Documentation – Hospital Management System – by Veracle Solutions

1. OverviewLogin to the Hospital Management System using the address provided to you by our support team, similar to:https://yourdomain/site/login

Multiple types of user roles are supported by default: Admin, Doctor, Accountant, Pathologist, Radiologist, Receptionist and Patient.

However, Patients login using a different address:https://yourdomain/site/userlogin

Here is a navigational overview of the admin dashboard.

Hospital Mgt System consists of various sections, which include:1. Front Office - for all OPD appointment and reception/front office related activities like

enquiries, calls, visitors, postal receive/dispatch.2. OPD - Out Patient - for all OPD patient registration, visits, revisits, old OPD patients.3. IPD - In Patient - for all IPD patients admission, consultant register, diagnosis, timeline, IPD

charges, payments, bill and discharged ipd patients.4. Pharmacy - for all medicine list, stock, and pharmacy bills.5. Pathology - for all pathology test details and patient test records.6. Radiology - for all radiology test details and patient test records.7. Operation Theatre - for managing patient operation activities and operation records.8. Blood Bank - for managing blood group available blood stock, donor details and blood issue

details.9. Live Consultation - for patient zoom live consultation and for staff live meetings.

10. TPA Management - Third Party Administrator for managing changes and records of insurance or mediclaim companies.

11. Finance - for managing general income and expense.12. Ambulance - for managing ambulance vehicles and ambulance call details.13. Birth and Death Record - for managing all details of newly born babies birth and patients

death.14. Human Resource - for all the information related to staff members can be manage here like

staff search, profile, attendance, payroll, leaves.15. Messaging - notice board and messaging system for communications with patients and staff.16. Download Center - for managing downloadable documents that need to be distributed to staff.17. Inventory - manage all the assets of your hospital with stocks and store under inventory

module.18. Reports - all the various reports related to different modules can be found here.19. Notifications - all automated notifications can be found here.20. Calendar & ToDo List - track and manage all daily/monthly activities and create your task in

todo list.21. Setup - configure the portal here for different settings like hospital details, SMS, languages,

patients list, charges types, tests categories, etc.

Note that new users can be created in the Human Resource section, while patients can be added in Setup > Patients. Click on Add Staff. Once created, login details of username and password will be emailed to the person.

You can reset staff password by selecting Show Profile in Card or List view for the user, then clicking the Key icon.

2. Setup

1. In the Admin panel go to Setup > Settings > General Setting in upper right side click on Edit button to update your hospital data.

2. Update your Hospital Name, Address, Phone, Email, Hospital Code (Hospital Code is your hospital registration/accreditation no), Language (language in which you want to run your Hospital Mgt System), Language RTL Text Mode (for Arabian side languages), Timezone, Time Format, Currency (ISO standard 3 digit currency code), Currency Symbol and Credit Limit (used for IPD module balance amount credit limit), Doctor Restriction Mode (if Doctor Restriction Mode is disabled then all doctors can see other doctors patients in their account and if Doctor Restriction Mode is enabled then doctors can see only their assigned patients in OPD, IPD, OT and Appointment) now click on Save button to update record.

3. For updating your hospital logo click on right column Edit Logo buttons.

4. For enabling automated email/sms notification on different events go to Setup > Settings > Notification Setting page.

5. For automated SMS messaging add any one of available SMS Gateway with the required details from Setup > Settings > SMS Setting.

6. To enabling online payment in Patient Panel update your payment gateway account details for this, go to Setup > Settings > Payment Methods select your appropriate payment gateway and add you payment gateway account details then click on save button and enable it from right side box.

At this point we have completed basic settings of our hospital. Now we will add our hospital other details in Hospital Mgt System like Patients, Hospital Charges, Bed, Ward, Floor, Departments, Doctors etc.

7. Patient - Here you can manage patient's profile data like add, import, enable, disable. To add new patient click on + Add New Patient then enter patient profile related data then click on Save button.

Import Patient is for upload multiple patient data in a single click instead of one by one. For this Select CSV file and click on Import button. You can easily download sample CSV file from here. For this click on Download Sample Data.

Disabled Patient is for seeing all disabled patient.

8. For adding Charges Type go to Setup > Hospital Charges > Charge Type, Here first we will add Charge Type, for this click on + Add Charge Type button. Now enter Charge Type. Here 5 default Charge Types are available.

