Heath Shield Heath Care Management System Introduction Heath Shield will be an integrated, modular client server based system which can be extended to a web based solution also. The programs will have GUI as the front end and shall be menu driven. The system shall be user friendly and will have parameter based selection facility. The user shall not have to remember complex logic for operating the system. Functionalities of the system Receptions Function The Main Reception is the first point of contact in the Polyclinic/ Hospital for a patient. If the Patient has an appointment in the Outpatient department, then they are directed to the Outpatient reception. If they are an Inpatient then they are directed to the Admission office. Any Patient must be registered into the Registration Module. Sample Data Input for query at the reception : Patient PIN / OPD number / Registration number + Appointment number Reporting time at the Reception. Entry time of patient into the Clinic. Exit time of patient from the Clinic. Visiting Details/Treatment Packages These are main information entered by reception whenever patient comes. Patient information would be entered for one time when he/she comes first visit. Here the system should be so user friendly that the Receptionist shall not enter any data. They will select the patient from the "Appointment of the day list" and will just click on the boxes, provided for patient's "Entry", at Reception and Consultant's Clinic and "Exit/Close", from the Consultant's Clinic. System shall capture the system time the moment these boxes are clicked. The moment "Exit/Close" box is clicked then system shall immediately display the next patient in the queue.
If a patient, in a clinic is in consultation with a particular Doctor/Specialist/consultant, then another patient should not be allowed for consultation with the same consultant at the same time. All the consultation history/visiting history/diagnosis history/treatment history will be stored. Visit Number/Sequence/Episode Number Format: If Patient Identification Number is AP3000, then the Episode numbers shall be as follows: First sequence/case number AP3000/1 Second sequence/case number AP3000/2 like this. Appointment & Reservation Function The Appointment & Reservation function provides functionality to provide an appointment to the Consultants for Outpatient visits and to make a reservation for the rooms for both inpatient and day cases. In the Outpatient department the patient may visit for a consultation or any surgery. In the Outpatient appointments, the appointment for the patient is fixed with the Consultant but in the reservation OT Room, Anesthetist, CT Scanner/Any special Equipment and consultant slots are reserved for the patient. The following are the sub functions associated with this function: Appointment (For Outpatient) Reservation (For Inpatient) Appointments Under Appointment, a consultant is being booked for consultation in the hospital. During their visit, the patients may be provided with the services like consultation, investigation and minor surgery/major Surgery. So, patient is suggested to meet a good consultant. In the case of Elective surgery, the patient may directly request for an appointment with a consultant. Appointments can be made via various sources like phone,email,ref. Person etc. Consultations Each day of the week has been divided into 3 time blocks/shift as mentioned: (This shift time can be customized as per Clinic s administration. 8:00 am - 12:00 pm 12:00 pm - 4:00 pm 4:00 pm - 8:00 pm Each of these blocks/shift is further divided into any sub-blocks of 15/30 minutes each. These time blocks for many Consulting Clinics are allotted to different consultants. The allocation of the time block is made at the time of reservation. So, during the meeting with consultant, patient is provided to meet a good doctor. Consultant keeps the notes about symptom, disease etc of the patient. Consultant will be looking for a doctor, checking the doctor schedule.
