Every new patient that visits the clinic will be registered and given a patient number that is automatically generated by the system. The patient number can be customized to fit the clinic’s patient number format and if this number already exists, say from manual files, the system will accept to replace the automatically generated one.
Screen showing a registration form for new patient
On a visit basis, data captured under clinical findings include
- Patients History
- Physical Examination
- General Appearance
- Clinical Diagnosis etc.
As the lab test is requested by the clinician, it will be automatically sent to the bleeding room or to where a sample is received from the patient from however, if the visits bill mode is cash, the patient will be required to pay first. At bleeding room, the system will automatically generate a specimen number that can be replaced by the Lab Technologist. Once the specimen number is confirmed, the lab test requested will be automatically sent to the lab for feeding laboratory results later and printing attractive reports. Once results are entered into the system, a bill is also sent to the to-Bill account if the visit’s bill mode is Account.
Screen showing the laboratory requests, automatically generated specimen number to be confirmed by the Lab Technologist and lab results entry forms.
Once a doctor prescribes, medication will automatically show in the pharmacy for dispensing. However, if the visit’s bill mode is cash; the patient will need to pay first before picking medication from pharmacy. When pharmacy dispenses, two things happen. A bill is sent to the to-Bill account if visits bill mode is account and internally the drug inventory will be reduced by the quantities of the drugs issued.
Screen showing doctor’s prescription and dispensing forms
This module manages the flow of drugs. Generally, as drugs are issued, stock is reduced, and as drugs are received, stock is increased.
Screen showing drugs stock registration form
Just like for prescriptions, the doctor will request for the procedure, and if the visit’s bill mode is cash, the patient will need to first pay before the procedure is offered. Once the procedure is offered, the bill is sent to the to-Bill account if the visit’s bill mode is account.
If there is any Inpatient, it will be managed by this module. Entry Date will need to be captured and release date can be entered at a later date when the patient is discharged. A bill will be sent for both visit’s bill modes (cash or Account) on confirming the release date when patient is discharged.
For patient’s who are receiving ARV’s, the doctor will need to register ART Regimen on a given visit, such that for subsequent visits where patients need only to pick drugs, after registering a visit, the patient will go straight to pharmacy to pick ARV’s in this case, the visit category will have to be indicated as refill. Those with visit’s bill mode set as cash, will need to pay first and those whose bill mode is account, will have a bill sent to the to-Bill account after drugs are dispensed.
Screen showing ART Regimen and ART Stopped registration forms
This will assist the cashier receive cash payment and issue a receipt to the patient who is paying cash. The receipt number is automatically generated but can be replaced by the cahier just like most other auto-generated numbers. Under this module, a discount can be offered on an item basis.
Screen for cash payments
This module will assist cashier receive payment from the to-Bill customer and be able to see the items that are charged for. When payment is received, the account of the to-Bill customer will be credited with the amount paid.
Screen showing the bulk payment form
Customers such as Insurance Companies or Families that can be offered credit services will be registered in the To-Bill Customers and given an account number that is managed by this module. In case the to-Bill customer deposits in advance, her account will be credited with the amount deposited.
Screen showing a deposit form
Those patients with scheduled visits will be managed by this module. The system will ensure that these appointments do not overlap and will always present those that are meant to visit that day, remaining days to visit, as well as showing those who miss their appointments. The system will maintain visit states automatically such as Waiting, Visited or Missed depending upon whether the patient visits or not.
Screen showing appointment scheduling form
If there are any deaths, they’ll be managed by this module. If a death is registered, the system will internally change the patient’s status to deceased, a visit can not be registered for a patient whose status is deceased.
Those patients, who are allergic to certain drugs, will be managed by this module. A prescription of a drug where the patient is registered to be allergic to it will not be prescribed to that patient in the system.
This is one of the extras modules in the system; its purpose is to track other income such as donations, etc that may be received.
This is also another extra in the system, which tracks expenses.
Other Salient Features Include
Security in the system is managed by means of registering users, who in turn are given roles that control access rights to the system in terms of write, read, update and delete. The system has a couple of in-built roles such as Administrator, Cashier, Doctor, Security, Guest, Setup and Transactional. However, a user with create role right, can create other custom roles. If a logged on user has no required access right on a given item, it will be disabled.
Screen showing roles and user registration form with a tab where a role is assigned from. Note that the logged in user has a role with limited access rights and that’s why most of the items are disabled (grayed out).
Search Engine, Reports & Business Intelligence
The search engine is perhaps one powerful tool in the system that can be filtered to simple (the default) or advanced. With it, one can search almost all the data that is entered into the system with fields that are a result of intelligent calculations to provide for Business Intelligence, if set to advanced, then the user can set multiple search criteria, to search for values from multiple fields. After search results are returned, one can do additional calculations such as totals, averages etc where applicable. The search engine is also a tool to provide for various reports and path from clinical data to treatment knowledge. The data can also be exported to ones favorite application such as excel for additional analysis.
Screen showing Doctor-Prescription as returned by the search engine and a form where advanced search filter can be set from
Online Help System
The system has an online help system that can be used as reference while using the system.
This allows you set user options such as locking automatically generated numbers like patient number if one wants not to accidentally replace what the system has generated, system number of decimal places or systems currency etc.
Data Backup and Restore tool
This will help the user to make routine backups with ease; you can set the system to do routine backup automatically. The data can easily be restored from within the system.
The system keeps a comprehensive Audit Trail that monitors updates, deletions, active users with their activity status etc. In case of accidental deletions or updates by users who have those rights, the deleted or updated entries can be restored. You could only have equated the Audit Trail to a recycle bin or Trash, but then the recycle bin doesn’t yet care about updates.
Data that the Audit Trail logs include
– Audit Action (Delete or Update)
– Item (such as Patients or Visits)
– Login ID
– Client Machine
– User ID (server user)
– Action Date
– Action Time
– Column Name
– Original Value
– New Value (Update only)