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PHARMATRACK

INTEGRATEDMANAGEMENTSOLUTION

1Ms. Vaishali Rane, 2Ms. Jui Jagtap, 3Ms. Pallavi Sutar, 4Mr. Sagar Gupta, 5Ms. Esha Singh

Department of Computer Engineering, Thakur Polytechnic, Mumbai, Maharashtra, India

Abstract - PharmaTrack is a transformative pharmacy management solution designed to revolutionize inventory control,financialtracking,andregulatorycomplianceinthe pharmaceutical sector. Moving beyond traditional manual processes, PharmaTrack integrates real-time data, automated alerts, and intelligent tracking tools to enhance efficiency and accuracy in pharmacy operations. By enabling pharmacists to manage multiple customer transactions simultaneously, the platform ensures streamlined billing and reduces administrative burden. Inventory management is optimized through seamless CSV uploads from distributors and manual entry options, ensuring real-time stock updates and availability. A dedicated customer tracking system categorizes buyers, distinguishing loyal customers who require recurring medications, allowing pharmacies to anticipate demand and prevent shortages. Through an advanced reporting system, PharmaTrack delivers insightful analytics on sales, purchases, and profitability, empowering data-driven decision-making. The system further enhances operational efficiency by issuing timely alerts for low stock, impending expirations, and medication needs for long-term patients. Withitsscalablearchitecture,PharmaTracksupportsfuture enhancements, including AI-driven demand forecasting and e-prescription integration. More than just a management tool, PharmaTrack redefines how pharmacies operate, ensuringaproactive,efficient,anddata-centricapproachto pharmaceuticalservicedelivery.

Key Words: Pharmacy Management System, Inventory Tracking, Automated Billing, Customer Management, Financial Reporting, Low Stock Alerts, Expiry Alerts, ComplianceMonitoring,PharmacyAutomation.

1.INTRODUCTION

Pharmaciesserveasacriticalcomponentofthehealthcare system, ensuring timely access to essential medications. However, many pharmacies continue to rely on outdated manual processes that lead to inefficiencies in inventory management, financial tracking, and regulatory compliance. These inefficiencies result in stock shortages, financial losses, and administrative burdens, ultimately affectingpatientcareandbusinesssustainability.[6]

PharmaTrack is a comprehensive pharmacy management solution designed to address these challenges by automatingkeyoperationalaspects.Itprovidesaseamless

and interactive platform that streamlines multiple transactions, optimizes inventory management, and enhances customer engagement. By integrating real-time stocktrackingandautomatedalertsforlowinventoryand expiration, PharmaTrack ensures that pharmacists can make informed decisions and prevent medication shortages. Additionally, the system categorizes customers basedonpurchasehistory,distinguishingbetweenregular buyers and loyal customers undergoing long-term treatments. This feature allows pharmacies to proactively manage recurring medication needs and maintain consistentstocklevels.

Beyond inventory management, PharmaTrack delivers powerful financial tracking capabilities, offering detailed reports on sales, purchases, and profitability. By leveraging these insights, pharmacy owners can make data-driven decisions to improve operational efficiency and financial sustainability. The system also enhances compliance by issuing alerts for regulatory requirements, reducing the risk of non-compliance and associated penalties.

PharmaTrack represents a significant advancement in pharmacy management by combining automation, realtime data processing, and intelligent tracking tools. This paper explores the technical framework, functionalities, and overall impact of PharmaTrack, demonstrating its ability to modernize pharmacy operations and improve pharmaceuticalservicedelivery

2. PURPOSE OF STUDY

2.1

Goal

The primary goal of PharmaTrack is to enhance the efficiency, accuracy, and compliance of pharmacy operations through automation. By integrating real-time stock management, financial reporting, and regulatory compliance alerts, PharmaTrack ensures that pharmacies can minimize human errors, reduce stock wastage, and optimize customer service. The system automates inventory tracking to prevent stock shortages and expiration-related losses while facilitating efficient counter sales to reduce customer wait times and enhance service quality. It improves financial oversight by generating detailed reports on sales, purchases, and profitability, ensuring regulatory adherence through

International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

timely alerts on compliance requirements. Additionally, PharmaTrack provides a seamless interface for pharmacists to manage customers effectively, including trackingloyalcustomerswithrecurringmedicationneeds. [6]

2.2 Intended Audience

PharmaTrack is designed to cater to a wide range of pharmacy businesses and professionals within the pharmaceuticalsector.

