In the era of digital transformation, the pharmaceutical industry is gradually integrating technological solutions to enhance operational efficiency and ensure compliance with legal regulations. Two prominent tools in this trend are digital signatures and electronic invoices. These are not only mandatory requirements from regulatory authorities but also bring practical benefits to pharmacies and pharmaceutical businesses.

1. What is a Digital Signature?

A digital signature is a type of electronic signature encrypted using digital technology, ensuring the authenticity and integrity of documents. In the pharmaceutical industry, digital signatures are used for:

• Signing contracts online: Ensuring agreements have legal validity.
• Tax declaration and reporting: Helping pharmacies and pharmaceutical businesses fulfill legal obligations quickly and accurately.

2. Detailed Benefits of Digital Signatures in the Pharmaceutical Industry

Ensuring Legal Validity, Transparency, and High Security

• Legal validity: In the pharmaceutical industry, documents related to contract agreements with drug suppliers, logistics providers, or government agencies require signatures with legal value. Digital signatures, authenticated by reputable organizations, ensure the same legal validity as handwritten signatures.
• Transparency: Digital signatures enable parties involved in transactions to quickly and transparently verify the origin and content of documents.
• Security: Digital signatures encrypt information using advanced technology, mitigating risks such as forgery or leakage of sensitive data.

Cost and Time Efficiency

• Time-saving: For large transactions between pharmacies and partners, signing with a digital signature completes in minutes instead of waiting for document delivery.
• Cost reduction: Expenses related to printing, mailing, and storing paper records are significantly reduced, helping businesses optimize their budgets.

Flexible Application in Management and Operations

• Internal record management: Using digital signatures to approve internal reports simplifies administrative processes.
• Cross-platform compatibility: Digital signatures easily integrate with pharmacy management software, tax reporting applications, and other management systems.

3. Electronic Invoices: An Inevitable Trend in the Pharmaceutical Industry

Compliance with Legal Regulations and System Standardization: According to Decree 123/2020/ND-CP and related legal documents, electronic invoices are mandatory for all businesses, including the pharmaceutical industry. This helps standardize management practices and enhance transparency in business operations.

Enhancing Management and Operations

• Tracking sales: Electronic invoices enable pharmacies to manage revenue accurately and easily compile periodic reports.
• Data integration: By connecting with sales management software, electronic invoicing systems automate processes such as invoice creation, payment, and data storage.

Minimizing Errors and Risks

• Eliminating manual errors: Electronic invoices automate operations, reducing the risk of input errors.
• Secure data storage: Invoices are stored electronically, preventing risks of loss or damage associated with paper invoices.

Improving Customer Experience

• Fast invoice delivery: Electronic invoices can be sent instantly via email or SMS, offering convenience to customers.
• Professional service: Pharmacies using electronic invoices demonstrate modernity and professionalism, enhancing customer satisfaction.

4. SPHACY’s Role in Implementing Digital Signatures and Electronic Invoices

SPHACY provides comprehensive solutions to support pharmacies and pharmaceutical businesses in successfully undergoing digital transformation:

• Consultation and implementation of digital signatures: Ensuring seamless integration with internal processes.
• Provision of electronic invoices: Optimizing invoice management and storage while ensuring compliance with legal regulations.
• 24/7 technical support: Accompanying businesses throughout the operational process.

Digital signatures and electronic invoices not only meet legal requirements but also bring numerous practical benefits, such as enhancing management efficiency, reducing costs, and improving customer experiences. With SPHACY’s support, pharmacies and pharmaceutical businesses can implement these solutions more easily and effectively.

Contact SPHACY today to achieve successful digital transformation and lead the digital market trend!