RFP - Design, Development, Deployment & Maintenance Of Drug Dispensing & Drug Database Management Software

SECTION 1: ABOUT THE ORGANISATION

Society for the Promotion of Youth & Masses (SPYM) is a Delhi-based non-profit organisation managing Drug Treatment cum Rehabilitation Programmes across India. The organisation provides comprehensive rehabilitation services including de-addiction counselling, medical management, psychosocial support, and community reintegration services for individuals affected by substance use disorders.

SPYM operates drug treatment and rehabilitation services at Kotla Mubarakpur, New Delhi in collaboration with healthcare institutions and government agencies. Two separate clinical units operate independently within the same premises:

• First floor: AIIMS Community Clinic (operated in collaboration with All India Institute of Medical Sciences)

• Second floor: SPYM Drug Treatment cum Rehabilitation Centre (DTC)

The proposed software should support both units through a single integrated platform while maintaining complete segregation of patient records, dispensing data, user access, and workflows. Authorised administrators shall have oversight access across both units.

SECTION 2: PURPOSE & BACKGROUND

2.1 Current Process Overview

SPYM currently manages medicine procurement, stocking, and dispensing through a paper-based system across all its Drug Treatment cum Rehabilitation Centres. The existing process consists of four stages:

• Phase 1 — Drug Requirement & Procurement: Drug requirements are assessed by the Doctor/Nursing Staff and approved by the designated medical officer. Procurement is undertaken through a competitive quotation process (minimum 3 pharmaceutical agencies), followed by issuance of a formal Purchase Order.

• Phase 2 — Receipt of Medicines & Central Stock Management: Medicines received from suppliers at the Head Office are physically verified for quantity, batch number, and expiry date before being entered into the Central Stock Register.

• Phase 3 — Distribution to Treatment Centres & Unit-Level Stocking: Medicines issued from Central Stock to individual treatment centres are recorded in the respective Daily Stock Registers. Movement of controlled or psychoactive medicines is accompanied by mandatory Transfer Letters.

• Phase 4 — Patient Dispensing & Documentation: Medicines are dispensed strictly against a valid doctor's prescription, recorded in the Daily Dispensing Register, acknowledged by the beneficiary, countersigned by the Nurse, and verified by the Project In-charge.

At the AIIMS Centre, medicine requirements are raised by the DTC and submitted to the NDDTC AIIMS Ghaziabad store for procurement. Upon receipt, stock is verified and entered into both online and offline systems with a daily dispensing register maintained separately.

2.2 Need for Digital Transformation

The existing manual system presents the following challenges:

• Risk of data loss, transcription errors, and delayed reporting across centres

• Inability to track real-time stock levels at both Head Office and centre level

• Difficulty in generating consolidated reports for regulatory compliance and internal audits

• Duplication of effort across daily, monthly, and dispensing registers

SECTION 3: OBJECTIVE OF THE ASSIGNMENT

The objective of this assignment is to design, develop, deploy, and maintain a secure and scalable Drug Dispensing & Drug Database Management Software for:

• Centralised medicine stock management

• Prescription-based drug dispensing

• Controlled medicine accountability (NDPS compliance)

• Patient-wise dispensing history management

• Unit-wise operational segregation (AIIMS Clinic and SPYM DTC)

• Audit trail and compliance reporting

• Real-time reporting and dashboards

• Secure and role-based workflow management

The software must be scalable for future expansion to additional treatment centres and future healthcare modules.

SECTION 4: SCOPE OF WORK

At this stage, the scope is limited to digitisation and management of medicine stock and dispensing records. The system shall be designed to accommodate future expansion without architectural rework.

4.1 Drug Dispensing & Inventory Management Module

A. Central Stock Management

• Entry of medicines received from suppliers into the central stock register

• Batch-wise inventory capturing: Medicine name, Batch number, Manufacturing date, Expiry date, Quantity received, Supplier details, Invoice/reference details

• Automatic stock balance calculation with FEFO/FIFO inventory logic

• Prevention of issue of expired medicines; near-expiry alerts (configurable, default 60 days)

• Daily stock reconciliation and physical vs. digital stock variance reporting

• Buffer stock monitoring with alerts

• Drug master data including: Generic Name, Brand Names, Schedule Class, Therapeutic Category, Dosage Form, Strength, Unit of Measure, Controlled Substance Flag, Cold Chain Flag, Minimum Stock Level

B. Stock Transfer to Dispensing Units

• Transfer of medicines from central stock to dispensing units with unit-wise stock ledgers

• Transfer acknowledgement workflow and audit logs

• Minimum buffer stock monitoring (minimum 15 days)

• Batch-wise stock transfer tracking

C. Prescription-Based Dispensing

Note: Bidders must clearly specify in their proposal whether the solution covers dispensing against existing prescriptions only, or also includes doctor consultation and e-prescription generation.

• Dispensing only against active, valid doctor prescriptions with mandatory linkage to patient treatment records

• Prescription validity checks and duplicate dispensing prevention

• Dosage validation controls and daily dose tracking

• Missed dose/non-collection tracking

• Emergency dispensing workflow with approval trail and override logging

D. Digital Dispensing Register

• Patient-wise and medicine-wise dispensing records with automatic date/time stamping

• Unit-wise dispensing logs and daily dispensing summaries

• Medicine consumption analytics

E. Beneficiary Acknowledgement

• Capture of beneficiary digital signature or thumb impression as confirmation of receipt

• Timestamped acknowledgement records

• Vendor must propose a cost-effective device/method for digital signature capture; fallback: supervisor witness counter-signature if device fails

F. Verification & Approval Workflow

• Nurse/Pharmacist: daily verification and digital countersignature of dispensing records

• Project In-charge: end-of-day review and approval with pending alerts and exception reporting

• Mandatory synchronisation before end-of-day approval workflow

G. Patient Management

Bidders must include the following minimum patient master features to prevent duplicate records and ensure data integrity.

• Unique Patient ID: auto-generated with optional Aadhaar and ABHA Card linkage

• Mandatory registration fields: Name, Age, Gender, Address, Emergency Contact, Admission Date, Primary Substance of Use, Treatment Type

• Deduplication check at registration: Name + Date of Birth + Phone

• Digital consent form capture at registration

• Allergy field mandatory with red alert on dispensing conflict

• Minor patients: guardian details mandatory, separate consent

• Deceased/discharged patients: archive view only (not deleted); data retention minimum 2 years post-discharge

• Patient data export in PDF for referral to other hospitals/other doctors – Customisable Fields

• Complete patient-wise medication history with cumulative dosage records (read-only archived records)

H. Unit-wise Data Segregation

• Separate and independent management of records for AIIMS Community Clinic and SPYM DTC

• Both units operate within separate logical partitions under a common software platform

• Authorised administrators have oversight access across both units

I. Document Management

• Upload and storage of scanned prescriptions and supporting documents / OCR Technology

• Searchable digital document archive with configurable document retention policy

J. Notifications & Alerts

• Configurable alerts fo