Clinic Manager – Hospital Information Management System

Clinic Manager – Hospital Information Management System

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Clinic Manager:Hospital Information Management System

User Manual

June 2006

Contact: TOF Engineers & Consulting Ltd.: 56 Femi Ayantuga Crescent, Off Adelabu Street Surulere, Lagos. P.O. Box 4629 GPO Marina, Lagos. Tel: 0803-3045117 E-mail enquiries@softprotof.com,

Clinic Manager:Hospital Information Management System 1

1 Introduction 5

1.1 Clinic Manager Software Modules 5

1.2 Clinic Manager Software Architecture 5

1.3 Clinic Manager Development platform 5

1.4 Clinic Manager Operating platform 5

1.5 Clinic Manager Key Modules 5

1.6 Clinic Manager Security & Confidentiality Module: 6

1.7 Clinic Manager General Features 6

1.8 Guideline to this document 6

2 Clinic Manager Overview 7

2.1 Security and Confidentiality 7

2.2 Menus 7

2.3 General interface layout 8

2.4 Help facility on Clinic Manager 8

3 Starting Clinic Manager 10

3.1 IMPORTANT: 10

3.2 To run Clinic Manager Application 10

3.3 Specifying your password 10

4 System Administration Functions 12

4.1 Connect To Data Source 12

4.2 Security and Confidentiality – Creating Users and Assigning Roles 12

4.2.1 To create a new user 13

4.2.2 To remove a user 13

4.2.3 To clear a user’s password 13

4.2.4 To specify the security level to be assigned to a user 13

4.2.5 To specify module access levels of a user 14

4.3 Audit Trail 14

4.3.1 To print the audit trail 15

4.3.2 To prune the audit trail 15

4.4 Default Settings 15

4.5 Backup 16

4.5.1 To backup Clinic Manager database 16

4.6 Compact 17

4.7 Restore Backup 17

4.7.1 To restore Clinic Manager backup 17

5 Clinic Manager Operational Data 19

5.1 Defining operational data 19

5.1.1 General Operational Data 19

5.1.2 Health Management organisations; HMOs 20

5.1.3 Patients NHIS Registration Status 20

5.1.4 Retainerships 21

5.1.5 Patients Status Definitions 21

5.1.6 Card Status Definitions 22

5.1.7 Cart Types Definitions 22

5.1.8 Medical Activities and Charges 23

5.1.9 Medical Diagnosis and Codes 23

5.1.10 Medical Treatments and Charges 23

5.1.11 Medical Charges Codes 24

5.1.12 Financial Instruments 24

5.1.13 Drugs\Medication Groupings 25

5.1.14 Invoice Requisition Status 25

5.1.15 Statistics Groupings 25

5.1.16 Statistics Classifications 26

6 Patients Registration and Health Records Management 27

6.1 To display the list of patients 27

6.2 To register a new patient 28

6.3 To search for patients’ details 29

6.4 To enter patients’ health records 31

6.4.1 Investigations and Diagnosis 31

6.4.2 Treatment Details 31

6.4.3 Drugs Dispensed 32

6.4.4 Charging Patients Accounts and View Patients Account Statement 33

6.4.5 Making Payments 34

6.4.6 Appointments 34

6.5 To search patients’ health records 35

7 Patients Accounts Charging and Patients Invoicing 37

7.1 Charge patient for medical services and treatments provided 37

7.1.1 Patients Accounts Charging 37

7.1.2 Group Accounts Charging 37

7.2 Generate Invoices for Patients 39

7.3 Generate Invoices\Requests for Payments to HMOs 40

7.4 Search for Invoices 41

8 Pharmacy – Drugs and Medication Records 42

9 Staff Information 44

9.1.1 To display list of staff 44

9.1.2 To search for staff details 44

9.1.3 To create details of a new staff 45

10 Exporting Reports to other file formats 46

10.1.1 To export to other file format 46

10.1.2 To export the report as an attachment to e-mail 46

11 Appendix 47

11.1 Example Reports 47

Important Information

When using Clinic Manager you must be mindful of the following.

  • The default user is “mainuser” without a password (blank password). This user has full access to all functionality of the software.
  • Make sure each newly created user specifies a password for his/her user name (user account) to prevent other users operating with the user account.
  • Make sure you read the messages you are prompted with and provide judicious responses to them. Respond with a safe choice if you are doubtful and then seek advice.
  • Make sure you backup regularly to protect against loss of data and make recovery after a loss less costly. Do backups regularly via “Clinic Manager Backup” icon .

Introduction

Clinic Manager software is designed to manage medical records, treatment and drugs dispensing history and patients billing in clinics and hospitals. Features of the solution will include the following.