PrimaryAudience

 RetailPharmacies:Smalltomid-sizedpharmacies that require efficient inventory management and automated billing solutions to enhance daily operations. These pharmacies benefit from realtime stock updates, expiration alerts, and simplified financial tracking, allowing them to focus on customer service while minimizing errorsandstockwastage.

 HospitalPharmacies:Pharmacieswithinhospitals that need accurate medication tracking and patient prescription management. The system helps ensure timely availability of prescribed medications, prevents stockouts, and supports compliance with hospital regulations, improving overallpatientcare.

 Chain Pharmacies: Large-scale pharmacy chains that require synchronized financial reporting, real-time stock monitoring, and centralized inventory management across multiple locations. PharmaTrack enables seamless coordination, ensuring that each branch has the required medications and preventing supply chain inefficiencies.

 Independent Pharmacists: Individuals managing standalone pharmacies who need a cost-effective yet comprehensive solution for inventory tracking, customer management, and financial oversight.[7]

SecondaryAudience

 Regulatory Authorities: Government and healthcare bodies monitoring pharmacy complianceandmedicationsafety.

 Pharmaceutical Distributors: Companies supplying medicines and medical products who can integrate PharmaTrack for better inventory communicationwithpharmacies.

 Healthcare Providers: Clinics and medical practitionerswhocollaboratewithpharmaciesfor prescription fulfillment and patient care optimization.

PharmaTrackispoweredbyFlask,alightweightyetrobust web framework that ensures seamless backend operations. Just as a well-coordinated system manages pharmaceutical workflows, Flask orchestrates the application'scoreprocesseswithspeedandreliability.

Flask's Superpower: Flask acts as the backbone of PharmaTrack, facilitating rapid API requests, real-time data updates, and secure transactions. It ensures efficient communication between the database and user interface whilemaintainingamodularandscalablestructure.

 SQLite – The Memory Vault: PharmaTrack’s database, built on SQLite, securely stores critical pharmacy data, including stock details, customer records, and transaction history. With structured storage, lightweight design, and optimized queries, it enables fast retrieval and seamless integrationwiththeapplication.

 Jinja2 – The Dynamic Renderer: Flask’s templating engine, Jinja2, dynamically generates pagesbasedonreal-timeinventoryandsalesdata, offeringpharmacistsanintuitiveinterface.

 WTForms – The Validator: Ensuring data integrity, WTForms manages form validation, preventing incorrect inputs in prescription entries,stockupdates,andcustomerrecords.

 RESTful APIs – The Messenger: APIs in Flask enable smooth interaction between the frontend and backend, ensuring pharmacists receive instantupdatesonstock levels,salesreports,and compliancealerts.

User Experience in Boom: PharmaTrack isn’t just about automation it’s about creating an efficient and userfriendly environment where pharmacists can focus on patientcareinsteadofmanualrecord-keeping.

 Real-Time Inventory Insights: Pharmacists receive live stock updates, preventing shortages andensuringtimelyrestocking.

 Instant Billing & Transactions: The system processes multiple transactions simultaneously, reducingcustomerwaittimes.

 SeamlessCSVIntegration:Distributorscanupload purchase records directly into the system, updatingstockwithoutmanualentry.

 Smart Alerts & Compliance Tracking: Automated notifications for low stock, expiration alerts, and financial reports keep operations smooth and regulation-compliant.

 Scalability for Growing Pharmacies: PharmaTrack’sFlask-basedframework allowsfor easy expansion, supporting increased users, new pharmacy branches, and additional modules withoutcompromisingperformance.

International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

Volume: 12 Issue: 03 | Mar 2025 www.irjet.net p-ISSN: 2395-0072

By leveraging Flask’s capabilities, PharmaTrack ensures pharmacies operate with precision, security, and speed, redefining the standard for modern pharmaceutical management.

