User Manual For Patient Management System

User Manual
For
Patient Management System
Patient Management System - PMS
Table of Contents
01 Introduction 04
02 Getting Started 04
03 Login / Logout 05
04 Creating a new User 06
05 Record Tracking (at Admin) 07
06 Managing Master Data 08
i. Add / Edit Doctor Master 08
ii. Add / Edit Treatment Master 09
iii. Add / Edit Company Master 10
iv. Add / Edit Tariff Master 12
07 Creating a new Patient Record 13
08 Searching a Patient Record 15
09 Editing a Patient record 18
10 Record Dispatch (at MRD) 21
11 Record Acceptance (at MRD) 23
12 Record Tracking (at MRD) 23
13 Cancelling a Registration Bill (at MRD) 25
14 Record Acceptance (at non MRD) 26
15 Record Dispatch (at non MRD) 27
16 Record Tracking (at non MRD) 28
17 Bill Creation /Appointment 29
18 Bill Cancellation / Print bill 32
19 Appointment Creation 34
20 Record Archival 35
21 Switch Department 35
22 Reports 36
23 Functionalities for the role Accounts 36
24 Medicare integration and failure case handling 38
Author: Achla Singh

Shrinivasa Bhat B
Praveen P Kamath
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Revision history
Date Version Change Author
1.0 Initial draft build Mr. Sudhakara Upadhya
Shrinivasa Bhat B
Achla Singh
Praveen P Kamath
19/06/2013 1.1 Reports, Mr. Sudhakara Upadhya
Switch department, Shrinivasa Bhat B
Multi department user Achla Singh
Praveen P Kamath
02/07/2013 1.2 Search limitted to top Mr. Sudhakara Upadhya
100 records, pay type Shrinivasa Bhat B
update included for Bill Achla Singh
cancellation page Praveen P Kamath
21/04/2015 1.3 Addition of new Swarna
modules implemented:
Medicare Integration
and Medicare failure
case handling
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1. Introduction
PMS (Patient Management System) that replaces the current COBOL based system aims at
digitizing the patient record tracking and also adds features like creating the appointment and
uploading of additional details of the patient. The PMS can be broadly divided into three main
modules –The Admin module which deals with managing the different types of users and master
data. Security issues are also looked after in this module. The Patient Registration and
Appointment Management module is concerned with efficient management of the patient records
and their appointments. The Billing and Reporting module deals with drafting of the patient bill
details and generating report statements based on the user queries.
The motivation behind this project is to simplify the task of the hospital personnel. Efficient
recording and maintaining of the patient data is targeted by this new system.
User Manual: This user manual is a technical communication document intended to give
assistance to people using the system. This document also specifies the boundary lines within
which the system is supposed to function. It contains the detailed instructions regarding the usage
of the system and the screenshots of the PMS interfaces which is helpful to understand the software
easily.
2. Getting started
This application can be opened through any web browser. However IE 8 is highly preferred.
(Example-In the address bar of the web browser type: 172.16.19.159/PMS)The following page
opens up.
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3. Login /Logout
Now you can see a link named Login at the upper most right corner of the application window.
Click on the Login to view the Login page.
 Enter appropriate Location, User ID and Password and click on Login button to gain access
to the system.
If any of the input data is wrong or not matching with the data in the database (Location,
UserID or Password) then it will give message “Invalid User”. Enter appropriate data to gain
access. Successful login will redirect you to a page similar to the one shown below.
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 On successful login, you can see a menu on the left hand side of the screen which will help
you to navigate through to other pages. The items in the menu differ for users of different
roles.
 For a user with the role Department Clerk, if the user is allowed authority to log into more
than one department he / she will be logged into the first department specified in the
database. However he / she can switch departments at any point of time after the initial
login.
 At the uppermost right corner of the application window you can see a link named Logout.
Clicking on this will take you back to the home page of the application.
4. Creating a new user

