Application of Pharmacy Management Software for Independent Pharmacy Retail System
Yudi Padmadisastra
Abstract
The aim of this paper was to see and elaborate a good and significant pharmacy management system available in the market. The improvement of management in a pharmacy by using a software designed especially for a pharmacy will be elaborated.
Today’s independent pharmacy owners face tough challenges in the midlle of growing customer demands and increasing competitive threats. To solve these problems a pharmacy software system could be utilize.
As we understand, a computer pharmacy system could be designed for both the single store and the multi-store chain. With real-time inventory updates, it provides the information systems infrastructure necessary to meet the retailing challenges of the future. In this case Point of Sale Technology will be reviewed which explain the advantage of its usage which was claimed as a solution to increase profit.
This paper will also elaborate pharmacy system application which will benefit in reducing labor costs, better pricing control, reduce inventory investment, improve cash flow, improve patient service, reduce clerical work and easier compliance with
Keywords : computer pharmacy system, single store and the multi-store chain, Point Of Sales (POS) technology, increases profitability
Method
This paper will discuss the use of one of the most complete feature of a pharmacy computer system available in the market, which was claimed can increase profitability.
Introduction
Traditionally , the pharmacist was free to spend time dealing with patients and the business virtually took care of itself. Now, however, the costs (time and money) of doing business are forcing the pharmacist to spend a decreasing amount of time with his patients and more in attending to do business aspects of the pharmacy. Besides that independent pharmacy owners face tough challenges in the midlle of growing customer demands and increasing competitive threats.
The development of information technology in the 20th century brought with it significant impact on computerization of pharmacy. The situation in pharmacy computer system in Indonesia at the moment, is that there are only a few pharmacies using a real pharmacy management software to run their business. The only pharmacies that are using it are companies with chain pharmacy using current management system. Most of the local pharmacies do their businesses without any pharmacy software at all. They have problems such as poor sales or have no power to compete.
However, there are pharmacies used a very simple pharmacy software, that contain simple modules. In this case a good pharmacy software has modularity which can be arranged so that if the business grows the software can be upgraded to a more complete features.
Customer oriented business in running a pharmacy implies delivering pharmaceutical care, reliable and dependable quality service to the patients. Therefore, a shift from business oriented to patient oriented, would bring about the success for pharmacist in realizing good quality service for patients as a significant performance for community. Patient oriented pharmacy means that patient will get accurate and reliable information direct from pharmacist concerning their medication. In this regard, the patient would prefer to have this kind of service, and in the end the pharmacy business would grow and stabilize its bussines by applying pharmaceutical care concept in handling its patient.
Customer satisfaction is important in that it can keep same patient come back to our store, which is always better than trying to get a new one. This is mainly because keeping the old customers could results in the higher loyalties, which would make their buying intentions increase.
Besides that, a good pharmacy business should be backup with POS where several additional feature such as will-call management, barcode scanning, electronic signature capture, internet-based credit card processing is integrated with back-office operations. All are intended to increase profit
A complete pharmacy computer system is designed to support a small pharmacy apothecary to large multi-store chains with a package of services. Whether operating under a traditional retail model with a single store, multiple stores, or catalog sales; the modular structure allows each merchant to expand the software to meet the growing needs of its business.
One of the aim of the use of a good computer pharmacy system is to give a pharmacist opportunity to spend more time to serve and consult patients personally, so that patients will get more information concerning their medication . This could be achieved among other by reducing the time spent to process the prescription, by using a pharmacy software to do the business.
operations and flexible features. A more detailed materials will also be discussed, i.e on advantages of using a good pharmacy computer system.
Literature Review
A complete pharmacy computer system should be equipped with a package of services, including the following:
Point of Sale Retail Management Pharmacy Management Integration Credit/Debit Card Processor Integration Prescription Verification
Inventory Management Time Clock Functionality
Remote Backup and Disaster Recovery
Computer Pharmacy Infrastructure
The software infrastructure consist of modules, designed and built with the premise that every pharmacy can be different. The graphic of infrastructure can be designed to demonstrate, and will be able to satisfy all the requirements of the business. POS, catalog sales, or web based order fulfillment may all be accomplished from the same inventory. Each of these functions can be designed as a separate plug in module. A good modularity allows each pharmacist to choose only the functionality required with the security of knowing that when the business grows the software can easily grow with it.
