Pharmacy Operations Manager

Pharmacy Operations

• Oversee day-to-day operations of OPD, IPD, Emergency, OT and other pharmacy units, as applicable.
• Ensure timely and accurate dispensing of medicines against valid prescriptions.
• Ensure proper implementation of pharmacy SOPs and hospital policies.
• Maintain smooth workflow and minimize patient waiting time.
• Ensure availability of emergency and life-saving medicines at all times.
• Coordinate with doctors, nursing, purchase, stores, billing and administration departments.

B. Procurement & Vendor Management

• Plan and coordinate procurement of medicines, surgical items, consumables and other pharmacy-related materials.
• Prepare purchase requirements based on consumption, stock levels, patient load and hospital formulary.
• Coordinate with approved vendors and suppliers.
• Compare rates, quality, availability and credit terms to achieve cost-effective procurement.
• Ensure medicines are procured only from approved and authorized sources.
• Monitor pending purchase orders and ensure timely delivery.

C. Inventory & Stock Management

• Maintain optimum stock levels and prevent stock-outs, overstocking and dead stock.
• Monitor minimum, maximum and reorder levels for medicines and consumables.
• Implement FEFO (First Expiry, First Out) and FIFO practices wherever applicable.
• Conduct regular physical stock verification and reconciliation with system records.
• Monitor near-expiry, expired, damaged and non-moving items.
• Maintain proper records of stock receipt, issue, transfer and disposal.
• Use ABC/VED or other appropriate inventory-control techniques for effective stock management.

D. Charity Hospital & Patient-Cost Management

• Ensure availability of essential and commonly required medicines at affordable cost.
• Identify opportunities for reducing medicine expenditure without compromising quality.
• Coordinate with management regarding free/subsidized medicines, donated medicines and patient assistance schemes.
• Maintain proper records of medicines received through donations and their distribution.
• Ensure transparent utilization and documentation of donated/free medicines.
• Avoid unnecessary wastage and control expiry-related financial losses.

E. Regulatory & Quality Compliance

• Ensure compliance with applicable Drugs & Cosmetics Act/Rules, Pharmacy Act, Schedule H/H1/X requirements, narcotic/controlled-drug requirements and other applicable regulations.
• Maintain all mandatory registers, records, licenses and documentation.
• Ensure proper storage conditions, including temperature and cold-chain requirements where applicable.
• Ensure safe segregation and storage of LASA (Look-Alike Sound-Alike) and high-alert medicines.
• Support NABH/quality audits and ensure compliance with applicable hospital standards.
• Coordinate medication-safety and pharmacy-related quality improvement activities.

F. Staff Management

• Supervise pharmacists, pharmacy technicians, assistants and support staff.
• Prepare duty rosters and ensure adequate manpower coverage.
• Monitor staff attendance, discipline, productivity and performance.
• Conduct training on dispensing practices, medication safety, storage, documentation and SOPs.
• Address staff concerns and maintain a professional working environment.

G. Documentation & Reporting

• Prepare daily/monthly pharmacy reports covering:

• Medicine consumption

• Stock availability

• Near-expiry/expired medicines

• Stock-outs

• Purchase and consumption value

• Non-moving/dead stock

• Free/subsidized medicine utilization

• Pharmacy revenue, where applicable

• Maintain proper records for internal and external audits.

• Submit pharmacy performance reports to hospital management.

H. Coordination & Patient Service

• Coordinate with the Medical Superintendent, doctors, nursing, purchase, finance, stores and administration for smooth pharmacy operations.
• Resolve patient/attendant complaints related to medicine availability, billing or dispensing.
• Ensure courteous and professional communication with patients and attendants.
• Promote safe medication practices and patient satisfaction.