The authority to create new users to the system is given only to the user with the role Admin. To
create a new user, log into the system as an Admin user. Successful login will redirect you to
Admin’s home page as shown below.
On the left hand side of the application window you can see a menu. Clicking on User Creation
tab from that menu will redirect you to the page shown below.
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To create a new user, enter the Role in which the user intends to access the system. A dropdown
control will show a list of roles which can be opted for (say Admin, Reception clerk, Department
clerk, Account).
 If Department clerk is opted as the role, a list control containing all the departments for
which the user can be created assigned for. You can make multiple selections if you wish
to allow a single clerk to have access over more than one department.
 Enter appropriate UserID, Username, Password and click on the Create User button.
Successful user creation is acknowledged by a message box reading “User created”.
 To view all the users thus created click on the View User button. This will display a list of
users in a tabular format.
On the extreme right of each row you can see the Edit button. Clicking on it will enable you to
make a user active or inactive by marking that cell as Y or N respectively. The updating is
completed on click of the Update button which is found at the extreme right of the row. Clicking
on the Cancel button will undo any changes.
 Clicking on the Back button will redirect you back to the previous page.
(Note: Users who are inactive cannot have access the system)
5. Record Tracking (at Admin)

This page will help you to know where exactly the patient record is at this point of time. Log in to
the system as a admin clerk. Clicking on the Track Record Status tab from the menu given on the
left hand side of application window will redirect to the page shown below.
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 This page will show a list of patient records that are currently not in MRD. Records that are
not in MRD can mean two things, either the record is in some other department or it is in
transit (i.e. the record has been dispatched but has not been accepted yet). Records which
are in transit are highlighted in red color.
 If there are no records outside MRD then the page will show a message “No Records
Found”.
6. Managing the Master data
i. Add / Edit Doctor Master

To add new doctor/s to the database, first log into the system as Admin user. As you hover on the
Master Data tab in the menu shown on the left hand side of the application window, a sub menu
gets opened up dynamically. In this sub menu click on the Doctor Master tab. This will redirect
you to a page as shown below.
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Enter appropriate data in the controls provided in the page and click on the Save button. This will
add a new doctor to the system database. Successful addition of doctors to the database is
acknowledged via a message box. However if any of the data entered is not satisfying the page
validations then appropriate messages will be displayed helping the user to rectify.
The doctors thus added can be viewed / edited by clicking on the View button. To edit a doctor
record existing in the database, click on the View button. This will open up a list of doctors working
for the given department, their details in a tabular form. At the extreme right of each row we can
see a hyperlink named Edit. Clicking on this link will make that particular row editable. Marking
the active column in the grid as Y or N it is possible to make a doctor as active or inactive
respectively. Clicking on the Update hyperlink will save the changes to the system and Cancel
will undo the changes. Doctors who are marked as inactive will not be shown up for any other
transactions throughout the system. Clicking on the Back button will redirect you back to the
previous page. Clicking on the Exit button at any point of time will redirect you back to the user’s
home page.
ii. Add / Edit Treatment Master

To add new treatment/s to the database, first log into the system as Admin user. As you hover on
the Master Data tab in the menu shown on the left hand side of the application window, a sub
menu gets opened up dynamically. In this sub menu click on the Treatment Master tab. This will
redirect you to a page as shown below.
add a new treatment to the system database. Successful addition of treatments to the database is
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(Note: For all treatments in the ‘Oral Medicine and Radiology’ department you need to specify
whether the treatment is X-ray or not by selecting the radio button which appears dynamically on
selecting the department as ‘Oral Medicine and Radiology’.)
The treatments thus added can be viewed / edited by clicking on the View button. Clicking on the
Exit button at any point of time will redirect you back to the user’s home page.
To edit a treatment record existing in the database, click on the View button. This will open up a
list of treatments provided by the institution, the treatment code and the department which provides
the treatment in a tabular form. At the extreme right of each row we can see a hyperlink named
Edit click. Clicking on this link will make that particular row editable.
Marking the active column in the grid as Y or N it is possible to make a treatment as active or
inactive respectively. After doing the necessary changes click on the Update hyperlink. The
Cancel hyperlink will help you to cancel the changes specified. Treatments which are marked as
inactive will not be shown up for any further transactions throughout the system. Clicking on the
Back button will redirect you back to the previous page.
iii. Add / Edit Company Master

