Full-Scope Pharmacy Workflow Automation – Long-Term Contract Overview: We are a pharmacy organization (serving nursing homes, hospitals, and retail clients) handling hundreds of life‐critical medication orders every day. Much of our current workflow – inventory checks, prescription renewals, doctor communications, delivery scheduling, etc. is still manual (paper faxes, phone calls, spreadsheets), creating delays and potential errors. We invite an experienced freelancer or agency to design and build a comprehensive automation system to fully digitize this process. The solution should “streamline the entire medication management workflow. from real‐time stock monitoring through prescription renewals and doctor interactions, to patient intake tracking and reporting. This is a single, long-term contract: modules will be developed and delivered sequentially, with regular handoffs and feedback after each stage. The selected partner will propose an appropriate technology stack (e.g. databases, APIs, OCR/AI tools, BI platforms, etc.) and work closely with our pharmacy team to integrate with existing systems. Scope & Modules: The project consists of seven main modules, each to be delivered as a standalone phase. In brief, the modules include: Module 1 – Automated Stock Alerts: Implement a real-time inventory monitoring system that connects to the pharmacy’s stock database or exports. The system should track medication levels and trigger low-stock alerts (via email/SMS or system notifications) to prompt reordering. Ideally it can even auto-generate reorder requests when thresholds are crossed. Module 2 – Prescription Ordering & Doctor Communication: Automate prescription renewal orders by generating patient lists per prescriber, converting them to secure electronic faxes/emails, and sending them automatically. Include multi-channel reminders (SMS, WhatsApp, voice calls) to doctors before scheduled pickup days to reduce missed orders. Module 3 – Driver Scheduling & Route Optimization: Develop a driver coordination system that integrates with delivery calendars. Use intelligent scheduling and routing (e.g. dynamic route optimization) to plan efficient pickups/deliveries. The system should send alerts if a doctor indicates a prescription isn’t ready, so drivers avoid wasted trips. Real-time updates and rescheduling are expected. Module 4 – OCR-Based Medication Plan Updates: Build an OCR workflow for processing handwritten or printed medication change faxes from doctors. The system should digitize incoming faxes, extract medication details via OCR/AI, and highlight changes for pharmacist review before updating the system, thereby reducing data-entry errors. Module 5 – Medication Intake Logging Automation: Automate logging of patient medication administrations. This might include a digital eMAR (electronic medication administration record) or voice-driven intake logging (AI voice agent to record “as-needed” med requests), ensuring every administered dose is captured in the system. The goal is clear, timestamped intake records that eliminate paper logs (an example approach uses an AI agent for urgent med requests with digital tracking). Module 6 – Patient ID & Document Digitization: Create a digitization pipeline for patient identities and documents (ID cards, consent forms, insurance, etc.). Each patient should have a unique digital ID; incoming documents and faxes are scanned/stored securely and indexed by patient, date, and document type. This structured archiving will eliminate paper folders and confusion. Module 7 – Reporting & Business Analytics: Develop automated dashboards and reporting tools to monitor key metrics and KPIs. For example, inventory turnover reports, prescription fulfillment rates, delivery efficiency, and compliance reports. Robust BI reporting is critical: pharmacy leaders need accurate, up-to-date information to make data-driven decisions. The system should generate scheduled reports and visualizations (e.g. via Power BI, Tableau, or web dashboards) with minimal manual effort. Each module’s scope may be refined during the project kickoff. We expect phased, modular delivery: the developer will deliver a working prototype of each module (quick wins) before proceeding, allowing early feedback and adjustments. This ensures early benefits while minimizing disruption. Deliverables: For each module, the freelancer/agency will provide: Fully functional code or workflows implementing the module’s features. Integration scripts/APIs (e.g. connecting to pharmacy inventory/EMR systems, SMS/fax gateways, telephony services like Twilio, cloud storage, etc.). A demonstration and documentation of the module’s functionality, including user interface (if any) and configuration guides. Unit and integration tests or validation reports ensuring reliability and accuracy. Deployment assistance (e.g. setting up on our servers or cloud environment). Final handoff package: source code, technical documentation, and training for pharmacy staff. A final consolidated system (with all modules integrated) is the ultimate deliverable. After each module, we will schedule review meetings to provide feedback and confirm acceptance before moving to the next. Required Skills & Technologies: The ideal freelancer/team will have proven experience in building complex automation systems and a strong technical skillset, including: Software Development: Proficiency in backend and/or workflow development (Node.js, Python, Java, or similar). Experience with APIs, database design, and cloud services. Automation Tools: Familiarity with low-code automation or workflow platforms (e.g. n8n, Zapier, Power Automate) is a plus. OCR/AI & Communication: Experience with OCR libraries or services (Tesseract, Google/Azure Vision AI, etc.) and AI voice/text processing. We anticipate using fax/email integration, AI-based OCR, and possibly voice agents to automate workflows. Telephony & Messaging: Working knowledge of SMS/voice APIs (Twilio, Nexmo, WhatsApp Business API, etc.) and fax/email gateways (e.g. SRFax, SMTP) to handle prescriptions and reminders. Routing & Scheduling: Background in logistics or routing optimization (e.g. Google OR-Tools, GraphHopper, or similar) to build an efficient driver scheduling system. Database & Security: Experience designing secure databases and/or using cloud storage (AWS, Azure, Google Cloud). Understanding of encryption and secure authentication. Analytics & Reporting: Skills in data reporting/BI tools (Power BI, Tableau, or coding dashboards) to create real-time reports. Ability to define useful metrics and automated report generation routines. Domain Knowledge: Familiarity with healthcare or pharmacy workflows is highly desirable. Understanding of terms like eMAR, prescription renewals, or pharmacy inventory management (e.g. DEOS or Mediware systems) will help. Soft Skills: Excellent communication and collaboration – you will work closely with our pharmacy team to gather requirements and integrate the solution. Ability to manage a phased agile project and deliver on schedule is essential. We expect the freelancer to propose the tech stack and architecture in their bid. For example, a solution might combine a workflow engine (for integration and automation), cloud functions or servers (for custom logic), OCR/AI APIs, telephony services, and a BI/reporting layer. The proposal should justify choices (scalability, cost, security, licensing). Timeline & Milestones: This is a multi-phase project, estimated over 3- 4 months depending on complexity. Each module will conclude with a working prototype and review. Early deliveries of “quick-win” features are encouraged to realize benefits sooner. Milestones, deadlines, and iteration cycles will be agreed upon project kickoff. The contractor should expect bi-weekly or monthly status meetings with the pharmacy team, and should be prepared to adjust plans based on feedback. Confidentiality & Data Handling: Because this project involves sensitive patient and medication data, strict confidentiality is mandatory. The contractor must sign a Non-Disclosure Agreement and comply with all relevant privacy regulations (HIPAA, GDPR, etc.). Solutions must ensure secure data handling: use encrypted channels, secure access controls, and anonymize or minimize personal data wherever possible. All integrations with pharmacy/medical systems should follow security best practices. We expect detailed documentation on how data is stored, processed, and protected. (In short: patient PHI must never be exposed or mishandled.) Please respond with a proposal outlining your approach. Include: An overview of your experience with similar automation projects (especially in healthcare). Your suggested tech stack and architecture for this project. A high-level plan with proposed milestones (flexible, to be refined later). Relevant portfolio or case studies. Confirmation of your ability to sign an NDA and handle sensitive data securely. We are looking for a long-term partner. If your proposal demonstrates strong understanding of the scope and a clear, modular plan, we will proceed with interviews. We welcome questions and look forward to transforming our pharmacy operations together!