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Pharmacy Management System
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Pharmacy Management System · Available now

Trace each prescription, review, lot and dispensing record.

Pharmacy Management System connects prescriptions and medication lines with care requests, pharmacist dispense reviews, dispensing lines and medication lots. A pharmacy operator can identify the prescribed medication and authorized units, inspect the linked lot, and record the quantity dispensed against the prescription line.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewCare request queue
Pharmacy Management System · Care requests

Care request queue

Care requests in one list

New care request
Care requests in view
6
Requested
2
Review
2
Authorized
2
Requested2
Elena Voss antibiotic pickupWillowbend Medical Group
13 Oct
Tomas Ibarra medication consultWillowbend Medical Group
29 Oct
Add
Review2
Ravi Shah blood pressure refillLarkspur Care Associates
01 Nov
Yuna Choi allergy refillPinecrest Community Clinic
04 Nov
Add
Authorized2
Grace Mbaye diabetes refillWillowbend Medical Group
31 Oct
Amara Okafor acid relief refillLarkspur Care Associates
04 Nov
Add
Elena Voss antibiotic pickupCare requests · CR-83569
Requested
Requested at13 Oct
OwnerAsha Patel
CounterpartyWillowbend Medical Group
Review authorizationCR-83569 · Elena Voss antibiotic pickup

Authorized Clinical Reviewer records the request decision and reason.

Waiting for Authorized Clinical Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
16
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

Work from the pharmacy queue

Every feature works on the same records. Pick one to see the screen your team works in.

Care requests

A care request carries the requested units, patient reference, assigned owner and provider party through authorization.

  • Assign the request
  • Collect the evidence
  • Read the decision
  • Care requests
  • Provider organizations
  • Organizations
  • Team members
Explore care requests
OverviewAuthorization review inbox
Pharmacy Management System · Care requests

Authorization review inbox

Care requests

New
Record numberSubjectStatusRevisionRequested atOwner
CR-18887Elena Voss antibiotic pickupReview88020 OctAmira Saleh
CR-47403Ravi Shah blood pressure refillReview20025 OctAmira Saleh
CR-10303Grace Mbaye diabetes refillReview36014 OctLeila Haddad
CR-44747Tomas Ibarra medication consultReview73029 OctAsha Patel
CR-61964Yuna Choi allergy refillReview76025 OctAsha Patel
6 of 6 records
Elena Voss antibiotic pickupCare requests · CR-18887
Review
Revision880
Requested at20 Oct
OwnerAmira Saleh
Example screen with sample data
Process

Follow a prescription through dispensing

Prescription to recorded dispense ships ready to use. 2 steps need a named approval before the work moves on: Review authorization (Authorized Clinical Reviewer) and Review dispensing (Authorized Clinical Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register prescription

    Capture the prescription and its medication lines.

    Elena Voss antibiotic pickupCR-83569 · Care Coordinator
    Register prescriptionBy Care Coordinator

  2. Prepare care request

    Assign the patient request and attach its source context.

    Elena Voss antibiotic pickupCR-83569 · Care Coordinator
    Prepare care requestBy Care Coordinator

  3. Review authorization

    A clinical reviewer decides on the request revision.

    Elena Voss antibiotic pickupCR-83569 · Authorized Clinical Reviewer
    Review authorizationBy Authorized Clinical Reviewer
    ApprovalAuthorized Clinical Reviewer records the request decision and reason.

  4. Review dispensing

    Record the pharmacist's decision on the linked prescription and lot.

    Elena Voss antibiotic pickupCR-83569 · Pharmacist
    Review dispensingBy Pharmacist
    ApprovalThe pharmacist named on the dispense review makes the professional decision.

  5. Record dispensing

    Capture actual quantity against the prescription line and lot.

    Elena Voss antibiotic pickupCR-83569 · Care Coordinator
    Record dispensingBy Care Coordinator

  6. Reconcile stock

    Compare dispensing with signed lot movements.

    Elena Voss antibiotic pickupCR-83569 · Care Coordinator
    Reconcile stockBy Care Coordinator

Start with Prescription to dispensing

Inside a record

Bring source records into the pharmacy workflow

Open any care request to see its clinical evidence, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Requested at, Owner and Counterparty.

  2. 2
    Clinical evidence

    Each line is linked to this care request.