  • Provision for registration of patients including patients subscribing to the National Health Insurance Scheme.
  • Management of a comprehensive databank of patients’ medical records, consultations and treatment history.
  • Management and monitoring medical charges, providing accurate information for billing patients and interacting with HMOs to receive payments.

Clinic Manager is developed in Microsoft Visual Basic 6.0, Microsoft VBA in Microsoft Access and Microsoft SQL-Server 2005 database engine. These tools supports graphical user interface and can run on a standard personal computer running Windows XP\Vista\2007. Clinic Manager is configurable as a stand-alone system or a multi-user system on a network of computers such that multiple users can share application data from several workstations. Clinic Manager is also designed with the ability to easily customise to your specific environment.

Clinic Manager Software Modules

The key modules of Clinic Manager appropriately relate these key entities in the modules

  • Patients Registration
  • Patients Health Records
  • Financial Information
  • Enquiries and Reports

The Clinic Manager Database is resident on a computer dedicated as the server. All users of Clinic Manager share this data across the network.

Clinic Manager Software Architecture

  • Multi-User, Client – Server Architecture.

Clinic Manager Development platform

  • Visual Basic 6.0 and Microsoft Access for program design
  • Microsoft Access Relational Database Management System for database design.
  • Upgrading to SQL-Server database platform is accommodated

Clinic Manager Operating platform

  • A local area Ethernet 100 Base-T network (or wireless network) of computers running traditional Microsoft Windows 2000/XP based operating systems.

Clinic Manager Key Modules

Clinic Manager’s key functional features are enumerated below according to the modules.

  • Patients Registration:
  • Patients Health Records
  • Patients Invoicing and Accounts Charging
  • HMO\Groups Accounts Charging

Clinic Manager Security & Confidentiality Module:

  • No restriction on the number of users
  • Each module has a set of privileges to which a user can be assigned.
  • Each user is assigned privileges/roles for each user for each module.
  • Total Control in security and access levels configuration suitable for your staff hierarchy.
  • Ensures data integrity as the privileges of each user can be tailored to his\her work schedule.

Clinic Manager General Features

  • Easy to use with its user-friendly graphical user interface (GUI).
  • Configurable as stand-alone system or a client/server multi-user environment.
  • Sophisticated security system that ensures integrity and confidentiality of your mission critical information, by controlling access to both information and functionality.
  • Generates a wealth of current and historical information in its databank, enabling derivation of statistical information to inform policy making, budgeting and planning
  • Efficient and effective search engine to query the databank.
  • Maintains a concise audit trail of operational activities.
  • Scaleable for future expansion to the higher platform, SQL-Server database engine.
  • Exporting of all reports to remote locations as attachments to e-mail.

Guideline to this document

This document describes how to use Clinic Manager. It will, however, be valid for versions that would have been tailored to your environment. Furthermore, the words interfaces and forms are both computing terminologies describing the visual displays on the screen that users interact with; they will be used freely and interchangeably in the document.

To quickly grasp the concepts and procedures presented in this document, it is recommended you initiate a session of Clinic Manager on the computer in parallel to studying this document.

Clinic Manager Overview

Security and Confidentiality

Users are created to access Clinic Manager and each user in assigned a

  • security level, which determines the type of operations (additions, modifications, deletions) that can be performed on data; and a
  • module access level, which determines the modules that the user can access

Menus

Menu Item Purpose
File    
  Page Setup  
  Print  
  Change Password  
  Set Current User’s Privileges  
  Connect To Datasource  
  Create Users and Assign Privileges  
  Audit Trail  
  View Defaults  
  Export Information  
  Main Switchboard  
  Exit  
Operational Data    
  HMOs  
  Primary Health Providers  
  Patients NHIS Registration Status  
  Retainerships  
  General Operational Data  
  Patients Status Definitions  
  Card Status Definitions  
  Cart Types Definitions  
  Medical Activities and Charges  
  Medical Diagnosis and Codes  
  Medical Treatments and Charges  
  Medical Charges Codes  
  Financial Instruments  
  Drugs\Medication Groupings  
  Units Bases  
  Units Categories  
  Units of Storage of Drugs  
  Module Defaults  
Patients Records    
  Patients List  
  Patients Registration (Data Entry and Modifications)  
  Patients Health Records (Data Entry and Modifications)  
  Patients Standard Search  
  Patients Advanced Search  
  Health Records Search  
  Pending Appointments  
  Honoured Appointments  
  Cancelled Appointments  
Financials    
  Patients Account Charging  
  Group Account Charging  
  Patients Invoices List  
  Patients Invoices (Data Entry and Modifications)  
  Patients Invoices Search  
  HMO Requisitions for Payment  
  HMO Requisitions for Payment List  
Pharmacy    
  Drugs\Medication Groupings  
  Drugs\Medication List  
  Drugs\Medication Full Details (Data Entry and Modifications)  
  Drugs\Medication Search  
Staff Details    
  Staff List  
  Staff Full Details  
  Staff Search  
Info    
  About  
  Welcome  

General interface layout

Interfaces \ forms used for data capture and modification have the following.