A computer pharmacy system should be designed with real-time inventory updates, it provides the information systems infrastructure necessary to meet the retailing challenges of the future. The application’s modular design offers a full suite of
functionality addressing the requirements of each retailer. Whether operating under a traditional retail model with a single store, multiple stores, or catalog sales; the modular structure allows each merchant to expand the software to meet the growing needs of its business.The standard software is designed to utilize the standard Windows user
interface. Familiarity with Windows means a head start with getting the software up and running.
The software offers a touchscreen based POS system which has several advantages over traditional keyboard solutions. When compared to keyboard systems, studies have confirmed that touchscreen systems significantly reduce the training time and investment.
Functional buttons may be arranged according to each pharmacist’s preference.
Functional button descriptions may be defined by each pharmacist.
Access to Functional buttons may be linked to security
Quick Items or “Hot Keys” may be created for specific items that are not easily
bar-coded.
Changes in POS functionality may be implemented remotely.
Updates may be completed without requiring keyboard changes on site.
As touchscreen pricing becomes more and more economical, the cost justification is easily supported by the reduction in training investment for each cashier, ease of use, and corresponding increases in productivity.
With Offline POS, the exceptional feature ensures that each register in a multi-lane store will continue to check out customers, even if the server becomes
When using POS software, there should be option that allows transactions to be sent to a host server permitting real time replication at an off-site location called POS Trickle (flow) option . This is particularly important for a single register store chain. When used in conjunction with Central Office, the POS Trickle option may record inventory updates in real time at the corporate office.
A pharmacy software may utilizes standard Ethernet technology for
communication with Central Office. Many chain pharmacies may find a daily batch dial up to be a satisfactory solution, while others may want to utilize a Virtual Private Network (VPN). Whether once a day batch or “Real Time trickle", the software and Windows have the flexibility to meet specific requirements. The goal is to be compatible with continuous evolving communications technologies
The greatest costs in using a pharmacy software system are investments in keeping up to date in infrastructure and personnel, since changing systems and re-training
employees on those systems and procedures can be very expensive. A good software may includes many operations and flexible features so we would never have to change the systems again and again. By looking for a software which is conversant with the best technologies available to the retail industry, it can help protect the investment.
Each store should be configured so there is a Help Desk that may offer On-Line support. One of the unique features it should has is the ability to automatically document events so that Help Desk personnel are able to identify and resolve an issue quickly and efficiently without interrupting day-to-day operation software products.
Overview
Connecting POS registers over the network would empower the pharmacy and staff with the necessary audit trails needed for end-of-day reports so that registers can be reconciled individually. A pharmacy computer back-office software also enables
The software solution should be configured to deliver incredible functionality from storefront to the store manager’s office using several applications.
The POS of a pharmacy computer system application is created to offer the advantages of touch screen technology to the pharmacy retailer in that it allows for rapid training of clerks and fast service to customers. The look and feel of the POS screens may be customized to better represent the unique nature of each pharmacy store. In a good pharmacy system, scanners, cash drawers, signature capture and
multiple receipt printers are supported. The system also supports deposits, gift cards and coupons. All payment tenders are supported and reconciled in the Cash Office module. Inventory may be sold, put on layaway, or placed on special order.
Among the many POS advantages, the most important are as follows:
The design promotes rapid training through on –screen prompts, which lead the
novice clerk through every type of transaction.
POS is easily configurable, e.g. functional buttons, payment types, and receipt
styles. Furthermore, the button labels may be renamed or positioned based upon store policy, security, user frequency, or preference.
POS can be developed so that Cash and Credit Card reconciliation can be
completed in minutes instead of hours, including settlement and daily reporting.
POS equipped with touchscreen facilitates electronic updates versus the labor
intensive process required by traditional keyboard systems. This is particularly beneficial in a multi-store environment.
Features & Benefits of a POS system
Interface to Central Office
State-of-the-Art Touchscreen
Point Of Sales System
Intuitive Design with
Operator Prompts
Discounts by Line,
User Defined Fields
Price Breaks by Range
Multiple Inventory Types with
associated Cost & Retail for same Item Number
Transaction and Customer
Item Search capability
Price Look-Up capability
Transaction Hold and
Retrieval
Returns with Receipt
Returns without Receipt
Corporate Check Request
Store Credit
Gift Cards
Multiple Tender capability
Integrated Credit Card
Processing
Bottle Deposits
Fractional Quantities
numbers.
