Early access: KlinikFlow is free to try while we prepare for launch. Licences are not on sale yet.

Manual · version 3.0.0

The pharmacist

How the pharmacist uses KlinikFlow, screen by screen.

All manuals

For KlinikFlow 3.0.0. Each manual is checked against the app itself.

Who this is for

This manual is for the people who run the clinic's pharmacy counter: they dispense the doctors' prescriptions, sell over the counter, issue medicines to patients admitted in a bed, take back what the ward did not use, receive deliveries from suppliers, and keep the stock count honest. It follows the ready-made Pharmacist role. What you see depends on the roles the owner has given you under Staff. If a screen or button in this manual is missing for you, your role does not include it. Ask the owner.

Contents

  1. What the Pharmacist role can do
  2. The rule: nothing leaves the shelf unpaid
  3. The Pharmacy screen
  4. How to dispense a prescription
  5. Substitutes, batches and expiry (FEFO)
  6. How to make a counter sale
  7. Schedule H medicines
  8. How to issue medicines to a patient in a bed ("To the stay")
  9. How to take back what the ward did not use
  10. The ward's medicine chart and the pharmacy
  11. How to refund a returned medicine
  12. The Stock screen
  13. How to adjust a stock count
  14. How to return stock to a supplier
  15. How to receive a delivery (Purchases)
  16. The medicine catalogue and suppliers
  17. Reorder levels and low stock
  18. Stock movements: the audit trail
  19. Reports and your shift
  20. Common problems

1. What the Pharmacist role can do

The ready-made Pharmacist role lets a person:

The sidebar shows Dispense, Stock, Purchases, Completed and Reports.

The ready-made role does not include:

The owner can make a role of their own that adds these. The owner sets each person's discount and refund limit under Staff.

2. The rule: nothing leaves the shelf unpaid

KlinikFlow bills, takes the money and takes the stock down in one action. They either all happen or none of them do. This keeps the count right on a busy morning.

The one exception is a patient admitted in a bed. They are not sold to: their medicines go on the stay's running bill, and the stock comes off the shelf at once. See section 8.

Good to know. The lab and the nurse follow the same rule: a test or procedure reaches them only once it is paid for.

3. The Pharmacy screen

Open Dispense in the sidebar. The screen is called Pharmacy. Its parts, from the top:

The heading shows how many patients are waiting. A chip such as 3 need attention appears when stock needs looking at. The screen updates by itself when a doctor writes a prescription.

4. How to dispense a prescription

  1. Open Dispense.
  2. Under Prescriptions waiting, find the patient (token, name, doctor, number of items) and press Open. A patient in a bed shows "in bed" with their admission number and bed.
  3. The Dispensing card lists each line: what the doctor wrote (with dose, how often and for how many days), what is on the shelf, the quantity, the MRP and the amount.
  4. For each line, check On the shelf. It shows the medicine as written ("— as written") and how many are on the shelf. Change it if you are giving a substitute. See section 5.
  5. Check the batch under it. The oldest usable batch is chosen for you.
  6. Type the Qty to give.
  7. In the Bill card, check the total under To collect.
  8. Choose Payment: CASH, UPI or CARD.
  9. Press Collect & dispense — ₹….
  10. Hand over the medicines. The message reads "Dispensed and paid."

If the patient will pay elsewhere first, press Raise bill only instead. The message reads "Bill raised. Nothing handed over until it is settled."

Good to know. The MRP includes GST. Tax is never shown at the counter; it appears on the accountant's export.

Good to know. A line marked Not stocked — choose a substitute is not on the shelf under that name. If you do not choose anything, that line is left out of the bill and stays in the list.

5. Substitutes, batches and expiry (FEFO)

Substitutes

  1. On the line, open the On the shelf list.
  2. Medicines with the same generic as the one written are listed first, then everything else on the shelf, each with how many are left.
  3. Choose one. The line is marked substitute.

The substitute is recorded beside the prescription, so the count never drifts and the record shows what was really given.

Batches: first expiry, first out

KlinikFlow sells the batch that expires soonest first (first expiry, first out).