3. DEVELOPMENT ENVIRONMENT

3.1.Hardware:

 Personal computer or laptop with at least 8GB RAMforsmoothperformance.

 Reliable internet connection to access APIs and resources.

3.2.Software:

 OperatingSystem:Windows

 JavaScriptRuntime:Flask

 CodeEditor/IDE:VisualStudioCode

 StylingFramework:CSS,Bootstrap

3.3.DeploymentEnvironment:

 Web Hosting Platforms: Heroku, PythonAnywhere,Netlify

3.4.ServerConfiguration:

 RuntimeEnvironment:JavaScript,Flask

 Security: SSL/TLS certificate for secure HTTPS connections

 Data Protection: Hashmapping sensitive credentials

3.5.UserEnvironment:

 Hardware: Desktop,laptop,tablet,orsmartphonewithaweb browser

 Software: Modern web browser: Chrome, Firefox, Safari, Edge,oranycompatiblebrowser.

4. PHARMATRACK CONSTRUCTION

4.1 InventoryModule:

 Functionality: This module maintains a realtime database of all medicines available in the pharmacy.Itallowscategorizationof products based on type, manufacturer, and expiry date. Pharmacists can apply filters for quick search and tracking of medicines to ensure efficient stockmanagement.

 Usage: Pharmacists can add new medicines manually or upload distributor CSV files to update inventory automatically. The system tracks stock levels, alerts for low stock and approaching expirations, and ensures a well-

organized medicine database for easy retrieval.

4.2 CustomerModule:

 Functionality: This module stores comprehensive customer records, including purchasehistory,contactdetails,andmedicine requirements. It categorizes customers into regular and loyal ones, ensuring personalized service.

 Usage: Pharmacies can track a customer’s medication history, predict recurring orders, and notify loyal customers about upcoming medicine requirements. This enhances customersatisfactionandretention.

4.3 CounterModule:

 Functionality: Designed for handling multiple transactions simultaneously, this module streamlines the billing process, ensuring a smoothcheckoutexperience.

 Usage: Pharmacists can generate invoices, apply discounts, handle multiple customer orders, and instantly deduct stock quantities from inventory. The system speeds up customer service and prevents stock mismatches.

4.4 BillHistoryModule:

 Functionality: Keeps a detailed record of all past transactions, ensuring that both customers and pharmacists have easy access tobillingdata.

 Usage: Pharmacists can retrieve past bills for verification, reprint invoices, manage refunds, and resolve discrepancies, providing an organizedfinancialrecord.

4.5 ReportModule:

 Functionality: Generates four key reports salesreports, purchase reports,expiryreports (highlighting expired or soon-to-expire medicines), and customer reports that track purchasetrends.

 Usage:Pharmacyownerscanusethesereports for business analysis, identifying top-selling medicines, monitoring revenue patterns, tracking losses due to expired stock, and optimizingfuturepurchases.

4.6 AlertsModule:

 Functionality: The alert system ensures pharmacies stay informed about critical stock

International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

Volume: 12 Issue: 03 | Mar 2025 www.irjet.net p-ISSN: 2395-0072

updatesandexpirationwarnings,reducingthe chancesofstockoutsandwastage.

 Usage:

1) Low Stock Alert: Automatically notifies pharmacists when the stock of a particular medicine falls below a predefined threshold, allowing timely reordering.

2) Expiration Alert: Identifies medicines that are nearing their expiration date and flags them in advance, helping prevent the sale of expired drugs and ensuring regulatory compliance.

Each of these modules contributes to making PharmaTrack a comprehensive and efficient pharmacy management system, enhancing inventory control, customermanagement,billing,andcompliance.

5. ASSUMPTIONS & DEPENDENCIES

5.1Assumptions

 Data Availability: It is assumed that pharmacy stock and customer purchase records are consistently updated and accessible for seamless system operation.

 InternetConnectivity:Astable internetconnectionis required for real-time inventory tracking, report generation, and alert notifications. Offline functionalitieswillbelimited.