  3. 3
    Who works on it

    Admin and Pharmacist, each with their own permissions.

  4. 4
    Process stages

    Prepare care request, with the role that acts.

  5. 5
    Approvals

    Review authorization and Review dispensing, with who decides.

Care request queueElena Voss antibiotic pickup
Pharmacy Management System · Care requests

Elena Voss antibiotic pickup

Willowbend Medical Group · Requested

Log activity
1
Record details
Requested at13 Oct
OwnerAsha Patel
CounterpartyWillowbend Medical Group
2
Clinical evidence

Elena Voss antibiotic pickup

ParentLine numberEvidence type
Felix Romero inhaler pickup780Signed prescription
Tomas Ibarra medication consult450Medication history
Tomas Ibarra medication consult540Allergy record
Clinical evidence
6
Total line number
2,870
3

Who works on it

  • AdminManage Organizations, team members, Medications, provider…
  • PharmacistView Prescriptions, prescription lines, Medications, medication…
4

Process stages

  • Prepare care requestCare Coordinator
5

Approvals

  • Review authorizationAuthorized Clinical Reviewer
    Approved
  • Review dispensingAuthorized Clinical Reviewer
    Waiting
Example screen with sample data
Approvals

Keep clinical decisions with their reviewers

OverviewApprovals
Pharmacy Management System · Overview

Approvals

Signed in as Authorized Clinical Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • DR-57338Leila Haddad
    Amara Okafor, omeprazole 20 mgRequested by App Administrator
    Submitted2dActions
  • DR-45984Marcus Chen
    Elena Voss, amoxicillin 500 mgRequested by App Administrator
    Submitted1dActions
  • DR-63157Asha Patel
    Elena Voss, amoxicillin 500 mgRequested by App Administrator
    Submitted4dActions
  • DR-54515Jonah Reed
    Ravi Shah, lisinopril 10 mgRequested by App Administrator
    Submitted5dActions

Who approves what

DecisionApprover
Review authorizationA clinical reviewer decides on the request revision.Authorized Clinical Reviewer
Review dispensingRecord the pharmacist's decision on the linked prescription and lot.Authorized Clinical Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Pharmacy Management System to the work that is theirs. Pick a role to see what it starts with.

App Administrator

Maintain organization configuration and membership.

This is the first screen this role sees.

OverviewCare request queue

Care request queue

Care requests · App Administrator

Requested2
Elena Voss antibiotic pickupWillowbend Medical Group
13 Oct
Tomas Ibarra medication consultWillowbend Medical Group
29 Oct
Add
Review2
Ravi Shah blood pressure refillLarkspur Care Associates
01 Nov
Yuna Choi allergy refillPinecrest Community Clinic
04 Nov
Add
Authorized2
Grace Mbaye diabetes refillWillowbend Medical Group
31 Oct
Amara Okafor acid relief refillLarkspur Care Associates
04 Nov
Add
Example screen with sample data

Roles and permissions

Reports

Inspect request, dispensing and stock history

Review request status, dispense outcomes, lot expiry and stock movements.

Overview
Pharmacy Management System · Overview

Pharmacy Management System dashboard

This quarter

Dispense reviews in view
6
Submitted
6
Reviewed at within 14 days
2

Care requests by status

How far records got this quarter

StageReachedStep
Requested36
Review1336%
Authorized215%
Scheduled150%

Number of care requests by status

Sample counts per stage

0
-60Requested
-20Review
-50Authorized
-20Scheduled
0Attested
Example screen with sample data
  1. 01Care request status

    Which requests are waiting for review or returned to an owner?

  2. 02Authorization aging

    Compare request dates with current status and reviewer decisions.

  3. 03Prescription verification

    Which prescriptions need a source check before review?

  4. 04Dispense review outcomes

    Group reviews by status and linked prescription.

  5. 05Dispensed units by lot

    Which lots supplied actual dispensing lines?

  6. 06Lot expiry

    List expiry dates, release state and received units by medication.

  7. 07Stock event reconciliation

    Sum signed units by lot and event type.

  8. 08Operation exception history

    Which guarded actions failed or need review?

All reports and dashboards

Who it's for

Fit the work to your pharmacy

See how Pharmacy Management System fits your kind of team.

Independent pharmacies

Follow prescription, review and lot records in independent pharmacies.