To add new company/ies to the database, first log into the system as Admin user. As you hover on
the Master Data tab in the menu shown on the left hand side of the application window, a sub
menu gets opened up dynamically. In this sub menu click on the Company Master tab. This will
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add a new company to the system database. Successful addition of tariff to the database is
To edit a company record existing in the database, click on the View button. This will open up a
list of companies, company details in a tabular form. At the extreme right of each row we can see
a hyperlink named Edit click. Clicking on this link will make that particular row editable.
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Everything except the Company ID and company name can be edited. A campany can be made
active or inactive in the system database by marking it as Y or N respectively.
After doing the necessary changes click on the Update hyperlink. The cancel hyperlink will help
you to cancel the changes specified. Clicking on the Back button will redirect you back to the
previous page.
(Note: Any company which is marked as inactive will not be brought up for any further
transactions throughout the system.)
iv. Add / Edit Tariff Master

To add new tariff to the database or to edit an existing tariff, first log into the system as Admin
user. As you hover on the Master Data tab in the menu shown on the left hand side of the
application window, a sub menu gets opened up dynamically. In this sub menu click on the Tariff
Master tab. This will redirect you to a page as shown below.
add a new tariff to the system database. Successful addition of tariff to the database is
To edit an existing tariff, enter a valid tariff data which already exists in the system database. A
valid tariff data is nothing but a combination of category name, department name and treatment
name. If the above three inputs are valid, this will automatically populate the Rate field. The rate
thus populated can be edited. Clicking on the Save button will update the changes to the database.
Clicking on the exit button at any point of time will redirect you back to the user’s home page.
7. Creating a new patient record
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Click on the Registration tab from the menu given on the left hand side of the window
.
 Enter appropriate patient details. Ensure that at least all the mandatory fields which are
highlighted by showing ‘*’ sign in red color. Hospital number is auto generated on click
on the Save button.
 In this page there are some fields like Registration time, Religion, Department and Pay
Type which make use of dropdown controls to accept data. Click on the downward arrow
shown on the dropdown control. This will show a list of items that can be selected for that
particular control. Select the items appropriately.
 Any selection in the Pay Type except the ‘cash’ will dynamically open up a set of fields
which accept data pertaining to the selected pay type.(Say for the pay type Medicare you
need to enter the Medicare number, Category, Institution, Valid Up to. Similarly for other
pay type input data appropriately)
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 After filling in the registration form click on the Save button. A message box saying “New
Patient Created” will pop up indicating the successful creation of a patient record. However
if the data provided by you is not valid or incomplete a message box will pop up indicating
the validation constraints. Click on OK and do the necessary changes and resubmit the
page.
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 On successful creation of a patient record the Print Record, Print Bill, Attach Files, View
Files buttons get enabled. Clicking on Print Record and Print Bill will help us to print the
patient record and registration bill respectively via a printer connected to the system.
However the Print Bill button will not be enabled for the patients with the pay type Free
or Medicare. Attach Files and View Files button will help us to upload and view
attachments (if any) pertaining to a particular patient.
 Once the patient record is created the record can be dispatched to the corresponding
department shown in the Department field by clicking on the Dispatch button. Successful
dispatch of the record is acknowledged by a message box specifying that the record is
dispatched.
 Subsequently to add new patients, click on the ADD button. This will open up a new patient
registration form. However if you click on the ADD button when you are half way through
a confirm box will pop up asking “Data will be lost. Do you want to continue?” Clicking
on OK will open a new blank registration form; clicking cancel will hold the control in the
current form itself.
 At any point of time clicking on the Exit button will redirect you back to the user’s home
page.
8. Searching a patient record

