Pharmacies
A community or compounding pharmacy runs on 38 recurring processes. Regaldi’s software runs 22 of them with a person confirming or signing, prepares 12 for a person to decide, and leaves 4 where the law places them: with the pharmacist.
Regaldi works with pharmacy teams to improve these processes one at a time, starting with a bottleneck agreed with you and measured against a baseline agreed with you.
Film transcript
An independent pharmacy runs thirty-eight recurring processes, every day it is open. Refill calls. Prior authorizations. Insurance rejections. PBM audits. DEA counts.
Regaldi runs twenty-two of them under the pharmacy's own procedures, and prepares twelve more for staff to review. Refill and status calls are answered, transcribed where the patient consents, and closed into a task. Every compounding step carries a dated, attributable signature. Controlled substances reconcile to a perpetual inventory, and the records are ready when the Board of Pharmacy or the DEA inspects. Four processes stay with the pharmacist, as state law requires. Regaldi prepares the work; the pharmacist verifies and signs. The same AI assistant works on new business. It finds prescribers, researches their practices, writes, calls, follows up, presents, and helps close. At one seventeen-year compounding pharmacy, gross revenue doubled over the engagement.
Regaldi works with pharmacy teams to improve one process at a time, measured against an agreed baseline. Book a diagnostic at regaldi.ai.
- System runs it
- 22
- System prepares it
- 12
- Pharmacist only
- 4
- Processes mapped
- 38
In short
Regaldi LLC is a Florida software company that works with community and compounding pharmacy teams. Herald keeps prescriber relationships, calls, prescriptions and orders in one record; Ledger produces compounding records from the master formula, with each step signed; Legate researches practices and drafts outreach for a person to approve; and Regaldi Studio makes short videos for prescribers. Of the 38 recurring processes mapped for a pharmacy, Regaldi software runs 22 with a person confirming or signing, prepares 12 for a person to decide, and leaves 4 with the pharmacist: counseling, drug utilization review, final verification and the compounding itself. Work starts with a diagnostic and improves one process at a time, measured against a baseline agreed with the pharmacy. Patient-data workflows remain excluded until applicable agreements, access controls, safeguards and operating procedures are reviewed and accepted. The pharmacy’s quality unit determines the scope of verification and validation.
Related professionsClinics and med spasDental practicesAll industries
Who carries each process
- System runs it. The person confirms or signs.
- System prepares it. The person decides.
- Pharmacist only. The system records around it.
Hover, focus or tap a process to see what the system does.
Patients
7 · 2 · 1- The system runs it; a person confirms or signs. A voice assistant answers routine calls on prescription status, hours and pickup, says that it is automated, and transfers any clinical question to a pharmacist. Voice assistant.
- The system runs it; a person confirms or signs. Reminders go out on the refill schedule, in the channel the patient agreed to, and stop when the patient opts out.
- The system runs it; a person confirms or signs. Requests by phone, text, portal or email are matched to the patient profile and queued; each fill goes through the usual verification.
- The system runs it; a person confirms or signs. A delivery window is offered to the patient, booked with the courier and tracked to the signed receipt.
- The system runs it; a person confirms or signs. Demographics, insurance cards and allergies are collected before the first fill and placed in the profile for staff to confirm.
- The system prepares it; a person decides. Coverage is checked against the plan before the fill, and any discrepancy is listed for a technician to resolve.
- The system prepares it; a person decides. The request is assembled from the record against the plan criteria; the pharmacy and the prescriber’s office review and submit it.
- Stays with the pharmacist. Counseling is the pharmacist’s. The system schedules the conversation and records that it was given or declined.
- The system runs it; a person confirms or signs. A short call or message after pickup or delivery, only with consent on file; any clinical concern goes to a pharmacist.
- The system runs it; a person confirms or signs. Balances and copays are sent with a payment link, posted when paid, and passed to staff when they are not.
Prescribers
2 · 1 · 0- The system prepares it; a person decides. The question, the prescription and the patient history are assembled for the call or fax; the pharmacist decides what changes.