Multi-location pharmacies

Follow prescription, review and lot records in multi-location pharmacies.

Specialty pharmacies

Follow prescription, review and lot records in specialty pharmacies.

Controls

Trace decisions and operation exceptions

Each stage of prescription to recorded dispense names the role that acts and the status it records, so a change is never anonymous.

OverviewPrescription to recorded dispense
Pharmacy Management System · Process

Prescription to recorded dispense

Each stage, the role that acts and the status it records

Process stages
8
Approval steps
2
Roles involved
3
Tables touched
11
Prepare care request
Care Coordinator
StatusRequested → Review
RecordsCare requests
Attach clinical evidence
Care Coordinator
StatusPending → Verified
RecordsClinical evidence, Record attachments
Review authorizationApproval
Authorized Clinical Reviewer, Care Coordinator
StatusReview → Authorized
RecordsReview decisions
Prescription to recorded dispense
  1. Start
    Prepare care requestRequested → Review
    Care requests
  2. Step
    Attach clinical evidencePending → Verified
    Clinical evidence
  3. Approval
    Review authorizationReview → Authorized
    Review decisions
  4. Step
    Prepare dispense reviewDraft → Submitted
    Dispense reviews
  5. Approval
    Review dispensingSubmitted → Approved
    Dispense reviews
Example screen with sample data

See each stage in detail

AI agent

Prepare cases with Proto

Use an assistant to prepare and inspect pharmacy records for human review.

It can

  • Care Coordinator: Find assigned requests awaiting review and show their linked prescription and evidence.
  • Authorized Clinical Reviewer: Summarize a request revision and its evidence before a decision.
  • Auditor: Compare a dispensing line with the linked lot and signed stock events.
  • App Administrator: Inspect medication and membership records before a pilot.

Stays with a person

  • Proto can prepare a case and point to inconsistent records.
  • The responsible clinical reviewer and pharmacist make their own decisions.
  • Verify the source prescription and clinical evidence before relying on a summary.
  • Keep an operation exception visible until a person resolves it.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Pharmacy Management System
  • Prescribing source
  • Clinical record source
  • Provider directory
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 16 tables
16tables
  • Care requests4
  • Prescriptions3
  • Dispense reviews4
  • Dispensing4
  • Medication stock3
  • Review evidence5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the operating scope

    Choose an organization, active team members and provider parties. Confirm who prepares requests and who reviews them.

  2. Prepare source records

    Load medication codes, prescriptions, prescription lines and received lots. Check identifier, unit and expiry conventions.

  3. Rehearse decisions

    Move a care request through evidence review and record a decision on its revision. Test a return and a rejection.

  4. Reconcile dispensing

    Link a dispense review to a prescription and lot, record the actual dispensing line, and compare signed stock events.

  5. Review access and exceptions

    Open the same case as coordinator, reviewer and auditor. Inspect failed or review-needed operation receipts.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Pharmacy Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Pharmacy Management System for your business. Start with one organization, one prescription, a received medication lot and a request that the team can review together.

How are prescriptions represented?

A prescription header carries its number, patient reference, prescriber, validity dates and verification state. Its lines carry medications, authorized units, refill allowance and directions.

Who reviews a care request?

An Authorized Clinical Reviewer records a decision against the request revision. The Care Coordinator prepares the assigned record and supporting evidence.

Where does the pharmacist decision go?

A dispense review records the linked prescription and lot, pharmacist name, decision time and status. The pharmacist makes the professional decision.

Can we follow the lot used in a dispense?

Yes. Each dispensing line links a prescription line and medication lot, with the actual quantity, pharmacist, time and operation key.

How do we inspect stock movement?

Medication stock events carry signed units, an event type, source identity, time and lot. Compare those entries with received units and dispensing lines.

What happens when a request is returned?

The review decision retains its reason and source revision. The coordinator can update the request evidence for another review.

How are attachments shared?

An attachment records its uploader and a visibility choice of Internal or Shared. Agree that choice with the team before adding files to a request.

What if an action fails?

Operation receipts retain the action, expected revision, result state and failure reason. The team can inspect the exception with its parent request.

How do we connect an outside clinical record?

Clinical evidence can retain an external record identifier, provider and clinical system name. Agree the source and correction process during setup.

Set up Pharmacy Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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