DATA MANAGEMENT

SUBMITTED IN PARTIAL FULFILMENT OF

THE REQUIREMENTS OF

BACHELOR OF COMMERCE
DEGREE OF

BANGALORE UNIVERSITY

SUBMITTED BY
SYED ROSHAN C
Reg. No. U03JW21C0056

UNDER THE GUIDANCE OF

Mrs. Lakshmi R
Asst. Prof at Shantiniketan College

SHANTINIKETAN
COLLEGE DEPARTMENT OF
COMMERCE 2023 - 2024
 SHANTINIKEATN COLLEGE
#70, BILEKAHALLI, BENGALURU-560076

Date:

CERTIFICATE

This is to certify that Mr. Syed Roshan C Reg. No. U03JW21C0056 is a student
of VI Semester B.Com of our college. He has prepared internship report entitled
“Data Management” – a study conducted during 08-04-2024 to 07-05-2024 at
Madni Wellness Center Bangalore, as a partial fulfilment of the examination of VI
Semester B.Com.

Principal Signature
 STUDENT DECLARATION

I Syed Roshan C, hereby declare that this report entitled a study on “Data
Management” study conducted by me during from 08-04-2024 to 07-05-2024
under the supervision and guidance of Mrs. Laksmi R faculty of commerce
Shantiniketan Educational Institutions.

Signature

Syed Roshan C

Reg. No. U03JW21C0056

Date:

Place: Bangalore
 ACKNOWLEDGEMENT

The success and final outcome of this internship report required a lot of guidance
and assistant from many people and I am extremely fortunate to have their support
till the completion of my report work.

• First I would like to thank Ayesha Sultana F (Registered Pharmacist) for

giving me the opportunity to do an internship with the organization.
• I would like to express my special thanks of gratitude to our faculty co-
ordinator Mrs. Lakshmi R as well as our Principal Prof. Kshama
Kulakarni, who gave me the golden opportunity to do internship, which
helped me in learning a lot of new things and also a warm exposure to the
world of accountancy and finance.
• I would like to thank my parents who gave me the permission to complete
the internship and also my friends who always helped me when there was
a need of their help during the project.
• Although this report has been prepared with utmost care and deep routed
interest, even then I accept it respondent and imperfect.
• It is a great opportunity and pleasure for me to express my profound
gratitude towards all the individual who directly and indirectly contributed
towards completion of this report.
 INDEX

Sl. No Topics Page No

1 Executive Summary

2 Chapter-1 Introduction & Organizational profile

3 Chapter-2 Design of the study

4 Chapter-3 Discuss/Work description

5 Chapter-4 Learning Outcomes

Bibliography
Letter of application to the employer for Internship
Letter of acceptance by employer

Questionnaires/financial statement-SOPL &

SOFP/ Working sheet if any
 Executive Summary

I Syed Roshan C currently pursuing my graduation in Bachelor of Commerce

with Accountancy and Finance at Shantiniketan Educational Institutions.

• B.Com is an undergraduate programme under NEP scheme. Through this

course connect the class room learning to real world environment, an
individual can learn practical , professional and the technical skills
associated with many of the procedures of financial analysis and
accounting standards.
• Bangalore University B.com programme we are having a subject
internship in which we have to work hands on training under a pharmacist
for a period of 4 weeks (1month).
• As a part of academic, I did my internship at Madni Wellness Center for
30 days (90 hours). In this period I have learnt to access the Red Book
Software, make entries of purchase and sales bills, export all the data into
pdf. Calculation of GST values and I have also learnt how to make orders
from the distributors and make payments through online or offline mode.
• This project is about my internship & detailed information about the task
which had been undertaken by me during this internship period.
 Chapter -1

Introduction

Data Management in pharmacy is used to manage and keep track of medicinal

related activities such as medical inventory, record keeping, sales management as
well as managing the drug stock and information of the expired medicines.

Pharmacy is a retail shop which provides prescription drugs, among other

products. At the drug store, a pharmacist oversees the fulfillment of medical
prescriptions and is available to give advice on their offerings of over the-counter
drugs. A typical pharmacy would be in the commercial area of a community.
Every hospital should have a medical store for the purpose of procuring, stocking
and distributing the drugs and medicines to various departments.

Organisation of Pharmacy
Stores are defined as a sub-organisation in any hospitals where materials obtained
are held in abeyance till inspected, approved and stocked. A store should have a
standard specification of materials and since the store procured the drugs on
behalf of the department for regular flow of material, the condition of storage
should be proper.

Objectives of Pharmacy
1. To stock all drugs and accessories required.
2. To procure drugs from different sources.
3. To supply drugs to the consuming departments.
4. To store drugs required in research work.
5. To preserve records of receipt and issue of drugs.
6. To maintain records of receipt and issue of drugs.
To carry out all operations regarding drugs economically to save revenue.
Purchase and Inventory Control
The basic purpose of purchases is to ensure continuous flow of raw materials of
right quality, right quantity, right price and from right sources. Another objective
of purchasing is the avoidance of duplication and wastage with respect to various
items purchased. Centralized purchase by medical stores procures the drugs on
behalf of all the departments and helps in getting quality drugs at cheaper rates.
Some important terms explained below.