- The system runs it; a person confirms or signs. Prescriptions with no refills left are identified and renewal requests sent to the prescriber’s office, with follow-up until answered.
- The system runs it; a person confirms or signs. Routine office questions on order status, pricing and shipping are answered from the record; clinical questions go to a pharmacist.
Dispensing
1 · 1 · 2- The system prepares it; a person decides. E-prescriptions, faxes and emails are read into a draft entry with a confidence mark on each field, for staff to check.
- Stays with the pharmacist. Prospective review is the pharmacist’s. The system presents the profile and the alerts; it does not override or dismiss them.
- Stays with the pharmacist. The final check is the pharmacist’s. The system sets the prescription, the entry and the label side by side and records the signature.
- The system runs it; a person confirms or signs. Labels are generated from the verified entry, with the BUD and the auxiliary warnings the pharmacy has defined.
Compounding
4 · 3 · 1- The system prepares it; a person decides. An MFR is drafted with ingredients, steps and the basis for the BUD; a pharmacist approves each version before use.
- The system runs it; a person confirms or signs. Each record is generated from the approved MFR, with every step, weight and signature recorded as the work happens.
- The system runs it; a person confirms or signs. The BUD is calculated under USP <795> or <797> from the MFR, the storage and any testing; the pharmacist confirms it on the record.
- The system runs it; a person confirms or signs. Each component lot is recorded against the preparations it went into, and back to the supplier and the certificate of analysis.
- The system prepares it; a person decides. Results are recorded against the batch; an out-of-specification result opens an investigation draft for the quality unit.
- The system runs it; a person confirms or signs. Cleaning, calibration and maintenance are scheduled and recorded, and equipment past due is flagged before use.
- The system prepares it; a person decides. Sampling and results are recorded and trended; excursions are listed for the designated person to assess and act on.
- Stays with the pharmacist. Done by or under the direct supervision of a pharmacist. The system records the work; it does not perform it.
Compliance
6 · 1 · 0- The system runs it; a person confirms or signs. Receipts, dispensing and counts are kept as a perpetual record, in support of the pharmacy’s DEA recordkeeping.
- The system prepares it; a person decides. Controlled-substance dispensing data is prepared in the reporting format for the pharmacy to review and submit.
- The system runs it; a person confirms or signs. Licenses, logs, records and SOPs are kept in one file as the work happens, rather than gathered before a visit.
- The system runs it; a person confirms or signs. Permit, license, registration and training dates are tracked, with reminders well ahead of each one.
- The system runs it; a person confirms or signs. Each SOP keeps its version history, its approver and a read-and-understood record for every staff member.
- The system runs it; a person confirms or signs. From a recalled lot, the dispensing record lists the patients and prescribers who received it, for the pharmacist to contact.
- The system runs it; a person confirms or signs. Access to patient records is logged by user and time, and unusual access is reported to the privacy officer.
Inventory and money
2 · 4 · 0- The system prepares it; a person decides. A suggested order is built from usage, par levels and open prescriptions; staff approve it before anything is ordered.
- The system prepares it; a person decides. The invoice is matched to what arrived; discrepancies, short dates and controlled substances are listed for staff to check.
- The system runs it; a person confirms or signs. Stock is tracked by expiration date, and items nearing it are listed for return or destruction.
- The system prepares it; a person decides. Each rejection is read, its likely cause identified and a correction prepared for a technician to resubmit.
- The system runs it; a person confirms or signs. Remittances are matched to claims line by line, and underpaid or unpaid claims are listed for follow-up. Herald.
- The system prepares it; a person decides. The records a PBM audit requests are gathered and indexed; the pharmacy decides what to submit.