For adding Hospital Charge Category go to Setup > Hospital Charges > Charge Category, Here first we will add Charge Category, for this click on + Add Charge Category button. Now enter Name, Description and select Charge Type like Procedures (is for general ipd charges like doctor visit), Investigations (is for pathology/radiology lab test or other investigations), Supplier (is for other things supply like oxygen charges), Operation Theatre (is for operation theatre charges) and Other (is for other miscellaneous charges).

Now we will add Charges for this click on + Add Charge button. Now select Charge Type, Charge Category, enter Charge Code (it is like short code to differentiate two charges for same charge type and charge category), then enter Standard Charge, Description and if there is any TPA (Third Party Administrator or Insurance organization) is present then enter Scheduled Charge for this also.

9. For adding Bed and their details go to Setup > Bed. Here first we will add Floors, Bed Groups, Bed Type. To add Floors click on + Add button then enter Floor Name and Description.

To add Bed Group click on + Add button then enter Bed Group Name, select Floor and enter Description.

To add Bed Type click on + Add button then enter Bed Type Name.

Now to add Bed click on + Add button then enter Bed Name, select Bed Type and Bed Group.

At Bed Status page we can check current status of all bed.

10. For adding header and footer in OPD prescription, IPD Bill, Pharmacy Bill, Payslip go to Setup > Print Header Footer.

To add OPD Prescription Header and Footer click on + Add button now select Header image then enter Footer text.

To add IPD Bill Header and Footer click on + Add button now select Header image then enter Footer text.

To add Pharmacy Bill Header and Footer click on + Add button now select Header image then enterFooter text.

To add Payroll Slip Header and Footer click on + Add button now select Header image Then enter Footer text.

To add other modules print header footer do the same thing.

11. To setup Front Office go to Setup > Front Office.To add Visitor Purpose click on + Add Purpose button, now enter Purpose and Description.

To add Complain Type click on + Add Complain Type button now enter Complain Type and Description.

To add Complain Source click on + Add Source button now enter Source and Description.

12. To setup Pharmacy go to Setup > Pharmacy.

To add Supplier click on + Add Supplier now enter Supplier Name, Supplier Contact, Contact Person Name, Contact Person Phone, Address.

To add Medicine Dosage click on + Add Medicine Dosage now enter Medicine Category, Dosage.

13. To setup Pathology go to Setup > Pathology.To add Pathology Category click on + Add Pathology Category now enter Pathology Category Name.

14. To setup Radiology go to Setup > Radiology.To add Radiology Category click on + Add Radiology Category now enter Radiology Category Name.

15. Symptoms - Here first we will add Symptoms Type, for this click on + Add button. Now enter Symptoms Type.Now we will add Symptoms Head for this click on + Add button. Now enter Symptoms Head, Symptoms Type and Description.

16. To setup Finance go to Setup > Finance.To add Income Head click on + Add Income Head button now enter Income Head and Description.

To add Expense Head click on + Add Expense Head button now enter Expense Head and Description.

17. To setup Birth & Death Record go to Setup > Birth & Death Record.To add Birth Record Custom Fields click on + Add button now enter Name and Visibility.

To add Death Record Custom Fields click on + Add button now enter Name and Visibility.

18. To setup Human Resource go to Setup > Human Resource.To add Leave Type click on + Add Leave Type button now enter Leave Type Name.

To add Department click on + Add Department button now enter Department Name.

To add Designation click on + Add Designation button now enter Designation Name.

To add Specialist click on + Add Specialist button now enter Specialist Name.

19. To setup Inventory go to Setup > Inventory.To add Item Category click on + Add Item Category now enter Item Category and Description.

To add Item Store click on + Add Item Store button now enter Item Store Name, Item Stock Code and Description.

To add Item Supplier click on + Add Item Supplier button now enter Item Supplier Name, Phone, Email, Contact Person Name, Address, Contact Person Phone, Contact Person Email and Description.

Great! you have completed your Hospital setup. Now further we will understand working of all the modules one by one in detail.

3. Front Office

This module has 5 sections -• Add Appointment• Visitor Book• Phone Call Log

• Postal• Complain

Add Appointment - Appointment feature is for making Doctor Appointment. Receptionist or any permitted user can enter doctor appointment details here, also here can be Approved/Canceled online appointments. To add new appointments click on + Add Appointment button. Here select existing patient from Select Patient dropdown then enter Date, if patient is new then enter Patient Name, then enter Gender, Email, Phone, Doctor Message and Status and Live Consultant (On Video Conference).