  1. Buttons are at the footer of the interface to

    1. Add, initiates addition of a new record
    2. Modify, initiate modification of existing record in focus
    3. Save, to save new entries or modifications to data
    4. Discard to discard changes or new entries before it is saved.
    5. Requery to populate interface with all records of underlying table\query
    6. Refresh to update record in focus with new information

Generally,

      • To add a new record, click Add (or New XXXX)
      • To modify existing record, move to the record, click Modify)
      • Click Save to save records (new or modified)
      • Click Discard to undo changes prior to saving the data.
  1. Where appropriate, information are organised in tab pages labelled appropriately
  2. A combo box is usually available at the header of the interface to locate specific record.
  3. A button labelled Help is usually at the top of the interface to provide guidance to using the specific module.

Help facility on Clinic Manager

To assist in using Clinic Manager, you can view the operational and system manuals via the Clinic Manager group created on the Programs menu on the Start Menu bar.

  1. Select Clinic Manager from the Programs menu on Start Menu bar
  2. Select the document you want to view. This would display the required document in .pdf format (portable document format).
  3. You can navigate/use the document as you normally use any similar document. You have the choices of
  • Clinic Manager Installation Guide
  • Clinic Manager User Guide
  • Customer Feedback Change Request
  • Customer Feedback Problem Reporting

You will require Microsoft Word and Acrobat Reader on your computer to view the files.

Further more, for ease of use, where appropriate, there is a Help button on specific Clinic Manager interfaces that display information to guide the user on how to use the functions\facilities of the module.

Starting Clinic Manager

To use Clinic Manager for any useful work you should have done the following

  • Installed Clinic Manager on your computer and connected appropriately to the data source.
  • Created user accounts that will use Clinic Manager and define privileges for each user.
  • Configured Clinic Manager with operational data.

IMPORTANT:

    • The system administrator must use the default user “mainuser” as the user account to initially gain access to the software.
    • After creating all users, the system administrator should specify a password to “mainuser” to prevent unauthorised access.
    • Note that new users are created without a password (password is blank), therefore each user must specify his\her password for confidentiality.

To run Clinic Manager Application

  1. Select Clinic Manager Software System on the Start-Program bar, then select Clinic Manager OR Double-click on Clinic Manager icon on the desktop.
  2. On the resulting interface displayed (below), click Launch Clinic Manager. You will be prompted for a username and password.

  1. Enter your user name and password (if you have defined one for your user name)

    1. If this is the first time, enter user name as mainuser with no password.
  2. Click OK. The program will start displaying the main interface below
  3. The System Administrator must create all the users of the software via the menu.

File->Create Users and Assign Privileges.

Specifying your password

Before you continue to use Clinic Manager for your operations, you must be aware that there is one function every registered user of Clinic Manager can perform. This is to change his/her password. Passwords must be secret to the user; even the system administrator should not be aware of your password. The system administrator(s) can only clear your password, if you forget it, to allow you to specify another one.

The procedure for changing your password is simple.

  1. Select “Change Password” from the File menu on the main interface.
  2. On the resulting enter your Old Password in the appropriate field (Leave blank if you do not have a password or you are specifying one for the first time).
  3. Enter your new password in the field labelled “New Password”
  4. Enter the new password again in the field labelled “Verify”
  5. Click “Specify Password”.
  6. You will be prompted if the New Password and the Verify do not match exactly. You must re-enter both again to ensure registration of the password.

The next time you log on to Clinic Manager, you will be required to specify this password with your user name to gain access.

System Administration Functions

The System Administration functions include the following operations.


  • Set Current User’s Privileges
  • Connect To Datasource
  • Create Users and Assign Privileges
  • Audit Trail
  • Defaults
  • Backup
  • Restore Backup
  • Compact\Repair data

Connect To Data Source

Provides means to connect/re-connect to Clinic Manager database if the location of the database has moved to another directory on your workstation or on to a different computer on the network.