Read the whole map as a list
| No. | Process | Who carries it | What the system does |
|---|---|---|---|
| Patients | |||
| 01 | Patient calls: ready, hours, order status | System runs it | A voice assistant answers routine calls on prescription status, hours and pickup, says that it is automated, and transfers any clinical question to a pharmacist. · Voice assistant |
| 02 | Refill reminders | System runs it | Reminders go out on the refill schedule, in the channel the patient agreed to, and stop when the patient opts out. |
| 03 | Refill request intake | System runs it | Requests by phone, text, portal or email are matched to the patient profile and queued; each fill goes through the usual verification. |
| 04 | Delivery and courier scheduling | System runs it | A delivery window is offered to the patient, booked with the courier and tracked to the signed receipt. |
| 05 | New patient registration | System runs it | Demographics, insurance cards and allergies are collected before the first fill and placed in the profile for staff to confirm. |
| 06 | Insurance eligibility check | System prepares it | Coverage is checked against the plan before the fill, and any discrepancy is listed for a technician to resolve. |
| 07 | Prior authorization | System prepares it | The request is assembled from the record against the plan criteria; the pharmacy and the prescriber’s office review and submit it. |
| 08 | Pharmacist counseling | Pharmacist only | Counseling is the pharmacist’s. The system schedules the conversation and records that it was given or declined. |
| 09 | Follow-up call or survey after service | System runs it | A short call or message after pickup or delivery, only with consent on file; any clinical concern goes to a pharmacist. |
| 10 | Payments and copay reminders | System runs it | Balances and copays are sent with a payment link, posted when paid, and passed to staff when they are not. |
| Prescribers | |||
| 11 | Prescription clarification with the prescriber | System prepares it | The question, the prescription and the patient history are assembled for the call or fax; the pharmacist decides what changes. |
| 12 | Renewal requests | System runs it | Prescriptions with no refills left are identified and renewal requests sent to the prescriber’s office, with follow-up until answered. |
| 13 | Responses to prescriber offices | System runs it | Routine office questions on order status, pricing and shipping are answered from the record; clinical questions go to a pharmacist. |
| Dispensing | |||
| 14 | Prescription entry | System prepares it | E-prescriptions, faxes and emails are read into a draft entry with a confidence mark on each field, for staff to check. |
| 15 | Drug utilization review | Pharmacist only | Prospective review is the pharmacist’s. The system presents the profile and the alerts; it does not override or dismiss them. |
| 16 | Final pharmacist verification | Pharmacist only | The final check is the pharmacist’s. The system sets the prescription, the entry and the label side by side and records the signature. |
| 17 | Labels | System runs it | Labels are generated from the verified entry, with the BUD and the auxiliary warnings the pharmacy has defined. |
| Compounding | |||
| 18 | Master formulation records | System prepares it | An MFR is drafted with ingredients, steps and the basis for the BUD; a pharmacist approves each version before use. |
| 19 | Compounding and batch records | System runs it | Each record is generated from the approved MFR, with every step, weight and signature recorded as the work happens. |
| 20 | BUD assignment | System runs it | The BUD is calculated under USP <795> or <797> from the MFR, the storage and any testing; the pharmacist confirms it on the record. |
| 21 | Ingredient lots and traceability | System runs it | Each component lot is recorded against the preparations it went into, and back to the supplier and the certificate of analysis. |
| 22 | QC and OOS investigations | System prepares it | Results are recorded against the batch; an out-of-specification result opens an investigation draft for the quality unit. |
| 23 | Equipment cleaning and maintenance logs | System runs it | Cleaning, calibration and maintenance are scheduled and recorded, and equipment past due is flagged before use. |
| 24 | Environmental monitoring under USP <797> | System prepares it | Sampling and results are recorded and trended; excursions are listed for the designated person to assess and act on. |
| 25 | The compounding itself | Pharmacist only | Done by or under the direct supervision of a pharmacist. The system records the work; it does not perform it. |
| Compliance | |||