To search for a patient record click on the Search tab from the menu given on the left hand side
of the application window.
 Clicking on the Search tab in the navigation pane will take you to a page as shown below.
All you need to do is enter at least one of the four search parameters and click on Search
button. More the number of parameters you provide more detailed the search will be.
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 All records matching the input search parameters will be shown up on the page as shown
below. Those records which are archived or located at a different location will be
highlighted in red color. However if no records match the specified search parameters a
message “No Records Found” will be displayed on the page.
 If the search yields in one or more records then at the left hand side of each record you can
find an Edit button.
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 Clicking on this button will help you to edit the searched patient by populating the existing
data in the database on to the registration page. You can make any necessary changes on
the thus populated record and click on Save button to save the changes.
 All the buttons will function exactly the same way as it did during the patient record
creation.
 Successful editing of the record will be acknowledged by a message box saying “Patient
record updated successfully”.
Note:
 Registration date, time cannot be edited.
 Department field cannot be edited for records that are currently not in MRD.
 Dispatch button will be enabled only when the record is in MRD and the record is
eligible to be dispatched.
 In this page you can see few records in the search result shown in red color indicating that
the record are either archived or from different location.
 Attempting to edit these records will result in a new record getting created with the
registration date set to current date and location set to the current location where it is being
edited.
 At any point of time clicking on the Exit button will redirect you back to the user’s home
page.
Note:
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1. The Search functionality is extended even to the Departmental clerks also, however
they are authorized only to view the records. They cannot edit or update the patient
records.
2. The search functionality is restricted to result in only the top hunderd records. In case
if the search results in more than hundred records, the search has to be refined by
reducing the input serach parameters. Appropriate message is shown at the bottom of
the page for user’s understanding.
9. Editing a patient record
On the top right corner of the registration page you can see a text box labeled Hospital No. followed
by a Search button. Enter the hospital number of patient in the search field and click on the Search
button. If the patient record exist all the data pertaining to that hospital number will be populated
on to the page. The record thus populated can be edited and saved as we have done before.
 Page validations will work exactly the same way as it did during the patient record creation.
Appropriate messages will pop up helping us to proceed with ease.
Note:
 Registration date, time cannot be edited.
 Department field cannot be edited for records that are currently not in MRD.
 After entering the appropriate data click on the Save button. Successful updating of the
record is acknowledged by a message box reading “Patient Record Updated”. Then click
Ok. Record will get updated.
 Subsequently to add new patients, click on the ADD button. This will open up a new patient
registration form. However if you click on the ADD button when you are half way through
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a confirm box will pop up asking “Data will be lost. Do you want to continue?” Clicking
on OK will open a new blank registration form; clicking cancel will hold the control in the
current form itself.
 To print the record you click the Print Record button. On clicking of this button,
corresponding patient record, the print browser will open up in a new window where the
record can be read and printed out.
 Similar functionality is done by the clicking of Print Bill button to print the registration
bill of patient.
 To attach files pertaining to a patient record such as consent form, lab reports e.t.c, click
on the Attach File button. After clicking this button you can see a new window with a table
where you have to select the Info type from dropdown controls which is related to different
field and browse the related file from your system.
Note: Hospital number is not editable.
 Later as you click on the Submit button the file will get stored in the data storage.
Appropriate file system is maintained. Acknowledgement message reading “File
successfully saved” will pop up on successful submit.
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 To view the thus stored file/s click on the View Files button. New window will open with
some information related to file. Then you can choose the Info type and Department to get
a specific file.
 Based on the Info type and department chosen a table containing the list of files matching
the above inputs will be displayed in a tabular form. On the extreme left of each row we
can see a View button. Clicking on this button will display the appropriate file in a new
window. On that page you will get few options in the form of icon like print, save e.t.c.
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(Note: You can only upload Images or PDF files. If you will try to upload files of any other format
a message reading “Upload only Image (.jpg, .GIF, .PNG, .TIF, .bmp) or PDF file”)
10. Record Dispatch (at MRD)

