Sound familiar?
Pharmacies and clinics lose hours every day to retyping prescriptions, processing batches and chasing paperwork. Most of it follows clear rules, so it can be automated without changing how you care for patients.
Two or more sound familiar? That is usually where the quickest wins are. Find my quick wins →
Two automations we install in your pharmacy
Both run on your Kroll workstations. The bots do the typing and the clicking. Your pharmacists stay in charge of every decision.
Prescription intake automation
Built with AI OCR and RPA
Every new prescription is read and entered into Kroll for you, so your team reviews instead of retyping.
How it works
- Prescription arrives by fax, scan, photo or e-Rx
- AI OCR reads patient, drug, dose, directions and prescriber
- Entered into Kroll; unclear fields are flagged, never guessed
- Pharmacist approves, same check as today
What you get
- Set up on your Kroll workstations
- AI OCR tuned to the prescriptions you receive
- A review queue for anything unclear
- Monitoring and support after launch
Batch processing automation
Built with RPA
Bots work through your Kroll batches, apply your copay and insurance-order rules, and hand your team only the exceptions.
How it works
- Batch is ready in Kroll
- A bot works each claim on the same screens your staff use
- Your copay and insurance-order rules are applied
- Exceptions flagged for your team
What you get
- Bots set up to your batch and claim rules
- Copay and insurance-order handling
- An exception list for your team each run
- Monitoring and support after launch
Running at Hamilton Pharmacy across three workstations
Not sure which one fits? Most pharmacies start with one and add the other. See how pharmacy automation works →
Where automation fits in your pharmacy
Four areas where pharmacy teams lose the most time. Each use case shows how we build it: with AI, with RPA bots, or by connecting the systems you already use.
New prescriptions into Kroll
Faxes, scans and e-prescriptions are read, checked and entered into Kroll. Your pharmacist reviews and approves every one.
Refill request triage
Refill requests from phone, fax and web are sorted by patient and urgency into one clean queue.
Prescriber clarifications
Missing or unclear details are flagged, and a clarification request to the prescriber is drafted for you to send.
Health card validation
Ontario health card numbers are checked during intake, before the prescription reaches the counter.
Batch processing
Bots work through Kroll batches and flag the exceptions for staff. The same automation we built for Hamilton Pharmacy.
Copay and insurance-order rules
Copay adjustments and the order of insurance plans are applied by rule, the same way every time.
Rejected-claim worklist
Rejected claims are collected into one list with the reason, so staff can fix them in one sitting.
Third-party payment reconciliation
Insurer payments are matched to claims, and anything short or missing is flagged.
Drug orders from counts
Order quantities are checked against inventory, and the wholesaler order is prepared for your approval.
Shortage and expiry alerts
Staff get an alert when stock runs low or a product is close to its expiry date.
Blister pack preparation
Blister pack orders are prepared and tracked, with prescriber changes carried through.
Invoice and packing slip matching
Wholesaler invoices are read and matched against what was ordered and received.
Refill and pickup reminders
Patients get a text or a call when a prescription is ready or a refill is due, without anyone dialling.
Clinic booking
Vaccine and travel clinic appointments are booked online and land in your schedule.
Intake forms into patient records
Intake and consent forms are read and filed against the right patient.
Common questions, answered
An assistant answers questions about hours, transfers and refills, and hands the rest to staff.
How each workflow runs
Three pharmacy workflows, from what arrives to what your team sees.
Prescription Intake
- Entered in Kroll, ready for review.
Batch Processing
- Batches done, exceptions flagged.
Drug Order Automation
- Orders placed on time.
Already running for Ontario businesses
Real automations we have built for Ontario businesses. Ask us for a walkthrough of the one closest to your work.
Golden Freight
A UiPath bot books ocean container shipments on the Maersk portal every 30 minutes during office hours, and writes the booking numbers back automatically.
Hamilton Pharmacy
Kroll batch processing is automated across three workstations, including copay and insurance-order handling, with ongoing monitoring and support.
Hitech Group International
An AI vision project that checks packaging print, labels and barcodes against approved artwork, with human review. We scoped it and built the NRC IRAP funding case.
AI, RPA or an integration?
We choose the tool that fits the job, then build it on Microsoft Power Automate, UiPath or n8n. Hover or tap a card to see what each one does in a pharmacy.
AI
In your pharmacy
RPA
In your pharmacy
Integrations
In your pharmacy
Speak directly with the founder
Every project is led by Darpan Begdai, who spent 20 years consulting for Fortune 500 companies such as Walmart Financial, Tim Hortons and Canadian Tire. You get that experience on your project, without the big-firm price or the layers of account managers.
Darpan Begdai, Founder & CEO, Apex Bit Solutions
Your free assessment includes
- Your best automation opportunities, ranked by time saved
- Which tool fits each one: AI, RPA or an integration
- A rough estimate of the hours your team gets back
- Whether a grant could cover part of the cost
No cost and no obligation. If automation isn’t worth it for you, we will tell you.
Pharmacy questions, answered
Have a question that isn’t here? Email info@apexbit.net and we will reply within one business day.
Does patient data leave our pharmacy?
We design each automation around your privacy obligations under PHIPA. Where possible it runs on your own systems, and any cloud service is agreed with you first. Access is limited by role, and every automation is documented and owned by you.
Does it work with Kroll?
Yes. Our prescription intake and batch processing automations are built for Kroll and are in use at Ontario pharmacies today.
Does a pharmacist still approve each prescription?
Yes. The automation prepares the entry, and a pharmacist reviews and approves it in Kroll as usual. Nothing is dispensed without that check.
How long does it take to go live?
A single workflow such as prescription intake is usually live in a few weeks, including testing alongside your staff. We give you a realistic timeline after the free assessment.
Can a grant help pay for it?
Often, yes. Ontario and federal programs can cover part of the planning or project cost, depending on your business. Our grants page lists what is open and how we help you apply.