Pharmacy Management System

The pharmacy group operated three branches using a generic retail POS system that was never designed for pharmaceuticals. Pharmacists maintained prescription records in paper binders. Drug expiry was tracked on a whiteboard. Controlled substance registers were handwritten.

The system created recurring problems: expired stock reached shelves because no automated check existed, prescription lookups during patient returns were slow and error-prone, and preparing documentation for FDA inspections consumed multiple days of staff time. When the group opened a third branch, the manual coordination became unmanageable.

A web-based pharmacy management platform with five integrated modules, designed around how Thai pharmacists actually work.

**Prescription Management** Every prescription recorded digitally at dispensing — drug, dosage, quantity, prescribing doctor, and patient details. Full history searchable by patient name, ID, or drug name in under 3 seconds. Refill tracking prevents accidental double-dispensing. Controlled substance register generated automatically from dispensing records.

**Drug Inventory & Expiry Control** Stock levels updated at every dispensing event and purchase receipt. System flags drugs within 90 days of expiry for review. Near-expiry items shown on the daily opening dashboard. Automatic reorder suggestions based on average consumption rate and lead time per supplier.

**Point of Sale** Integrated checkout with drug lookup by trade name, generic name, or Thai FDA registration number. Price calculation handles insurance co-payment splits. Receipts include dispensing pharmacist name and license number as required by regulation.

**Supplier & Purchasing** Purchase orders raised inside the platform, sent directly to supplier by email, and matched against incoming deliveries. Cost-per-unit tracking across batches enables margin analysis by drug category.

**Regulatory Reporting** Monthly controlled substance reports and FDA audit packs generated from existing transaction data — no re-entry required. Document templates match current Thai FDA format requirements.

• Next.js web application optimized for pharmacist workstations (desktop-first, tested on common Thai pharmacy hardware)
• Barcode scanner integration for fast drug lookup and receipt scanning
• PostgreSQL with full transaction audit trail — every dispensing event, stock movement, and price change logged with timestamp and staff ID
• Role-based access: pharmacist, pharmacist assistant, manager, and owner levels with different capabilities
• Multi-branch data architecture — branch managers see their own data; group owner sees consolidated view
• Deployed on Thai-hosted cloud infrastructure for data residency compliance

8 months post-launch across all three branches:

• Zero expired drug incidents — the first 8-month stretch without an incident in the group's history
• Prescription lookup time: from 10+ minutes searching binder files to under 3 seconds
• Regulatory audit preparation: from 3 working days to 4 hours
• Monthly controlled substance report: from 1.5 days manual compilation to automatic generation
• Staff confidence in stock accuracy improved enough that the group began planning a fourth branch — previously delayed due to concerns about management overhead