Good to know. One line is taken from one batch. If no single batch holds the quantity asked for, KlinikFlow says "no unexpired batch of … has … in stock", even when two batches together would be enough. Give what one batch holds, then sell the rest separately.

6. How to make a counter sale

Use this for a walk-in who wants paracetamol, ORS or a bandage, with no prescription and usually no name.

  1. Open Dispense.
  2. On the Counter sale card, press Open.
  3. Make sure Counter sale is chosen (not A patient in a bed).
  4. In Search or scan — paracetamol, ORS, bandage…, type a name or generic, or scan the pack's barcode. - Typing shows matching medicines with price and how many are left. Tap one to add it. - A scanner types the barcode and presses Enter, and that pack goes straight on the sale.
  5. Change Qty if needed. Press ✕ to remove a line.
  6. Choose Cash, UPI or Card.
  7. Press Take ₹… and dispense.
  8. Under Receipt, press Print for the receipt.

Sales with no name go against one Counter sale record, so the patient register is not filled with people who were never patients. For a named buyer with a prescription from this clinic, dispense from their prescription instead.

7. Schedule H medicines

A Schedule H medicine is sold only against a prescription, and the prescription is recorded.

If you try to give a Schedule H substitute that is not the same generic, KlinikFlow refuses: "… is a Schedule H medicine: record the prescription it is sold against — the doctor and the date". Give the medicine as written or a same-generic substitute, or ask the doctor to change the prescription.

On the Stock screen, the Schedule H filter lists every Schedule H batch, and each is marked "Schedule H" under its name.

8. How to issue medicines to a patient in a bed ("To the stay")

A patient admitted in a bed is issued to, not sold to. Their medicines:

There are two ways to issue.

From a prescription

  1. Open Dispense.
  2. Under Prescriptions waiting, open the patient marked "in bed".
  3. Check the lines, substitutes, batches and quantities as in section 4.
  4. On the right, the To the stay card shows the items and total, and says: "Their medicines go on the stay's running bill — nothing is taken at the counter."
  5. Press Issue to the ward — ₹… on the stay.

The message reads "Issued to admission number — on the stay's bill."

From the till (no prescription in the queue)

Use this when the ward sends for medicines that are not in Prescriptions waiting, for example those the doctor ordered on the medicine chart.

  1. Open Dispense.
  2. On the counter card, press Open, then tap A patient in a bed. The card is now called To a patient in a bed ("charged to the stay").
  3. In Patient in a bed, choose the admission (admission number · patient · bed).
  4. If the patient has an allergy, it shows as Allergy: …. Check it.
  5. Search or scan each medicine and set the quantity, as for a counter sale.
  6. Press Issue to admission number — ₹… on the stay.

The stay's record shows "From the pharmacy" with each medicine and quantity.

Good to know. If the shelf cannot give every line, the whole issue fails and nothing is charged. Fix the line and try again.

9. How to take back what the ward did not use

Before the final bill, the ward hands back what was not used. It goes back onto the shelf, into the batch it came from, and off the stay's bill.

  1. Open Dispense.
  2. On the counter card, press Open, then A patient in a bed.
  3. Choose the admission in Patient in a bed.
  4. Under Back from the ward, each medicine issued is listed with its price, On the bill (how many were issued) and Coming back.
  5. In Coming back, type how many came back for each line. It cannot be more than was issued.
  6. Press Take back — onto the shelf, off the bill.

The message reads "Back from the ward — on the shelf and off admission number's bill." The stay's account still shows the issue and the return as they happened.

If Back from the ward says "Nothing issued to this stay is waiting to come back", nothing is left to return on an unsettled bill.

Good to know. Once the stay's bill is settled, a return can no longer be taken here ("that bill is settled — a return now is a credit note on it"). It is then a refund with a credit note.

10. The ward's medicine chart and the pharmacy

On the ward, each patient in a bed has a medicine chart:

The chart records the giving only. It does not move stock and does not charge anything. Stock moves, and the stay is charged, only when the pharmacy issues to the stay (section 8).

So:

11. How to refund a returned medicine

A patient brings back a strip from a paid counter or prescription sale.

