Structured Process

 Structured Process Analysis

Procurement (Inbound Logistics) & Inventory Management

In order to make sure the procurement process runs smoothly, Star Pharmacy utilizes the WinRx Software from ComputerRX information system for inputting prescription drug inventory and the WinScan software for inventory of over-the-counter products (OTC). Through the WinRx software, the pharmacist is able to place orders from various suppliers, look at the quantity of the drug at hand, cost, and update new inventory through the integrated information system, ComputerRX. 

Star Pharmacy’s primary, secondary, and tertiary inventory suppliers are Kinray, McKesson, and Anda sequentially. First, the pharmacist orders the item by searching the NDC number or scanning the item through the WinScan software in the ComputerRX information system and if it is a new item, the pharmacist must input the NDC number, quantity of pills, manufacturer, cost, etc. NDC numbers are significant because the pharmacy can have the same exact type of medication, however, in fact, the manufacturers of the medicine are different or sometimes the bottle looks a little different because one medicine might have come from Kinray and the other from McKesson. Kinray may be picked instead of McKesson based on the NDC number from the doctor's prescription or vice versa because they are different manufacturers and a wrong medicine can affect the patient. Hence, the pharmacy technician makes sure the NDC number from the doctor's prescription must exactly match the NDC number of the medication bottle or box to ensure quality of service and accuracy. Additionally, ComputerRX system integrates information concerning which vendors were previously ordered and when the items were ordered from the supplier or suppliers. For procurement, Star Pharmacy has three major vendors for inventory supply, primary is Kinray, secondary is McKesson, and tertiary is Anda. If the item or items has been purchased before, the pharmacist does not need to input new information because the inventory information saved on the ComputerRX system through the WinRX software, already exists on the screen when the item was first bought and he or she only needs to re-order the item through the computer. To prevent dead stock, the pharmacist executes batch control by ordering the amount needed based on the customer’s prescription, however, he or she also orders items that are out of stock. For example, if Metformin Hydrochloride 1000mg is out of stock, the pharmacist orders a batch of 6 or 7, even though there was no patient prescription for this medicine at the time to refill the items out of stock. The WinRX software will tell exactly how many pills you have on hand and how many bottles are currently in stock. The pharmacist will look at the cost to buy the item, assess the quantity required, and order the quantity needed early or within a certain time so that patients can receive their prescription on time. After the items are ordered, the pharmacy technician will sort all the prescription inventory into WinRX software system as well as the OTC inventory into the WinScan Software. Sometimes, the doctor prescribes some vitamins, an OTC item, to the pharmacy, it becomes a prescription because it was prescribed by the doctor, so that item or items are inputted into the WinRX software instead of WinScan. Based on this information, the pharmacy technician will make sure all the inventory items are imputed correctly in the correct software (either WinScan or WinRX), verify the quantity and price, and inform the pharmacist of any significant price changes based on the drug or OTC item.

Database Software: Computer RX is an integrated system with POS, inventory management, OTC products, etc, where everything is connected or integrated together into one system called Computer RX. (Pharmacy Management Software) ---> go to this website for more detailed information on the Computer RX system: https://www.computer-rx.com

• Captures electronic signatures & ID scanning

• Detailed inventory tracking & reporting

• Integrated accounts receivable

• Update prices & transmit orders 

• Customer loyalty & gift card programs

• Promote supplements to avoid nutrient depletion

• Comprehensive mobile integration

Here is a sample screenshot below of what the WinRx software looks like

Structured Process Map

Cross Functional Swimlane Flowchart - Structured Process

Here is a sample screenshot below of how the inventory ordering system looks like on WinRx software, showing the name of the vendor and other detailed information. For Star Pharmacy, instead of Cardinal, the system would have Kinray, McKesson, and Anda as well.

Here is a sample screenshot below of the drug list from WinRX software, where the pharmacist can check for the items on hand, price, when the prescription was last used for a patient, NDC number, assess whether the item needs to be re-ordered, and the time frame that it is needed.

Source: https://softwareconnect.com/pharmacy/winrx/