Right Quality-Right quality means the quality which is available according to the
particulars mentioned in terms of grades, brands or trade name, physico-chemical
characteristics, etc. The quality must describe even the national standards to the
extent it is possible.

Right Quantity-Right quantity is an important parameter of purchasing for

continuous supply of raw materials. “Economic order Quantity” or any other
technique may be followed in order to avoid shortage.

Right Price-The term right price means consistant matching with the quality of
drug. Generally tender system is followed and the lowest bidder is chosen for
supplying the order.

Right Source-The supplier should be dependable and capable of supplying as per

requirements from time to time. The selection of supplier requires consideration
of various factors.

Right Time-Purchased department should have lead time information for all
products. Lead time is the total time period between the placing of order and
receipt of material while doing purchases. The purchase committee should
consider emergency situations like floods, strikes, accidents, etc.
Pharmacy store management is based on principles of inventory control.
mismanagement of stores and non-applicability of Scientific and Modern
techniques has been identified as the root cause of material storage in majority of
hospitals.

Objective of Inventory Control

i. To supply drug in time.
ii. To reduce investment in inventories and made effective use of capital
investment.
iii. Efforts are made to procure goods at minimum price without bargaining
the quality.
iv. To avoid stock out and shortage.
v. Wastage are avoided
Data management : It is referred to the process of collecting, storing, organizing,
and maintaining data in a systematic and secure manner to ensure its accuracy,
accessibility, and usefullness for decision-making and analysis.

Importance: Effective data management is crucial in pharmacy for maintaining

patient records, tracking medication usage, managing inventory, conducting
research, and complying with regulatory requirements.

Electronic Health Records (EHR): EHRs are digital versions of patients paper
charts that contain their medical history, diagnoses, medications, treatment plans,
immunization dates, allergies, radiology images, and laboratory test results.

Importance: EHRs streamline the management of patient information, facilitate

communication between healthcare providers, improve patient safety, and enable
data-driven decision-making in pharmacy practice.

Pharmacy Information Systems (PIS): PIS are software platforms specifically

designed to support pharmacy operations, including prescription processing,
medication dispensing, inventory management, billing, and reporting.

Importance: PIS automate and streamline pharmacy workflows, enhance

medication safety through error checking and drug interaction alerts, improve
inventory control, and facilitate adherence to regulatory standards.

Data Security and Privacy: Data security refers to the protection of sensitive
information from unauthorized access, use, disclosure, alteration, or destruction,
while data privacy focuses on ensuring that individuals have control over how
their personal information is collected, used, and shared.
Importance: Maintaining robust data security and privacy measures is essential in
pharmacy to safeguard patient confidentiality, prevent data breaches, comply with
HIPAA regulations, and build trust with patients.

Clinical Decision Support Systems (CDSS): CDSS are computer-based tools

that provide healthcare professionals with clinical knowledge and patient-specific
information to assist in making diagnostic and treatment decisions.

Importance: CDSS can help pharmacists identify potential drug interactions,

allergies, dosage errors, and other clinical issues, thereby improving medication
safety and optimizing patient outcomes.

Data Analysis and Reporting: Data analysis involves examining, cleaning,

transforming, and interpreting data to discover insights, identify trends, and make
informed decisions. Reporting involves presenting data findings in a clear and
meaningful way through visualizations, dashboards, and summaries.

Importance: Data analysis and reporting enable pharmacists to monitor

medication usage patterns, track patient outcomes, assess the effectiveness of
interventions, and identify opportunities for quality improvement.

Interoperability: Interoperability refers to the ability of different information

systems, devices, and applications to exchange data and communicate with each
other seamlessly.

Interoperability is essential in pharmacy to ensure that EHRs, PIS, CDSS, and

other healthcare IT systems can integrate and share data effectively, enabling
coordinated care and interoperable health information exchange.
These terms and aspects provide a comprehensive overview of data management
in pharmacy, highlighting its importance and relevance in modern healthcare
practice.

Data Management in pharmacy encompasses various concepts and principles

aimed at ensuring the efficient, accurate, and secure handling of pharmaceutical
data. The key aspect are:

Data Collection: This involves gathering various types of data within a pharmacy
setting, including patient information, prescription details, medication inventory,
sales transactions, and adverse drug reactions. Data collection methods may
include manual entry, barcode scanning, electronic health records (EHRs), and
point-of-sale systems.

Data Storage: Pharmacies need to store vast amounts of data securely and
efficiently. This includes establishing appropriate databases and systems for
storing different types of data, ensuring data integrity, and implementing backup
and recovery procedures to prevent data loss.

Data Analysis: Data analysis involves examining pharmacy data to identify

patterns, trends, and insights that can inform decision-making and improve patient
care. This may include analyzing medication usage patterns, identifying potential
drug interactions, and monitoring medication adherence rates.