You can move approved appointment to OPD or IPD in single click

Visitor Book - Visitor Book is for managing visitor’s records coming in hospital. For this click on Visitor Book button. To add visitor details click on + Add Visitor button, now enter visitor person Purpose, Name, Phone, ID Card Number of Person, Date, In time, Out Time Note and Attached Document if any.

Phone Call Log - Phone Call Log is for managing incoming or outgoing call details for this click on Phone Call Log button. To add Phone Call Log click on + Add Call Log button, now enter Person Name, Phone, Date, Description, Next Follow Up Date, Call Duration, Note and Call Type Incoming or Outgoing.

Postal Receive - Postal Receive is for managing postal inward documents for managing postal receive click on Postal Receive button. To add Postal Receive click on + Add Receive button now here enter From Title, Reference Number, Address, Note, To Title, Date, Attach Document if any.

Postal Dispatch - For managing Postal Dispatch click on Postal Dispatch button. To add Postal Dispatch click on + Add Dispatch button now here enter To Title, Reference Number, Address, Note,From Title, Date and Attach Document if any.

Complain - Complain is for managing any complain raise by any person for this click on Complain button. To add complain click on + Add Complain button now enter Complain Type, Source, Complain By, Phone, Date, Description, Action Taken, Assigned, Note and Attach Document if any.

4. OPD - Out Patient

OPD (Out Patient Department) module is for managing out patient who come to the doctor for their issue/disease check up.

To add new OPD patient click on + Add Patient button now enter Select Patient from dropdown or add +New Patient, Guardian Name, Gender, Age, Blood Group, Marital Status, Patient Photo, Phone, Email, Address, Remarks, Any Known Allergies, Height, Weight, BP, Symptoms, Note, Appointment Date, Case, Casualty, Old Patient, TPA (Third Party Administrator), Reference, Consultant Doctor, Amount, Payment Mode and select Live Consultation (if yes than live consultation for the patient will be created and listed on patient profile Live Consultation tab). After adding patient, it will be listed on OPD Patient page, now here you can click on Show button to see patient details.

Here we can see 4 tabs Visits, Diagnosis, Timeline and Live Consultation.

Visits tab has all details of patient visit. To add visit Prescription click on Add Prescription button here you can enter Prescription Header Note, Medicine, Prescription Footer Note and Notification To. After adding prescription you can see and print prescription by clicking on View Prescription button.

To see OPD visit details click on Show button.

If this patient comes again for revisit then you can simply click on Revisit button to add this patient OPD revisit details.

To see patient OPD Diagnosis details click on Diagnosis tab. Here you can see patient all OPD diagnosis details.To add new diagnosis report click on + Add Diagnosis button here enter Report Type, Report Date, Attach Document and Description.

To see patient timeline click on Timeline tab. Here you can see patient timeline or you can enter any note in timeline.To add new timeline click on + Add Timeline button here enter Title, Date, Description, Attach Document, by default all timeline are visible to this patient. If you want this timeline to NOT be visiblefor this patient then UnCheck visible to this person’s checkbox, now click on Save button to save this timeline.

To see patient Live Consultation click on Live Consultation tab. Here you can click on start button to start Live Consultation with patient.

Generally OPD has only one-time charges and doctor checkup, but if you want to use OPD for adding multiple charges, multiple payments and bill like IPD (please check IPD module) then click on OPD No. of patient opd visit, now you can see more tabs available in OPD module like Charges, Payment & Bill. These extra features can be used in Speciality Medical Clinics (dental clinics) which do patient's treatment in single visits but apply multiple charges for different treatments and give detailed bill.

If you want patent to be re-checkuped on same OPD No then you can use Recheckup feature, for this click on Recheckup button from Visit tab and enter required details for echeckup. It is also same like OPD visit but recheckup created under same OPD No.

5. IPD - In Patient

IPD (In Patient Department) module is for managing those patient who are admitted into the hospital for their issues/disease treatment.

To add new OPD patient click on + Add Patient button, select Patient Name from dropdown or click on + New Patient button to add new patient then enter Admission Date, Case, Casualty, Old Patient, TPA (Third Party Administrator), Credit Limit, Reference, Consultant Doctor, Bed Group, Bed Number and select Live Consultation (if yes than live consultation for the patient will be created and listed on IPD patient profile Live Consultation tab).

After adding a patient, all IPD Patient page will list all enteries. To see patient details click on Show button.