| 26 | Controlled-substance records (DEA) | System runs it | Receipts, dispensing and counts are kept as a perpetual record, in support of the pharmacy’s DEA recordkeeping. |
| 27 | E-FORCSE reporting (Florida PDMP) | System prepares it | Controlled-substance dispensing data is prepared in the reporting format for the pharmacy to review and submit. |
| 28 | Inspection file, assembled continuously | System runs it | Licenses, logs, records and SOPs are kept in one file as the work happens, rather than gathered before a visit. |
| 29 | Licenses and staff training expirations | System runs it | Permit, license, registration and training dates are tracked, with reminders well ahead of each one. |
| 30 | SOPs and version control | System runs it | Each SOP keeps its version history, its approver and a read-and-understood record for every staff member. |
| 31 | Recalls: the affected patients | System runs it | From a recalled lot, the dispensing record lists the patients and prescribers who received it, for the pharmacist to contact. |
| 32 | HIPAA access logs | System runs it | Access to patient records is logged by user and time, and unusual access is reported to the privacy officer. |
| Inventory and money | |||
| 33 | Wholesaler orders | System prepares it | A suggested order is built from usage, par levels and open prescriptions; staff approve it before anything is ordered. |
| 34 | Receiving | System prepares it | The invoice is matched to what arrived; discrepancies, short dates and controlled substances are listed for staff to check. |
| 35 | Shelf expirations and returns | System runs it | Stock is tracked by expiration date, and items nearing it are listed for return or destruction. |
| 36 | Insurance claim rejections | System prepares it | Each rejection is read, its likely cause identified and a correction prepared for a technician to resubmit. |
| 37 | PBM payment reconciliation | System runs it | Remittances are matched to claims line by line, and underpaid or unpaid claims are listed for follow-up. · Herald |
| 38 | PBM audits | System prepares it | The records a PBM audit requests are gathered and indexed; the pharmacy decides what to submit. |
Screens from the running applications, populated with representative demonstration data. No patient information is shown and the figures are illustrative.
Four processes stay with the pharmacist.
Florida’s pharmacy rules place these four with the licensed pharmacist. Regaldi treats that as a fixed boundary: around each one the system prepares the context and records the outcome, and the professional act itself is not automated. For a pharmacy licensed in another state, the rules of that state’s board of pharmacy apply and the boundary is drawn from them.
-
08 Pharmacist counseling
Rule 64B16-27.820, F.A.C.- What the rule places with the pharmacist
- Florida’s patient counseling rule requires the pharmacist to ensure an offer to counsel is made, and counseling, when given, is done by a pharmacist or by an intern under a pharmacist’s direct and immediate supervision. Rule 64B16-27.420 lists patient counseling among the tasks a pharmacy technician may not perform.
- What the system does around it
- Counseling is the pharmacist’s. The system schedules the conversation and records that it was given or declined.
-
15 Drug utilization review
Rule 64B16-27.810, F.A.C.- What the rule places with the pharmacist
- Before dispensing, the pharmacist reviews the patient record and each new and refill prescription for duplication, interactions, contraindications, incorrect dosage or duration, and misuse, and resolves any problem found. Rule 64B16-27.420 lists prospective drug review among the tasks a technician may not perform.
- What the system does around it
- Prospective review is the pharmacist’s. The system presents the profile and the alerts; it does not override or dismiss them.
-
16 Final pharmacist verification
Rule 64B16-27.420, F.A.C.- What the rule places with the pharmacist
- The final check of dosage and directions is on Florida’s list of tasks that may not be delegated to a pharmacy technician, together with any other act that requires a pharmacist’s professional judgment.
- What the system does around it
- The final check is the pharmacist’s. The system sets the prescription, the entry and the label side by side and records the signature.
-
25 The compounding itself
Rules 64B16-27.700, 64B16-27.797 and 64B16-27.4001, F.A.C.; USP <795>, <797>- What the rule places with the pharmacist
- Compounding is part of the practice of pharmacy under Chapter 465, Florida Statutes. The Board’s compounding rules and USP General Chapters <795> and <797> set the standards for nonsterile and sterile preparations. A task the pharmacist delegates to a registered technician is performed under the pharmacist’s direct supervision.
