Choosing pharmacy software is a significant decision that affects daily operations, staff productivity, and profitability. This guide walks you through the selection process step by step.
Step 1: Assess Your Needs
Business Size
- Single pharmacy or chain?
- Number of daily transactions?
- Number of staff users?
- Current inventory size?
Current Pain Points
- What problems are you trying to solve?
- Where do you lose the most money?
- What takes too much time?
- What do customers complain about?
Required Features
- Point of Sale
- Inventory management
- Expiry tracking
- Customer records
- Prescription management
- Reporting
- Insurance/NHIS claims
Step 2: Essential Features Checklist
Must-Have Features
- Offline operation: Works without internet
- Fast POS: Quick checkout process
- Inventory tracking: Real-time stock levels
- Expiry management: Alerts and FIFO
- Barcode scanning: Speed and accuracy
- Basic reporting: Sales and inventory reports
Important Features
- Mobile money: MTN MoMo, M-Pesa, etc.
- Customer management: Profiles and credit
- Prescription tracking: Record and refills
- Multi-user: Role-based access
- Supplier management: Purchase orders
Nice-to-Have Features
- Multi-branch support
- Advanced analytics
- SMS notifications
- Loyalty programs
- Accounting integration
Step 3: Questions to Ask Vendors
About the Software
- Does it work offline?
- What mobile money providers are supported?
- Can it handle NHIS claims?
- How are updates delivered?
- Is there a free trial?
About Support
- What training is provided?
- How do I get help when needed?
- What are support hours?
- Is support included or extra?
- Do you have local support team?
About Pricing
- One-time or subscription?
- What's included in the price?
- Are updates free?
- Hidden costs?
- Payment terms?
Step 4: Common Mistakes to Avoid
- Choosing on price alone: Cheap software may cost more long-term
- Ignoring offline needs: Internet will fail at some point
- Not testing first: Always do a demo or trial
- Overbuying features: Pay for what you'll actually use
- Forgetting training: Software is only as good as users
- No migration plan: Consider data transfer from old system
Step 5: Implementation Planning
- When will you implement?
- Who will lead the project?
- How will staff be trained?
- Will you run parallel systems?
- What data needs migration?
Why PharmaPOS?
PharmaPOS checks all the boxes:
- 100% offline capable
- All major mobile money supported
- NHIS ready
- Comprehensive expiry tracking
- One-time purchase (no subscriptions)
- Local support teams
- Free training included
- 14-day free trial
Conclusion
Choosing pharmacy software requires careful evaluation of your needs, vendor capabilities, and long-term value. Use this guide to make an informed decision. Ready to see PharmaPOS in action? Request a free demo today.