Here we can see 8 tabs Consultant Register, Diagnosis, Timeline, Prescription, Charges, Payment, Bill and Live Consultation.

Consultant Register tab has all details about instructions given by doctors day to day for this patient's treatment. To add instruction click on + Add Consultant Instruction button here enter Applied Date, Consultant Instruction and Instruction date.

To see patient IPD Diagnosis details click on Diagnosis tab. To add new Diagnosis Report click on + Add Diagnosis button. Here enter Report Type, Report Date, Attach Document and Description.

To see patient IPD Timeline details click Timeline tab. To add new Timeline click on + Add Timeline button here enter Timeline Title, Date, Description, Attached Document.

To add Prescription click on + Add Prescription button here you can enter Prescription Header Note,Medicine and Prescription Footer Note.

To start Live Consult click on Start button.

To see patient IPD Charges details click Charges tab here you can see all applied charges for patient day to day treatment. To add new charges click on + Add Charges button, here enter Date, Charge type, Charge Category, Charge Code (here Charge Type, Charge Category, Charge Code comes fromSetup > Hospital Charges). If patient comes under any TPA scheme (TPA selected at time of patient admission in IPD) then TPA charge will be applied as applied charge, finally if you need you can edit Applied Charge in textbox.

To see patient IPD Payment details click Payment tab. Here you can see all payments done by patient. To add new payment click on + Add Payment button, here enter payment Amount, Payment Mode, Date, Attach Document and Note.

To see patient IPD Bill details click Bill tab. Here you can see patient IPD Bill breakdown in Applied Charges, Payment done and Bill Summary with Total Charges, Total Payment Balance here if you want you can apply Discount, Other Charges and Tax while generating final bill. To generate final bill click on Calculate button it will calculate final bill and show Net Payable Amount after receiving net payable amount you can click on Generate Bill And Discharge Patient button to discharge this patient and close its IPD admission. After clicking this button, patient final bill will be generated and patient will be marked as Discharged and its occupied bed also become free. Finally you can print bill by clicking on Print bill button. After discharge, patient will be displayed in IPD Discharge Patient List instead of IPD Patient List.

To see Discharge Patient List click on Discharged Patient button. Here you can see all details of IPD Discharge patient. To see discharge patient details click on Show button, here you can see discharge patient all details like Consultant Register, Diagnosis, Timeline, Charges, Payment and Bill. Once patient has been discharged you can add only his timeline. If you have accidentally discharged any patient and want to revert discharged status, then go to Bill tab and click on Revert Generated Bill button. After clicking on this button, this patient will be visible as normal IPD patient and you can enterall the activities in IPD patient details page.

To see Discharge Summary click on Discharged Summary button. Here you can see all details of IPD Discharge patients.

6. Pharmacy

Pharmacy module is for managing medicines stock, selling and generating medicine bill.

For managing medicines click on Medicines button. You can see all medicine list with their name and available stock here. If a medicine row shows as white colour means its stock is normal, if row colour is sky blue it means its stock is below than reorder level, if row colour is yellow means its stock is below the minimum level, and if row colour is red that means medicine is out of stock.

To add new medicine click on + Add Medicine button, here enter Medicine Name, Medicine Category, Medicine Company, Medicine Composition, Medicine Group, Supplier, Unit, Minimum Level, Reorder Level, VAT, Unit/Packing, VAT Account, Note and Medicine Photo.

To see medicine details and stock entry click on Show button, here you can also check medicine stock entry and bad stock entry details.

To import medicines click on Import Medicine button. Here select Medicine Category from dropdown and select CSV file, then click on Import Medicine button.

To add medicine stock you should enter purchased medicine details, for this click on Purchase button here you can see list of purchased medicines.

To add purchased medicine details click + Purchase Medicine button, now here enter Supplier name, Purchase Date, Medicine Category, Medicine Name, Batch No, Expiry Date, MRP, Batch Amt, Sale Price, Packing Qty, Quantity, Purchase Price, Amount, Note, Attach document, Discount, Tax. After filling all relevant details, click on Calculate button then final amount will be calculated, then click on Save button.

To add medicine bad stock or return stock click on Add Bad Stock button, here enter Batch Number, Expiry Date, Outward Date, Quantity and Note.

To import medicines for stock click on Medicines button. Here you get Import Medicine button. Clickon this button. With the help of this option, you can purchase medicine in large number of quantity. Select Medicine Category from dropdown box and select CSV file, then click on Import Medicine button.