Kitting/tools
Sales Analysis
Productivity Analysis
Multiple Salesperson Tracking
per Line Item
Detailed customer purchase
history / tracking
Review & Reprint receipts
Off-Line POS
Special Orders
Rentals
Complete Drawer
Reconciliation
Cash Pull
Store Management: Cash Office & Maintenance
The application should controls and manages the entire end-of-day process including a concise method for cash management, credit card control, and daily reporting. To aid in the analysis of store operations, a variety of reports are provided focusing on key areas such as sales, discounts allowed, price changes allowed, and variances in monies collected. Reports are also available to evaluate sales person productivity, hourly sales penetration, and products scan rates. All reports may be previewed on screen, printed on paper, or exported to a word document. Reports may be run for either a single day or a range of dates, as desired.
The methods for cash management, credit card control, and daily reporting could be configured as follows:
During the Drawer Reconciliation process, each tender type can be recorded
separately along with any variance(s). Additionally, each tender type is analyzed with reference to actual amount counted, “ pulled” or authorized withdrawal(s), and the expected amount due.
Reconciliation is performed for an individual drawer (virtual till) and is not
dependent on a specific register. The ability to “float a till” from register to register allows for mid-day shift changes and/or employee breaks.
An industry unique method compares the POS reported Credit Card charges to the
actual charges processed by the Credit Card software. This dramatically reduces the time required to evaluate, research, and settle Credit Card charges.
Several types of daily or historical reports should be available using the current
date or a range of dates. All reports may be previewed on screen, printed or saved to a word document for future reference.
Activity Tracking reports include Available Reports charges, Cash Disbursements,
and Discounts allowed.
Financial Reports include Daily Productivity by Salesperson,
Drawer Audit, which highlights drawer variances by day or employee, and Sales Snapshot, which replaces the traditional report.
Productivity Reports include Sales by Department, Sales by Hour, and Scan Rate.
Features & Benefits of Cash Office & Maintenance
Security Control on “blind
counts”
Mid-day Cash Drawer
Reconciliation
Multiple mid-day Cash Pull
Credit Card transactions
Historical view by Electronic
Journal
Centralized Customer
Controls
Direct comparison of Actual
to Expected
On screen Report Pre-view
Available Reports Charges
Available Reports Invoice
Reprint
Cash Disbursement
Daily Productivity
Discounts by Reason
Drawer Audit
Gift Cards Sold
Manual Signatures
Open Transaction Deposit
Prescription Aging
Prescription Open Match Ups
Prescription Signature by
Plan
Pseudoephedrine Sales
Price Changes
Receipt Journal (detailed)
Returns
Sales by Department
Sales by Department Key
Sales by Hour
Sales by Time Unit
Comparison
Sales Margin
Sales Snapshot by Department
Special Order Cancellation
Scan Rate
Taxable & Non-Taxable Sales
Tax Exempt Sales
Top Sales
Central Office Core Modules
A Central Office could be set up to deliver complete functionality from host to post using several very versatile applications, a Central Office could be set up. The Central Office solution allows each retailer to select only those modules that are necessary to operate his business. If, or when, these requirements change, additional modules can easily be added.
System Manager module is required when any Central Office modules are used by a multi-store system. This module controls all the vital information about the enterprise and allows for the set-up/maintenance of the core files. Global changes are made centrally, yet available locally, in real time. The System Manager will also control the licensing for the use of the product across the enterprise.
One example of the flexibility is the option to create and maintain User-Defined Fields. In addition to User-Defined Fields, it also allows the merchant to define the criteria to be used for Item Master file searches as well as assign the position of those fields on the Item Master Inquiry screens. User Defined fields are also available for use with the Customer database.
Among the Features and Benefits of a Pharmacy Computer System are :
Central Product licensing and serial number control.
Individual location information can be maintained centrally yet available
throughout the enterprise.
Organizational hierarchies such as Department, Category, and Sub-Category can
be maintained and changes implemented swiftly and efficiently.
Markets or Territories can be assigned and maintained
Units of Measure utilized across the enterprise are housed centrally ensuring
operational efficiency.
Tax Rate and Tax Group information are available to the bussines firm. This is of
particular benefit when reporting to more than one taxing authority.
Site Calendar tracks the number of days open for business at each site and is an
integral part of calculating suggested inventory purchasing.
User Defined Fields may be created and maintained.
