Case Study: Pharmacy Management Solution for Sayantan Surgicals by Indian Technology Company
Case Study: Pharmacy Management Solution for Sayantan Surgicals by Indian Technology Company
Client: Sayantan Surgicals
Industry: Healthcare (Pharmacy & Surgical Supplies)
Project Scope: Development and Implementation of Pharmacy Management Solution
Solution Partner: Indian Technology Company
Overview
Sayantan Surgicals is a well-established supplier of surgical and pharmaceutical products, serving both local hospitals and individual customers. As the company grew, managing inventory, processing orders, and maintaining customer records became increasingly complex. Sayantan Surgicals recognized the need for a streamlined solution to manage its pharmacy and surgical supplies more efficiently.
Indian Technology Company was selected to develop a custom Pharmacy Management Solution (PMS) that would help the client optimize inventory management, improve order processing, manage customer data, and ensure smooth billing operations. The solution aimed to integrate various business functions into one unified platform to improve overall operational efficiency.
Challenges Identified
- Manual Inventory Management:
The client was still relying on manual methods to track stock levels, which led to frequent stockouts, overstocking, and inaccuracies in inventory records. - Slow and Error-Prone Order Processing:
The order processing system was inefficient, with multiple steps involved, leading to delays in fulfilling orders and occasional mistakes in medication or surgical item dispatch. - Customer Data Management:
Sayantan Surgicals lacked an organized system for managing customer information, which affected the ability to provide personalized services and track sales history. - Billing and Accounting Issues:
Billing was handled separately, making it difficult to reconcile with inventory records. This caused discrepancies between sales and stock reports, leading to accounting errors. - Regulatory Compliance and Reporting:
Ensuring compliance with pharmaceutical regulations, managing prescriptions, and generating reports for audits was cumbersome and time-consuming.
Solution Provided by Indian Technology Company
Indian Technology Company provided Sayantan Surgicals with a robust Pharmacy Management Solution (PMS) that centralized and automated various operational processes. The custom software solution was designed with the following key features:
Key Features of the Pharmacy Management Solution
- Automated Inventory Management:
- Real-time Stock Tracking: The PMS tracks stock levels in real-time and automatically updates inventory as products are received or sold. Alerts are sent when stock levels are low, preventing stockouts.
- Batch and Expiry Date Tracking: Each item is tracked by its batch number and expiry date to ensure quality control and compliance with regulatory standards.
- Inventory Reports: Automated reports on inventory levels, stock movement, and demand trends provide insights for better purchasing and stocking decisions.
- Order Processing & Dispatch System:
- Simplified Order Workflow: The PMS automates the order lifecycle—from order creation to delivery—minimizing delays and errors.
- Order Management: Orders can be quickly processed, and customer information is pre-filled for returning clients, speeding up the fulfillment process.
- Delivery Tracking: The system allows for integrated tracking of shipments, improving communication with customers and ensuring timely deliveries.
- Customer Relationship Management (CRM):
- Customer Profiles: The PMS includes a CRM system to store detailed customer profiles, including contact information, order history, and preferences.
- Personalized Marketing: Sayantan Surgicals can send targeted marketing campaigns to customers based on their previous purchases, preferences, and medical history.
- Prescription Management: The system helps manage prescriptions by keeping track of prescription details for each customer, ensuring the right medicines are provided.
- Billing & Accounting Integration:
- Automated Billing: The PMS integrates billing with inventory management, generating invoices automatically based on sales transactions and updating stock levels.
- GST Compliance: The system automatically calculates taxes and generates GST-compliant invoices and reports for easy filing and auditing.
- Accounting Integration: The PMS syncs with the accounting software, reducing manual entry errors and providing a seamless financial overview.
- Regulatory Compliance & Reporting:
- Drug Regulatory Compliance: The system ensures that all transactions comply with local regulations for pharmaceutical sales, including prescription tracking and restricted drug sales.
- Audit Reports: The PMS generates various audit-friendly reports, including sales, stock movement, customer transactions, and regulatory compliance checks, aiding in transparent reporting.
- Prescription Validation: The system validates prescriptions before dispensing controlled substances, reducing the risk of selling medicines without proper authorization.
- Supplier and Purchase Management:
- Vendor Management: Sayantan Surgicals can track suppliers and manage purchase orders more effectively, ensuring that stock is replenished on time.
- Purchase Order Integration: When stock levels drop below a specified threshold, the system generates automatic purchase orders to suppliers, streamlining the procurement process.
- Mobile Access for Field Staff:
- Field Sales Support: Sales representatives can access real-time inventory, customer data, and order processing from the field through a mobile interface, enhancing customer service and sales performance.
- Stock Checking and Order Entry: Field staff can check stock availability and place orders directly from the mobile app, reducing order lead times.
Implementation Process
- Requirement Analysis & Customization:
- Indian Technology Company worked closely with the Sayantan Surgicals team to understand their specific needs. Customizations were made to ensure that the PMS would suit the unique workflows of the business.
- System Design & Development:
- After gathering requirements, Indian Technology Company designed the system architecture and developed the solution, integrating features such as inventory management, CRM, and billing.
- Testing & Quality Assurance:
- The PMS underwent rigorous testing to ensure all functionalities worked seamlessly, especially in areas like inventory updates, order processing, and billing accuracy.
- Training & Deployment:
- Comprehensive training was provided to Sayantan Surgicals staff to ensure they could make the most of the new system. The PMS was deployed on both desktop and mobile devices for seamless operation across the business.
- Post-Launch Support:
- Ongoing support was provided after the launch to handle any issues, perform system updates, and continuously improve the PMS based on user feedback.
Results Achieved
- Improved Efficiency:
The Pharmacy Management Solution automated key processes, reducing manual effort and streamlining operations, resulting in a 40% reduction in order processing time. - Inventory Optimization:
Real-time stock tracking and automated replenishment led to fewer stockouts and overstocking, improving overall inventory turnover by 30%. - Accurate Billing & Compliance:
Automated billing and tax calculation ensured that Sayantan Surgicals was fully compliant with local regulations, reducing errors in invoicing by 25%. - Customer Satisfaction:
With faster order processing, accurate prescriptions, and personalized services, Sayantan Surgicals experienced improved customer satisfaction, contributing to a 20% increase in repeat customers. - Cost Savings:
The automation of many manual tasks led to operational cost savings, which helped Sayantan Surgicals allocate resources more effectively.
Client Testimonial
“The Pharmacy Management Solution implemented by Indian Technology Company has transformed our operations. We’ve seen a significant improvement in efficiency, from real-time inventory tracking to quicker order processing. The system has streamlined our entire workflow, from procurement to billing, and has given us a competitive edge in the market. We are now able to offer a better customer experience while keeping our costs under control.”
– Sayantan Roy, Founder & CEO, Sayantan Surgicals
Conclusion
The Pharmacy Management Solution developed by Indian Technology Company has helped Sayantan Surgicals modernize their operations, improve inventory management, and enhance customer service. By automating key functions such as order processing, inventory tracking, and billing, Sayantan Surgicals can focus more on growing their business while delivering high-quality service to their customers.
Looking for a tailored solution to streamline your pharmacy operations? Contact Indian Technology Company to discuss how we can help you improve efficiency and compliance.