To generate medicine sales bill click on Generate Bill button at pharmacy bill page, here enter Bill Number, Date, Patient Type, OPD/IPD Number, Patient Name, Doctor Name, Medicine Category,Medicine Name, Batch Number, Quantity, Sale Price, Amount to add more medicine click on "+" sign, after adding all medicine enter Discount or Tax if any to calculate final bill click on Calculate button then click on Save button. After this bill will be display on pharmacy bill page. To see bill details click on Show button now here you can also Print medicine bill.

7. Pathology

Pathology module is for managing patient pathology test and reports.

To add pathology test click on + Add Pathology Test button, here enter Test Name, Short Name, Test Type, Category Name, Sub Category, Method, Report Days, Charge Category, Code, Standard Charge here charge category and code will come from hospital charges investigation charge type. To add Test Parameter select Test Parameter Name. Click on + and add multiple Test Parameter. Added pathology test will be listed on pathology test page.

To enter patient test report for a pathology test click on + Add Patient & Report icon button. Here select Patient Name from dropdown or click on + New Patient button to add new patient, then enter Reporting Date, Description, Test Report, Referral Doctor. Remaining fields like Charge Category, Code, Standard Charge, Applied Charge will automatically add, which has been set in Hospital Charge. Click on Save.

To see added patient report click on Test Report button on pathology test page.

8. Radiology

Radiology module is for managing patient radiology test report.

To add radiology test click on + Add Radiology Test button, here enter Test Name, Short Name, Test Type, Category Name, Sub Category, Report Days, Charge Category, Code, Standard Charge here charge category, code will come from hospital charges investigation charge type. To add Test

Parameter select Test Parameter Name. Click on + and add multiple Test Parameters. Added radiology test will be listed on radiology test page.

To enter patient test report for a radiology test click on + Add Patient & Report icon button. Here select Patient Name from dropdown or click on + New Patient button to add new patient then enter, Reporting Date, Description, Test Report, Referral Doctor. Remaining field like Charge Category,Code, Standard Charge, Applied Charge will automatically add, which has been set in Hospital Charge. Click on Save.

To see added patient report click on Test Report button on radiology test page.

9. Operation Theatre

Operation Theatre module is for managing operation theatre activities and patient operations.

To add new patient click on + Add Patient button. Here select Patient Name from dropdown or click on + New Patient button to add new patient then enter Height, Weight, BP, Symptoms, Note, Operation Name, Operation Type, Operation Date, Consultant Doctor, Assistant Consultant 1, Assistant Consultant 2, Anesthetist, Anesthesia Type, OT Technician, OT Assistant, TPA (third party administrator), Charge Category, Code, Standard Charge, Applied Charge. Added patient will be listed on operation theatre patient page.

To see operation details click on Show button.

After operation manage all patient instructions given by consultant in Consultant Register for this click on Consultant Instruction button.

After operation, you can see bill detail of patient, click on any patient Bill No. tab. Here you can see bill detail of any particular patient.

10. Blood Bank

Blood Bank module is for managing blood bank status, donor details and blood issue details.

Currently blood bank status is not automated so you have to edit status manually for every blood group,though in future updates we will make it automated.

For donor details page click on Donor Details button. At this page you can check all donor details. To add new blood donor click on + Add Blood Donor button, here enter Donor Name, Age, Blood Group, Gender, Father Name, Contact Number and Address.

For blood issue page click on Blood Issue Details button at blood bank status page. At this Blood IssueDetails page you can check all issued blood details. To issue blood click on Issue Blood button. Here select Patient Name from dropdown or click on + New Patient button to add new patient then enter

Issue Date, Doctor Name, Donor Name, Blood Group, Technician, Lot, Bag Number, Amount and Remarks.

To see bill details page click on Blood Issue Details button at blood bank page. At this point, click on any Bill No. Here you can see Received to (Blood Receiver No), Doctor, Donor Name, Institution, Technician, Lot, Bag No, Remarks, Amount.

