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Streamlining a Canadian Pharmacy Operations with Intelligent Automation

A prominent Canadian pharmacy chain collaborates with Auxiliobits to streamline operations and boost accuracy with AI, OCR, and automation-led workflows.

Business challenge

Pharmacy operations rely on a series of repetitive, detail-intensive workflows—prescription intake, inventory management, billing, insurance validation, compliance reporting, and patient communication. When these tasks depend on manual effort, the consequences ripple across the entire service chain: slower fulfillment, higher error rates, inconsistent inventory levels, and reduced staff capacity for patient care. The pharmacy chain struggled with:
Pharmacists and assistants manually entered data from PDFs and scanned prescriptions into the Kroll system, often causing delays and transcription errors.
  • Manual prescription work order creation
Pharmacists and assistants manually entered data from PDFs and scanned prescriptions into the Kroll system, often causing delays and transcription errors.
  • Inefficient inventory balancing across locations
Multiple branches could not maintain stock uniformity, leading to frequent surpluses, stockouts, and operational disruption.
  • Slow document processing across insurance, compliance, and refill docs
Insurance claim forms, updates, and compliance documents required manual review—significantly slowing turnaround times. These inefficiencies created bottlenecks, raised operational costs, and limited the pharmacy’s ability to scale and maintain consistent service quality across all locations.

Transformation

To address these challenges, the pharmacy partnered with Auxiliobits to design, deploy, and scale an intelligent automation ecosystem built on RPA, OCR, AI, and LLM-powered document understanding.

The transformation focused on eliminating manual effort, improving data accuracy, supporting compliance, and enabling faster customer service. 

  • Automated prescription work order creation
RPA bots extract handwritten and printed prescription details using OCR and push structured data into Kroll with near-zero manual intervention.
  • Inventory balancing automation across pharmacy locations
Automated workflows track real-time stock availability, trigger restock requests, and facilitate redistribution across branches—reducing waste and stockouts.
  • AI-led document understanding across insurance and compliance workflows
LLM-based classification and extraction automate insurance form checks, compliance documentation, refill authorizations, and patient updates.
  • Inventory balancing automation across pharmacy locations
Automated workflows track real-time stock availability, trigger restock requests, and facilitate redistribution across branches—reducing waste and stockouts.
  • Compliance, reporting, and audit readiness
Automated reporting ensures clean data, consistent documentation, and faster audit preparation across all pharmacy locations.
  • Extended automation across additional pharmacy processes
Auxiliobits expanded automation into billing verification, refill reminders, and patient notifications to create a unified, consistent operations layer.

Outcomes

  • 75% faster prescription processing
Automated extraction and Kroll entry reduced work order creation time significantly, enabling staff to focus on care rather than data entry.
  • 20% cost savings from optimized inventory
Inventory automation prevented expiries, stockouts, and overstocking—improving accuracy and reducing waste.
  • 80% reduction in administrative errors
AI-driven document understanding improved accuracy across prescriptions, insurance claims, and billing processes.
  • 25% uplift in customer satisfaction
Faster fulfillment, proactive notifications, and consistent stock availability improved patient service quality.
  • Stronger compliance posture
Automated reporting and documentation helped maintain regulatory accuracy across all branches.

About The Client

The organization is a prominent pharmacy chain serving communities across Canada, known for its customer-first approach and broad retail presence. Handling thousands of prescriptions and support documents daily, the chain operates a large network of locations with varying inventory patterns and patient needs.

Their operational success depends on accurate prescription handling, efficient stock management, transparent documentation, and timely patient communication—making intelligent automation an essential strategic capability.

Take the next step

With foundational automation in place, the pharmacy chain plans to: 

  • Expand AI-driven document intelligence into more clinical and administrative tasks
  • Integrate predictive models for demand forecasting and inventory optimization
  • Deploy LLM-powered virtual assistants for staff support and patient queries
  • Build an enterprise-wide intelligent automation center to scale automation across all locations
Auxiliobits continues to support the pharmacy in its automation journey—from identifying new value opportunities to implementing advanced AI workflows that modernize pharmacy oper ations end-to-end.
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