Job Purpose To manage the end-to-end backend pharmacy purchase process, ensuring timely procurement of medicines and pharmacy items, accurate documentation, proper inventory coordination, vendor follow-up, and uninterrupted availability of required stock.

Key Responsibilities

1. Pharmacy Purchase &
- Procurement

- Prepare purchase requirements based on stock levels, consumption, indent, and reorder requirements.

- Process purchase orders for medicines, consumables, surgical items, and other pharmacy requirements.

- Coordinate with approved vendors for availability, pricing, delivery schedules, and order confirmation.

- Follow up on pending purchase orders and ensure timely delivery.

- Source products as per approved specifications and hospital requirements.

- Coordinate with vendors for emergency and urgent pharmacy requirements.

1. Inventory &
- Stock Coordination

- Monitor stock levels and identify rapid-moving, slow-moving, non-moving, and critical items.

- Coordinate with the pharmacy/store team regarding stock availability and replenishment.

- Ensure purchases are aligned with minimum/maximum stock levels.

- Monitor near-expiry and excess-stock situations and coordinate appropriate action.

- Avoid stock-outs while maintaining optimum inventory levels.

1. Purchase Order &
- Documentation

- Prepare and maintain purchase orders accurately.

- Verify product name, strength, dosage form, pack size, quantity, rate, discount, tax,



and other applicable details.

- Maintain purchase records, vendor quotations, comparative statements, approvals, and related documents.

- Ensure all purchase transactions are properly documented and traceable.

- Coordinate with Accounts/Finance for invoice and payment-related queries.

1. Vendor Management

- Maintain effective communication with approved pharmacy vendors.

- Obtain quotations and negotiate rates wherever applicable within company policies.

- Compare vendor prices, availability, discounts, credit terms, and delivery timelines.

- Follow up for short supply, damaged goods, wrong items, and delayed deliveries.

- Escalate recurring vendor issues to the concerned authority.

1. System &
- Data Management

- Enter purchase-related transactions accurately into the ERP/software system.

- Maintain updated vendor and item master information as required.

- Generate purchase and stock-related reports.

- Reconcile purchase orders, received quantities, and invoices when required.

- Maintain accurate records for audit purposes.

1. Coordination

- Coordinate with Pharmacy, Stores, Finance/Accounts, Clinical departments, and vendors.

- Respond promptly to purchase-related queries.

- Support internal and external audits by providing required purchase documentation.

- Ensure compliance with hospital procurement procedures and applicable pharmacy regulations.

📌 Pharmacy - Backend Process (Tiruchirappalli)
🏢 Kauvery Hospital
📍 Tiruchirappalli