11. Live Consultation

The Live Consultation module uses https://zoom.us meetings service to create a live consultation for patient and live meetings for staff members. In this module staff or authorized person can create a live consultation for the patient and further, the patient can join this consultation from patient panel. Any authorized staff can create staff meetings and concerning staff can join these meetings. To use this module user must have installed zoom app on their device. In Hospital Mgt System Live Consultation module only creates Consultation and Meetings using zoom API and users can start or join these consultations or meetings further all processing and management done by https://zoom.us. Using Live Consultation module it is recommended to use zoom paid account to run multiple consultation/meetings simultaneously. Although you can also use free account, but in this case you can run only single consultation/meeting at once so for every teacher or staff should enter their own zoom API key to use the free account. Otherwise add zoom paid account API key as global key in the zoom setting page.

Live Consultation Module Workflow: First we will add zoom account API credentials in setting page, then we will create live consultation or meeting, then we can start live consultation or meeting, then the patient can join the live consultation or staff can join meeting further we can check join report for live consultation or meeting.

To use Live Consultation first we will configure it by Setup > Zoom Settings. To configure, enter Zoom API Key, Zoom API Secret, Enabled/Disabled Doctor API Credential, Enabled/Disabled Use Zoom Client App, Default OPD Duration (In Minutes) and Default IPD Duration (In Minutes).

To add Live Consultation with patient click on + Add button, now here enter Select Patient from dropdown or add +New Patient, Guardian Name, Gender, Age, Blood Group, Marital Status, Patient Photo, Phone, Email, Address, Remarks, Any Known Allergies, Consultation Title, Consultation Date, Consultation Duration Minutes, select OPD/IPD, OPD/IPD Number, Consultant Doctor, Enable/Disabled Host Video, Enable/Disabled Client Video and Description.

To add Live Meeting with staff click on + Add button, now here enter Meeting Title, Meeting Date, Meeting Duration Minutes, Enable/Disabled Host Video, Enable/Disabled Client Video, Description and select Staff.

To view Live Consultation Report with patient click on Report > Live Consultation Report.

To view Live Meeting Report with staff click on Report > Live Meeting Report.

12. TPA Management

TPA module is for managing third party administrator or mediclaim insurance provider companies.

To add new TPA click on + Add TPA button, here enter TPA Organisation Name, Code, Contact Number, Address, Contact Person name, Contact Person Phone.

To see TPA organization details click on Organisation Profile button. Here you can edit or delete different associated charges for this TPA organisation in different charge types. Associated charges should be applied first from hospital charges module.

13. Finance

Finance module has 2 sections -• Income• Expense

Income - Here we will manage all general income coming from different Income Heads. To add new income click on + Add Income button, here enter Income Head, Name, Invoice Number, Date, Amount, Attach Document and Description.

Expense - Here we will manage all expenses coming from different Expense Heads. To add new expense click on + Add Expense button, here enter Expense Head, Name, Invoice Number, Date, Amount, Attach Document and Description.

14. Ambulance

Ambulance module is for managing ambulance vehicles and ambulance calls for patient traveling.

To add new ambulance vehicle click on + Add Ambulance button here enter Vehicle Number, VehicleModel, Year Made, Driver Name, Driver License, Driver Contact, Vehicle Type and Note.

To see ambulance call click on Ambulance Call button.

15. Birth & Death Record

This module is for managing babies birth & patients death record in hospital. Birth & Death Record module has 2 sections -

• Birth Record• Death Record

Birth Record - here we will manage all babies birth record happened in hospital. To add record, click on + Add Birth Record, here you enter Child Name, Gender, Weight, Child Photo, Birth Date, Phone, Address, Mother Name, IPD/OPD Number, Mother Photo, Father Name, Father Photo, Report, Attach Document(Any ID Proof or other required document), Custom Field (Optional).

After adding birth record you can print baby birth certificate.

Death Record - Here we will manage all expired patient record happened in hospital. To add record, click on + Add Death Record, here you enter Patient Name, IPD/OPD No, Death Date, Guardian Name, Report, Custom Field (optional).

If you have to view death record of any patient, click on Show, Here you can see OPD/IPD No, Patient, Gender, Death Date, Address, Death Report, Responsible Name.

16. Human Resource

This module has 4 sections -• Staff Directory• Staff Attendance• Payroll

• Leaves

In Human Resource we will manage all activities of hospital staff (not patient). First, we will add Staff Member from Staff Directory then we will manage day by day Staff Attendance then manage Payroll/Salary of staff then Apply or Approve Leave Request.

Staff Directory - here you can search all active staff members. You can filter staff members by Role or search by any keyword. You can also see staff directory in two views Card View or List View.

