Online Pharmacy Management System

Online Pharmacy Management System

ABSTRACT:

The healthcare industry has witnessed a significant transformation with the advent of digital technologies, particularly in the realm of pharmaceutical services. Traditional pharmacy management methods involving manual record-keeping and in-person transactions are time-consuming, prone to errors, and limit the reach of pharmaceutical services. Patients often face challenges such as long waiting times, limited operating hours, difficulty in maintaining prescription records, and lack of information about medicine availability. Furthermore, pharmacies struggle with inventory management, tracking expired medications, managing multiple pharmacists, coordinating with suppliers, and maintaining accurate sales records. These challenges necessitate an automated system that can handle complex operations efficiently while ensuring data accuracy, regulatory compliance, and enhanced customer satisfaction.

The Online Pharmacy Management System is an advanced web-based application designed to digitize and simplify the operations of a traditional pharmacy through an integrated online platform. The increasing demand for digital healthcare solutions and doorstep medicine delivery has created the necessity for a secure, efficient, and user-friendly system that bridges the gap between pharmacies, customers, and delivery services.

The proposed Online Pharmacy Management System is a sophisticated multi-pharmacist platform built using Java as the core programming language, leveraging its robustness, security features, and platform independence. The system architecture follows a three-tier model with JSP (Java Server Pages) powering the dynamic frontend, CSS providing responsive and aesthetically pleasing styling, and JavaScript enabling client-side interactivity and validation. MySQL serves as the backend database management system, ensuring reliable data storage, efficient query processing, and maintaining data integrity through normalized database design.

This Online Pharmacy Management System ultimately transforms pharmaceutical operations by reducing manual workload, minimizing errors, improving inventory efficiency, expanding market reach, enhancing customer experience, and providing data-driven insights for informed business decisions, thereby contributing to better healthcare delivery in the digital era.

PROJECT OUTPUT VIDEO:

EXISTING SYSTEM:

• The existing system for pharmacy management primarily relies on traditional manual processes and basic computerized methods that have been in practice for several decades. In conventional pharmacy operations, customer interactions occur exclusively through physical visits to the pharmacy store during specified business hours. Customers present their prescriptions directly to the pharmacist at the counter, who then manually verifies the prescription details and checks the availability of the required medications from the physical inventory shelves. The pharmacist retrieves the medicines, prepares the order, and processes the payment through a cash register or basic point-of-sale system.
• Inventory management in the existing system is predominantly handled through manual stock registers or simple spreadsheet applications. Pharmacists maintain handwritten ledgers or basic digital records documenting the receipt of new medicine stock from suppliers, daily sales transactions, and current inventory levels. Stock verification is performed through periodic physical counting of medicines on shelves, which is typically conducted on a weekly or monthly basis. Reordering of medicines is initiated when staff notice that certain items are running low during their regular operations or routine stock checks. Expiry date tracking is managed by physically checking medicine packages and maintaining separate lists or marking items that are approaching their expiration dates.
• In the existing system, the customer purchase history is documented in manual registers or basic computer files, with limited search and retrieval capabilities. Billing is generated using pre-printed invoice books or simple billing software that primarily focuses on calculating the total amount and printing receipts. Sales reports are compiled manually at the end of each day or month by aggregating data from various registers and receipts. Financial accounting is maintained through separate accounting software or manual ledgers that record daily revenue, expenses, and profit margins.
• The administrative management in the existing system was limited to basic supervisory functions such as monitoring sales, maintaining supplier lists, and reviewing pharmacy performance. Pharmacists and delivery personnel operated independently, without a unified digital platform for communication, order tracking, or analytics. Customer feedback, if collected, was recorded manually through forms or informal discussions and was not stored systematically. Overall, the existing system relied heavily on human coordination and manual documentation for managing pharmacy-related operations such as order handling, stock management, customer interaction, and delivery scheduling.