 User Adoption: Pharmacy staff are expected to undergo minimal training to effectively use the systemandadapttoitsautomationfeatures.

 Data Security & Privacy: Confidential patient and transaction data will be handled in compliance with securityprotocolstopreventunauthorizedaccess.

 System Scalability: The system is designed to accommodate growing pharmacy operations, assumingthatinfrastructurescalingwillbemanaged asneeded.

5.2Dependencies

 Technical Stack: PharmaTrack utilizes a combination of frontend and backend technologies to ensure smoothsystemoperation.Thecorestackincludes:

 Frontend: Designed for an intuitive user experience usingweb-basedtechnologies.

 Backend: A server-side framework for managing business logic, transaction handling, and database interactions.

 Database: A relational database management system (RDBMS) for storing pharmacy data, ensuring efficientretrievalandsecurity.

 Third-Party Services: The system integrates with external services such as email APIs for order confirmations and secure payment gateways for seamlesstransactions.

 Regulatory Compliance: PharmaTrack aligns with governmentregulationsforpharmaceuticalsalesand record-keeping, requiring periodic updates to maintaincompliance.

 Hardware Requirements: The system operates optimally with standard computing hardware, supporting integration with printers for receipts and reports.

6. FUTURE DIRECTION

FutureimprovementsforthePharmaTrackcouldfocuson enhancing automation, AI integration, and scalability. Implementing advanced machine learning algorithms can optimizestockmanagementbypredictingdemandtrends, reducing wastage, and ensuring better inventory control. Cloud-based deployment can improve accessibility, enabling multi-branch pharmacies to synchronize data efficiently while enhancing security and backup mechanisms.

Incorporating AI-powered chatbots with natural language processing(NLP)canimprovecustomersupport,allowing real-time responses to product inquiries, prescription details, and general queries. Expanding the system to support telemedicine features, e-prescriptions, and automatedprescriptionrefillscanbridgethegapbetween doctors, pharmacies, and patients, ensuring a seamless healthcareexperience.

Figure4.1PharmaTrackModules

International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

Volume: 12 Issue: 03 | Mar 2025 www.irjet.net p-ISSN: 2395-0072

Additionally, future developments should focus on regulatorycompliancewithevolvingpharmaceuticallaws, ensuring proper handling of sensitive data through advanced encryption and security protocols. Introducing blockchain technology for secure prescription tracking and fraud prevention could further enhance system reliability.

Continuous system updates based on user feedback, technological advancements, and emerging industry trendswillensurethatthePharmacyManagementSystem remains efficient, scalable, and aligned with modern pharmacyoperations.[7]

7. CONCLUSION

PharmaTrackisdesignedtosimplifydailyoperationssuch as inventory tracking, counter sales, customer management, and automated alerts. Built using Spring Boot and SQLite, it ensures efficient transaction processing,stockmonitoring,andreportgenerationwhile maintainingdatasecurityandcompliance.

With features like predictive analytics and automated notifications, PharmaTrack helps pharmacies manage inventory more effectively and reduce wastage. The system enhances operational efficiency while improving theoverallcustomerexperience.

Looking ahead, PharmaTrack can be further enhanced with cloud integration, AI-driven stock predictions, and telemedicine support, making it a scalable and adaptable solutionforevolvingpharmacyneeds.[6]

8. REFERNECES

[1] https://cyberleninka.ru/article/n/transformation-ofvalue-in-innovative-business-models-the-case-ofpharmaceutical-market

[2]https://www.academia.edu/download/84396125/30. pdf

[3] https://www.gofrugal.com/retail/pharmacysoftware/

[4]https://digitallibrary.theiet.org/doi/abs/10.1049/ic.2006.0657

[5]https://iopscience.iop.org/article/10.1088/1757899X/407/1/012020/meta

[6]http://courseware.cutm.ac.in/wpcontent/uploads/2022/02/3......-Dispensing-medicationsusing-dispensary-and-stores-computer-systems.pdf

[7]https://www.sciencedirect.com/science/article/pii/S2 949866X23000084