Data Security: Protecting patient privacy and maintaining data confidentiality are
critical in pharmacy data management. This involves implementing robust
security measures such as encryption, access controls, and audit trails to safeguard
sensitive information from unauthorized access or breaches.

Regulatory Compliance: Pharmacies must adhere to various regulatory

requirements related to data management, including laws such as HIPAA (Health
Insurance Portability and Accountability Act) . Compliance involves ensuring
data accuracy, maintaining audit trails, and providing patients with access to their
health information while adhering to privacy regulations.

Integration of Systems: Many pharmacies utilize integrated systems that connect

various aspects of pharmacy operations, such as inventory management,
prescription processing, and billing. Theoretical understanding of how these
systems interact and exchange data is crucial for effective data management.

Continuous Improvement: Data management in pharmacy is an ongoing process

that requires continuous monitoring, evaluation, and improvement. This involves
identifying areas for optimization, implementing best practices, and adapting to
changes in technology, regulations, and industry standards.

Principles of data management in pharmacy, pharmacists and pharmacy staff can

effectively leverage data to enhance patient care, improve operational efficiency,
and ensure compliance with regulatory requirements.

Specific outcomes in pharmacy data management:

Development of Data Management Skills: Practical experience in organizing,

storing, and retrieving pharmacy-related data using appropriate software and tools.

Understanding Regulatory Requirements: About regulatory requirements

governing data management in pharmacy settings, ensuring compliance with
relevant laws and guidelines.

Enhanced Problem-Solving Abilities: Develop problem-solving skills by

addressing data-related challenges such as data quality issues, integration of
disparate data sources, and troubleshooting technical issues.
Contribution to Process Improvement: Identify opportunities to streamline data
management processes, leading to increased efficiency and accuracy in pharmacy
operations.

Conducting Data Analysis: The opportunity to analyse pharmacy data to identify

trends, patterns, and insights that can inform decision-making and improve patient
care.

PROFILE OF THE COMPANY:

Name of the employer: Ayesha Sultana F

Address: VJPX+4Q7,A Block, AECS Layout Singasandra, Bengaluru 560068

Phone no: 8217611775

Email: ayeshaayath786@gmail.com

1. Pharmacy name: Madni Wellness Center

2. Logo:

3. Mission Statement: “To provide accessible, high-quality pharma care to

our community, promoting health and well-being for all.”

4. Vision Statement: “To be the trusted healthcare partner,

delivering innovative solutions and exceptional service to our
customers.”

5. Core Values:
- Excellence
- Integrity
- Compassion
- Collaboration
- Accountability
6. History:
Madni Wellness Center has been established in the year 2019, and has
been serving from 5 years. We started with a vision to provide
personalized care and have since grown to become a cornerstone of the
community's healthcare system.

Structure: Madni wellness Center is led by experienced pharmacists and

supported by a team of dedicated pharmacy technicians and staff members.
We operate 1 location across bangalore, ensuring convenient access to our
services.

7. Services:
- Holistic treatments
- Nutrition programmes
-Wellness counselling
- Health education programmes
- Make and beauty

8. Target Audience: Our pharmacy serves individuals of all ages, from

pediatric to geriatric patients, as well as healthcare providers, long-term
care facilities, and community organizations.

9. Impact: Over the years, Madni wellness Center has played a vital role in
improving health outcomes and enhancing medication safety in our
community. We are proud to have built strong relationships with our
customers and healthcare partners, earning their trust through our
commitment to excellence.
 10. Partnerships/Collaborations: We collaborate with local healthcare
providers, physicians, hospitals, and optimal medication management for
our patients.

11. Contact Information:

Mail: madnimedzone@gmail.com
Phone: +91 97312 04344

12. Call to Action: If you need prescription refills, medication counseling, or

advice on managing your health, Madni Wellness Center is here to help.
Visit us today or contact us to learn more about our services and how we
can support your healthcare needs.

ABOUT THE ORGANIZATION

Inception: Madni Wellness Center was found in year 2019 by Madni Bintory
with the vision of addressing healthcare that focuses on both physical and mental
well- being, they founded the center to offer comprehensive wellness services to
their community. With a mission to promote holistic health through personalized
treatment plans and educational resources, Madni Wellness Centre has since
become a trusted destination for individuals seeking optimal health and vitality.

Location:

Madni Wellness Centre is currently based in the heart singasandra bangalore,

providing holistic health and wellness services to individuals in the local
community. While there have been no expansion efforts or relocations at this time,
but we are trying our best for the expansion in future. Our central location in
bangalore allows us to serve a diverse clientele from various cultural backgrounds.
Our focus remains on delivering quality care and promoting well-being within our
current location.
SWOT:

Strengths:

- Strong community partnerships and collaborations.

- Experienced and dedicated staff committed to the organization's mission.

Weaknesses:

- Limited financial resources for expansion and program development.

- Inconsistent communication channels with stakeholders.

Opportunities:

- Growing demand for our services in underserved communities.

- Potential for diversifying revenue streams through grant funding and corporate
partnerships.