DISADVANTAGES OF EXISTING SYSTEM:

• Single-Vendor Limitation: The existing system was based on a single-pharmacist (single-vendor) model, where only one pharmacy handled all medicine orders and stock management. This restricted customer choices and limited the system’s scalability. If a particular medicine was unavailable with that pharmacist, customers had no alternative source within the same system, leading to inconvenience and delays in obtaining essential medicines. The absence of a multi-pharmacist structure also prevented competitive pricing and efficient distribution of medicine orders.
• Lack of Centralized Management: In the existing system, there was no centralized platform for integrating multiple pharmacy operations under one unified system. Each process such as order handling, inventory maintenance, and delivery tracking was managed individually by a single vendor, making coordination and monitoring cumbersome for both the administrator and customers.
• Time-Consuming Manual Processes: In the existing system, order management, stock updates, and prescription verification were carried out manually, consuming considerable time and human effort. Pharmacists had to manually check medicine availability and update sales records, while customers often waited long durations for confirmation and purchase completion.
• Difficulty in Tracking Orders: The existing system lacked a digital mechanism for real-time order tracking. Once a customer placed an order, they had to contact the pharmacy directly usually via phone calls or in-person visits to check the order’s progress or delivery status. This led to poor transparency and reduced customer satisfaction.
• Inefficient Inventory and Stock Management: In the existing system, medicine inventory was maintained using physical registers or spreadsheets, which increased the risk of data inaccuracy and stock mismatches. Tracking expired or low-stock medicines was difficult, often leading to unintentional sales of expired products or out-of-stock situations.
• Limited Customer Accessibility: The existing system of pharmacy setup required customers to visit the store physically to purchase medicines or submit prescriptions. This system did not support online ordering or home delivery, creating accessibility challenges, especially for elderly patients, people with disabilities, or customers in remote locations.
• No Authentication or Verification Mechanism: The existing system did not include any structured approval or verification process for pharmacists or delivery personnel. This lack of authentication could compromise trust and reliability, particularly in handling prescription-based or controlled medicines.
• Absence of Analytical and Reporting Tools: The existing system did not provide analytical features such as sales trends, order performance charts, or customer purchase insights. Without analytics, the pharmacist could not evaluate business performance, and the administrator could not make data-driven decisions for improving operations.
• Poor Feedback Management: In the existing system, the customer feedback collection was entirely manual and unstructured. Feedback forms or verbal comments were not recorded in a digital database, making it difficult to monitor customer satisfaction, address complaints, or identify areas of improvement effectively.

PROPOSED SYSTEM:

• The proposed Online Pharmacy Management System is a web-based multi-pharmacist platform designed to digitalize and streamline the complete pharmacy workflow. It integrates multiple pharmacists, customers, delivery agents, and an administrator under one unified system. The application enables users to perform their respective roles efficiently through role-based access control, ensuring secure and organized management of all pharmacy-related operations. The system allows customers to order medicines online, pharmacists to manage their stock and sales digitally, and administrators to monitor all activities through a central dashboard. This multi-pharmacist model supports multiple pharmacies operating simultaneously within a single system, each managing their own inventory, customers, and orders independently, while being supervised by the admin.
• In the proposed system, the Admin entity serves as the control center of the system. The administrator has access to options such as Dashboard, Pharmacist, Customers, Delivery Agents, Orders, Feedback, and Analytics. Through the Dashboard, the admin can view real-time counts of pharmacists, customers, delivery agents, and total orders. The Pharmacist and Delivery Agent sections enable the admin to review new registration requests and approve or reject them to ensure authenticity. The Customers section allows the admin to monitor all registered users of the platform. The Orders section provides details of all customer orders placed across different pharmacies. In the Feedback section, the admin can view customer reviews and responses. The Analytics section presents dynamic visual reports showing monthly order statistics, pharmacist registration status, and delivery agent performance charts.
• In the proposed system, the Pharmacist entity allows registered pharmacists, upon admin approval, to manage their medicine inventory, orders, and customers effectively. The pharmacist dashboard displays important counts such as available medicines, pending orders, completed orders, assigned deliveries, low stock, expired medicines, and soon-to-expire products. The Medicines section enables pharmacists to add, edit, or delete medicines along with details like name, manufacturer, expiry date, quantity, price, and prescription requirement. The Orders section displays all orders received from customers, along with order ID, customer name, product details, quantity, and total price. Pharmacists can assign available delivery agents and confirm orders for dispatch. Completed orders are tracked separately for record maintenance. The Prescriptions section provides access to uploaded prescriptions submitted by customers for doctor-approved medicines. The Sales and Analytics modules allow pharmacists to monitor daily and monthly transactions, as well as visualize sales trends and order status distributions.
• In the proposed system, the Customer entity provides an interactive and user-friendly interface for customers to purchase medicines online. Customers can register and log in to access various options such as Dashboard, Browse Medicines, Cart, and My Orders. The Browse Medicines section allows users to search medicines from different pharmacists based on their city or location. Customers can view medicine details, add items to their cart, and proceed with secure order placement. The Cart section enables modification of selected items before confirming the purchase. The My Orders section allows customers to track order progress, from pending to delivery status, and view delivery details once the agent updates them. Customers can also download invoices in PDF format after order completion and submit feedback for their orders through the feedback section.
• In the proposed system, the Delivery Agent entity module is designed to simplify and organize the medicine delivery process. Delivery agents can register and gain system access after admin approval. Once logged in, they can view their Dashboard, Assigned Orders, Completed Orders, and performance Charts. The Dashboard displays current counts of pending, assigned, and completed deliveries. The Assigned Orders section lists all orders allocated to the agent, providing detailed information such as customer name, address, and medicine details. Upon successful delivery, agents can update the delivery status to “Delivered.” The Completed Orders section maintains records of all finished deliveries along with the corresponding delivery date and time. The Chart section provides visual analytics on delivery distribution and monthly delivery performance.
• The proposed system thus introduces a comprehensive digital framework for managing online pharmacies, providing separate access and operational control for each user type. It ensures structured data storage using MySQL, a dynamic and interactive interface through JSP and JavaScript, and robust backend functionality developed in Java. The system is designed to handle multiple pharmacies concurrently, ensuring organized workflows and real-time interaction among all stakeholders — admin, pharmacists, customers, and delivery agents.

