This module facilitates the capturing of patient-related data at different entry points, enables queries at different workstations and generates reports at required frequency. The following details are part of this module:
This function of the Hospital Management Information System deals with registering new patients, for either OPD or IPD and issuing unique identification numbers to the patients. These numbers are unique throughout the system.
A patient can be registered either at the IPD front office or at the OPD reception. The OPD or IPD identification number is also created for each of the patient's separate visits. This also serves as a part of patient registration. The IPD/OPD ID is used for tracking the medical records of the patient for that particular OPD visit or IPD admission. All medical records of the patient are identified by a combination of numbers, i.e. Patient ID and OPD/IPD ID. The numbers allow for a flexible search in terms of finding the patient's history record.
IPD Admission and Ward Allocation
This function, Patient IPD Admission, facilitates the process of patient admission and the allocation of beds to patients. The system identifies the patient as either a new IPD patient, or an intern referred from hospital OPD/CMO. This function gives information on vacant beds in a hospital. Occupancy status on that particular position can be ascertained while allocating the bed. The main function, Patient Admission, facilitates the admission of patients according to requirements, considering the type of admission and the patient's condition. The admission of a patient can be direct, or be a referral from a consultant or hospital. The category of the patient can be Company, Self, Government Schemes, Insurance or MLC ,depending on which the admission procedure is completed. Once the patient is admitted to the hospital, the room charge starts from the time of admission. The case paper of the patient is printed from the system and is sent to the proper nursing station. Once the admission of the patient is completed, an IPD identification number is created by the system for that particular admission of the patient. The IPD Admit Card is also printed along with the case paper. The system informs, with audio visual alerts ,the respective nursing station of the admission of the patient under them, allowing them to prepare room for the patient. In the case of MLC, the system stores the details of the police station, as well as the name of the official informed about the Medical Legal Case.
This function of the Hospital Management System is to facilitate the transfer of a patient from one room to another within the hospital.
With this function, the patient’s actual position can be updated online so that internal functions such as billing, investigation and surgery can be planned. The position of the patient is very important since charges for surgery procedures and investigations are related to room category.
Deposits, Advances, Refunds, Discounts and Concessions
This function of the Hospital Management System facilitates all types of payments received from the patient. This function plays a vital role in payment recovery from patients throughout their stay.
The advances from the patient depend on the type of admission and the patient category is prompted by the system. The interim bill versus advances ratio is also maintained in order to carry out recovery planning.
Advances and deposits accepted by the billing/cash counter are directly posted into Accounts.
Refund cases are considered when excess advances have been paid. The accounts official authorizes this transaction, after which a refund is processed. In the case of company category patients, the ratio analysis between the interim bill and the amount stated in the authority letter from the company is compared for further action. If a patient is to be given a discount, then the amount is authorized and the discount is processed. The discount categories are flexible and can be changed by the administrator.
Following are the main reports / outputs
- Patient List –Admitted/Discharged.
This report gives information on admitted/discharged patients during a certain time period. This facilitates keeping track of the admissions vs. discharges ratio.
- Bed occupancy Reports.
This report gives information on bed occupancy at any given time room category-wise.
- Ward Allocation Reports.
This report gives allocated room reports for tracking of patients.
- Interim Bill v/s Advance Report.
This report gives the ratio of interim bill vs. advances paid by the patient with the percentage of payment.
- Admission / Discharge Register.
The admission and discharge register is maintained by the system. This report gives details regarding patient admissions and discharges during specific period.
- Patients/ by Doctor
This report categorizes patients by attending physician at any point of time.
- Appointment List
The appointments for consultants are maintained on the system.
- Performed operation list.
- Patient follow-up report.
- Prescriptions Discharge Card
This module enables the retrieval of the patient’s investigation and procedure record from different locations i.e. IPD, OPD, Casualty.
The module covers a laboratory system for Pathology, Radiology, Cardiology, Neurology, and Chest Medicine. Prescriptions written by doctors are routed through a billing system to the respective diagnostic centers.
The following areas are covered in this module:
The laboratory module starts with the receipt of online requests from doctors. Laboratory personnel can also generate requests. This facilitates investigations for referral patients. Tests are grouped under various sections and sample types (specimens). Based on the request, the user can input a sample and generate a sample number. Results can be based on the sample type. Results can be entered for either one, or multiple tests. If the test result requires approval, the supervisor has to approve the result. Test results are available to concerned doctors. Test reports can be made confidential. Tests can be performed only after the billing is done. This rule is exempted when the case is declared as urgent.
- Integration of tests Ordered from Clinical Modules
- Comprehensive online laboratory reports
- Fast Entry of Results
- Enables Doctors to see the Results On-Line from any Location at any time
- Up-to-date status about request
- Provision for templates of Input of test Results
The Radiology module caters to services such as x-ray scanning, ultra sound, etc. The scheduling of radiology resources is possible. The system stores all the result details of various tests and makes a report based on the test results. These tests are carried out for both inpatients and outpatients. The system stores all the details (such as patient number, test reports and x-ray scanning details). The system generates a unique image number for each scan.