Item Master search criteria may be tailored to the customer’s preferences.
Customer search criteria may be also be configured according to enterprise needs
“new” and “used” inventory for the same item code with different cost and retail. The Inventory Management solution is demonstrably cost effective when compared to other options.
Central office - inventory/purchasing module
Inventory/Purchasing (IP) module can be designed for the Multi-store retailer who wants complete Host-to-Post functionality integrated into a single software solution. Some of the unique features that can be found are multiple inventory group types for the same item number, (New, Used, Consigned, Damaged, etc.) and the ability to display the corresponding perpetual inventory transactions.
Features and Benefits of Central Office Inventory/Purchasing Module can be as follows
1. Capacity for up to 999 store/distribution center locations 2. Comprehensive Item Master file including:
o 20 character Item Number with unlimited cross-reference numbers o 150 character Item Description and Item Notes
o Multiple Inventory Groups
o Allows same item to be inventoried and/or priced separately, e.g. New, Used, Consigned, etc.
o Serial Number tracking
o User Defined item attributes (40 fields) o Fractional Quantities
o Multiple Units of Measure (UOM) and multiple Vendors per item o Department, Category, and Sub-Category item classification
o Expanded item searches with Inventory view drill down capabilities o Perpetual Inventory detail audit
o Barcode label printing o Physical Inventory 3. Buy Worksheet:
o Computes need and allows viewing of Sales History by item o Creates automated Purchase Order
o Permits consolidated ordering for distribution center with drop ship direct to stores.
o Manual Purchase Order Entry
4. Multi-store purchasing module goes hand in hand with Inventory Management module. Chains that want to control all or most purchasing centrally will find the flexibility necessary to meet those requirements. For instance, some chains may prefer a configuration where purchases of store inventory are delivered to a distribution center and transfers are used to move merchandise to the individual stores. Other chains may prefer a configuration where purchase orders are created centrally but inventory is drop shipped directly to the store. Other advantages include a user-friendly receiving module and a powerful Buyer’s Worksheet that consolidates all the vital statistics to empower the buyer to make informed decisions.
5. Central office: accounts receivable module
The Accounts Receivable (A/R) module at Central Office can be designed so that a merchant could extend credit options to retail customers, accommodate wholesale customers, and catalog or telephone sale customers. Accounts must be approved and established prior to authorizing any charges. Account Receivable transactions may be originated via Sales Orders or charged directed at any POS terminal in any enterprise store.
fixed payment terms, or minimum payments calculated as a percentage of the customer’s balance.
Interest charges, late fees, minimum payments, and so on, are all easily defined by the merchant and may be unique to each account type.
Features & Benefits of an Accounts Receivable module are as follow ;
Interactive with Customer:
- Set up Customer Data - Set Charge Account(s)
- Assignment of Credit Limit(s)
User defined accounts:
- Available Account Types: - Open Item
- Balance Forward - Contracts
- Revolving
- User Defined Minimum Payment
- User Defined Interest Calculation
- User Defined Interest Rate - User Defined Late Fees
Deposits:
- Easy entry for quick deposit - Auto Apply deposit
- Manual Deposits
Accounts Receivable Reports:
- Aged Trial Balance
- Accounts Receivable Summary - Accounts Receivable Detail - Delinquent Accounts
Month End:
- Automated checks and balances before Month End will process.
- Calculation of interest and late fees
- Summary of transactions. - Individual Customer
Statements with personalized message.
Account Adjustments:
- Ability to create Write Offs - Transfer items between custome
As another optional module Accounts Receivable (AR) can be developed in an A/R package with the versatility to accommodate the retail, wholesale, and catalog merchant. A single customer may be offered multiple accounts and multiple account types. For instance, a retail customer may choose to open a Revolving Charge and a Balance Forward account while a catalog customer may choose an Open Invoice
account. Other features might include cash application, and deposit functions as well as Customer Statement processing. Accounts Receivable is a powerful, yet easy to use, module equipped to handle every detail related to customer accounts.
The Customer module is used to manage the customer database. Customer statistics including contact data, tax-exempt status, Bad Check or Credit Hold status, A/R account data, etc. Changes made to Customer data flows back and forth between the Central Office and POS in real time.
To summarize sales activity, payments and paid outs, Sales Audit is used. This is
especially important in a multi-store environment. Consolidated data is available with drill down detail at the store level. General Ledger entries can then be prepared for export to various external General Ledger systems.