  1. Open Completed in the sidebar.
  2. Under Sales, last 30 days, search by Bill number or patient.
  3. Press Refund… on the bill. (A bill already fully given back has no button.)
  4. In Refund on a bill, tick the medicine line.
  5. In Strips, type how many came back.
  6. If the strip is unopened and in date, tick Unopened — back on the shelf. A strip past its date reads Past its date — written off and cannot go back on the shelf.
  7. Choose Why. Medicine returned is chosen for you on a medicine line. Other needs a Note.
  8. Choose how to Give it back by (cash, UPI or card). For UPI or card, type the Reference from the UPI app or card machine.
  9. Press Refund ₹… — approved by you.
  10. Press Print credit note.

If the amount is above your own limit, choose someone who may approve it and have them enter their code. Only a paid bill can be refunded; an unpaid one is corrected on the bill itself.

12. The Stock screen

Open Stock in the sidebar. It lists the shelf by batch, with the soonest expiry first.

At the top:

Each row shows the medicine (with generic and "Schedule H" where it applies), the pack, the batch, the expiry, In stock, Reorder at, the MRP, and the buttons Adjust and Return. A GST-registered clinic also sees HSN / GST.

What the flags mean:

The Watch out card on the Pharmacy screen shows the same batches, so you see them between patients.

13. How to adjust a stock count

Use an adjustment to correct a count: a breakage, a miscount, an expired batch thrown away. Every adjustment needs a reason and is logged against your name. Stock is never edited silently.

  1. Open Stock.
  2. Find the batch and press Adjust.
  3. In Change, type the difference: a minus number to take stock off (for example -2), a plus number to add.
  4. In Reason, type why: "Damaged", "Expired", "Miscount" and so on.
  5. Press Apply. Press Cancel to leave it.

Good to know. Never use a fake sale to correct a count. It makes the clinic's revenue figures untrue. A count cannot go below zero.

14. How to return stock to a supplier

Sending stock back to the supplier (expired, damaged, wrongly delivered) is recorded as a return, not an adjustment. A return has a supplier and a credit note behind it, so it stays out of the "written off" figure the owner reads.

  1. Open Stock.
  2. Find the batch and press Return.
  3. In Return to the supplier, type How many. It shows how many are on the shelf.
  4. In Reference, type the supplier's credit note or debit note, for example "Credit note CN-4471, expired".
  5. Press Send it back.

A reference is required: "a return needs the credit or debit note it goes back against".

15. How to receive a delivery (Purchases)

Open Purchases in the sidebar. The screen is called Receive stock.

Steps

  1. In the Supplier invoice card, choose the Supplier.
  2. Type the supplier's Invoice no. and its Date.
  3. Scan each pack's barcode into Scan a pack barcode or type a name…. Or type a name and pick it. - A medicine scanned or picked gets its own line under Items received. - If the scanner reads a barcode no medicine answers to yet, KlinikFlow asks "No medicine answers to … yet. Which is it?". Choose the medicine and press Put on a line. The barcode is kept on that medicine, so the next delivery's scan finds it. Press Not now to skip. - You can also press ＋ Add line and choose the medicine from the list.
  4. On each line, type the Batch, the Expiry (month and year), the Qty, the Cost and the MRP. The MRP starts from the medicine's printed price.
  5. Watch the Margin column. below cost in red means the MRP is lower than the cost; it is almost always a typing mistake.
  6. Choose Payment: On credit or Paid now.
  7. Check the Checks before saving card.
  8. Press Save & add to stock.

The message reads "Added n line(s) to stock."

Good to know. Costs and prices are typed in paise: ₹42.50 is 4250. Keep the quantity and the price in the same unit you sell in.

The checks before saving

Check What happens
A batch already expired, or expiring this month Refused ("Expired, and refused").
A batch expiring within 6 months Warned ("Expires within 6 months"). The button becomes Save anyway, for short-dated stock bought cheap on purpose.
MRP below cost Refused until corrected.
The same batch delivered again It tops up the existing batch. It never makes a duplicate.

Good to know. Expiry is typed on the delivery, never on the medicine, because the same medicine sits on the shelf in two batches with different dates.

16. The medicine catalogue and suppliers

The catalogue is the list of every product the pharmacy can stock, including one that has run out or has never been delivered. It is how a delivery names a product. Quantity and expiry live on the batch, not on the product.