To send patient records from MRD to other departments the record dispatch page is used. A click
on the Record Dispatch tab of the menu will redirect you to the record dispatch page as shown
below.
This page will show a list of records that are to be dispatched in a tabular form.
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 To dispatch the record to another department you can select the department to which it has
to be sent by using the drop down control shown in each row. Marking the checkbox in
each row indicates that the record is considered for dispatching.
 Mark/Unmark All button helps you to mark or unmark all the records in a single click.
 After making the above selection, click on the Dispatch button to dispatch the selected
record/s. Successful dispatch is acknowledged by a message specifying the number of
records dispatched.
 The records thus dispatched will disappear from the current table leaving only those records
which are not dispatched (if any).
 There is an option named Dispatch record based on Appointment with check box control
in front of it. This will help you to dispatch the records which have previously fixed
appointments for today, tomorrow or the day after tomorrow. By marking the check box
as checked a dropdown control will be shown allowing you to list all the records having
appointments for a given day (say Today, Tomorrow or Day after tomorrow).
 The above action will result in a table containing a list of records having appointments for
the selected day. If there are appointments for a selected day then a message will be
displayed on the page reading “No records found”.
 Further you can dispatch the records by selecting the department to which the record has
to be dispatched and marking the check box in the corresponding row as checked and
clicking the Dispatch button. Successful dispatch is acknowledged by a message
specifying the number of records dispatched.
(Note: It is mandatory that at least one record has to be selected for dispatching before clicking
on the Dispatch button. If not a validation error message will be shown up to the user.)
11.Record Acceptance (at MRD)
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To accept patient records that are dispatched from other departments we make use of the record
accept page. A click on the Record Accept tab in the menu shown on the left side of the application
window will redirect to the page as shown below.
 In this page there is table containing all the records that are dispatched from other
departments to MRD. In other words all the patient records that are to be accepted at the
MRD will be shown up in a tabular form. However, if there are no records that are meant
to be accepted at MRD then the page will display the message “No records found”.
 The last cell in each row of the table will contain a check box, clicking on it will mark the
record as considered for acceptance. This selection can be done separately for each record
or can be done in a single click by clicking on the Mark / Unmark All button at the right
top of the table.
 Only those records having the checkbox as checked will be accepted on clicking the Accept
button. Successful acceptance of the records is acknowledged by a message specifying the
number of records that have been accepted. The accepted records then go off from the page
leaving only the records (if any) that is pending to be accepted.
(Note: It is mandatory that at least one record has to be selected for acceptance before clicking on
the Accept button. If not a validation error message will be shown up to the user.)
12.Cancelling a Registration Bill (at MRD)

To cancel a registration bill first log into the system as reception clerk and select the Cancel Reg.
Bill tab from the menu shown on the left hand side of the application window. This will redirect
you to a page as shown below.
To cancel a bill the clerk has to enter the bill number of the in the first textbox labeled Bill No., If
the bill exist in the database data corresponding to the input bill number will be populated on the
controls shown on the bill cancellation page.
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 The clerk can then click on the Cancel Bill button to cancel the bill or click on the Print
Bill button to print the bill. Successful cancellation of a bill is acknowledged by a message
box reading “Patient bill successfully cancelled”.
 If no registration bill exists for a given patient, the system will allow you to create a
registration bill corresponding to that patient by enabling the Create New Reg. bill button.
Clicking on this button will create a new registration bill for the patient whose details are
shown above.
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(Note: It is mandatory to enter the remarks i.e. the reason for cancelling the bill while creating or
cancelling the bill. Failing which will show a page validation error message prompting the user to
enter the reason for cancellation / creation.)
 If the bill number doesn’t exist, a message reading “No Records Found” will be shown up
on the page.
 Clicking on the Exit button will redirect you to the user’s home page.
Note: An option to update the pay type of a patient is provided in this page.The clerk has to
mark the check box named Update Paytype to use this feature. A set of dynamic controls
containing the current paytype details of a patient will be shown on the page. The clerk can edit
the pay type details and click on Update button to save the changes.
13.Record Tracking (at MRD)

This page will help us to know where exactly the patient record is at this point of time. Log in to
the system as a reception clerk. Clicking on the Track Record Status tab from the menu given on
the left hand side of application window will redirect to the page shown below.
 This page will show a list of patient records that are currently not in MRD. Records that are
not in MRD can mean two things, either the record is in some other department or it is in
transit (i.e. the record has been dispatched but has not been accepted yet). Records which
are in transit are highlighted in red color.
 If there are no records outside MRD then the page will show a message “No Records
Found”.
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14.Record Acceptance (at Non MRD)