Price Management - Managing Pricing is essential to maintaining accurate
margins and increasing sales through promotions. This module allows for definition of various types of pricing strategies, provides an audit trail of pricing changes by item, as well as manages the printing and delivery of barcode labels to each store.
Order Fulfillment – This module will provide the ability to manage and ship
product whether the order is initiated over the counter, over the phone, or over the Internet. Customer payment options can include the usual cash, check and major credit cards with the extra option of Customer Accounts Receivable, which
includes commitment of inventory when the order is taken, relieving the inventory upon delivery, and invoicing the customer via Accounts Receivable.
Accounts Payable – This module offers a comprehensive approach to managing
ease. Invoices may be created to match a specific Purchase Order or multiple Purchase Orders with options for Data Entry, Verify Entries, or Accept. Once the data entered has passed all checks for accuracy, the Invoice is allowed to post and General Ledger distributions may be created.
Central Office
Central Office is a Windows™ based applicaton for the multi-store retailer. POS Management is required if two or more stores are using the POS application. Transactions from each store are replicated to the central repository during the nightly batch. Any transaction from any store may be able to be retrieved, reviewed, or
reprinted. This consolidated data makes reporting available at either the store level or the enterprise level. An optional feature allows transactions to trickle every few seconds to the POS management module resulting in almost real-time off- site back up, and up–to-the-minute product and sales information.
Today’s independent pharmacy owners face tough challenges amidst growing customer demands and increasing competitive threats. POS technology addresses these major business concerns head-on with a “how to” solution that achieves the following:
Enhances customer service quality
Improves store operations
Satisfies regulatory responsibilities
Ensures employee accountability
Perpetuates business growth
Increases profitability
Empowering the front end with will-call management
With a computer system a pharmacy is in a total integration, means that the pharmacy is readily aware of what’s going on at the front end. A retail pharmacy can improve its workflow by focusing tasks at the register rather than bringing them back to the pharmacy.
Through a bar-coded will-call management feature, POS improves the customer’s overall shopping experience. When a cashier scans a prescription, all other prescriptions associated with the same patient can be shown as well.This ability prevents complaints from customers who would have to drive back to get the remaining prescription.
And it gives the cashier a positive responsibility for making sure every prescription that’s ready, for a customer, is picked up.
Total Integration With Pharmacy Management - Signature Capture Being integrated with a pharmacy management system (PMS), it offers
capabilities well beyond capturing electronic signatures and eliminating paper Rx logs. With versatile e-Signature device, the cashier or sales associate can collect signatures for prescription pick-up, credit card purchases, A/R charges, simply by following on-screen prompts.
A pharmacy computer system also helps the pharmacy comply with the requiring signatures. Having these signatures stored on the store’s local system creates a
tremendous amount of accountability and saves time later on both for inquiring customers or, in case, of third-party audits. The process to retrieve and print out a signature log for any period that shows who picked up which prescriptions is easy and handy.
As for compiling tax information, running a standard sales tax report simplifies the task of tracking and reporting sales tax each month. Given the high demands of running a pharmacy, keeping an eye on the register all the time is literally impossible. So robust reporting lets pharmacist as manager know exactly what’s happening. These management reports from POS are similar in caliber as to what we would see to stay informed in a big chain.
Focusing On Customer Satisfaction And Loyalty
Keeping our customers coming back is essential. A pharmacy software can help in achieving and gains in operational efficiencies at POS.
The POS software system integrates with an internet-based card processor so that we will be able to provide fast, accurate, and secure credit/debit card transactions. This capability makes both end-of-day reconciliation of transactions and end-of-month reporting easy.
A pharmacy software can help to expedite checkouts, track customer sales, and implement discounts for frequent shoppers. By responding quickly to customer needs with efficient, friendly service, pharmacist can turn a single purchase into a lasting and profitable customer relationship.
Point of sales for growth
If we are looking to grow, to create accountability, to remove paper – signature logs in particular – and if we want to know exactly what people are buying and how much they are spending, then we need a POS software to help.
Touchscreen POS with Integrated Signature Capture.
All accomplished through a totally integrated solution with the pharmacy management system (PMS).
A pharmacy software equipped with a configurable POS Touchscreen system that lets sales associates check prices and product offerings instantly. They’ll be able to access patient sales history information; handle multiple tenders and payment verification at checkout; and quickly confirm and process sales returns. Sales associates also have the ability to clock in and out with a built-in time clock feature at POS. These automated processes simplify the following end of day procedures efficiently and accurately: settlement, reconciliation, and reporting. All helps employees save valuable time and be more productive.