- Advancements in technology for improving operational efficiency and customer

experience.

Threats:

- Regulatory changes impacting service delivery and compliance requirements.

- Competition from other organizations offering similar services.

- Addressing systemic barriers to access and equity within the healthcare

landscape.
Functional Growth:

Madni Wellness Centre has undergone significant functional growth since its
establishment, transitioning from a modest healthcare facility to a comprehensive
wellness destination. Initially focused on providing basic medical services, Madni
Wellness Centre is trying to expanded its programs to include a wide range of
holistic health and wellness services.

Looking ahead, Madni Wellness Centre is committed to further expanding its

services and impact. We plan to collaborate with other healthcare providers and
organizations to address emerging health challenges. Our vision is to become a
hub for holistic wellness, empowering individuals to lead healthier and more
fulfilling lives. Through strategic expansion and innovation, we are dedicated to
maintaining our position as a leader in the wellness industry and making a lasting
difference in the communities we serve.
Maintenance of the accounts and preparation of Financial Statements.

1. Recording Transactions: Every financial transaction, such as medication

sales, purchases from suppliers, payroll, and overhead expenses, needs to
be accurately recorded. This includes documenting the date, amount,
description, and relevant account information for each transaction.

2. Double-Entry Bookkeeping: Utilizing double-entry bookkeeping ensures

that every transaction affects at least two accounts, maintaining the
fundamental accounting equation (Assets = Liabilities + Equity). This
method helps in detecting errors and ensuring accuracy in financial
records.

3. Reconciling Accounts: Regularly reconciling accounts involves comparing

financial records, such as bank statements and inventory records, with
internal records to identify discrepancies and ensure accuracy. This
process helps in detecting errors, fraud, and inconsistencies.

4. Tracking Inventory Costs: For pharmacies, tracking inventory costs

accurately is crucial, as it directly impacts the cost of goods sold (COGS)
and, consequently, the profitability of the business. Methods like First-In-
First-Out (FIFO) or Average Cost can be used to determine the cost of
inventory sold.

5. Managing Accounts Receivable and Payable: Monitoring accounts

receivable (payments due from customers) and accounts payable (amounts
owed to suppliers and creditors) is essential for maintaining cash flow and
financial stability. Timely invoicing, follow-up on outstanding payments,
and negotiating favorable payment terms with suppliers are important
aspects.
Preparing financial statements involves synthesizing the recorded financial data
into standardized reports, including:

1. Income Statement (Profit and Loss Statement): This statement summarizes

revenue, expenses, and net income or loss over a specific period (e.g.,
monthly, quarterly, annually). It provides insights into the pharmacy's
profitability and operational efficiency.

2. Balance Sheet: The balance sheet presents the pharmacy's financial

position at a specific point in time, detailing its assets, liabilities, and
equity. It provides a pharmacy's financial health and its ability to meet its
financial obligations.

3. Cash Flow Statement: This statement tracks the flow of cash in and out of
the pharmacy over a specific period, categorizing cash inflows and
outflows into operating, investing, and financing activities. It helps in
assessing the pharmacy's liquidity and cash management practices.

4. Financial Ratios and Analysis: Beyond the standard financial statements,

analyzing key financial provides deeper insights into the pharmacy's
financial performance and helps in benchmarking against industry
standards.

Management Reports:

1. Report Generation: Pharmacy management systems often have built-in

reporting features that allow users to generate various types of reports. These
reports may include sales reports, inventory reports, financial reports, prescription
fulfillment reports, and regulatory compliance reports.

2. Customization: Depending on the specific needs of the pharmacy, reports can

be customized to include relevant data points and metrics. Customization options
may vary depending on the capabilities of the pharmacy management software
being used.

3. Scheduled Reporting: Setting up scheduled reporting allows for the automatic

generation and delivery of reports at predefined intervals. This ensures that key
stakeholders receive timely updates without the need for manual intervention.

4. Data Visualization: Utilizing data visualization tools can help transform raw
data into easy-to-understand charts, graphs, and dashboards. Visual
representations of data enable users to quickly identify trends, patterns, and
outliers.

5. Analysis and Interpretation: Beyond simply generating reports, it's essential to

analyze the data and interpret the findings. This involves identifying insights,
making comparisons, and drawing conclusions to inform decision-making and
strategic planning.

6. Compliance Reporting: Pharmacies must adhere to various regulatory

requirements and reporting obligations. This may include reporting adverse drug
events, controlled substance dispensing, inventory management, and compliance
with healthcare privacies.

7. Integration with Electronic Health Records (EHR): Integrating pharmacy data

management systems with EHR systems enables seamless sharing of patient
information and medication histories. This integration enhances the accuracy and
completeness of reports related to patient care and medication management.

8. Data Security and Privacy: Ensuring the security and privacy of sensitive
patient information is paramount. Pharmacy data management systems should
implement robust security measures to safeguard data against unauthorized access,
breaches, and cyber threats.

