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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
regulations.
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.
In this paper a complete pharmacy system will be discussed. For example Point Of
Sales (POS) technology in a pharmacy computer system is one of solution to increasing
customer demands and competition between pharmacies.
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.
This paper will also discuss current management system by using a good pharmacy
software in a computer system available to run a pharmacy which may includes many
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 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 .
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
inoperable. The software incorporates unique technology specifically for times when
service is interrupted between the server or the network. When service is re-established,
POS transactions from each register would automatically synchronized and replicated on
the server.
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
inventory management and tracking in real-time, offers integrated debit/credit card
processing, and allows capture of customer information making for improved service.
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
Multiple Item Cross Reference
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 Maintenance application communicates policies and procedures to the other
applications. Discounts, price changes by clerks, and tracking productivity are just a few
of the options that are ussualy available. The maintenance application also has complete
control over all aspects of POS including assigning security controls.
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
Maintenance
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.
The modules ussually available in Central Office are as follows:
System manager module
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
It is suggested that every multi-store chain have a central inventory management
system. It offers many unique features such as exclusive database design that allows
multiple inventory groups for a single item. For example, a merchant could sell
“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 Inter-store transfers
o Item adjustments
o Price changes
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.
An Accounts Receivable module will allow various types of charge accounts to be
defined by the merchant based upon industry standards. For example, open item type
accounts offered to business customers while a revolving charge may be preferred for
personal accounts. Store charge accounts can be set up to handle contracts that require
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
Accounts Receivable (AR) as Optional Modules
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
your payable accounts. Extensive search criteria allow you to find Invoices with
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
Because we understand the magnitude of these and other priorities of retail pharmacy,
POS can make a real impact overall once implemented. With ability to integrate with
other pharmacy management systems (PMS), we can gain much more accuracy through
reporting, accountability, and information in the day-to day operations than from old,
stand-alone cash register.
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.
POS provides critical information about our front-end. This information comes in
the form of reports, which is generated from the POS database. This ranges from tracking
inventory to reducing the work needed to handle accounting issues. For example, by
running a sales snapshot report to check on the biggest OTC movers daily, as well as sales
volume for other categories such as gifts, and greeting cards, POS offers insights into
sales volume, inventory turns and possible reorders of the faster moving items.
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.
With increased pressure on prescription margins, and to satisfy other recipe regulatory
responsibilities, many pharmacies are taking the next logical step; that is, to implement a
robust retail front-end management system. A POS retail system meets these challenges
head-on by providing management tools for better store control, including signature
capture, and thus greater front-end profits.
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
prescriptions.
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
purchase orders for fast-moving Over The Counter product and other front-end items, and
by adding incremental items when necessary on the fly, operations can gain efficiency
and improve inventory turns, which can lead to lower purchasing costs.
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
View centrally in real-time patient sales history with signatures
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
price audits
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,
Payment, Cost, Report on expenses, sales, and profit; with options available/additional
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.
As a conclusion a pharmacy software offer operational efficiency and customer
retention advantages such as: maximize employee productivity with easy-to-learn
intuitive touchscreen, integrated recipe 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
charge, 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 and management reports.
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. [email protected] 8. [email protected] 9. [email protected]
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 Pharmaceutical Technology Laboratory, Dept. of Pharmmaceutics, Faculty of Pharmacy, Padjadjaran University, Bandung, Indonesia.
