How to use

Introduction

In this tutorial we shall be using our offsite cloud server

Which is accessible in the demo version

Login

Administrator

• Username; 1

• Password; 1

Doctor

• Username; 2

• Password; 2

Nurse

• Username; 3

• Password; 3

Pharmacy

• Username; 4

• Password; 4

Laboratory

• Username; 5

• Password; 5

Cashier

• Username; 6

• Password; 6

Getting Started

Adding/editing/deleting staff to the database

Rights:

Only Administrators can do this.

Section:

Accounts section

Actions:

• Add a new staff

  • Click Add A New Staff To Database

  • Fill in the relevant information

• Edit/delete staff information

  • Click any staff in the list

Adding Services (Fees, Labs, Investigations, Procedures) to the database

Rights

• Administrator

• Doctor with supervision rights

• Nurse with supervision rights

• Lab with supervision rights

Section

• Services

Action

• Add a new service

  • Click Add A New Service To Database.

  • Fill in the relevant information.

• Edit/delete service information.

  • Click any service in the list.

Adding Drugs and Consumables to the database

Rights

• Administrator

• Doctor with supervision rights

• Nurse with supervision rights

• Pharmacist with supervision rights

Section

• Pharmacy

Action

• Add a new drug or service.

  • In the Stocks tab, click Add A New Product To Database.

  • Fill in the relevant information.

• Edit/delete stock information.

  • Click any product in the list.

Adding Insurance Companies to the database

Rights

• Administrator

• Cashier with supervision rights

Section

• Pharmacy

Action

• Add a new insurance company

  • Click Add Insurance Company

  • Fill in the relevant information

• Edit/delete insurance information

  • Click any company in the list and edit as necessary

Adding Patients to the database

Rights

• Administrator

• Doctor

• Nurse

Section

• Patients

Action

• Add a new insurance company

  • Under Records tab, click Add A New Patient

  • Fill in the relevant information

• Edit/delete patient information

  • Click any patient in the list and edit as necessary

  • You can also add a patient visit or create an appointment

Patient Encounter Scenarios

Receptionist

1. In the “Patient Section”, under the “Records” tab, search and select the patient that has come for a visit.

2. In the popup, click “Create A New Visit”.

3. Another popup will appear

4. Enter the patient vitals and other information (Not a must).

5. Once done, click on “Save & Send To Cashier”.

   1. Only patients that have paid can appear under “OPD Visits” after activation by the cashier.

   2. Therefore after the receptionist, the next point is to the Cahier’s desk.

• Hints; It is much easier to search a patient ID instead of typing in long names.

Cashier

1. In the “Cashier Section” under the “OPD Visits” tab, the cashier can search or select the patient.

2. On selection of a patient, a popup will appear as shown below.

3. Choose the consultation package.

4. Confirm payment for services

   1. No-if no payment was made

   2. Insured-after confirmation with insurance company

   3. Yes-after getting the cash from the patient

5. Click “Update Visit” to activate the patient OPD Visit.

   1. Now that the visit is active, the doctor can now access the patient.

   2. Therefore the patient can now go into the consultation room.

Doctor

1. In the “Patient Section” under the “OPD Visits“ tab, a list of activated patients will appear.

2. Select the patient and a popup window will appear as shown below.

3. In this popup, the doctor can document and request for various procedure, labs, medication etc.

   1. “Summary Of Visit” tab; here the clinician documents a summary of the visit.

   2. “Procedures” tab; to request for services/procedures such as Labs, Imaging, Fees.

   3. “Prescriptions” tab; to request for drugs and consumables.

   4. “Previous Visits” tab; to see the previous visits.

4. Once the clinician is done documenting, the patient can either go to the lab for investigations or to the pharmacy for medication.

Investigations

1. In the “Investigation Section” requested lab tests, procedures, fees can be seen.

Pharmacy

1. In the “Pharmacy Section” under the “Prescriptions” tab, various drug prescriptions will appear.

Billing

1. In the “Billing Section” you can view and document the expenditure of any patient by each visit.

2. This is important especially for the insurance patients.

Terminology

Organization: The people, entity or purchaser of the product.

Devices: This refers to desktop or laptop computers

Installation Requirements

This can done by our team on the organization’s premises.

Software

• Made available once payment is made.

• Software installation, modification of settings and testing is done on the organization’s premise.

• The software works on Windows, Linux and Apple systems.

Hardware

Servers

This is where the data is stored, retrieved, written and deleted from.

On premise Cloud/Server based systems

Setup

• Onsite server with a static dedicated IP (This can be NAS (Network storage system)

• Computers

• Network switch

• Ethernet cables

Advantages

• No Monthly subscriptions

• Independent of internet shutdowns

Disadvantages

• Initial cost is high

• Requires computer knowledge

Off premise Cloud/Server based systems

Setup

• Computers

Advantages

• No Monthly subscriptions

• Independent of internet shutdowns

Disadvantages

• Initial cost is high

• Requires computer knowledge

Computers

• These are the devices used to communicate with a server.

Minimum number of devices

• The number can be range from 3 to more depending on the organization’s setup.

• Our team recommends at least 7 devices;

  • 1 Device for the reception

  • 1 Device for the cashier/biller

  • 1 Device for consultation room

  • 1 Device for ward

  • 1 Device for the laboratory/procedures/investigations unit

  • 1 Device for the pharmacy

  • 1 Device for the administrator

Considerations when buying a device

• Ability to handle power black outs

• Accessibility to internet

Pricing

Licensing Model

The live software uses a “Concurrent User” licensing model. This means that one purchase can be accessed by all individuals in the organization.

Price (Uganda shillings)