To accept patient records that are dispatched from other departments we make use of the record
accept page. A click on the Record Accept tab in the menu shown on the left side of the application
window will redirect you to the page as shown below.
 In this window you a see a table containing a list or records that have been sent from other
departments. For each row in the table you can find two checkboxes. One to mark the
record as considered for accepting and the other to specify the patients’ presence.
 Patients’ presence can be marked as checked only if the previous checkbox is checked.
 Mark/Unmark All button in the header column of the table will help you to select or
deselect all the records in a single click.
 Clicking on the Accept button will complete the record accepting process. Successful
accept is acknowledged by a message box specifying the number of records accepted and
the number of patients arrived.
 Records thus accepted will go off from the page leaving only those records that are yet to
be accepted.
 If there are no records available for accepting the page shows a message reading “No
records found.
(Note: Patients’ presence can be marked as checked only if the patient record is considered for
accepting by marking previous checkbox as checked.
It is not mandatory to mark the patient’s presence during the record accept.
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It is mandatory that at least one record has to be selected for acceptance before clicking on the
Accept button. If not a validation error message will be shown up to the user.
Records (if any) highlighted in red color indicate that the pay validity of that particular record
has expired.)
15.Record Dispatch (at Non MRD)

To dispatch patient records from one department to another we make use of the record dispatch
page. Log in to the system as a departmental clerk and click on the Record Dispatch tab from the
menu shown on the left hand side of the application window. This will redirect to a page as shown
below.
 A list of patient records that can be dispatched from the department to which you have
logged in will be shown in a tabular format. Each row in the table has a check box on the
extreme right. Making the checkbox as checked will mark the record as considered for
dispatch. This selection can be done in a single click by using the Mark / Unmark All
button at the right top of the table.
 For each patient record you can find a field showing the department to which the record
has to be dispatched. This is a dropdown control which allows you to select the department
to which the record has to be dispatched. Select the department to which the record has to
be dispatched.
 After doing the above mentioned prerequisite click on the Dispatch button to dispatch the
selected records. Those records having their checkboxes as checked will be duly
dispatched. Successful dispatch of records is acknowledged by a message box specifying
the number of records dispatched.
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 The records thus dispatched will go off from the dispatch page leaving only those records
that are pending to be dispatched.
(Note: It is mandatory that at least one record has to be selected for acceptance before clicking
on the Dispatch button. If not a validation error message will be shown up to the user.)
16. Record Tracking (at non MRD)