  1. Click Connect to Data on the File menu.
  2. On the interface displayed below, click the radio button labelled “Database Name”

(Note: The database is given as the full path location for a Microsoft Access database. Other data sources, such as ODBC, are supported but not enabled on Standard Clinic Manager)

  1. If the database displayed on Database Directory text box (with full path location) is different from the required one, enter the new location or click Browse to browse the system (and network) for the appropriate one. The database name must be zpatientdb.mdb.
  2. Click Connect to establish connection with the source of data. You will be prompted appropriately on completion.

Note that this is an alternative method to connecting to data complementing the approach used in the “Clinic Manager Installation Guide” guide.

You have now established connection with the database. This procedure must be repeated on every workstation on the network where Clinic Manager will be run, since they will share the same database. Furthermore, all users have access to this function.

Security and Confidentiality – Creating Users and Assigning Roles

In this section we will learn how to create new users of Clinic Manager and assign Security Levels and Module Access levels to them. You must have Managers/Supervisors security level to perform these operations; the default user, “mainuser”, has this privilege.

  1. Double-click on Clinic Manager icon on the desktop.
  2. On the resulting interface click Launch Clinic Manager Login with your user name and password (if any).
  3. Select File menu.
  4. Select Create Users and Assign Privileges. This displays the interface below.

To create a new user

  1. Click Add User
  2. Enter the name of the user in the text box labelled User Name
  3. Click Save User to create the user and add to users list
  4. Click Finish to complete the process an enable other utilities.

To remove a user

  1. Select the user from the list and click Remove User

To clear a user’s password

  1. Select the user from the list and click Clear User Password

(Note: Remove User & Clear User Password will be inactive if creation of a user is still in progress)

To specify the security level to be assigned to a user

The security level assigned to a user defines if the user can add new information, modify existing information, delete information and have access to system administration functions. Once you create a user you should assign the user a security level to allow access. The security levels available are enumerated in the table below.

Module Privilege/Role Description
Managers/Sys Admin
  • Addition, modification and deletion of data
  • System Administration functions
Operations
  • Addition and modification of data, excluding the System Administration.
General Users View data only, excluding the System Administration
No Access Access denied

From the User Accounts interface above,

  1. Select a user from the list and
  2. Click the desired security level

To specify module access levels of a user

The Module Access assigned to a user also depends on the roles or work scheduled for the user. Once you create a user you should then assign the modules that the user can access.

From the User Accounts interface above,

  1. Select a user from the list and
  2. Under the group Module Access to Selected User
  3. Click to mark all the modules that the user can access

Possible Module Access levels are listed below.

Records
Doctors
Pharmacy
Accounts
Operational Data
System Administration

Audit Trail

The Audit Trail is a log of information on key activities, providing an effective tool to monitor activities on Clinic Manager. It captures the activities of each operator and each record is stamped with a date and time the activity took place.

  1. Click Audit Trail on the File->System Administration menu t displays the interface below.
  2. To view the audit trail for a particular operator select the operator from Operator combo box.
  3. To view the audit trail for a particular duration, enter the date range in From Date and TO text boxes. If an operator is already selected, the audit trail of activities done by the operator for the date range specified will be displayed.
  4. To view the audit trail for all activities to date, click “Requery”.
  5. Close the interface on completing your activities.

To print the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Preview. A preview of the audit trail will be displayed on the screen in report form
  4. Click Print. The audit trail for the specification will be printed.

To prune the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Prune Audit Trail. This will delete the log for the specified date range and/or operator

Default Settings

  • Default settings are information about the location of program files and connection information.
  • Each workstation on the network can have its own settings, by modifying the parameters accordingly.
  • The standard settings are global to all workstation, so clicking Apply As Standard will make the settings on your workstation the standard setting.
  • Click Restore Standard restore standard settings to overwrite you local workstation settings.
  • The company details tab is simply information on location of the company.

In the settings on all workstations, the connection string and database name must be the same for all workstations connected to the same database on the server. So ensure this is the case to ensure all users are sharing the same data for consistency of information processing.

Backup

To backup Clinic Manager database

  1. Double-click Clinic Manager Backup on your desktop or select Clinic Manager Backup from the program group on the Start -> All Programs menu.

  1. Select\specify the directory on the server where the datasource is located.
  2. Select\specify the directory to store the backup
  3. Click “Click Here To Backup”. If the backup destination directory does not exist, you will be prompted that its will be created. Respond by clicking Yes or click No and specify an existing directory.

.

The backup will be copied to the destination path with the name bkXXXXXX.mdb, were XXXXXX is the short date format for the current date (e.g.bk110305.mdb). Therefore, if a backup exists for the date you will be asked in step 4 to overwrite the existing backup or create a new one. If you avoid overwriting, the existing backup will be renamed (by post fixing with the current time) and a new backup created as bkXXXXXX.mdb.

