Objectives: The national health insurance company oversees a complex flow of inventories, predominantly pharmaceuticals, distributed to end consumers through pharmacy networks. The company faced several challenges in inventory management, including:
- Managing supplier contracts and ensuring the execution of contractual obligations.
- Coordinating physical inventory movements, encompassing receipt from suppliers to company stock, distribution to pharmacies, and dispensing to consumers (patients).
- Ensuring traceability of inventories throughout the supply chain.
- Maintaining optimal inventory quantities at both company warehouses and pharmacy locations.
- Facilitating advanced ordering processes by pharmacies in a timely manner.
- Providing real-time status updates on inventory levels within company stock and across all pharmacies.
Solution: During the pre-development phase, Intellia Software Solutions designed and delivered a comprehensive Concept of Operations and Terms of Reference documents, subsequently refined and approved by the customer.
The inventory management platform was developed in close collaboration with the customer, with functionalities presented for validation, approval, and adjustments throughout the development cycle. It is closely integrated with Electronic Health Record platform, operated by customer. The final software solution addressed the following key requirements:
- Streamlined management of supplier contracts, including extensions and addendums, with detailed specifications for inventory nomenclature and quantities.
- Efficient receipt of inventories into company stock, ensuring compliance with supplier contracts.
- Seamless packing and unpacking of inventories, such as the division of bulk shipments into individual packages.
- Implementation of barcode technology for inventory tracking, with the system generating unique barcodes for each unit and facilitating sticker printing.
- Controlled release of inventories to pharmacies, covering the entire release cycle from company stock to pharmacy receipt.
- Dispensing of inventories to end consumers (patients) following medical prescriptions, issued by Electronic Heath Record platform.
- Facilitation of pre-ordering processes by pharmacies, including approval, rejection, or adjustment of preliminary orders by the health insurance company.
- Management of inventory returns from pharmacy stocks to the central company warehouse.
- Efficient inventory write-off procedures.
- Real-time monitoring of financial indicators and inventory quantities at the central warehouse and individual pharmacy locations.
- Management of users and roles. This feature allows administrator to efficiently manage user accounts, including the ability to add, edit, remove or temporarily lock users. Administrators can also assign specific role or set of roles such as stock manager or stock keeper to individual users, granting them appropriate access and privileges.
- Automated Notifications for stock events – system provides real-time notifications for significant stock-related events, ensuring timely updates on inventory movements, replenishment, or any other crucial activities within the stock management process.
The system was delivered on schedule in 2018, being covered by 12 months warranty and accompanied by comprehensive user guides, and seamlessly deployed on the customer’s production environment. Presently, the system operates successfully, meeting the demanding requirements of our valued client. Users of the system have the capability to track each individual pack of medication via barcode scanning, from its initial receipt from a designated supplier to the point of dispensation to a specific patient.