A Web-Based Framework for Checking Pharma License Expiry and Online Application for Medical Shop Licensing

Abstract

Timely renewal and monitoring of pharmaceutical licenses are crucial for maintaining regulatory compliance and the legal operation of medical shops. This paper discusses the development of a web-based system that allows users to verify the expiry status of their pharmaceutical licenses and Conveniently apply online for a new license to start a medical shop. The system has two primary modules: Admin, for license record management, application verification, and sending expiry reminders; and User, for license verification expiry dates and submitting electronic applications. Main features are real-time expiry tracking, automated reminders ,safe handling of data, and a simplified application process. Replacing manual processes with an electronic workflow, the platform enhances efficiency, minimizes administrative mistakes, and provides timely adherence to health regulations. The system facilitates the electronic conversion of pharmaceutical license management and may be taken up by licensing authorities for wider implementation. license renewal.

Introduction

The current pharmaceutical licensing system in India is outdated, paper-based, and inefficient, leading to delays, lost documents, and regulatory risks. To address this, the paper proposes a web-based platform that allows medical shop owners to:

1. Check the status and expiry of their pharmaceutical licenses.

2. Apply online for new licenses or renewals.

Key Features of the Proposed System

• Two Modules:

  • Admin Module: For regulators to manage, verify, and monitor licenses and send expiry alerts.

  • User Module: For shop owners to view license status, apply or renew licenses, and upload documents.

• Usability Enhancements:

  • Simple interface, minimal data entry, and real-time access to license data.

  • Automated reminders for upcoming license expiries.

• Technological Benefits:

  • Eliminates paperwork and manual processes.

  • Provides secure, real-time, and scalable license management.

  • Supports future upgrades (e.g., integration with mobile apps or national health databases).

Need for Digitization

• Licenses are essential for safety and legality in pharmaceutical distribution.

• Existing processes are fragmented and poorly integrated.

• International agencies like the U.S. FDA and EMA have already adopted digital systems successfully.

• India needs a scalable and connected solution to ensure compliance and modernize regulation, especially at the grassroots level.

Literature Insights

• ICT and cloud technologies improve speed, security, and transparency in pharma licensing.

• Studies show that current Indian state systems lack real-time tracking, expiry alerts, and integrated data handling.

• Digital platforms in countries like Estonia and Singapore use blockchain and cloud for license management.

• There’s a gap in systems that combine expiry tracking with online applications—this study fills that gap.

Advantages of the System

1. Improved Efficiency – Faster renewals and decision-making.

2. Convenience – No need for physical visits; online access anytime.

3. Cost Savings – Reduced paperwork and manual work.

4. Timely Alerts – Prevents missed renewals and penalties.

5. Real-Time Data – Accurate, updated license records.

6. Environmental Benefits – Less paper use.

7. Audit & Reporting Tools – Tracks compliance and patterns.

8. Scalability – Designed for growth and integration.

Challenges & Limitations

1. Integration with legacy and state systems is complex.

2. Data Security must comply with laws like India's DPDPA 2023.

3. Digital Literacy Gaps may limit adoption in rural areas.

4. Connectivity Issues in remote regions may hinder access.

5. High Initial Costs for setup and training.

6. Resistance to Change from users accustomed to manual processes.

Conclusion

The suggested web-based system efficiently streamlines the process of verifying pharmaceutical license expiration and requesting online new licenses. It improves user convenience, enhances regulatory compliance, and minimizes manual effort. Although some challenges such as data security and integration are present, the system presents a promising direction toward digital transformation in pharmaceutical licensing.

References

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Copyright

Copyright © 2025 Ishwar Obi, Akshay Badavannavar, Mr. Vinod Kokitkar . This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.