It is recommended that you backup Clinic Manager database regularly. If Clinic Manager is used on a daily basis, daily backups are strongly recommended.

Compact

Clinic Manager – database could become corrupted due to some unforeseen reasons such as power failures, and hard disk crashes are not uncommon and the consequences can be costly if regular backups are not made. It is possible to repair a corrupted database following the procedure below. If this fails then you must restore from a previous backup.

  1. Double – click Compact Clinic Manager, on the desktop to display the interface below
  2. Select\specify the directory on the server where the data source is located
  3. Specify the Destination Directory to restore the backup (Step 2)
  4. Click Compact the Datasource.
  5. On completion continue using Clinic Manager

Restore Backup

Clinic Manager – database could be inadvertently deleted or corrupted due to some unforeseen reasons. Power failures and hard disk crashes are not uncommon and the effects can be costly if regular backups of Clinic Manager – database were not made. With regular backups you can restore from the most recent backup and you will only loose information entered from the last backup.

To restore Clinic Manager backup

  1. Double – click Restore Clinic Manager, on the desktop to display the interface below
  2. Specify the backup to Restore (Step 1)
  3. Specify the Destination Directory to restore the backup (Step 2)
  4. Click “Click Here To Restore”.
  5. The backup will be restored into the destination directory, overwriting existing data.

Clinic Manager Operational Data

The table below lists the operational data that need to be defined to configure Clinic Manager for your site.

Operational Data Usage\Purpose
HMOs  
Primary Health Providers  
Patients NHIS Registration Status  
Retainerships  
General Operational Data  
Patients Status Definitions  
Card Status Definitions  
Cart Types Definitions  
Medical Activities and Charges  
Medical Diagnosis and Codes  
Medical Treatments and Charges  
Medical Charges Codes  
Financial Instruments  
Drugs\Medication Groupings  
Units Bases  
Units Categories  
Units of Storage of Drugs  
Module Defaults  

Defining operational data

Only users with operational data module access privileges have access to these functions. Operational data information is strategic to proper operation of Clinic Manager and as such access to its functions must be controlled.

In each case, select the required menu and Add or Modify information as required.

  1. Click the button required or select the menu required
  2. To enter new record

    1. Click Add
    2. Click Save to save the record.
  3. To modify existing record.

    1. Navigate to the record of interest
    2. Click Modify.
    3. Change the information.
    4. Click Save

General Operational Data

Health Management organisations; HMOs

Patients NHIS Registration Status

Retainerships

Patients Status Definitions

Card Status Definitions

Cart Types Definitions

Medical Activities and Charges

Medical Diagnosis and Codes

Medical Treatments and Charges

Medical Charges Codes

Financial Instruments

Drugs\Medication Groupings

Invoice Requisition Status

Statistics Groupings

Statistics Classifications

Patients Registration and Health Records Management

In this section we will learn how to

  1. Register Patient’s Records
  2. Search for Patient’s Details
  3. Enter Patient’s Health Records (Consultations, Diagnosis and Treatments)
  4. Search Patient’s Health Records.

The menu used for these operations is labeled Patients Records with the following menu items

  • Patients List
  • Patients Registration (Data Entry and Modifications)
  • Patients Health Records (Data Entry and Modifications)
  • Patients Standard Search
  • Patients Advanced Search
  • Health Records Search
  • Pending Appointments
  • Honoured Appointments
  • Cancelled Appointments

To display the list of patients

  1. Click Patients List button on the main interface or select Patients List from the Patients Records menu. This will display the interface below, listing all the patients in your database.
  2. Navigate to the patient record of interest and double click on the left hand edge of the record to display registration or health records details of the patient.

To register a new patient

  1. Click Register New Patient on the main interface or select Patients Registration from the Patients Records Menu OR
  2. If you are already in the Patients Register interface viewing a particular patient’s detail, click New Patient on the interface. This will display the interface below with relevant text boxes cleared ready for data of a new patient.

  1. Enter the details of the patient in the appropriate text boxes on the Patients Data tab.
  2. Click Contact Information tab and enter the patients contact details and other bio-data.
  3. On completion, click Save to store the registration details of the new patient.
  4. To modify existing patients details, navigate to the patient or locate the patient by selecting the patient from the combo box Locate a Patient at the top of the interface.
  5. Click Modify; then make changes to the details in the required text boxes.
  6. Click Save when you finish. The changes will replace existing information on the patient.
  • Note that a complete history of changes made to details of each patient is logged for future audits and can be view via the Changes to Details tab.