Filing of statutory returns:

Filing statutory returns in data management refers to the process of organizing,

storing, and submitting various reports and documents required by law or
regulations. These returns typically include financial statements, tax filings,
employee records, and other information mandated by government agencies or
industry regulators.

1. Data Collection: Gather all relevant information needed for the statutory
returns. This could include financial data, employee details, sales figures,
etc.

2. Data Organization: Ensure the collected data is organized in a structured

manner that aligns with the requirements of the statutory returns. This may
involve categorizing data, ensuring accuracy, and maintaining proper
documentation.

3. Compliance Review: Verify that the data meets all regulatory requirements
and complies with applicable laws and standards. This step may involve
reviewing the accuracy of financial statements, confirming that tax
calculations are correct, and ensuring employee records are complete.
 4. Submission Preparation: Prepare the necessary forms, reports, or filings
required for the statutory returns. This could involve using specialized
software or tools to generate the documents in the required format.

5. Submission: Submit the statutory returns to the relevant government

agencies or regulatory bodies within the specified deadlines. This may
involve electronic filing through online portals or submitting physical
documents via mail.

6. Record Keeping: Maintain accurate records of all filed statutory returns for
future reference and auditing purposes. This is important for demonstrating
compliance and responding to any inquiries or investigations.

7. Monitoring and Updates: Stay informed about any changes to regulations

or requirements that may impact the filing of statutory returns. Update
internal processes and procedures accordingly to ensure ongoing
compliance.

It is crucial for ensuring the timely and accurate filing of statutory returns,
minimizing the risk of penalties or fines for non-compliance, and maintaining trust
with stakeholders and regulatory authorities.

Accounting Supervision:

Accounting supervision in data management involves overseeing financial

transactions, budgeting, and financial reporting within the pharmacy's operations.
1. Transaction Monitoring: Supervise all financial transactions within the
pharmacy, including purchases of medications, sales, and inventory management.
Ensure accuracy and compliance with accounting principles and regulations.

2. Budgeting and Forecasting: Develop and monitor budgets for pharmacy

operations, including expenses related to medication procurement, staffing, and
overhead costs. Use historical data and future projections to create accurate
forecasts.

3. Expense Management: Monitor and control expenses to ensure they align with
budgetary constraints and financial goals. Analyze spending patterns to identify
opportunities for cost savings or efficiency improvements.

4. Revenue Management: Oversee revenue streams, including prescription sales,

over-the-counter medication sales, and reimbursement from insurance providers.
Monitor revenue trends and implement strategies to maximize profitability.

5. Financial Reporting: Prepare and review financial reports, such as income

statements, balance sheets, and cash flow statements, to provide insights into the
pharmacy's financial performance. Ensure reports are accurate, timely, and
compliant with accounting standards.

6. Internal Controls: Establish and enforce internal controls to safeguard assets,

prevent fraud, and ensure compliance with regulatory requirements. This may
include segregation of duties, regular audits, and adherence to best practices in
financial management.
7. Compliance and Regulatory Reporting: Ensure compliance with relevant
accounting regulations and reporting requirements, such as those mandated by
government agencies or industry bodies. Prepare and submit required reports
accurately and on time.

8. Vendor Management: Negotiate contracts with suppliers and vendors to obtain

favorable terms and pricing for medication purchases. Monitor vendor
performance and address any issues that may arise.

9. Financial Analysis: Conduct financial analysis to assess the pharmacy's

financial health, identify areas of strength and weakness, and make strategic
decisions to optimize financial performance.

10. Training and Development: Provide training and guidance to pharmacy staff
on financial policies, procedures, and best practices to ensure compliance and
accountability across the organization.

Effective accounting supervision ensures financial transparency, accountability,

and compliance, ultimately supporting the pharmacy's mission to deliver quality
patient care while maintaining financial sustainability.

GST registration and return filing:

GST (Goods and Services Tax) registration and return filing is essential for
compliance with tax regulations.
1. GST Registration: Determine whether the pharmacy meets the threshold for
GST registration based on turnover or other criteria set by tax authorities. If
eligible, apply for GST registration through the appropriate online portal or tax
authority.

2. Tax Classification: Classify pharmaceutical products and services according to

GST tax rates (e.g., zero-rated, exempt, or standard-rated). Ensure accurate
classification to calculate GST liabilities correctly.

3. Tax Invoicing: Issue tax-compliant invoices for sales of pharmaceutical

products and services, including necessary details such as GSTIN (GST
Identification Number), itemized prices, and applicable tax rates.

4. Input Tax Credit (ITC) Tracking: Maintain records of GST paid on purchases
(input tax) related to pharmacy operations. Track and reconcile ITC to claim
eligible credits against GST liabilities.

5. GST Return Filing: File GST returns within the specified deadlines, typically
monthly, quarterly, or annually, depending on the pharmacy's turnover and
jurisdiction. Use online GST filing portals or software to submit returns
electronically.

6. GST Compliance: Ensure compliance with GST regulations, including accurate

reporting of taxable supplies, ITC reconciliation, and adherence to filing
requirements. Address any discrepancies or errors promptly to avoid penalties.

7. Record Keeping: Maintain organized records of GST transactions, invoices,

returns, and other relevant documentation for audit purposes. Retain records for
the prescribed period as per GST laws.
8. GST Audits and Assessments: Prepare for and cooperate with GST audits or
assessments conducted by tax authorities. Provide requested information and
documentation to demonstrate compliance with GST regulations.

9. Updates and Amendments: Stay informed about changes to GST laws, rates,
and compliance requirements. Update internal processes and systems accordingly
to ensure ongoing compliance with evolving regulations.

10. Professional Advice: Seek guidance from tax professionals or consultants with
expertise in GST compliance and pharmacy operations to ensure accurate
interpretation of regulations and optimal tax management strategies.

By managing GST registration and return filing effectively, pharmacies can fulfill
their tax obligations, minimize risks of non-compliance, and optimize tax
efficiency within their operations.
 CHAPTER 2

DESIGN OF THE STUDY

The objective of study data management in pharmacy is to organize, secure, and

analyze data related to pharmaceutical research, clinical trials, medication
outcomes, and patient safety. The objective is to ensure that high-quality data is
available to support evidence-based decision-making, regulatory compliance, and
the advancement of pharmacy practice and patient care.

Pharmaceutical research and clinical trials play a crucial role in developing new
drugs, evaluating treatment effectiveness, and ensuring medication safety.
Effective data management enables researchers and clinical trial sponsors to
collect and analyze data efficiently, track study progress, and comply with
regulatory requirements. By facilitating research and clinical trials, study data
management contributes to the discovery and development of new medications
and therapies.

Data management supports patient safety and improves the quality of care by
providing insights into medication usage patterns, adverse drug reactions,
medication errors, and drug interactions. Pharmacists can use this information to
identify potential risks, optimize medication regimens, and provide personalized
patient care. Furthermore, pharmacy data management enables pharmacovigilance
activities, such as monitoring drug safety and reporting adverse events, to
safeguard patient health.

Data-driven decision-making is essential in pharmacy practice to ensure the safe

and effective use of medications. Study data management facilitates evidence-
based decision-making by providing pharmacists, clinicians, researchers, and
policymakers with access to accurate, timely, and relevant data. This allows them
to evaluate treatment outcomes, assess medication effectiveness, identify best
practices, and implement evidence-based interventions to improve patient
outcomes and healthcare delivery.

Pharmacy data management is subject to regulatory requirements and standards

aimed at protecting patient privacy, ensuring data integrity, and promoting
research transparency. Compliance with regulations such as the Health Insurance
Portability and Accountability Act (HIPAA) and Good Clinical Practice (GCP)
guidelines is essential to maintain the confidentiality, security, and reliability of
study data. By adhering to regulatory standards, pharmacy data management
ensures ethical conduct, data quality, and transparency in research and clinical
practice.

Effectively data management fosters collaboration among healthcare

professionals, researchers, industry stakeholders, and regulatory agencies by
facilitating data sharing and knowledge exchange. Collaborative research
initiatives, data-sharing agreements, and interoperable systems enable
stakeholders to leverage collective expertise, resources, and data assets to address
complex healthcare challenges, accelerate innovation, and improve patient
outcomes.

Pharmacists can leverage data analytics to identify trends, patterns, and factors
influencing medication adherence and develop interventions to address barriers
and enhance patient compliance. By optimizing medication use, pharmacy data
management contributes to better health outcomes, reduced healthcare costs, and
improved patient satisfaction.

Continuous quality improvement is a core objective of study data management in

pharmacy. By monitoring key performance indicators, clinical outcomes, and
process metrics, pharmacy professionals can identify areas for improvement,
implement quality initiatives, and measure the impact of interventions over time.
Quality improvement efforts based on data analysis enable pharmacies to enhance
service delivery, streamline workflows, mitigate risks, and achieve operational
excellence.

Pharmacy data management plays a vital role in population health management by

aggregating and analyzing data from diverse sources to identify population health
trends, disparities, and health risk factors. Pharmacists can collaborate with other
healthcare providers and public health agencies to develop targeted interventions,
preventive strategies, and health promotion programs tailored to the needs of
specific patient populations. By addressing population health challenges,
pharmacy data management contributes to the overall health and well-being of
communities.

Advancements in data science and analytics have enabled the use of predictive
modeling and precision medicine approaches in pharmacy practice. By leveraging
historical data, clinical data, and genetic information, pharmacists can identify
predictive factors for disease onset, progression, and treatment response.
Predictive analytics empower pharmacists to anticipate patient needs, personalize
treatment plans, and intervene proactively to prevent adverse events or
complications. Precision medicine approaches based on individualized patient
data enable pharmacists to tailor therapies to the unique genetic, physiological,
and lifestyle characteristics of each patient, optimizing treatment outcomes and
minimizing risks.