ADVANTAGES OF PROPOSED SYSTEM:

• Multi-Pharmacist (Multi-Vendor) Platform: The proposed system supports multiple pharmacists within a single online platform. Each pharmacist can manage their own inventory, customers, and orders independently, while the admin maintains full control and monitoring capabilities. This multi-vendor approach enhances the system’s scalability and provides customers with a wide range of medicine options from different pharmacies.
• Centralized and Automated Management: In the proposed system, all operations such as medicine listings, user registrations, order processing, and delivery management are managed within one centralized digital system. This integration allows seamless communication and coordination among admin, pharmacists, customers, and delivery agents, eliminating the need for separate systems or manual tracking.
• Enhanced Accessibility: In the proposed system, Customers can conveniently browse, order, and purchase medicines online from any location and at any time. This feature ensures uninterrupted access to essential medicines, especially for elderly people, individuals with health issues, or those residing in remote areas. The system also allows prescription uploads, making it easier for customers to purchase doctor-prescribed medicines securely.
• Role-Based Access Control: The proposed system ensures secure and structured access for all users by providing separate login portals and permissions for each role such as Admin, Pharmacist, Customer, and Delivery Agent. Each entity can perform only the operations related to its designated responsibilities, ensuring data privacy and operational clarity.
• Real-Time Order Tracking: In the proposed system, Customers can monitor the live status of their medicine orders: from confirmation to delivery through their accounts. Pharmacists and delivery agents can update order progress in real-time, ensuring transparency and a better customer experience. This reduces dependency on manual communication channels like phone calls or visits.
• Efficient Inventory and Stock Management: In the proposed system, Pharmacists can add, edit, or delete medicine details through a dedicated module that automatically updates stock availability, expiry dates, and reorder levels. Notifications or alerts for low or expired stock help maintain inventory accuracy, minimizing errors and ensuring continuous supply of medicines.
• Streamlined Delivery Operations: The inclusion of delivery agents within the proposed system ensures smooth order fulfillment. Pharmacists can assign available agents to specific orders, while agents can update delivery statuses upon completion. The system maintains records of assigned and completed deliveries, helping both pharmacists and admin monitor logistics effectively.
• Data Analytics and Reporting: The proposed system features dynamic analytics for both admin and pharmacists. Admins can view graphical charts depicting monthly orders, pharmacist approval statistics, and delivery agent activity. Pharmacists can analyze sales trends, completed orders, and customer behavior through interactive charts. These insights support better operational decision-making.
• Secure Data Handling: In the proposed system, all data related to users, medicines, orders, and prescriptions is securely stored in the MySQL database. The system ensures secure authentication for all users, controlled access to sensitive data, and protection against unauthorized modifications, ensuring a reliable and trustworthy digital pharmacy environment.
• Improved Feedback Management: In the proposed system, customers can share feedback on their orders and delivery experiences directly through the system. This feedback is stored digitally and can be accessed by both the admin and pharmacist to improve service quality. It creates a structured feedback mechanism that encourages accountability and continuous enhancement.
• Automated Invoice Generation: In the proposed system, after successful delivery, customers can download an automatically generated invoice in PDF format. This ensures proper documentation of each transaction and provides proof of purchase for both the customer and the pharmacist.
• Time and Resource Efficiency: By automating all major operations such as registration, stock management, order processing, and delivery tracking the system reduces manual effort and operational delays. It ensures faster processing, better coordination among entities, and efficient utilization of resources.