In the ready-made roles, only the owner manages the catalogue and suppliers (on Medicines). On Purchases, a pharmacist without this permission sees "Ask the owner to add a supplier that is not on this list."

For staff with the catalogue permission

On Medicines (and on Purchases, with ＋ New medicine and ＋ New supplier):

The catalogue list marks Schedule H and consumable products, with MRP, Reorder at and On the shelf.

17. Reorder levels and low stock

Each medicine has a Reorder at level, set in the catalogue. When a batch's quantity is at or below it, the batch is flagged Low:

Use the Low stock filter as your order list. If a level is wrong, ask the owner to change Reorder at on the medicine.

Good to know. The low flag is worked out per batch. A medicine with an old batch nearly empty and a new batch full may still show the old batch as Low.

18. Stock movements: the audit trail

Every change to the shelf is recorded with who made it: each sale and issue, each delivery, each return to a supplier, each refund put back on the shelf, each ward return, and each adjustment with its reason.

The owner reads these on Movements (Stock movements: "Every change to the shelf, and who made it"). It can be filtered to everything, adjustments, deliveries, dispensed or returns, and shows the change, its value at cost, the reason and who did it. Its Written off figure is what left the shelf through adjustments.

In the ready-made roles this screen is the owner's, not the pharmacist's. It is the reason every adjustment asks for a reason and every return asks for a credit note.

19. Reports and your shift

Open Reports in the sidebar.

The day's reports

On the The day tab, the pharmacist sees two reports:

To read one:

  1. Choose the period: Today, Yesterday, This week, This month, Last month, Last quarter, or From – to.
  2. Press View to see it on screen.
  3. Or download it: Print, PDF, Excel or CSV.

"The day's file" at the top downloads every report in one file.

My shift

The My shift tab, on Pharmacy counter, shows your counter's day:

The pharmacy counter is its own till with its own drawer, separate from reception's.

Completed

Completed in the sidebar lists recently dispensed work, and Sales, last 30 days for refunds (section 11).

20. Common problems

A prescription is not in Prescriptions waiting. It shows prescriptions from today's visits and from patients still in a bed. Yesterday's outpatient prescription is no longer listed; sell from the counter card. A medicine ordered on a stay's medicine chart is never listed; issue it with A patient in a bed.

"no unexpired batch of … has … in stock" No single unexpired batch has that quantity. Give what one batch holds and sell the rest separately, or receive the delivery first.

"there is not enough stock for that" or "that batch has expired and cannot be dispensed" The batch you chose is short or expired. Choose another batch, or leave the batch on the oldest.

"… is a Schedule H medicine: record the prescription it is sold against" At the counter, fill Schedule H — prescribed by, and the date. On a prescription, give the medicine as written or a same-generic substitute.

The take-back button does nothing, or "choose what came back, no more than was issued". Type a number in Coming back, no more than On the bill.

"that bill is settled — a return now is a credit note on it" The stay has been settled. The return is now a refund on that bill.

A medicine is missing from the till or the delivery list. It may be retired, or not yet on the catalogue. Ask the owner to add it on Medicines. On the till, a medicine shows only if it has a batch that has not expired; one never delivered has no batch, so receive it on Purchases first.

A supplier is missing. Ask the owner to add it.

The delivery will not save. Read Checks before saving. An expired batch or an MRP below cost must be corrected. Every line needs a medicine, and the invoice needs an Invoice no.

"a stock adjustment needs a reason" or "a return needs the credit or debit note it goes back against" Fill Reason or Reference.

The scanner adds nothing at the till. The barcode is not on any medicine yet. Find the medicine by name. The barcode is learned the next time the pack is scanned on a delivery (Purchases).

A sale or an issue is refused and the clinic's licence has run out. New billing stops when the licence has expired. Ask the owner.

A screen in this manual is missing from my sidebar. Your role does not include it. Ask the owner.

Schedule H1, X and the registers

Each medicine's schedule is set in Medicines: none, H, H1, X or narcotic.

Narcotics

Mark morphine, pethidine, fentanyl and the like narcotic in Medicines. From then on every ampoule is kept in the Narcotics tab of Registers: