Pharmacy & Store Manager

Job Summary

We are looking for an experienced Pharmacy \& Store Manager to oversee the complete operations of the hospital's Pharmacy and Medical Stores.

The role will be responsible for managing IP Pharmacy, OP Pharmacy, OT Pharmacy, Implant Management, Medical Stores, Inventory Control, Material Receipt \& Issue, Stock Reconciliation, Vendor Coordination, Purchase Requirements, Billing Coordination, and Regulatory Compliance.

The candidate should ensure uninterrupted availability of medicines, surgical consumables, implants, medical supplies, and other hospital materials while maintaining optimum inventory levels, controlling expiry and wastage, and ensuring proper documentation and system updation.

Key Responsibilities1. Pharmacy Operations – IP \& OP

• Manage the day-to-day operations of IP and OP Pharmacy.
• Ensure timely dispensing of medicines and consumables as per prescriptions.
• Monitor prescription processing, billing, returns, substitutions, and stock availability.
• Ensure proper handling of high-value, critical, and essential medicines.
• Maintain accuracy in dispensing and minimize medication-related errors.
• Coordinate with doctors, nursing, billing, accounts, and other departments for smooth pharmacy operations.

OT Pharmacy \& Surgical Consumables

• Ensure timely availability of medicines, surgical consumables, and pharmacy items required for Operation Theatre.
• Coordinate with OT, doctors, nursing, and concerned departments for scheduled and emergency requirements.
• Maintain appropriate minimum and maximum stock levels for OT requirements.
• Monitor consumption and returns of medicines and consumables from OT.
• Ensure proper documentation of issues, returns, and usage.
• Reconcile OT consumption with patient billing and stock records.

Implant Management

• Manage the complete lifecycle of medical implants from requirement to receipt, storage, issue, usage, billing, return, and reconciliation.
• Coordinate with consultants, OT, Purchase, Stores, Accounts, and vendors for implant requirements.
• Ensure availability of required implants for scheduled surgeries.
• Maintain accurate implant stock and patient-wise records wherever applicable.
• Monitor high-value implant inventory and prevent excess or unnecessary stock.
• Ensure proper documentation and reconciliation of unused and returned implants.

Medical Store Management

• Manage the day-to-day operations of the hospital Medical Stores.
• Ensure adequate availability of medical and surgical consumables, implants, general hospital supplies, and other required materials.
• Receive and verify materials received from vendors.
• Ensure proper storage and systematic arrangement of all materials.
• Issue materials to respective departments based on approved requisitions.
• Maintain accurate stock registers, GRN, issue records, transfer records, return records, and system entries.
• Coordinate with Pharmacy and concerned departments regarding material requirements.

Inventory \& Stock Management

• Monitor inventory across Pharmacy, OT, and Medical Stores.
• Maintain minimum, maximum, reorder, and safety stock levels.
• Conduct regular physical stock verification and reconcile physical stock with system records.
• Monitor batch-wise and expiry-date-wise inventory wherever applicable.
• Follow FEFO (First Expiry, First Out) for medicines and applicable materials.
• Follow FIFO (First In, First Out) for appropriate store materials.
• Monitor slow-moving, non-moving, damaged, near-expiry, and expired items.
• Take timely action to minimize expiry, wastage, excess stock, and stock discrepancies.
• Maintain accurate inventory records and ensure timely system updation.

Purchase \& Procurement Coordination

• Review pharmacy and store stock requirements and prepare purchase/reorder requirements.
• Coordinate with the Purchase Department for timely procurement.
• Monitor consumption trends and plan procurement accordingly.
• Coordinate with approved vendors regarding product availability, pricing, delivery, shortages, damages, replacements, and returns.
• Ensure materials received match the approved specifications and purchase requirements.
• Monitor pending purchase orders and follow up for timely delivery.
• Provide consumption and stock data to the Purchase team for effective procurement planning.

Vendor Management

• Coordinate with pharmaceutical, surgical, implant, medical consumable, and other hospital material vendors.
• Monitor vendor delivery timelines and product availability.
• Follow up on shortages, damaged materials, wrong supplies, replacements, and returns.
• Support price comparison and commercial discussions with the Purchase team.
• Maintain proper vendor-related documentation.

Billing \& Reconciliation

• Ensure accurate billing of medicines, consumables, implants, and other chargeable items.
• Coordinate with Billing and Accounts departments regarding pharmacy and store-related billing issues.
• Reconcile pharmacy/store issues with patient billing wherever applicable.
• Monitor unbilled items, pending returns, and billing discrepancies.
• Ensure proper reconciliation of implant usage with patient records and billing.
• Identify and minimize billing leakages and revenue loss.

Regulatory, Quality \& Compliance

• Ensure pharmacy operations comply with applicable pharmacy regulations, hospital policies, and statutory requirements.
• Maintain required pharmacy licenses, registers, records, and documentation.
• Ensure proper records for restricted, controlled, and high-alert medicines as applicable.
• Maintain appropriate storage conditions and temperature monitoring for medicines and other applicable materials.
• Ensure cleanliness, safety, security, and proper organization of Pharmacy and Store areas.
• Support internal, external, statutory, and quality audits.
• Ensure compliance with hospital SOPs and applicable NABH requirements.

Team Management

• Supervise