SYSTEM REQUIREMENTS:

HARDWARE REQUIREMENTS: 

• System : Pentium i3 Processor.
• Hard Disk : 20 GB.
• Monitor : 15’’ LED.
• Input Devices : Keyboard, Mouse.
• Ram : 8 GB.

SOFTWARE REQUIREMENTS: 

• Operating system : Windows 10/11.
• Coding Language : Java.
• Frontend : JSP, CSS, JavaScript.
• JDK Version : JDK 23.0.1.
• IDE Tool : Apache Netbeans IDE 24.
• Tomcat Server Version : Apache Tomcat 9.0.84
• Database : MYSQL.

👉CLICK HERE TO BUY THIS PROJECT “Online Pharmacy Management System” SOURCE CODE👈

Frequently Asked Questions (FAQ’s) and Answers

1. What is the Online Pharmacy Management System?

The Online Pharmacy Management System is a web-based application designed to automate and manage the complete pharmacy process digitally. It allows administrators, pharmacists, customers, and delivery agents to interact on a single platform for efficient medicine ordering, stock management, prescription handling, and delivery tracking.

2. What technologies are used to develop this project?

The project is developed using Java as the backend coding language, JSP (Java Server Pages) for building dynamic web pages, CSS and JavaScript for front-end design and interactivity, and MySQL for database management.

3. What is the main objective of this system?

The main objective is to digitalize pharmacy operations by providing an online platform for purchasing medicines, verifying prescriptions, managing inventory, processing orders, and tracking deliveries efficiently through an integrated multi-user system.

4. Who are the users of this system?

The system includes four main user roles: • Admin: Oversees the entire system, approves pharmacists and agents, manages users, and views analytics. • Pharmacist: Manages medicines, processes orders, views prescriptions, assigns delivery agents, and tracks sales. • Customer: Registers, browses medicines, uploads prescriptions, places orders, and tracks order status. • Delivery Agent: Views assigned orders, updates delivery status, and monitors delivery performance.

5. What is meant by a Multi-Pharmacist System?

A Multi-Pharmacist System means that multiple pharmacists can operate within the same online platform. Each pharmacist can manage their own stock, customers, and orders independently, while the admin supervises all activities from a centralized dashboard.

6. How does the admin manage users in the system?

The admin can approve or reject new registrations for pharmacists and delivery agents. Only approved users are allowed to log in. The admin can also view all registered customers, monitor orders, view feedback, and analyze system performance through dynamic charts.

7. How can pharmacists manage their medicines?

Pharmacists can add, edit, or delete medicines from their inventory. While adding a medicine, details such as name, manufacturer, expiry date, price, quantity, and prescription requirement are entered. The pharmacist can also track low-stock or expired medicines through alerts.

8. How are customer orders processed in the system?

Customers can browse available medicines, add them to the cart, and place orders online. The respective pharmacist receives the order, verifies it (and prescription if required), assigns a delivery agent, and marks it for dispatch. The customer can track the order status until delivery completion.

9. How does the system handle prescription-based medicines?

For medicines that require a doctor’s prescription, customers must upload a scanned copy of their prescription. Pharmacists can review the uploaded document and verify its validity before confirming the order, ensuring compliance with pharmacy regulations.

10. How are deliveries managed in the system?

Once an order is confirmed, the pharmacist assigns an available delivery agent. The agent can view assigned orders, deliver them to customers, and update the status as “Delivered” after completion. The system automatically updates delivery information for admin and customer tracking.

11. How does this project contribute to the healthcare sector?

The Online Pharmacy Management System contributes to the healthcare domain by improving accessibility to medicines, ensuring compliance in prescription-based sales, and promoting digital transformation in pharmaceutical operations. It enables faster service, reduces human error, and enhances overall patient convenience.