Your role
Dispensing assistant
Your day at the dispensary till, from opening your shift to closing it. You sell over the counter and prepare prescriptions; a pharmacist approves what needs one.
Kila describes the role: “Sells over the counter and prepares prescriptions (with the patient’s record); a pharmacist approves scheduled medicines.” You sell at the till on your own shift, like a cashier, and you see the patients’ medication records. What needs a pharmacist waits for their approval before you take the payment.
When you sign in
Link to this section: When you sign inKila opens your home page: “Here is the work waiting at Dawa Bora Chemists today.” It shows Low or out of stock, Medicines expiring or low and Refills due and owings to supply at your branch. Tap Open the till to start selling.
Your day
Link to this section: Your day- Open your shift on the till and count the float: Open a shift.
- Sell over the counter. General sale medicines and the front-shop goods sell as in any shop. For a medicine that needs a pharmacist, the payment offers Ask a pharmacist and Pharmacist signs in here: Sell a medicine that needs a pharmacist.
- Prepare prescriptions. Put the patient on the sale, record the prescription and get the pharmacist’s approval: Dispense a prescription, Dispense a repeat or an owing and Print dispensing labels.
- Bill the payers. For a patient on SHA, an insurer or a scheme: Bill an insurer or SHA at the till. For a clinic on account: Sell to a clinic or another pharmacy.
- Close. Count your drawer and close your shift, and do the closing checks: Close a shift and Close the pharmacy for the day.
What you can do
Link to this section: What you can do- Sell at the till on your own shift, as a Cashier does.
- Put the patient on a sale and see, at the payment, their allergies, what they take, their conditions and their repeat prescriptions.
- Keep patients’ medication records under Pharmacy › Patients and medication records, and see their prescriptions under Pharmacy › Prescriptions, repeats and owings.
- See who is on duty, the refills falling due and the medicines owed, under Pharmacy › On duty, refills and owings, and the batches running out of date under Pharmacy › Expiry, returns and recalls.
Everything the role is allowed to do
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Start refunds and returns; Open and close own shift; Sell gift vouchers and check their balance; Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Book, change, seat and cancel table reservations; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
- Pharmacy
- Keep patients’ medication records: allergies, conditions, chronic medicines, repeats and owings
- Catalog
- View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings
- Credit
- Record repayments
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Branch operations
- Complete opening, closing and log checklists and report issues
- Warranty
- Look up warranties and take in warranty claims
What needs a pharmacist or a manager
Link to this section: What needs a pharmacist or a manager| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
Needs a manager
- Pharmacy-only, prescription-only and controlled medicines. A pharmacist approves them, at your till or from their phone, before you take the payment.
- Going on after a clinical alert. Only a pharmacist decides, at your till: Dispense a prescription.
- Counting the controlled drugs. That is the pharmacist’s work: your menu has no Controlled drugs and counts.
- A discount above your limit, and every refund. They go for approval as they do for a cashier: Cashier.
Common questions
Link to this section: Common questionsThe pharmacist is busy. Do I wait? Tap Ask a pharmacist: the request goes to the pharmacist’s Approvals, which they can open on their phone, and your till goes on by itself once they decide.
The till refused the sale although the pharmacist approved. Why? Nobody was on duty at your branch, or the approval came from a pharmacist who is not on duty there. Kila says which: Sell a medicine that needs a pharmacist.
A patient comes back for the rest of a medicine we owed. How do I give it? Put the patient on the sale and choose the owing: Dispense a repeat or an owing.
- Pharmacist: who approves what you prepare.
- Pharmacy: how Kila works for a pharmacy.
- Selling medicines: the rules Kila keeps at every till.