To search for patients’ details

You can search for patients’ information using one or a combination of criteria such as Name of patient, Surname, First Name, Middle Name, Hospital File Number, NHIS Number, Gender, Patients Status and HMO.

  1. Click Patients Search on the main interface OR select Patients Standard Search on the Patients Records Menu. This displays the search interface below.
  2. Enter the criteria for search in any of the text boxes and click Search. If results are found the list of patients will be displayed.
  3. Double-Click on a record on the results list to display either the full registration details or the health records of the particular patient
  4. Click Preview (or Print) to preview corresponding reports on the screen (or directly to the printer). When in Preview mode send the report to the printer via File->Print menu.
  5. More complex searches can be performed by clicking Advanced Search button or selecting Patients Advanced Search from the Patients Records menu. For example, you can extend search criteria to search for patients with particular blood groups or those registered on or between particular dates.

To enter patients’ health records

Health records are grouped according to the following; Investigations and Diagnosis, Treatment Details and Drugs Dispensed

Investigations and Diagnosis

Investigations and Diagnosis information include vitals, patient’s complaints, doctor’s diagnosis and treatment recommendations for each consultation.

  1. Click Health Records on the main interface or select Patients Health Records from the Patients Records menu. This displays the interface below.
  2. Select the patient of interest from Select Patient combo box at the top of the interface.
  3. Select Investigations and Diagnosis tab.
  4. To add details of a new consultation, click Add, and enter the details including vitals, complaints and diagnosis.
  5. Click Save.
  6. To modify existing information, click Modify, change existing details.
  7. Click Save.
  8. You can preview\print the report of the consultation in view by clicking Preview or Print.

The next stage is to enter treatment details and drugs dispensed for this particular consultation.

Treatment Details

Treatment details for each consultation are entered as standard treatments pre-defined as operational data. To enter treatment details follow the procedure below.

  1. Navigate to the consultation detail of interest and click Treatment Details tab.
  2. In the resulting inset, click Add.
  3. Select the Treatment from the appropriate combo box. The amount to be charged for the treatment would be displayed automatically
  4. Enter the Date.
  5. Enter the number to indicate the amount of times the treatment is required, which adjusts the charge automatically.
  6. Click Save.
  7. To modify existing treatment record, click Modify, change the details and the click Save.
  8. If you move back to the Investigations and Diagnosis tab you will notice that the amount to charge has been updated to reflect the cost of the treatment.
  9. You can preview\print the report of the treatments in view by clicking Preview or Print.

Drugs Dispensed

The drugs dispensed for the consultation is entered as follows

  1. Navigate to the consultation detail of interest and click Drugs Dispensed tab.
  2. In the resulting inset, click Add.
  3. Select the Drug Dispensed from the appropriate combo box. The amount to be charged for the drug would be displayed automatically
  4. Enter the quantity required, which adjusts the charge automatically.
  5. Enter the date.
  6. Click Save.
  7. To modify existing record, click Modify, change the details and then click Save.

Charging Patients Accounts and View Patients Account Statement

  1. If you move back to the Investigations and Diagnosis tab you will notice that the Amount To Charge will have been updated to reflect the cost of the drugs. You can now charge the patient’s account with the total amount reflecting the bill for the consultation, treatment and drugs.
  2. Click Charge Patient’s Account button. The charge will be reflected in the patients account statement, which can be viewed immediately by selecting Patients Account Statement tab.

Making Payments

To make payments (or debit) to a patient’s account directly from this environment

  1. Click Make Payments tab
  2. Select the Charge Code.
  3. Enter the Amount .
  4. Then click the button Click to Pay to Patients Account.
  5. To debit a patients account with other charges:

    1. Select the charge code
    2. Enter the amount
    3. Select the Instrument (e.g. Invoice, Debit note, etc.)
    4. Enter the Instrument Reference Number (e.g. Invoice no)
    5. Then click button Click to Pay to Patients Account

The payments\charges will be reflected immediately on the patients account statement.

Appointments

To record future Appointments

  1. Click Health Records on the main interface or select Patients Health Records from the Patients Records menu. This displays the interface below.
  2. Select the patient of interest from the Select Patient combo box at the top of the interface.
  3. Select the Appointments tab.
  4. To add details of an appointment, click Add, and enter

    1. the details of the appointment,
    2. the date and the time and
    3. the no of days to the appointment to generate a Reminder.
  5. Click Save.
  6. To modify existing information, click Modify, change existing details.
  7. Click Save.
  8. You can preview\print the report of appointments of the patient in view by clicking Preview or Print.
  9. When the appointment is honoured, click the check box labeled Performed. This will clear the appointment from the pending list to the Honoured Appointments list.
  10. If the Appointment has been cancelled, click the check box labeled Cancelled to move the appointment to the Cancelled Appointments list.