Pharmacy data management empowers patients to actively participate in their

healthcare decisions and improve health literacy by providing access to
personalized health information, medication records, treatment plans, and
educational resources. Patient engagement tools, such as patient portals, mobile
apps, and telehealth platforms, enable patients to communicate with pharmacists,
monitor their health status, track medication adherence, and receive timely
reminders and support. By promoting patient engagement and health literacy,
pharmacy data management fosters a collaborative partnership between patients
and healthcare providers, leading to better health outcomes and improved patient
satisfaction.

Pharmacy data management systems play a crucial role in facilitating regulatory

reporting and compliance monitoring by providing mechanisms to track, record,
and report data required by regulatory agencies. This includes adverse drug event
reporting, medication error tracking, controlled substance monitoring, and
compliance with quality standards such as Good Manufacturing Practices (GMP)
and Good Distribution Practices (GDP). By ensuring timely and accurate
reporting, pharmacy data management supports regulatory compliance and helps
maintain the integrity and safety of pharmaceutical products.

Health Economics and Outcomes Research (HEOR) seeks to evaluate the

economic impact, cost-effectiveness, and outcomes of healthcare interventions,
including pharmaceuticals. Pharmacy data management systems provide valuable
data for HEOR studies by capturing real-world data on medication utilization,
healthcare resource utilization, healthcare costs, and patient outcomes. This data is
used to assess the value of pharmaceutical products, inform healthcare policy
decisions, and optimize resource allocation to maximize health outcomes within
budget constraints.

Effective supply chain management and inventory control are essential for
ensuring the availability, accessibility, and affordability of pharmaceutical
products. Pharmacy data management systems enable pharmacies and healthcare
facilities to track medication inventory levels, monitor expiration dates, manage
stockouts, and optimize procurement processes. By providing visibility into
supply chain operations and inventory management, pharmacy data management
enhances efficiency, reduces waste, and minimizes the risk of medication
shortages or disruptions in patient care.
Pharmacy data management systems facilitate interdisciplinary collaboration and
research integration by providing a platform for sharing data, collaborating on
research projects, and integrating data from multiple sources. Pharmacists can
collaborate with other healthcare professionals, researchers, and academic
institutions to conduct interdisciplinary research, analyze complex healthcare
problems, and develop innovative solutions. By breaking down silos and fostering
collaboration across disciplines, pharmacy data management promotes synergy,
innovation, and knowledge exchange in the healthcare ecosystem.

Data-driven decision support systems leverage pharmacy data to provide real-time

insights, predictive analytics, and decision support tools to healthcare providers,
pharmacists, and patients. These systems enable clinicians to make informed
decisions, optimize treatment plans, and improve patient outcomes by integrating
clinical data, medication histories, drug interactions, and evidence-based
guidelines. Pharmacy data management empowers decision support systems by
providing access to high-quality, interoperable data that can be leveraged to
enhance clinical decision-making and patient care across the continuum of care.

Methodology

The methodology adapted often follows a systematic approach to ensure efficient

and accurate handling of data while supporting pharmacy operations and patient
care.

1. Requirements Gathering: Understand the specific needs and requirements

of the pharmacy, including regulatory compliance, operational efficiency,
and patient care objectives.

2. Data Identification: Identify the types of data generated and used within
the pharmacy, such as prescription data, patient information, inventory
data, and financial records.
3. Data Collection: Establish protocols for collecting data from various
sources, including electronic health records (EHRs), pharmacy
management systems, point-of-sale (POS) systems, and other relevant
platforms.

4. Data Standardization: Standardize data formats, coding systems, and

terminology to ensure consistency and interoperability across different
systems and datasets.

5. Data Quality Assurance: Implement measures to ensure data accuracy,

completeness, and reliability, such as data validation checks, error
detection, and data cleansing procedures.

6. Data Storage and Management: Determine the appropriate storage

infrastructure and data management systems to securely store and manage
pharmacy data, considering factors such as scalability, accessibility, and
data security requirements.

7. Data Integration: Integrate data from disparate sources and systems to

create a unified view of pharmacy operations and patient information,
enabling comprehensive analysis and reporting.

8. Data Analysis and Insights: Utilize data analytics tools and techniques to
analyze pharmacy data, extract meaningful insights, and identify trends,
patterns, and opportunities for improvement.

9. Reporting and Visualization: Develop reports, dashboards, and

visualizations to communicate key findings and insights derived from data
analysis to stakeholders, enabling data-driven decision-making.
 10. Continuous Monitoring and Improvement: Establish processes for
monitoring data quality, system performance, and compliance with
regulatory requirements, and implement continuous improvement
initiatives based on data-driven feedback.

11. Security and Compliance: Implement robust security measures and

compliance protocols to protect sensitive pharmacy data and ensure
adherence to data privacy regulations, such as HIPAA (Health Insurance
Portability and Accountability Act) and GDPR (General Data Protection
Regulation).

12. Training and Education: Provide training and education to pharmacy staff
on data management best practices, data security protocols, and the use of
data analytics tools to empower them to effectively leverage data in their
roles.

Methodology, pharmacies can effectively manage and utilize data to improve

operational efficiency, enhance patient care, and drive informed decision-making
across all aspects of pharmacy operations.