- What the system does around it
- Done by or under the direct supervision of a pharmacist. The system records the work; it does not perform it.
Summaries of the Florida Administrative Code, Chapter 64B16-27, as read on October 12, 2026. Read the full rules at flrules.org. This is general information, not legal advice; the pharmacy and its Pharmacist-in-Charge remain responsible for compliance.
Hours a week the routine work takes, at your volume
≈ hours a week
About of the team’s paid hours, at hours a week.
(80 calls × 3 min + 150 prescriptions × 4 min) × 6 days × 58% ÷ 60 = 49 hours a week
An estimate based on the assumptions shown. The diagnostic measures the actual baseline.
From a prescriber you have not met to a repeat order
- 01
Find
HeraldThe prescriber list and pipeline in one record: who writes for you, who used to, and who has not yet.
- 02
Research
LegateEach practice researched from public sources: specialty, locations, prescribers and the preparations it is likely to use.
- 03
Write
LegateLetters and emails drafted for each practice from that research, sent from the pharmacy’s own mailbox once a person approves them.
- 04
Call
Voice assistantCalls to practices that have agreed to be called. The assistant says that it is automated and books time with your representative.
- 05
Follow up
HeraldEvery reply, call and order lands in the prescriber’s history, and the next contact is scheduled from it.
- 06
Present
StudioShort videos on a preparation or a service, made in Regaldi Studio, for the practice to watch when it suits them.
- 07
Close
HeraldYour representative closes. Herald ties each first and repeat order to the outreach that started it.
At a seventeen-year compounding pharmacy, in production since 2025. Results reflect one engagement. One hundred and ten thousand is the reach of the outreach base, not a count of customers. See Herald
- Business to business
Prescriber outreach is addressed to practices and prescribers in their professional capacity. It is not addressed to patients.
- Email · CAN-SPAM
Email follows the CAN-SPAM Act: an accurate sender and subject line, the pharmacy’s physical address, and an opt-out that is honored.
- Calls · TCPA and FTSA
Automated or AI voice calls are placed only with the called party’s prior express consent, and identify themselves as automated at the start of the call, under the Telephone Consumer Protection Act and the Florida Telephone Solicitation Act.
- Patients · HIPAA
Patient communications are handled under HIPAA, with the pharmacy as the covered entity. Patient health information is excluded until the applicable Business Associate Agreements and required safeguards are in place.
One process first, measured against the baseline agreed in the diagnostic
- 01Two to three weeks
Diagnostic
Two to three weeks with your team. Together you agree the first bottleneck on the map and how it is measured today: the baseline.
Credited once toward the project.
- 02One process
Pilot of one process
One process changed and running, for example refill requests or prescriber outreach, measured against that baseline and acceptance criteria agreed before work starts.
Where a question remains open after the diagnostic.
- 03In stages
Rollout
Further processes from the map, one at a time, each with its own baseline. For each change to regulated work, your quality unit determines the scope of verification and validation.
A timeline is committed for the agreed first stage. Changes affecting regulated work follow your change control, with verification or validation before release.
The scope of each stage is agreed in writing. Regaldi reports the changes it observes and their limits; it does not promise operational or business results.
Prices: regaldi.ai/pricing/
Begin with one process, agreed with you.
Tell Regaldi which process on the map takes your team the most time. A principal reads every inquiry and writes back. Please leave patient names and prescription details out of the form; they are not needed to start the conversation.
Do not include patient information, client files or passwords. Sending this does not purchase a service. Your message is relayed to office@regaldi.ai through FormSubmit; our Privacy Policy applies.
This page describes software and services offered by Regaldi LLC, a Florida software company. It is general information, not legal or regulatory advice. Regaldi is not a pharmacy and does not practice pharmacy. Each pharmacy remains responsible for its own compliance with the Florida pharmacy rules, USP standards, DEA and state controlled-substance requirements, HIPAA, and the TCPA and FTSA, including decisions on consent, supervision and validation. The rule summaries above are simplified; read the full texts linked on this page.