Below are operational efficiency and customer retention advantages:
Maximize employee productivity with easy-to-learn intuitive touchscreen Integrated recipes speeds checkout and reduces errors
Scan a script and see will-call on POS
Updates in real-time pharmacy work-flow by removing scripts from will-call Fast end-of-day charges and drawer reconciliation
Auto-reconcile credit cards
Captures electronic signature for recipes, counseling, safety caps, A/R Allows Debit (PIN #s entry), Credit-card signature capture plus approval in
seconds
Allows for quick and cost effective employee training Gift cards without third-party fees
Management Reports
Prescription sales can be better managed with POS by capturing electronic patient signatures for the Rx log and by closing the loop with the Pharmacy Management System (PMS) through a two-way communications to know the precise status of will-call
Through an innovative bar-coded, will-call management feature, which verifies each patient’s prescription(s), POS improves the customer’s shopping experience with accuracy, convenience, and peace of mind at checkout.
If the cashier want to scan a prescription, all other prescriptions associated with the same patient could come up as well. This prevents complaints from customers who would have to drive back to get a prescription and it gives the cashier a positive responsibility for making sure every prescription that’s ready, for a customer, is picked up.
Now, it’s easy to retrieve and print out a log for any period that shows who picked up which prescriptions – handy both for inquiring customers and in case of third-party audits.
All patient scripts displayed at POS
View and manage pharmacy management system A/R charges, payments, and
balances at POS
Auto-attach patient’s name to POS transaction
Official audit reporting
Verify script(s) to right patient at POS
Prescription sales information updates in real time to PMS
Retrieve recipes signature fast and easily for patient inquiries or audits
Track and manage inventory efficiently
Today pharmacies across the market want help to better manage inventory and improve the ordering process. No matter what size pharmacy operation you have the need seems the same: pharmacy management wants the software capability to increase
inventory turns. The system offers an inventory management system, which reduces out-of-stock and overstock with a proven, automated capability to track and manage
inventory. By enabling operations to track item movement, by quickly generating
Inventory Management
Find and manage items
View in real-time inventory status: quantity sold, on-hand, on-order and so on
Generate automatic purchase orders based on sales history: running the dynamic
buyer’s worksheet program
Updates inventory automatically when order arrives: PO receiving or by exception
Provides perpetual inventory and detail audit trail
Replenish or reorder top-selling items efficiently
Receive and tag merchandise with bar-code scanner
Mark items as inactive and maintain their history without cluttering reports or
inventory views
Manage inventory with wireless, handheld device for physical inventories and
price audits
Manages central ordering for different vendors (with or without drop shipping)
Transmit orders to a certified major wholesalers, receiving electronic item and
price updates
Provides sales, department, item, and audit reporting
Provides multiple pricing structures for mark-up and discount flexibility
Enterprise Solutions For Multiple Stores
Rich integration capabilities connect business information and processes across multi-store enterprise. It connects front-end retail and inventory management, enabling us to manage pharmacy POS, will-call prescriptions, and inventory operations from a central location – gain an extra level of visibility into A/R transactions at the single pharmacy operation.
Pharmacy Enterprise Solution Highlights
Manages central purchasing, receiving, and distribution
Track and manage items across the enterprise
Manages central ordering for different vendors (with or without drop shipping)
Update in real-time integrated Accounts Receivable (A/R) charge balances across
the enterprise
Generates detail A/R statements – balance forward or open item
Drill down from A/R to Point Of Sales transactions
View central sales audit.
Allow for central price management
Use browser-based inventory management
Enterprise sales reporting with margins
Gift cards updated in real-time across the enterprise
Internet-based credit/debit settlement
Stores recipes and A/R signatures for 10+ years
Inventory Management & Purchasing
Inventory management system helps save time, reduce overhead, and put stock to the best possible use with automated, integrated functionality that helps simplify manual stock counts and helps us to track and manage inventory for a single store or multiple stores.