Pending Appointments, Honoured Appointments and Cancelled Appointments lists can be displayed by selecting appropriate items on the Patients Records menu

To search patients’ health records

You can search health records by one or a combination of patient name, dates of consultations, treatment and activities and diagnosis.

  1. Click Health Records Search from the main interface of select the Health Records Search from the Patients Records menu. This displays the interface below.
  2. Enter the criteria for search in any of the text boxes and click Search. If results are found the list of patients will be displayed.
  3. Click Display to display in full the health records results of the search.
  4. Click Preview (or Print) to preview corresponding reports on the screen (or directly to the printer). When in Preview mode send the report to the printer via File->Print menu.

Patients Accounts Charging and Patients Invoicing

In this section we will learn how to

  1. Charge patients for medical services and treatments provided.
  2. Generate invoices for patients.
  3. Generate invoices\requests for payments to HMOs.
  4. Search for invoices.

The menu used for these operations is Financials with the following menu items.

  • Patients Account Charging
  • Group Account Charging
  • Patients Invoices List
  • Patients Invoices (Data Entry and Modifications)
  • Patients Invoices Search

Charge patient for medical services and treatments provided

Patients Accounts Charging

You can charge patients accounts directly with services and treatments provided.

  1. Select Patients Accounts Charging from the Financials menu
  2. Select the Patient
  3. Select the Charge Code (which includes treatment details)
  4. Enter the date
  5. Enter\Modify the Amount
  6. Enter the instrument and instrument ref (e.g. invoice no, receipt no, debit note, cheque, etc)
  7. Enter the Details of the service/charge
  8. Enter the Invoice relating to the payment (if it is a payment)
  9. Click Post. The account list will be updated with a new record and the balance updated to reflect current position.
  10. You can print\preview the patient’s accounts report by clicking Print or Preview.

Group Accounts Charging

You can also charge Patients Accounts based on the group\company of the patient. This facilitates generation of accounts and charges to the company\group that will be responsible for payment.

  1. Select Group Accounts Charging from the Financials menu.
  2. Select the Group.
  3. Select the Patient (only patients in the group will be in the combo box list)
  4. Select the Charge Code (which includes treatment details)
  5. Enter the date
  6. Enter\Modify the Amount
  7. Enter the instrument and instrument ref (e.g. invoice no, receipt no, debit note, cheque, etc)
  8. Enter the Details of the service/charge
  9. Enter the Invoice relating to the payment (if it is a payment)
  10. Click Post. The account list will be updated with a new record and the balance updated to reflect current position.
  11. You can print\preview the patient’s accounts report by clicking Print or Preview.

Generate Invoices for Patients

  1. Select Patients Invoices from Financials menu
  2. First create a template for the invoice
  3. Click New Invoice
  4. Select\Enter date of invoice.
  5. Select the Patient
  6. Click Save. You have now created a template for the invoice.
  7. The next step is to create the invoice details, which can include Investigations and Diagnosis records of the patient.

    1. On the inset in the Invoice Details tab, Click Add
    2. Select an Investigations and Diagnosis record from the combo box under Select OR enter the details under Description.
    3. Enter\Adjust the Amount.
    4. Click Save.
    5. Repeat Steps a to d for other details.
  8. The Attached Consultations/Services tab displays all the Investigations and Diagnosis records relating to this invoice in view.
  9. You can modify details of each invoice’s details by clicking Modify, change the details on the desired records, then click Save.
  10. You can delete a detail by selecting the record, then click Delete. The record will be deleted if the invoice has not been issued.
  11. Click

    1. Issued to indicate invoice has been issued;
    2. Cancelled to indicate invoice has been cancelled; Restore to reverse cancellation.
    3. Negotiated to indicate invoice has been negotiated.
  12. You can print\preview the invoice report by clicking Print or Preview.
  13. To locate an invoice, click Locate button and select the invoice from the combo box labeled Select Invoice.
  14. To display invoices list select Patients Invoices List to display list of all invoices to date.

Generate Invoices\Requests for Payments to HMOs

  1. Select HMO Requisitions For Payment from Financials menu
  2. First create a template for the requisition
  3. Click New requisition
  4. Select the Date
  5. Select the HMO
  6. Click Save. You have now created a template for the requisition. Note that the Reference Number is automatically generated. You can replace it with your own code. The Status is set by default to Pending Dispatch.
  7. The next step is to create the details which are patients invoices already generated an must be sent to the HMO

    1. On the inset in the Patients Invoices Attached to Payment Requisition tab, Click Add
    2. Select an invoice from the combo box under Invoice.
    3. Click Save.
    4. Repeat Steps a-c for other invoices.
  8. Double-click on the left edge of an invoice record to display full details of the invoice.
  9. You can print\preview the requisition report by clicking Print or Preview.
  10. To locate a requisition, select from the combo box labeled Select Requisition.
  11. To display invoices list, select HMO Requisitions For Payment List to display list of all requisitions to date.

