.
- Stop and get help straight away if: a single-use item is changed without infection prevention review.
1. Purpose
To give buyers a simple, repeatable way to apply the procurement policy PRC-POL-001 to each purchase [EC].
2. Scope
| Applies to | Buyers and budget holders |
| Locations | Procurement office and ward stores |
| When | On each purchase above the set value, and at each annual review |
| Does not apply to | Emergency purchases, which follow the emergency purchasing rules first |
3. Definitions
| Term | Meaning |
|---|---|
| Main supplier | A supplier providing a significant share of purchases (EC threshold) |
4. Background
A consistent method makes the policy real and auditable. This SOP gives the steps.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Buyer | Completes the review for each purchase | Procurement training |
| Procurement lead | Checks a sample each quarter | Procurement management |
| Infection prevention lead | Approves single-use changes | Infection prevention |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Stewardship checklist (within PRC-FRM-001) | Current | Available to buyers |
7. Safety
- Infection control and manufacturer guidance take priority over any saving.
8. Before you start
- Confirm the item and its clinical use.
9. Procedure
Step 1. Check the purchase.
- Note the packaging, the single-use status and the supplier practice.
- Note whether a reusable option exists and whether it is safe.
Key point: A brief, honest check is better than a long one that is skipped.
Step 2. Decide and record.
- Decide the purchase and record the reason in one line.
Key point: The reason recorded is the evidence.
Step 3. Refer single-use changes.
- Refer any change to a reusable or removal of a single-use item to the infection prevention lead.
Key point: Safety review first.
Step 4. Review each quarter.
- The procurement lead checks a sample of records each quarter and records the result.
Key point: Sampling keeps the process honest.
10. Decision points
- If the reason is missing, the buyer completes it before the order is placed.
11. Special situations
| Situation | Action |
|---|---|
| Urgent order | Place it, then complete the check within 5 working days. |
12. Escalation
- Concerns go to the procurement lead.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Purchases with reason recorded (sample) | 100% | Quarterly | Procurement lead | Retrain |
| Single-use changes with infection review | 100% | Each event | Infection prevention lead | Review |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| PRC-FRM-001 Supplier Review Record | Procurement file | the period set by the facility’s records policy years |
15. Training
- Buyers are trained in the method at induction (EC).
16. Related documents
| ID | Title | Use |
|---|---|---|
| PRC-POL-001 | Responsible Procurement Policy | Parent policy |
| PRC-FRM-001 | Supplier Review Record | Record |
17. Evidence
| Reference | Note |
|---|---|
| E-009 | ASF Expert Committee consensus. Method set by the ASF Expert Committee by the committee. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | Approved by the ASF Expert Committee |
| 1.1 | the date of approval | Internal quality review: corrected cross-references, status wording and document control | Approved by the ASF Expert Committee |
E-learning for this document
- Environmental Sustainability Standards for ASF Accreditation (ENV-001)
- Supplier Evaluation and Purchasing (T-13)
References
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)