Compounding pharmacy owners tend to put off switching systems for the same reason: fear of losing data. Years of customers, prescriptions, formulas and lots are in there, and the pharmacy cannot stop to start from scratch.
At VUpharma, the answer is short: we migrate all the pharmacy’s data at no cost, and you review it before going live. This guide shows what comes over, how to check it and what the owner can set aside before starting.
What comes over to VUpharma
Everything in the system you use today. In practice:
- Records: products, formulas and suppliers.
- Customers and prescribers, with each one’s orders.
- Inventory by lot, with the certificates of analysis and expiration dates.
- The full inventory history, not just today’s balance.
- The numbering you already use for orders and lots.
Only access passwords are left out. They are created anew, for security, and we cover them further down.
Why the history matters
Bringing over just the inventory balance seems enough, but it is not. The pharmacy needs to find a customer’s old order to repeat a formula, know where each lot has been and show documents when the health surveillance authority asks for them.
Some regulations also require certain records to be kept for a set period:
- Anvisa’s RDC 67/2007 requires the supplier’s certificate of analysis, which comes with each lot of raw material, to be kept on file for at least six months after the expiration of the last product compounded with that lot. For raw materials subject to special control, the period is at least two years after the expiration of the last product compounded with them.
- Portaria SVS/MS 344/98 requires the registers, balance reports and documents on the movement of controlled substances to be kept on file at the establishment for two years.
That is why the certificates of analysis and the history come over together with the lots, instead of staying locked in the old system. See how lot-based inventory and controlled substances work in VUpharma.
How it works, in three steps
1. We bring everything over
The VUpharma team copies all the data from the system you use today, without changing it. Renata, the implementation and migration AI agent, follows the work and shows the progress: what is already in VUpharma and what is still to come.
2. You review
Renata prepares the migration report, with the numbers for each part: products and formulas, customers and prescribers, orders, lots and certificates of analysis. You and the pharmacist review the migrated data in that report.
3. You go live
You start using VUpharma when you approve. Renata prepares; the pharmacy decides.
How to check before going live
Checking does not require technical knowledge. It requires knowing the pharmacy, and the owner and the pharmacist already do. Three simple ways to start:
- Compare the totals. How many customers, products and formulas the current system shows, and how many appear in the report.
- Look for cases you know. A regular customer and their orders, a frequently used formula, a prescriber who sends prescriptions every week.
- Take your time with the inventory. Pick a few lots in use and check the balance, the expiration date and the certificate of analysis. For controlled substances, the responsible pharmacist does the check.
If something does not match, you point it out and the VUpharma team fixes it. VUpharma only goes live with your approval.
The pharmacy keeps running
The current system keeps working while we migrate and you review the data. The counter serves customers, the bench compounds and inventory is still recorded in the usual system.
The go-live date is agreed with you. On that date, whatever the pharmacy entered in the current system during the review also comes over to VUpharma, and the team starts working in the new system.
New passwords, for security
Access passwords are the only data that does not come from the old system. Each team member creates a new password to log in to VUpharma.
It is also a good time to review who sees what. In VUpharma, each person is given the areas and branches where they work, and the pharmacy owner is the one who grants or revokes access. See how branches, access and data work.
Customer and prescriber data are personal data, and prescriptions reveal health data, which the LGPD (Brazil’s General Data Protection Law) protects as sensitive data. The pharmacy is the controller of this data; VUpharma processes it as a processor, following the pharmacy’s instructions. The law requires processing agents to adopt security measures to protect personal data, and creating new passwords when switching systems is a step in that direction.
The migration is agreed in writing before any access to the pharmacy’s data.
Checklist for the owner
- Tell us in the demo which system the pharmacy uses today.
- Agree on the migration in writing before any access to the data.
- Decide who will review: you, the responsible pharmacist and whoever handles inventory.
- Write down a few numbers from the current system: total customers, products and formulas, and the last order number.
- Pick cases to check: a regular customer, a frequently used formula and a few lots in use, with their certificates of analysis.
- List the team, with each person’s areas and branches.
- Keep the current system’s contract until VUpharma goes live.
- Approve go-live only after the review.
Next step
In the demo, tell us which system you are coming from. We show the migration report with sample data, and the timeline comes in the proposal. See also how we migrate and what Renata and the other AI agents do.