This page will help us to know the patient records that are inbound or outbound to a particular
department at this point of time. Log in to the system as a departmental clerk. Clicking on the
Track Records tab from the menu given on the left hand side of application window will redirect
to the page as shown below.
 This page will show two tables, one containing a list of records that are inbound to the
department and the other showing a list of records outbound from the department
respectively. Inbound records are those records that are meant to be accepted by the
department which we have currently logged in. Outbound records are those records that
have been dispatched by the department which we have currently logged in but not
accepted at the destination yet.
 Once the records are accepted at the destination, the records go off from the Track records
page.
 If there are no records in transit corresponding to the department which we have logged in,
the page shows a message “No Records Found”.
 Clicking on the Exit button will redirect you back to the user’s home page.
17.Bill Creation/Appointment
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Only the departmental clerk is authorized to generate patient bill and appointments. To generate a
bill or appointment first log in as departmental clerk and click on the Bill / Appointment tab in the
menu shown on the left hand side of the application window. This will redirect you to the page as
shown below.
 Enter the Hospital No of a particular patient in the textbox labeled Hospital No., and press
enter or tab key. If the Hospital number is valid all details pertaining to that hospital number
will be populated on the controls shown on the page.
Note: Other than Hospital No. none of the fields are editable.
 If you wish to change or edit the pay type due to some valid reason, you can do so by
making a tick on the check box named Update Pay type.
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 This will dynamically open up a set of controls wherein you can enter the appropriate pay
type information. Ensure that the page validations will match failing which will show
validation errors on the page.
 After making the necessary changes click on the Update button. This will update the pay
type for the patient ID specified above.
 After doing the above, if you want to create the bill of that particular patient make a tick
on check box name Bill Details. A tabular structure will be displayed where in you can
enter the treatment details
 To add a treatment record to the patient’s bill first select the Treatment ID from the first
dropdown control after which the next dropdown control to select the doctor will get
enabled. Select the Doctor name from the second drop down. Simultaneously related
Charge and Amount (in Rs) will be populated on to their respective columns.
 You can see two columns named Times and Concession (in %) specifying the number of
times the treatment was provided to the patient and the concession availed. These columns
have the default values displayed as ‘1’ and default concession percentage. The concession
percentage may differ for different pay types. However both dropdown controls are
editable. Valid data changes will be reflected in the Amount (in Rs), Total and Concession
total (in Rs).
(Note: If the selection of treatment and doctor results in the charge column getting populated
as zero, then the charge column is made enabled for the user to edit the charge column value.
This will be helpful for some exceptional cases where the user has to enter variable
miscellaneous charge for items like bandage, dressing charge e.t.c)
 There is a field named Demand Slip No. which is non mandatory, however if the user
knows the demand slip number it is expected to be filled.
 Similarly three more treatments can be added in a single bill as required.
 Once done you can save the bill by clicking on Save button. However if the patient has a
next appointment date suggested by the doctor you can record the appointment details in
the appointment form. To do this mark the checkbox in front of Appointment Form as
checked. This will display some controls on the page where in you can enter the
appointment details.
 Click on save button to save the data. Successful submitting of data is acknowledged by
appropriate messages at the top of the page highlighted in colored background.
MU - BoP Page 30
(Note: It is not mandatory to create both bill and appointment details together. You can
generate only an appointment record without generating the bill.)
 If the data provided by the user is not matching the validation conditions appropriate
messages will be shown on the page helping the user to rectify.
 Once the record is saved, the Print button will help you to print the patient bill. Clicking
on the print button will open up the bill details and a print browser in a new window
enabling the user to print the bill
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 You can attach files and view the files by using the Attach files and View filesbutton
respectively. These buttons work exactly the same way is it did during the patient
registration and editing of a patient record (refer page No. 17 of this document).
 Subsequently to add new bill / appointment click on the New bill / Appointment button.
This will open up a new blank form for you to enter the bill / appointment data.
 Clicking on the Exit button at any point of time will redirect you to the user’s home page.
18.Bill Cancellation / Printing

