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The diagnostic centre has a small pharmacy counter for dispensing basic medicines to patients. It operates as a POS (Point of Sale) station separate from the clinical billing. Common medicines dispensed include Paracetamol for patients in pain while waiting for their scan. Who does this: Pharmacist

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Opening the Pharmacy Counter

At the start of the working day (or the pharmacist’s shift):
  1. Go to Pharmacy in the workspace sidebar and click POS Opening Entry.
  2. Click New.
  3. Select the POS Profile: Pharmacy.
  4. Enter the opening cash balance in the drawer.
  5. Click Submit.
The pharmacy counter is now open and ready to accept sales.
POS Opening Entry form showing POS Profile set to Pharmacy and the opening cash balance field

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Dispensing Medicine (Making a Sale)

  1. Go to Pharmacy and click point-of-sale.
  2. The POS screen opens.
  3. Search for the patient (optional - cash sales may not need a patient link).
  4. Search for the medicine by name and click to add it to the order.
  5. Enter the quantity.
  6. Select the payment method (Cash / Card / UPI).
  7. Click Complete Order.
A POS Invoice is created automatically and the medicine is deducted from stock.
POS screen showing the medicine search, selected items with quantities, payment section, and Complete Order button

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Viewing Recent Sales

Go to Pharmacy and click POS Invoice to see all pharmacy sales for the current session. You can filter by:
  • Date
  • Status (Paid, Return)
  • Customer / Patient

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Processing a Return

If a patient returns medicine that was dispensed in error or in excess:
  1. From Pharmacy > POS Invoice, open the original invoice.
  2. Click Return.
  3. Enter the quantity being returned.
  4. Submit. The stock is added back and a credit note is created.

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Closing the Pharmacy Counter

At the end of the working day (or end of the pharmacist’s shift):
  1. Go to Pharmacy and click POS Closing Entry.
  2. Click New.
  3. Select the same POS Profile used at opening.
  4. The system shows the expected closing balance (opening cash + cash sales).
  5. Enter the actual cash counted in the drawer.
  6. Any difference is flagged as a variance.
  7. Click Submit.
POS Closing Entry showing expected and actual cash balances with the variance amount

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Stock Management for Pharmacy

Medicine stock is managed separately from scan consumables. Medicines are deducted automatically from the pharmacy stock when a POS Invoice is submitted. To check current medicine stock, go to BAS > Stock > Stock Balance and filter by the Pharmacy warehouse or medicine item group. To receive new medicine stock, create a Purchase Receipt from the supplier or a Stock Entry (Material Receipt).

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Medicines Available

The pharmacy counter holds basic medicines. Common examples:
  • Paracetamol (for pain and fever relief while waiting for scans)
  • Oral rehydration salts (for patients fasting for USG who became dizzy)
The full medicine catalogue is maintained by the Healthcare Administrator in the Items master.

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Best Practices

  • Do not leave the POS screen open and unattended. If the pharmacist steps away, close or lock the session.
  • Always complete the POS Closing Entry at the end of every shift. An unclosed session prevents accurate daily cash reconciliation.
  • Keep pharmacy stock separate from scan consumables. Do not use pharmacy stock for scan procedures or vice versa.
  • For prescription medicines, verify the patient has a valid prescription before dispensing. The medication request from the Patient Encounter can serve as an internal prescription.
  • If a medicine is near expiry, remove it from the active pharmacy shelf and process it through a Stock Entry (write-off) rather than dispensing it to a patient.