Scope of the study:

The scope encompasses various critical aspects essential for optimizing pharmacy
operations and enhancing patient care outcomes. Central to this study is the
examination of data sources within the pharmacy ecosystem, including electronic
health records, prescription orders, medication dispensing systems, inventory
management databases, and patient feedback mechanisms. Understanding the
diverse data streams and their origins lays the foundation for evaluating data
collection methods, whether through manual entry, electronic capture, or
automated extraction processes. This evaluation extends to assessing data quality,
integrity, and security measures to ensure the accuracy, completeness, and
confidentiality of pharmacy data. Moreover, the study delves into the systems and
infrastructure supporting data storage and management, including databases, cloud
solutions, and electronic document management systems. With a focus on data
analytics and insights, researchers analyze patterns, trends, and anomalies within
pharmacy data to derive actionable intelligence for improving operational
efficiency and patient care outcomes. Additionally, the study investigates the role
of decision support systems, technology adoption, and staff training in leveraging
data to drive informed decision-making and enhance overall pharmacy
performance. Through a comprehensive exploration of these dimensions, the
study provides valuable insights into the complexities and opportunities inherent
in pharmacy data management, facilitating evidence-based strategies for
optimizing pharmacy operations and improving patient health outcomes.

Limitations:

1. Loss of data due to mismanagement.

2. Maintaining all the medicine records manually and keeping track of the
whole data.
3. Less Accuracy and lack of mistakes while maintaining the respective
records.
4. Problem to manage huge data and process the necessary report and
documents.
5. Does not provide any automated services for maintenance of system
records.
6. Lack of data security and leads so wrong results of the records.
 CHAPTER 3

DISCUSSION

Introduction to the dashboard:

The Dashboard consist of all the information related to Sales, Purchase, Stock,
Payment, Summary.

Sales:

Purchase:

Stock:
Payment:

Summary:

This above picture represent the summary which consist of Sales, Purchase, Stock,
Stock Adjustment, Cash Collection, Cheque Collection, Distributor Cash
Payments, Distributor Cheque Payments and outstandings.

Distributors:
Sales:

It involves collecting transactional information analyzing trends to optimize

inventory and sales strategies, ensuring accuracy and integration with other
business processes for informed decision-making.

Purchase:

The acquisition of inventory, tracking supplier transactions, and optimizing

procurement processes for cost-effectiveness and inventory control, ensuring
integration with sales data for holistic business insight.

Sales orders:

Sales orders information involves processing customer requests, tracking product

sales, and managing inventory levels to ensure seamless operations and customer
satisfaction, integrating with inventory systems for efficient order fulfillment and
stock replenishment.

Purchase orders:

Purchase orders information entails generating and processing orders for

inventory replenishment, tracking supplier transactions, and ensuring timely
delivery of pharmaceutical products, integrating with inventory systems for
efficient stock management and cost-effective procurement practices.

Sales return:

Sales return information involves recording and processing returned products

from customers, tracking reasons for returns, and analyzing trends to improve
product quality and customer service, integrating with inventory systems for
accurate stock management and financial reconciliation.

Purchase return:

Purchase return information involves managing returned products to suppliers,

tracking reasons for returns, and analyzing trends to optimize purchasing
decisions and vendor relationships, integrating with inventory systems for
accurate stock adjustments and financial reconciliation.

Sales Register Bill:

This above picture represent the sales related to ayush patient.

Purchase Register Bill:

This above picture represent the purchase from the distributor.

Sales Orders:
This above picture represents the sales history.

Purchase Orders:

This above picture represents the purchase history.

Sales return:
This pictures represents the sales return from patient.

Purchase return:

This pictures represents the purchase return to the distributor.

Payment:
This above picture represents the payments through cash.

Batch Stock:

This above picture represents the batch stock related to the pharmacy.

Goods and service tax(GST).

Goods and service tax is an indirect tax or consumption tax used in India on the
supply of goods and services. Goods and services tax are divided into five
different slabs for collection of tax -0%, 5%, 12%, 18%, 28% from July 1, 2017,
GST came up as single taxation system in India and replaced all the indirect taxes
in the country some of the indirect taxes subsumed under GST are commercial
tax, service tax, VAT, Entry Tax and Octroi etc.

Different forms of GST collected by the government are:

state GST(SGST): It is collected by the state government.

Central GST(CGST): It is collected by the state central government.

Integrated GST(IGST): It is collected by central government for inter-state

transaction and imports.

Union Territory GST(UTGST): It is collected by union Territory government.

• GST Amount = (Original cost * GST rate percentage) / 100.

• Net Price = (Original Cost + GST Amount)

For an example: a goods or services is sold at ₹1000 and GST rate applicable is
18% then the net price calculated will be = 1000 + (1000 * (18/1000))

=1000 + 180 =1180.

GST sales:

This above picture represents the GST Sales.

GST purchase:
This above picture represents the GST Purchase.

Accounts:

This above picture represents the information related to accounts.