You can edit any staff by clicking on Edit button on Staff Card. To view staff details/profile click on View button present on staff card. Staff profile provides 360* view of staff including complete profile, payroll, payslip, allotted/apply/approved leaves, monthly/yearly attendance, uploaded documents and timeline. After staff retirement or leaving, you can Disable staff using Thumbs Down Red Icon button. After disabling staff, staff profile is marked as red color in background and its login to Hospital Mgt System is also being disabled. Disabled staff can be seen in Human Resource > Disabled Staff. You can also add staff leaving date and resignation letter from staff Edit. Staff can be deleted after disabling staff.

To add new staff member click on + Add Staff button from top right corner of this page. Enter Staff ID, select Role (roles can be manage from Setup > Settings > Roles Permission), Designation,

Department, First Name, Last Name, Father Name, Mother Name, Gender, Marital Status, Date Of Birth, Date Of Joining, Phone, Emergency Contact Number, Email, Photo, Current Address, Permanent Address, Qualification, Work Experience, Specialization, Note, EPF No (Employee Provident Fund Number), Basic Salary, Contract Type, Work Shift, Location, Leaves (Sickness, Personal), Bank Account Title, Bank Account Number, Bank Name, IFSC Code, Bank Branch Name, Facebook URL, Twitter URL, LinkedIn URL, Instagram URL, Upload Resume, Joining Letter and Other Documents then click on Save button.

Disabled Staff - Go to Human Resource > Disabled Staff here you can see all Disabled Staff. Click on any staff to see his/her profile. At profile page you can see Delete Staff button, by deleting staff all profile data will be deleted. To Enable any Disabled staff click on Green Colour Thumbs Up Icon button.

Staff Attendance - here you can record staff attendance. Select Staff Role and Attendance Date then click on Search button. Now can see staff list, select attendance radio button for Present/Late/Absent/Half Day and enter any Note then click on Save Attendance button to submit attendance. If you mark selected date as Holiday then check button Mark As Holiday. If attendance has been already submittedthen you will get message of "Attendance Already Submitted You Can Edit Record" in this case you can still edit existing attendance.

Payroll - here we will generate monthly salary of staff members. Select Role, Month and Year then click Search button to see staff members list and their payroll status. Now you can see staff list, from Status column you can see current salary status available option from Action column. Payroll has threestatus Not Generated -> Generated -> Paid. If status is Not Generated then you can see Generate Payroll button, if status is Generated then you can see Proceed To Pay button and if status is Paid then you can see View Payslip button in Action column. If status is Generated or Paid then you can revert this status in previous status.

Now click on Generate Payroll button from Action column. At this page you can see staff profile, attendance, approve leaves details. In earning column add earning Type and Amount then in deductioncolumn enter deduction Type and Amount (from top right corner Attendance section you can check this month all attendance and approve details based on this you can calculate deduction for this staff) then in Payroll Summary column enter any tax if applied then finally click on Calculate button to calculate Net Salary amount then click on Save button to save this salary generation.

Now come again on payroll page and check this staff payroll status for same month now it should be Generated and in Action column Proceed To Pay button should be visible. Here click on Proceed To Pay button to pay generated salary to this staff. Now at Proceed To Pay modal popup window you can select Staff, Net Payment Amount, Month-Year, select Payment mode through which you are paying salary, Payment Date, and Note then click on Save button.

Now come again on payroll page and check this staff payroll status for the same month now it should be Paid and in Action column, View Payslip button should be visible. Here click on View Payslip button to see and print payslip.

Leaves - Here you can apply for leave request or if you have permissions then you can approve other leave request. For approve leave request click on Approve Leave Request button here you can view, approve or manually submit staff leave request. Click on View icon button from Action column to see details of applied leave request. Now at this modal popup window you can see details of leave request and change its status to Approve/Disapprove/Pending then enter any Note then click on Save button.

To add leave request manually click on + Add Leave Request button from top right corner. Here selectRole, Staff Name, Apply Date, Leave Type, Leave Date, reason, Note, Attach Document and Status of leave request then click on Save button.

Apply Leave - to apply self leaves click on Apply Leave button, here logged in staff user can apply/view leave request for his own only. To view applied leaves click on View icon button from Action column. To apply leave click on + Apply Leave button from top right corner.

17. Messaging

This module is for sending different messages to different users.

Notice Board is for sending common messages to all staff members to add new notice board message click on +Post New Message button, here enter Message Title, Message Text, Notice Date, Publish On Date and Message To different types of staff users.