The departmental clerk is authorized to cancel only those bills pertaining to the department for
which he is working for. To cancel any bill first log into the system as department clerk and select
the Bill Cancellation tab from the menu shown on the left hand side of the application window.
This will redirect you to a page as shown below.
 To cancel a bill the clerk has to enter the bill number of the in the first textbox labeled Bill
No., If the bill exist in the database data corresponding to the input bill number will be
populated on the controls shown on the bill cancellation page.
MU - BoP Page 32
 The clerk can then click on the Cancel button to cancel the bill or click on the Print Bill
button to print the bill. Successful cancellation of a bill is acknowledged by a message box
reading “Patient bill successfully cancelled”.
(Note: It is mandatory to enter the remarks i.e. the reason for cancelling the bill. Failing which will
show a page validation error message prompting the user to enter the reason for cancellation.)
 If the bill number doesn’t exist, a message reading “No Records Found” will be shown up
on the page.
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19.Appointment Creation
To generate an appointment first log in as departmental clerk and click on the Appointment
Creation tab in the menu shown on the left hand side of the application window. This will redirect
you to the page as shown below.
Enter the Hospital No of a particular patient in the textbox labeled Hospital No., and press enter
or tab key. If the Hospital number is valid all details pertaining to that hospital number will be
populated on the controls shown on the page.
 Enter the appointment date (only future date), time and the doctor who has given the
appointment and click on the Create Appointment button.
 Successful creation of the appointment is notified via a message box. Clicking on the Exit
button will redirect you back to the user’s home page.
MU - BoP Page 34
20.Record Archival
Records that are not active for the last two years can be archived using the Record archival page.
Users with the role Reception clerk are authorized to archive a record. Log into the system as a
reception clerk and click on the Record Archival tab from the menu shown on the left hand side
of the application window.
 The record archival page will show the list of all patient records that satisfy the criteria
needed for them to be considered for archival. The records will be shown in a tabular
format. However if there are no records that can be archived then “No Records Found”
message will be displayed on the page.
 The last cell in each row of the table will contain a check box, clicking on it will mark the
record as considered for archival. This selection can be done separately for each record or
can be done in a single click by clicking on the Mark / Unmark All button at the right top
of the table.
 Only those records having the checkbox as checked will be archived on clicking the
Archive button. Clicking on the Exit button will redirect you back to the user’s home page.
(Note: It is mandatory that at least one record has to be selected for archival before clicking on the
Archive button. If not a validation error message will be shown up to the user.)
21.Switch Department
For users with the role department clerk, if they have authority to access more than one department
the Switch Department page will help them to switch between departments.
To switch between departments, first log into the system as a department clerk. Click on the Switch
Department tab from the menu given on the left hand side of the application window. This will
MU - BoP Page 35
You can see a drop down control where you can specify the department which you want to make
a switch then click on Switch button. Successful switching between the departments is
acknowledged by a message specifying the department to which you have switched to. However
if the user is authorized to access only one department then the page will show a message
specifying that you cannot switch between departments.
22. Reports
Currently users of any role are authorized to generate and print reports. To generate a report first
log into the system as any user. On the menu shown on the left hand side of the application widow
you can find a tab named Reports. As you hover on this tab a sub menu containing different reports
will be shown up dynamically. Select any of the reports which you wish to view. This will redirect
to a pages similar to the one shown below.
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To generate a report enter appropriate data into the controls shown on the pages and click on the
View Report button. This will generate the report based on the inputs mentioned above. The report
thus generated can be exported to other file formats using the Export icons provided in the report
viewer window. The reports thus generated can also be printed just like any other document.
23. Functionalities for the role Accounts
The functionalities provided for the users with the role accounts include Searching for patient
records, Printing patient bill receipts and generating / printing reports. They are authorized only to
view / print the data.
24.Medicare Integration and failure case handling

The Billing sections in the PMS contain a pay type Medicare. The Medicare validation and billing
is done integrating the Medicare server to the existing PMS. In the registration page, the reception
clerk will collect the Medicare number from the patient who is registering himself with pay type
as Medicare. When the Medicare number is inserted in the card number field provided, the
category code, institution code, Limits such as the OP limit, IP limit, Medicare limit are populated.
The Bill creation will cause the particular amount to be deducted from the Medicare OP limit of
the patient. All the required validations will happen before the bill creation.
The same happens with the Treatment bill generation. The Medicare patient will be billed and his
details will be updated in the Medicare server with insert of a row to the MedBill table of Medicare
server.
MU - BoP Page 37
Cancel Bill will cause the Medicare Bill to be cancelled buy updating the inserted row. It will set
the amount to zero.
In case of Medicare server failure, an alternate path will be selected for the functionality to
continue. The application will load the failure path. It will ask the user for entering the Medicare
MU - BoP Page 38
Number and validity and allow the billing process to be continued. The details will be recorded in
the additional tables in the database and will then have to be updated to the medicate server by the
clerk who maintain them.
The same feature is implemented to the treatment billing and all other sections with Medicare
integration.
***
MU - BoP Page 39

User Manual For Patient Management System

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User Manual

Author: Achla Singh

4. Creating a new user

5. Record Tracking (at Admin)

6. Managing the Master data

i. Add / Edit Doctor Master

ii. Add / Edit Treatment Master

iii. Add / Edit Company Master

iv. Add / Edit Tariff Master

7. Creating a new patient record

8. Searching a patient record

10. Record Dispatch (at MRD)

11.Record Acceptance (at MRD)

12.Cancelling a Registration Bill (at MRD)

13.Record Tracking (at MRD)

14.Record Acceptance (at Non MRD)

15.Record Dispatch (at Non MRD)

16. Record Tracking (at non MRD)

18.Bill Cancellation / Printing

23. Functionalities for the role Accounts

24.Medicare Integration and failure case handling

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