Store Visit Notes

• Document No.

• Pharmacy

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

Notes

• This section is for the PGM to make any notes prior to store visit. It may be items to discuss, or to do list or any other memory jog for the store visit.

• Notes

Previous Visit

• Previous visit follow up point

a follow up point

Agenda Points

• Agenda points discussed

agenda point

Financials

• Do the MTD figures balance for last month and this month?<br>Record figure and comment as required. (Check float and change if required.)<br>Look at End of Day sales report for last month.<br>Check banking sheet. <br>Do the sales match? Do the tills balance?

  Yes

  No

  N/A

• Are all POS discounts appropriate?<br>Check the End of Day history report.

  Yes

  No

  N/A

• Does the Cash Out spreadsheet balance to the End of Day sales report? Are all receipts present?<br>

  Yes

  No

  N/A

• Are all staff sales receipts present and do they contain 2 signatures? <br>

  Yes

  No

  N/A

• Are all refund receipts present (including originals) and do they contain 2 signatures? How many for last month?<br>

  Yes

  No

  N/A

• Are due accounts being communicated to customers? What is the total account debt? And what is the amount for 90 days outstanding? <br>

  Yes

  No

  N/A

• Additional comments for Financials?

• Comments

P&L performance - month

• Month last P&L report was received

  Select January February March April May June July August September October November December

  • January
  • February
  • March
  • April
  • May
  • June
  • July
  • August
  • September
  • October
  • November
  • December

• Is the sales performance on target?

  Yes

  No

  N/A

• Is GP% performance on target?

  Yes

  No

  N/A

• Is wage to sales % on target?

  Yes

  No

  N/A

• Is net profit on target?

  Yes

  No

  N/A

• Are expenses on target?

  Yes

  No

  N/A

• Is the store keeping to budget with purchase tracker? <br>Check last month and current month.

  Yes

  No

  N/A

• Additional comments for P&L?

• Comments

SMS Reporting

• Sales

• BOS

  Down from LY

  Same as LY

  Up from LY

• MOS

  Down from LY

  Same as LY

  Up from LY

• FOS

  Down from LY

  Same as LY

  Up from LY

• GP%

• BOS

  Down from LY

  Same as LY

  Up from LY

• MOS

  Down from LY

  Same as LY

  Up from LY

• FOS

  Down from LY

  Same as LY

  Up from LY

• Stock turns/holdings by department - focus areas

• BOS

• MOS

• FOS

• Additional comments for SMS?

• Comments

Stock Control

• Run unusual stock report for the store

• Is unusual stock on hand less than 20?

  Yes

  No

  N/A

• Is real cost vs retail under control? How many? <br>

  Yes

  No

  N/A

• Is merge duplicates task being completed?

  Yes

  No

  N/A

• Review items with no sales history & slow sellers.

  Yes

  No

  N/A

• Are invoices being entered daily - none outstanding past 2 days?

  Yes

  No

  N/A

• Is the store receiving correct discounts? <br>Check Sigma and API invoices.

  Yes

  No

  N/A

• Are outstanding stock credits being followed up and cleared? <br>Check store credit log book.

  Yes

  No

  N/A

• Is rolling stock take being completed as per schedule? <br>Check schedule sign-off sheet and Lots stock adjustment report.

  Yes

  No

  N/A

• Is SOH count correct?<br>Spot check a mix of ethicals and front of shop lines.

  Yes

  No

  N/A

• Are there any out of date stock on the shelves? <br>Pick a category and spot check.

  Yes

  No

  N/A

• Additional comments for stock control?

• Comments

Dispensary

• DD book last balanced

  Date

• Is scripts waiting report current? How many?

  Yes

  No

  N/A

• Are owing scripts no older than 60 days?

  Yes

  No

  N/A

• Is scan rate percentage above 93%

  Yes

  No

  N/A

• Are all rejected scripts being reclaimed? How many?

  Yes

  No

  N/A

• Is PAGM compliance over 90%? Discuss strategies.

  Yes

  No

  N/A

• Is substitution rate over 80%. Focus items for next month.

  Yes

  No

  N/A

• PPI program's being completed and followed up.

• Number of Clinical Interventions?

• Number of MedChecks?

• Additional comments for dispensary?

• Comments

Selling Floor

• Check that planograms are in place and core range implemented.<br>Take photo of focus area.

  Yes

  No

  N/A

• Is there a on-location tie up for all promotional items? Including ticketing.

  Yes

  No

  N/A

• Are all other shelf lines ticketed? All labels justified?

  Yes

  No

  N/A

• Are items effectively merchandised? This includes having no gaps and having no under or over stock.

