Pharmacy - Backend Process

Job Purpose

To manage the end-to-end backend pharmacy purchase process, ensuring timely procurement of medicines and pharmacy items, accurate documentation, proper inventory coordination, vendor follow-up, and uninterrupted availability of required stock.

Key Responsibilities

1. Pharmacy Purchase & Procurement

• Prepare purchase requirements based on stock levels, consumption, indent, and reorder requirements.
• Process purchase orders for medicines, consumables, surgical items, and other pharmacy requirements.
• Coordinate with approved vendors for availability, pricing, delivery schedules, and order confirmation.
• Follow up on pending purchase orders and ensure timely delivery.
• Source products as per approved specifications and hospital requirements.
• Coordinate with vendors for emergency and urgent pharmacy requirements.

2. Inventory & Stock Coordination

• Monitor stock levels and identify fast-moving, slow-moving, non-moving, and critical items.
• Coordinate with the pharmacy/store team regarding stock availability and replenishment.
• Ensure purchases are aligned with minimum/maximum stock levels.
• Monitor near-expiry and excess-stock situations and coordinate appropriate action.
• Avoid stock-outs while maintaining optimum inventory levels.

3. Purchase Order & Documentation

• Prepare and maintain purchase orders accurately.
• Verify product name, strength, dosage form, pack size, quantity, rate, discount, tax, and other applicable details.
• Maintain purchase records, vendor quotations, comparative statements, approvals, and related documents.
• Ensure all purchase transactions are properly documented and traceable.
• Coordinate with Accounts/Finance for invoice and payment-related queries.

4. Vendor Management

• Maintain effective communication with approved pharmacy vendors.
• Obtain quotations and negotiate rates wherever applicable within company policies.
• Compare vendor prices, availability, discounts, credit terms, and delivery timelines.
• Follow up for short supply, damaged goods, wrong items, and delayed deliveries.
• Escalate recurring vendor issues to the concerned authority.

5. System & Data Management

• Enter purchase-related transactions accurately into the ERP/software system.
• Maintain updated vendor and item master information as required.
• Generate purchase and stock-related reports.
• Reconcile purchase orders, received quantities, and invoices when required.
• Maintain accurate records for audit purposes.

6. Coordination

• Coordinate with Pharmacy, Stores, Finance/Accounts, Clinical departments, and vendors.
• Respond promptly to purchase-related queries.
• Support internal and external audits by providing required purchase documentation.
• Ensure compliance with hospital procurement procedures and applicable pharmacy regulations.