Generate automatic purchase orders based on sales history: running the dynamic
buyer’s worksheet program
Updates inventory automatically when order arrives: Purchase Order (PO)
receiving or by exception
Provides perpetual inventory and detail audit trail
Allows for lower purchasing costs by tracking item movement and supplier
histories
Transfer inventory across multi-store landscape
Manage inventory with wireless, handheld device for physical inventories and
Manages central ordering for different vendors (with or without drop shipping)
Transmit orders to certified major wholesalers
Receives electronic item and price updates from major wholesalers
Provides sales, department, item, and audit reporting.
Computerization of Pharmacies in Indonesia
In the era of globalization, there are some international pharmaceutical retail
companies operating in Indonesia, they bring along with them software for their
pharmacies equipped with features described above in their operation. These
companies among other are Century, Guardian and K24.
One of the leading Indonesian pharmaceutical company i.e PT. Kimia Farma is
using pharmacy computer system for their own chain pharmacies. It is designed only for
their own pharmacies throughout the country since a long time ago. However, some
modules are not available in pharmacy software as discussed above.
Some of higher pharmacy education in universities in Indonesia have lab work
using pharmacy software in their curricula for their students. Database on stock,
expiraration date of drugs, pricing, sales and accounting, transaction, discount, labelling
are modules taught during exercises and lab work. At universities overseas, various
pharmacy software vendors are invited to campus for one or two weeks only, to teach
and demonstrate their pharmacy software to the students, so that students as prospective
users will recognize and experience how to use all or most programs available in the
market. This is carried out since usually only one pharmacy software available in
university is used by students during lab work session.
Features available from other software house in Indonesia are suited to the need
of a pharmacy management system such as inventory and accounting as follow:
Database, Sales Transaction, Purchase, Ordering, Stock Control, Return, Prosses,
facilities such as Parking System, Attendance for staff with Finger Print, Payroll,
Member Card with Magnetic Card, Web Camera and Official Website.
CONCLUSIONS
Application of pharmacy computer system will benefit in reducing labor costs, better pricing control, reduce inventory investment, improve cash flow, improve patient service, reduce clerical work, easier compliance with regulations, improve pharmacy management, customer satisfaction and loyalty. When patient is willing to keep a good and intimate relationship with our councelling and services, loyalty will follow. In other word patients who satisfy with our services would be loyal in doing business with us.
Point of Sales can create accountability, remove paper – signature logs in particular – and we can exactly understand what customer are buying and how much they are spending.
Point Of Sales technology addresses major business concerns head-on with a “how to” solution that achieves the following: enhances customer service quality, improves store operations, satisfies regulatory responsibilities, ensures employee accountability, perpetuates business growth, increases profitability . A complete
pharmacy computer system is designed to support a small pharmacy apothecary to large multi-store chains with a package of services.
It can also concluded that by using pharmacy software, processing both new prescriptions and refills can be done quickly and simply with just a few keystrokes or mouse clicks with new and easy to learn and use graphical user interface (GUI)
pharmacy management solution. That due to automation where pharmacist do his or her work much faster, a change from product oriented to patient oriented which is one of important key in pharmaceutical care can be practiced, in other word that the
pharmacist can have more time in counselling his or her patients, where the goal of patient councelling is one of the important solution to avoid medication error.
Several good pharmacy softwares are available and used in Indonesia by foreign pharmacy companies such as Century. While some pharmacies and some school of pharmacy in universities in Indonesia use more simple modules, this is mainly because Pharmacy software usually can be bought in separate modules and depending on budget available.
Reading Materials :
1. The Pharmacy Computer Handbook, 1980, Business Systems Research Group, Texas, USA.
2. Nelson, A. A. 1990, Pharmacy Computer Systems; in : Effective Pharmacy Management, 6th ed., Marion Merrell Dow Inc., page 167-195
3. API System Manual 351, 1985, API, Alexandria, Australia. 4. Emporos Point of Sale, 2005, Emporos MerchantSoft.
5. Elizabeth A. Chrischilles, et. al., 1999, The Role of Pharmacy Computer Systems in Preventing Medication Errors, Journal of the American Pharmaceutical Association.
6. Zein, F., 2006, Cyberlab Pharmacy Management, Bandung, Indonesia.
7. himawan.adhi@tugusoft.com
8. info@medpro.cjb.net
9. info@apotek-k24.com
Notes
PO : Purchase Order OTC : Over The Counter POS : Point Of Sales
VPN : Virtual Private Network A/R : Accounts Receivable
PMS : Pharmacy Management System UOM : Multiple Units of Measure GUI : Graphical user interface Yudi Padmadisastra