  Yes

  No

  N/A

• Review 3 focus departments and their core ranging. Use dead stock report, spare to sales information, turnover figures, GP to last year and planograms.

  Yes

  No

  N/A

• Additional comment for shop floor?

• Comments

Checklist / QCPP

• Are daily checklist being completed and filed? This included managers checklist.

  Yes

  No

  N/A

• Are daily fridge temperatures being recorded daily?

  Yes

  No

  N/A

• Is competition pricing being checked and our prices reviewed? What is competition doing in the area? Any customer comments?

  Yes

  No

  N/A

• Check OH&S QCPP checklist has been completed

  Yes

  No

  N/A

• Check OH&S folder and Incident register. Any incidents? Any action to be taken?

  Yes

  No

  N/A

• Check store cleanliness.

• Are windows clean and polished?

  Yes

  No

  N/A

• Is shelving and stock clean and free of dust.

  Yes

  No

  N/A

• Is the shop floor clean and being vacuumed on a regular basis?

  Yes

  No

  N/A

• Are all signage lighting working and clean?

  Yes

  No

  N/A

• Are all posters and POS promotions current and in good order?

  Yes

  No

  N/A

• Are all team members wearing name badges and clean uniform?

  Yes

  No

  N/A

• Are LAM and promotional activities planned for next 2 months?

  Yes

  No

  N/A

• Are staff engaging in companion selling?

  Yes

  No

  N/A

• Is IT in good order.

  Yes

  No

  N/A

• Is data being backed up daily?

  Yes

  No

  N/A

• Additional comments for general?

• Comments

Additional information

• Quarter 1

• January

• Clearance for Christmas stock in place?

  Yes

  No

  N/A

• Compile a Christmas report.

  Yes

  No

  N/A

• Review holiday trading hours and staffing.

  Yes

  No

  N/A

• Discuss Easter prep with store staff.

  Yes

  No

  N/A

• Check catalogue orders, ticketing and tie up.

  Yes

  No

  N/A

• February

• Follow up on Easter planning

  Yes

  No

  N/A

• Start to plan for change of season (moving from summer to winter). Sell down summer range and reduce displays. Plan for winter lines and displays.

  Yes

  No

  N/A

• Review seasonal change of roster.

  Yes

  No

  N/A

• QCPP training - plan a team meeting. Each team member to complete 3hr of training per year (on line or in team meeting conducted by pharmacist). Team meeting used to train S2/S3 selling and products to recommend.

  Yes

  No

  N/A

• Check for QCPP updates - ensure these have been auctioned and filed in relevant section of the QCPP folder.

  Yes

  No

  N/A

• March

• Follow up on Easter planning (clearance)

  Yes

  No

  N/A

• Follow up on change of season planning.

  Yes

  No

  N/A

• Review seasonal change roster.

  Yes

  No

  N/A

• Follow up RPMA forms, signed and returned to Medicare.

  Yes

  No

  N/A

• CIs and DAA claim form is due to Medicate by the 14 April.

  Yes

  No

  N/A

• Mothers day planning.

  Yes

  No

  N/A

• Start preparation for EOFY. Full stocktake in next 3 months.

  Yes

  No

  N/A

• Quarter 2

• April

• Follow up on Easter clearance.

  Yes

  No

  N/A

• Follow up on CI and DAA claims forms that are due on 14 April to Medicare.

  Yes

  No

  N/A

• May

• Seasonal change to be completed.

  Yes

  No

  N/A

• Follow up RPMA forms, signed and returned to Medicare. Due by 14 May.

  Yes

  No

  N/A

• Follow up on CI and DAA claims forms that are due on 14 June to Medicare.

  Yes

  No

  N/A

• Mothers day clearance.

  Yes

  No

  N/A

• Preparation for EOFY.

  Yes

  No

  N/A

• Check Fluvax orders and stock.

  Yes

  No

  N/A

• June

• End of month and EOFY reports. Check with bookkeeper.

  Yes

  No

  N/A

• Follow up on CI and DAA claims forms that are due on 14 June to Medicare.

  Yes

  No

  N/A

• Quarter 3

• July

• HR and Fair work checks. Review staff files.

  Yes

  No

  N/A

• Review promotional ordering, tickets and planning.

  Yes

  No

  N/A

• August

• Yes

  No

  N/A

• September

• Yes

  No

  N/A

• Quarter 4

• November

• Yes

  No

  N/A

• December

• Yes

  No

  N/A

• October

• Yes

  No

  N/A

• Any additional information, strategies, to do or focuses for the store.

• Use media if needed.

  Media

• TO DO: below include WHO, WHAT and WHEN

Task

• Use below checkbox when re-visiting notes.

• Has the task been completed?

• When was this done? (optional info)

  Date

• PGM

  Sign