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Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Accounting of prescriptions in a pharmacy

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The accounting of prescriptions in a pharmacy, organized by the USU Software, differs in the speed of implementation and maintenance of accounting procedures from the traditional format of its implementation. The pharmacy sells prescription-only drugs, non-prescription drugs, according to the list of officially approved names, which can only be sold upon presentation of a prescription. To register the dispensing of such drugs, an electronic register of prescriptions in the pharmacy has been prepared, where the registration and accounting of prescriptions received at the pharmacy are kept.

In the prescription accounting journal, each next prescription is assigned a number, the name of the patient, the form of the medicine, and the cost are indicated. Prescriptions can be both for the manufacture of a dosage form by a pharmacy, and for the dispensing of a finished drug that has a specific effect and is therefore available on a prescription. In any case, the first action of the pharmacy is to check the authenticity of the prescription, which is noted in the register. If the prescription is related to a dosage form that the pharmacy must prepare on its own, after checking it for authenticity, taxation is carried out — the cost of the future medicine is calculated, which is also recorded in the register. The dispensing of prescription drugs must be documented through invoices, which the software configuration for the register of prescriptions in the pharmacy generates automatically — during the registration by the employee of the trade operation, when he enters the sales window of all participants in the transaction, including the buyer, pharmacy details, goods sold, in a special form the fact of payment with its details by the method of payment and discount, if any.

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Thus, the configuration for the register of prescriptions in the pharmacy solves two problems — it generates a primary document based on information about the operation performed and registers the operation itself, while a number of indicators are automatically changed — warehouse accounting writes off everything that was implemented in this operation from the balance sheet, the number of written off positions is automatically reduced, the payment is credited to the corresponding account, bonuses for the purchase fall to the buyer's account if the loyalty program is running in the pharmacy, and the transaction fee is credited to the seller's profile. The rate of distribution of changes in terms of indicators is fractions of a second, incomparable with traditional accounting. In the configuration for the register of prescriptions in the pharmacy, for each such change, there is a confirmation in the form of a primary document drawn up, again, automatically, which is saved in the base of primary accounting documents.

In the calculation of the dosage form, different substances are used, dispensed from the warehouse, their transfer to the prescription department is also confirmed by the primary document — the invoice, which, being generated, is immediately saved in the documentary base of the primary accounting, receiving, along with the number and current date, also the status, and color to it to visualize the type of transfer of semi-finished products and other blanks.

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The configuration of the primary register of prescriptions in the pharmacy provides access to digital documents only within the competence — for those employees whose duties include working with prescription drugs. The pharmacy management has free access to all documents. To separate the rights to access the primary accounting log, the automated system introduces a system of codes—personal logins and passwords that protect them, which are allowed to work only with the data that is necessary to complete tasks. The principle of operation is as follows — users work in personal journals, adding their primary data to them, from where they are collected by the program itself, sorted and presented in the form of generalized indicators already in the final accounting journal, available for assessing current work. In a word, the information does not enter the accounting log directly, but indirectly — from user logs.

Any primary information of the user relies on a primary accounting document, which may be the same prescription since on its basis the pharmacy performs its work. To save it in the database of primary accounting documents, which has a digital format, it is enough to capture an image from a web camera and attach it to this database. As mentioned before, each document in it has a status and a color for it to indicate the type of document, which allows you to visually delimit the base and provide access to only those documents that are within the competence of the employee, closing others from him. Therefore, you do not need to worry about the confidentiality of service data — they are reliably protected from unauthorized access and are also subject to regular backups on a schedule, which is also performed automatically at a predetermined time. The text mentions the word ‘automatically’ many times, since the software performs a lot of work on its own, the built-in task scheduler is responsible for their timely launch.

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Accounting of prescriptions in a pharmacy