Etelmed Pharmacy Management Module

Standard Operating Procedure (SOP)

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Module ID: PH-01 Audience: Pharmacy admins and users Version 2.1
Scientifically Proven. Trusted by Doctors. Phone: 754-200-0574 Email: info@medicalartstelehealth.com 3801 North University Drive, Suite 313, Sunrise, FL 33351

1. Purpose

This SOP defines standard workflow for managing pharmacy inventory, order processing, office and B2B dispensing, doctor mapping, and user access controls in the Etelmed Pharmacy module.

2. Scope

  • Inventory listing, bulk upload, and stock maintenance.
  • Order creation, processing, tracking, approval, and status updates.
  • Office/B2B dispensing and stock impact recording.
  • Doctor-pharmacy mapping lifecycle management.
  • User access and pharmacy profile governance.

3. Features and Functionalities

Area Capability Operational use
Dashboard Pending, active, and completed order visibility. Track medicine/store order throughput.
Inventory Management Medicine records with category, price, quantity, expiry, and lot details. Add/edit/delete records and bulk upload via CSV.
Order Management Order creation, shipment details, status updates, and filters. Manage full order lifecycle and dispatch actions.
Office and B2B Dispensing Medicine cart flow for doctor/office dispensing. Complete checkout and automatically adjust stock.
Doctor Mapping Map/unmap doctors with searchable linked list. Restrict dispensing workflow to verified mappings.
User Access and Profile Add/revoke users and control access level assignments. Restrict sensitive operations to authorized roles.

4. Standard Procedures

4.1 Add medicines by bulk upload

  1. Download sample CSV template.
  2. Populate medicine details: name, stock, price, expiry, and batch number.
  3. Open Manage Inventory -> Upload Items.
  4. Upload file and verify all records in inventory list.

4.2 Place and process orders

  1. Open Manage Orders or Office Dispensing Orders.
  2. Add medicines to cart and enter order details.
  3. Confirm checkout and dispatch or payment details.
  4. Track status progression: Pending -> In Progress -> Delivered.

4.3 Track and update orders

  1. Open order list from order modules.
  2. Update status and tracking/shipment fields where applicable.
  3. Use date, status, and item filters for targeted follow-up.

4.4 Manage inventory records

  1. Open Manage Inventory.
  2. Add, edit, or remove medicine records.
  3. Update stock, expiry, and batch data regularly.

4.5 Manage doctor mapping

  1. Open Doctor Mapping.
  2. Use Map Doctor to create new mapping.
  3. Use Remove Mapping to revoke association.
  4. Verify changes in active mapping list.

4.6 Manage user access

  1. Open user/profile management module.
  2. Assign role levels for new users.
  3. Revoke access for inactive or unauthorized users.
  4. Ensure credentials are unique and secure.

5. Best Practices

  • Use the sample CSV structure for all bulk uploads.
  • Review stock and expiry data on a fixed cadence.
  • Use order filters to speed operational response time.
  • Approve orders only after validating core details.
  • Review doctor mapping roster routinely.
  • Apply strict confidentiality to all pharmacy data.

6. Security and Compliance

  • Restrict pharmacy module access to authorized admin users.
  • Do not share doctor, patient, or order data externally.
  • Follow healthcare data-protection regulations and internal policy controls.
  • Audit module actions regularly for traceability and accountability.
  • Escalate unauthorized access or data discrepancy immediately.
Unmapped doctor dispensing must be blocked to protect authorization controls.