To send Email click on Send Email button. Here you can send two types of email either group email orindividual user email. To send group email click on Group tab, here enter Email Title, Attachment, Message Text, Message To select different users group. Open Individual tab to send Email to individually selected Patient, Admin and Accountant.

To send SMS click on Send SMS button. Here you can send two types of sms either group sms or individual user sms. To send group sms click on Group tab, here enter SMS Title, Send Through SMS or Mobile App, Message Text, Message To select different users group. Open Individual tab to send SMS to individually selected Patient, Admin and Accountant.

18. Download Center

Download Center is for managing different documents which should be available for download to other staff members.

To upload document click on + Upload Content button here enter Content Title, Content Type, Upload Date, Content File and Description.

19. Inventory

Inventory module is for managing different assets or items present in hospital. First we will add items then add item stocks then we will manage issue and return of items to different staff members.

To see items click on Item button. At this page to add new items click on + Add Item button here enterItem Name, Item Category, Unit, Purchase Price and Description.

To add item stock click on + Add Item Stock button, here enter Item Category, Item Name, Supplier,Store, Quantity, Purchase Price, Date, Description and Attach Document.

To see issue or return item click on Issue Item button. To issue an item click on + Add Issue Item button, here enter User Type, Issued to, Issue By, Issue Date, Return Date, Note, Item Category, Item and Issue Quantity.

To return an item click on Click To Return button.

20. Reports

Report module is for getting different reports related to various modules. Report module consists of reports as follows -

• Transaction Report - Here in search type you can select different time intervals for report data.Also you can download this report as PDF, as well as other reports.

• Appointment Report • OPD Report • IPD Report • OPD Balance Report• IPD Balance Report • Discharged Patient Report • Pharmacy Bill Report • Expiry Medicine Report • Pathology Patient Report • Radiology Patient Report

• OT Report • Blood Issue Report • Blood Donor Report • Live Consultation Report • Live Meeting Report• TPA Report • Income Report• Income Group Report • Expense Report • Expense Group Report • Ambulance Report • Birth Report • Death Report • Payroll Month Report • Payroll Report• Staff Attendance Report• User Log • Patient Login Credential • Email/SMS Log• Inventory Stock Report • Inventory Item Report • Inventory Issue Report

21. Notifications

In top area in the main screen you can see bell icon for Notifications.

Here different users will receive automated notification for 6 events -

• Appointment Created - at time of patient appointment has been created• Appointment Approved - at time of patient appointment has been approved• OPD Created - When a patient has been registered for OPD• IPD Created - When patient has been registered for IPD• OT Created - When patient has been registered for Operation Theatre• Payroll - When concerning staff salary has been paid

22. Calendar ToDo List

This module has 2 sections -• Calendar• ToDo List

In Calendar we can add personal or public events can be visible under login panels. In ToDo List we can add our personal task.

Calendar - Go to top right corner of page besides your profile icon you can see Calendar icon now at calendar page click on any date or time frame, at this modal window enter Event Title, Description, Event Date, Event Colour and Event Type (Public is visible to all, Private is only you can see this event, All <your role> this event will be visible to all users of your role, Protected that means it is visible to all staff members but not patient) then click on Save button.

ToDo List - Go to top right corner of page besides your profile icon you can see ToDo List icon, click on View All button now at calendar page right side you can see all your task click on + icon button, at this modal window enter Title and Date then click on Save button.

23. More Settings

Roles Permissions – Go to Setup > Settings > Roles Permissions to view different Roles for staff users and then assign different user permission to this Role. To add new role enter Role Name then click on Save button; all existing roles can be see on right side of this page. By default in Hospital Mgt System you will get 8 user roles Super Admin, Admin, Accountant, Doctor, Pharmacist, Pathologist, Radiologist, Receptionist. You can edit name or permission of these roles except Super Admin.

To assign permission click on Assign Permission button from Action column. At this page you can seeModule wise different features and their different permissions. Carefully assign different permissions

on roles. After assigning permission, check where it is effecting in system. There are 4 types of permissions present here View, Add, Edit and Delete. Here note that if you are assigning Add/Edit orDelete permission then View permission should be given obviously if you have not given View permission then system can behave inconsistent so in best practice if you are giving Add/Edit/Delete any one permission then give View permission too.

Users - Go to Setup > Settings > Users, All the users like Patient, Staff can be see here and you can enable or disable them from login to system. To enable or disable user click on toggle button in Action column.