Search for Invoices

You can search for invoices using one or a combination of criteria such as Name of patient, Invoice References, Dates Issue and Invoices Status, and searches can be further extended by HMO, Company Name and NHIS status

  1. Click Patients Invoices Search from the Financials menu. This displays the search interface below.
  2. Enter the criteria for search in any of the text boxes in the Standard Search tab (and in the Extended Search tab)
  3. Click Search. The list of invoices matching the criteria specified will be displayed.
  4. Double-Click on a record on the results list to display full details of the particular invoice.
  5. Click Preview (or Print) to preview corresponding reports on the screen (or directly to the printer). When in Preview mode send the report to the printer via File->Print menu.

Pharmacy – Drugs and Medication Records

In this section we will learn how to record Drugs\Medications and the prices patients are charged.

  1. To display the list of drugs and medications select Drugs\Medication List from Pharmacy menu. This displays the interface below.
  2. To move to a particular record select the drug Quick Search combo box
  3. Double-click on the record to display full details of the drug\medication.
  4. To discontinue a drug, select or move to the appropriate record, click Discontinue button at bottom of the form. Click Re-Introduce to re-introduce a drug on the list of approved drugs.

  1. To add a new drug to the approved list, select Drug\Medication Full Details from the Pharmacy menu. This displays the form above.

    1. Click Add,
    2. Enter the details of the drug including

      1. the group,
      2. unit of measure (to be used for dispensing),
      3. Charge per unit for patients,
      4. Charge per unit for NHIS Registered Patients and
      5. Storage location
    3. Click Save
  2. You can print\preview relevant reports as required
  3. To search for a drug or a group of drugs, select Drugs\Medication Search from Pharmacy menu. This displays the interface below.
  4. Enter the criteria (e.g. Drug Name, Drug Code, etc.).
  5. Click Search. Results of the search will be displayed. Double click on a record to display full details of the drug.
  6. You can preview or print reports of the search via Preview\Print buttons.

Staff Information

Clinic Manager provides a sub module to manage information on the staff of the hospital. This information is important particularly to the consultation information, which must be stamped with the name of the doctor that the patient consulted. Staff details are managed the same way as patients registration details are managed.

To display list of staff

  1. Select Staff List from Staff Details menu. This displays the list of staff shown below.
  2. To move to a particular staff, select the staff from the combo box Locate Staff.
  3. Double click on the left edge of the record to display full details of the staff.

To search for staff details

  1. Select Staff Search from the Staff Details menu. This displays the search interface shown below.
  2. Specify search criteria in Basic Search tab (and Extended search tab).
  3. You can search by one or a combination of

    1. Name,
    2. Surname,
    3. Middle name,
    4. First name,
    5. Gender,
    6. Designation
    7. Qualification
  4. Click Search. Results matching the specified criteria will be displayed.

To create details of a new staff

  1. Select Staff Full Details from Staff Details menu.
  2. Click Add
  3. Enter staff details in the

    1. Employment Information tab
    2. Physical Features tab and
    3. Contact Information tab
    4. Click Insert Photo, locate and select the staff photo file on your computer.
  4. Click Save.
  5. You can print\preview staff details via print\preview button.
  6. To modify details, click Modify, change the detail(s) you want, and then click Save.

Exporting Reports to other file formats

You would have noticed by now that you can print set of reports from each of the interfaces. All reports can be printed directly to the printer or preview on the screen. However, Clinic Manager offers the flexibility to export report in several file formats such as Microsoft Excel, rich text, snapshot format and any other format supported on your system.

To export to other file format

  1. From the preview of the report as shown below, select Export from File->Export Information menu.
  2. The dialog box shown below will be displayed.
  3. Enter the file name in File name.
  4. Select the file type to export to in Save as type; e.g. Microsoft Excel
  5. Navigate to the directory\folder to put the file.
  6. Click Save.
  7. The report will be saved as the specified file type.

To export the report as an attachment to e-mail

  1. Select Mail Recipient (As Attachment) from File->Export Information menu.
  2. Select the file format on the interface displayed, then Click OK.
  3. Depending on your Internet settings, specify appropriate settings to send the file as an attachment

Appendix

Example Reports

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