Investigations can be undergone only after the billing is done. This rule is exempted when the case is declared as urgent.
- CT Scanning
- Direct capturing of CT scanned images -easy reporting facility
- MRI -easy reporting
- X-rays -direct capturing of x-ray images
- Sonography Reporting
- Capturing of Images
OPRATION THEATRE SCHEDULING
The Theatre Booking module facilitates the booking of a theatre for surgery on OPD/IPD patients. The system enables theatre scheduling, ascertaining the consultant's OPD schedule and the availability of equipment necessary for surgery.
An intimation note is printed a day prior to a planned surgery, confirming both the patient’s and surgeon's awareness of the procedure.
The OT Scheduling module enables OT time slot scheduling for specific surgeries.
Preoperative notes are an essential part of surgery and are stored in the system once the preoperative anesthesia assessment is done. Name of surgeon, details regarding preanesthesia, type of anesthesia , investigations required, risk assessment, as well as preoperative instructions are maintained in the system. The system also gives facility to store details regarding conduct under anesthesia.
Recording Operation details
Facility to store details of operation notes during surgery such as vital signs, BP, pulse, IV fluids, R.R., drugs, etc. are also maintained in the system. This information is available at any time following surgery. The entry of complications, events, etc. are specifically added as Special Notes on Surgery.
Recording Item Issue Details
Items used during surgery are recorded by the system as consumption, to be charged to the patient. The chargeable items are then transferred to Billing and the remainder is stored as information.
Recording Nursing Order for Postoperative Care
Postoperative details such as investigations, recovery conditions, problems, pain management, etc. are recorded into the system.
- OT booking list
- Circular for Operations
- List of patients operated(IPD/OPD)
- List of operations done
- Item issue register etc.
Equipment Operation and Maintenance
This module maintains a list of surgical/general equipment used in the hospital. It will take care of overall accounting with respect to spare parts, utilization and maintenance.
The following are the broad features:
- Complaint Recording (for department or ward)
Complaints from the department are recorded into the system and the downtime is used to calculate usage of the equipment. This is directly linked with depreciation calculation.
- Job Card Creation
Job cards for each individual piece of equipment is maintained on the system for identification and tracking
- Work allocation and monitoring
Monitoring of equipment for its performance based on hours used. Allocation planning for certain equipment is done on the system for specific surgeries or procedures. This eliminates confusion in the transferring of equipment from one location to another.
- Identification and Scheduling of High Priority Complaints
Some hospital equipment, such as life-saving devices, are vital, therefore the complaints data regarding such equipment is kept on high priority. The scheduling of such equipment is available in this module. The complaints logged on because of problems are given high priority and are always shown on the system, allowing the user to carry out further action to correct the problem. The details regarding problem analysis are also stored in the system for future reference and downtime calculation.
- Issue and Consumption of Spares
Issue and return transactions of spares are maintained on the system from location to location. Spares required for certain equipment are maintained as an accessory item to the capital item. When the capital item is moved to any location of the hospital, the accessory items belonging to that equipment are also moved automatically. This facilitates keeping an accurate stock at all locations. The main store maintains the stock of accessory items and spare parts.
- Monitoring of third party maintenance contracts for equipment.
Third party maintenance contracts are also maintained along with item stock. The period of maintenance with the number of fixed visits and other details on the maintenance contract are maintained in the system.
- Maintaining Vendor information
Vendor information such as preliminary data account details, PAN/TAN numbers and supplied items are maintained on the system.
This module was developed keeping in mind the legal and other requirements of operating the blood banks.
It deals in detail with blood transfusion centers as well as component laboratories and works as an interactive online system. It also generates legal as well as internal operation records.
Donors data entry
- Details of donors such as name, address, contact number and blood group are maintained in the system through Donor Data Entry
- The details can be printed as and when required. A mailing list from the available donor data can be printed for correspondence
Investigation Data Entry
- Various tests details are stored in the system as per rules of the blood bank
- Maintains data of tests
- Tests data details required for blood bank records are stored into the system with specific results on HIV, HB details
- Facilitates component level administration of the blood units
- Keeps track of distribution / disposal of the whole blood and the components
- Signals expiry dates and components characteristics
The system signals the expiry date of components. Such a report can be printed for reference to manage shortcomings.
- Blood Stock Register
- Donor register as per FDA requirements
- Investigation Report
- Blood Issue Register
- Demographic data of Donors
An online link with the accounting department helps management to control the activities of the hospital completely and meaningfully. To facilitate hospital management decisions, the prompt back up from the accounting department gives a sound foundation for success.
