Pharmacy Dispensary & EFDA FEFO Batch Tracking

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Pharmacy Dispensary & EFDA FEFO Batch Tracking within SmartERP.

Manage pharmacy dispensing queues, execute FEFO batch selection, verify drug interactions, and enforce EFDA narcotic registers.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Outpatient & Inpatient Pharmacy Worklists#

Prescriptions authored during clinical encounters arrive electronically at the pharmacy dispensary worklist, categorized by urgency (Stat, Urgent, Routine).

Executing First-Expired, First-Out (FEFO) Picking#

Under Ethiopian Food and Drug Authority mandates, dispensers must pick lots with the nearest valid expiration date:

1. Open Healthcare > Pharmacy > Dispensary Queue.
2. Select the patient's e-prescription.
3. Review prescribed medications, dosages, routes, and frequencies.
4. Click Auto-Allocate Lots (FEFO):
   • The system queries warehouse inventory and allocates stock from lots with the earliest expiry.
   • If Lot A expires in 4 months and Lot B expires in 14 months, the system reserves Lot A automatically.
5. The barcode scanner validates each dispensed unit box against the allocated lot number.

Clinical Drug-Drug Interaction & Allergy Alerts#

Before final dispensation, the clinical pharmacology engine checks for:

• Severe Drug Interactions: e.g., co-administration of Warfarin and high-dose NSAIDs.
• Patient Allergy Contradictions: e.g., Amoxicillin prescribed to a patient flagged with penicillin allergy.
• Duplicate Therapies: Two drugs belonging to the identical therapeutic class prescribed concurrently. If a major alert triggers, the pharmacist must record a formal clinical intervention note or request the physician to revise the prescription.

Controlled Substances & Narcotic Register#

EFDA mandates strict, tamper-evident record keeping for Class II and Class III controlled substances (e.g., Morphine, Pethidine, Fentanyl):

1. Controlled drug dispensations require dual digital signatures (Licensed Pharmacist and Prescribing Physician).
2. The system maintains an unalterable Dangerous Drugs Register (DDR):
   • Running physical balance updated per single ampoule or tablet.
   • Patient MRN, prescriber license number, and remaining stock verified.
   • Discrepancies generate automatic incident reports to the Hospital Medical Director.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#