Captures front office transactions such as billing data, collections etc. automatically
Front office transactions include IPD/OPD billing, cash/check/credit card receipts. The effect of the transaction carried out at the front office is routed through an authorized person into Accounts. Detailed daily cash collection reports are made available to the accountant. The front office staff receives reports concerning receipt numbers and the total receipts from a specific time period.
- Provides for online booking of cash transactions and bank transactions at multiple points.
Multiple point transaction levels are maintained on the system to facilitate the entry of all transactions to Accounts.
- Facilitates the status of accounts receivables from patients, employees, companies or government departments having credit for their employee’s medical treatments.
The reports on receivables are available with the Accounts, as well as with the Billing office. This enables the PRO of the Hospital to plan recoveries from outside patients.
- Details availability bill-wise, period-wise or doctor –wise in the case of private patients or voucher-wise in respect to other transactions.
- Provision in the accounts payable module regarding full details of the party’s bills, type of services or goods provided, payment terms, etc.
- Focus on cash outflow with emphasis on the prevention of outflows occurring sooner than necessary.
- Trial Balance
- General Ledgers
- Accounts payable
- Accounts Receivable
- Cash Register
- Bank Register
- Cash Flow
- Statutory Reports / Data
- Balance Sheet
- Income / expenditure statement activity – wise
- Doctor-wise Professional Charges
- IPD / OPD-wise Professional Charges
This module facilitates the accounting of general purchases, stock items, tenders and generation of store related transactions such as receipts, issues, different order levels and spare parts. This will also facilitate the replenishment of stock.
- Vouchers generation for issue, receipts, returns and adjustments
- Inventory control and store accounting
- Vendor History / Appraisal
- Preparation of Purchase Orders
- Inquiries for Stock Level / Vendor / Items
- Inquiries for Quantity available / ordered / to be ordered
- Inventory ABC Analysis
- Trend Analysis for Purchase price / Consumption
- Conversion of Units for Receipts, Issue and Consumption
- Automatic weighted average stores pricing of stocks and issues
- Automatic reminder system for placing orders and follow ups
- Billing from Vendors
- Item Listing
- Item Issue and Return List
- Receipt Registers
- Issue and Return Summaries
- Purchase order listing
- Purchase orders
- Inquiry reports
- MIS reports
- Slow, fast moving items
- Location wise stock statement
- Daily GRN register
- Purchase per vendor during the year
- Tender preparation
- Lowest selected tenders with approved rates
- Lowest selected tenders iI tem wise, vendor wise
- Purchase register
- Issue of items during the Patients Stay
A hospital has a philanthropic mission to render services to alleviate human suffering on a priority basis. Service to humanity, along with the utmost effort to save precious life remain the guiding principle.
Still, the cost reports provide management with important tools to ensure this mission on a long-term basis.
In the normal course, cost control is a relevant factor in ensuring efficient management. At a point in time, management would like to know the cost of the services and utilities provided in order to ensure timely control, thereby avoiding a potentially disastrous situation. It may provide an indication and/or a guideline for revision or restructuring. A proper analysis of costs on a regular basis then becomes unavoidable.
- Classification of cost centers
- Determining tests, services and technical details for allocating material, technical labor and a rational method for allocating other overheads.
- Reporting method for extraordinary costs.
- Method of analysis of various activities to ensure the long term survival of the hospital
- Department-wise income /expenditure statement
- Service /test-wise cost reports
- Cost per bed
- Comparisons of general services costs such as electricity, water, waste disposal, etc.
Payroll and Administration
The Payroll & Personnel module deals with pay (and deduction) calculation, printing of salary slips, salary certificates, PF statements and gratuity statements, providing a monthly analysis. It also deals with the maintenance of employee attendance/overtime details, along with reports on absenteeism, leave encasements, etc. The personnel & payroll department is responsible for employee related activities such as staff appointment, maintaining the employee database, fixing allowances and deductions, leave entitlements, leave sanctions, loans, termination processes, maintenance of hospital documents, insurance details, tenancy contracts, vehicle registration, etc.
- Creation of master data
- PF calculation
- Loans and advances
- Employee time sheet
- Employee work allocation
- Pay calculations
- Performance-based incentives planned
- Employee listing
- Loans and advances
- Listing and summaries
- Pay slips
- Employee IT reports
- Incentive summary
The Security and Administration module deals with controlling access to information available in the application. User-defined error messages and help messages are also maintained and customized in this module.
The User Manager module basically deals with security through controlling access to information available in the application. Any user associated with a user group is able to access only those screens for which the user group has rights. It also deals with system related activities such as user monitor, creating a user group master, database, maintenance of company documents, user defined error message, generating daily statistical summary, etc.
- Group creation
- User creation
- Assigning user writes
- User authentication
Click here to contact our sales representative now