Manage Waiting Area Patient will be waiting in a big waiting area and then a small waiting area. The queuing system would be such a view, the patient who has come with appointment; he/she will be prior to meet doctor if they come in schedule time, and the walk in patient who has come without appointment, he will be waiting for doctor schedule if any patient with appointment does not come in that schedule or doctor gets time after visiting all scheduled patient, then only he/she (without appointment) will be able to meet doctor, otherwise he will be waiting for next schedule. And if any patient with appointment comes after schedule time, then he/she will be treated as walk in patient. Visiting doctor Funtion Once patient meets doctor, doctor prescribes the medicine and the process how to take the medicine. But doctor may not use their work station, they may write in a paper only. So, that hardcopy would be scanned by nurse and pass to the pharmacy. Or Pharmacist can get the copy of prescription automatically via online / network. Doctor also can have the access of all the medicine names,manufacture and quantity in hand in the stores. Pharmacist functions There are three levels on pharmacy. First level would be able to see the scan document that relates to the patient (we can avoid this step via online share the prescription to the pharmacist ). Let say doctor has written that he needs three medicine a b and c. What this person will do who is in first level, use the barcode and find that medicine or check the location of the medicine and pick the medicine. The first person will just scan the medicine and select the medicine usage code as written by doctor in hardcopy (1spoon before breakfast all these details). First pharmacist won t enter the quantity. She/he will then pass on the medication to next person in front of her/his. We also can skip the bar code scanner step. That second person screen should be able to see only the form carrying details of medicine name that scan and medicine use and quantity is blank. Second person will count the medicine what are given to her/his and enter quantity and print out the sticker and put it on each medicine cover then she/he will pass it on to the next person who will be explaining the medication instructions to the patient. This person screen will be able to see the scanned document and with the other screen that contains medication name and instructions and quantity. Now she/he will again count the medicine and double check the quantity written on the screen. If the quantity written on screen and given doesn t match she/he will edit it. But the system should be able to take note and end of the day print out the edit information, what was written before and after and why. And finally from third party, patient takes the delivery of medicine. While second person was counting the medicine and passed to the third person, the delivery man at cash counter will arrange the medicine and bill and call the patient. Patient would receive 2 copy of bill and the person sitting in cash counter would keep one copy. Then patient would come to the third pharmacist to collect the medicine and give him/her a copy of bill. Note: This process can be customized according the infrastructure facility in the hospital/
Polyclinic. Appointment Cancellation Process Appointment Cancellation shall be used to cancel an appointment, which has already been made and as well as reason of cancellation has to be put there, those might be the patient himself, the consultant or the administration can cancel the appointment. No history is being maintained in case of cancellation of appointments. Auto Rescheduling Auto Rescheduling is basically rescheduling the appointments automatically (not manually as in the case of rescheduling). The system automatically reschedules several appointments, with the same consultant or across consultants. Auto rescheduling is an optional feature. Purchase order Purchasing department collects various Quotations (for Stock & Non-stock items) from different vendors and on the basis of the best quotation selection, a Purchase Order is prepared. The Purchase order along with the comparative quotations is sent to the Budget Manager and the Finance Controller for Authorization. Once authorized, this Purchase order is sent to the supplier. For Stock items, there is a list of approved vendors; a tender process selects these suppliers. Once selected, prices are fixed for the hospital. The Purchasing department, as and when required, on the basis of agreed Contract with the Supplier, prepares a Purchase Order. Then this Purchase order goes to the Budget Manager and the Finance Controller for Authorization. Once authorized, this Purchase Order is sent to the supplier. Three copies of the purchase order are prepared for Supplier, Purchase office, Department. In general, all purchasing is carried out on a credit basis with the goods being supplied and invoiced subsequently by the supplier. Where a supplier requires an immediate payment, in that case a Cheque with the order is required, here the payment details shall be entered on the Purchase order form. For Non-stock items, all details to be entered by the user. Stock Receipt According to purchase order, stock receipt is done. After receiving the stock through this document, inventory would be updated. Any Purchase return for expiry or damaged can be done with reference to the existing purchase order. Stock Issues From different aspect stock can be issued, like counter sale for OPD, supply for IPD, etc. Now two types of stock have to be maintained. One is for store, from where medicine comes into pharmacy, and other one is pharmacy. In one organization the administrator can defined many inventory points but one central store should be there. Outpatient module : The Outpatient module serves as an entry point to schedule an appointment with the
Hospital Resident Doctor or Consultant Doctor for Medical Consultations and diagnosis. This module supports doctors to take better and timely consultation decisions by providing instant access to comprehensive patient information. Patient visits are divided into New, Follow-up and Review. This module also handles requests and results of laboratory tests and other examinations. External Doctors visit to in patients can be defined as "Call on". Some patients may avail only the hospital facilities like Lab, Radiology, Nuclear Medicine, and Physiotherapy and so on. Medical Alerts Details Consultation Duty Roster Diagnosis Details Triage Parameters Patient s Appointments Daily / Weekly Schedule Summary Appointment Scheduling / Rescheduling Facility Outpatient Medical Observation Details Investigation / Treatment History Clinical Service Details Group / Package Registration Facility Common Billing Clinical Services Doctor s Diagnosis Statistics Furthermore, Confidentiality of Doctors Observation, Previous History of Patients Visit, Online Prescription, Online Request for Investigations and so on, are the special features in Doctors Observation screen. This system calculates the cost for the services rendered to the patient and reflects in the billing module appropriately resulting in smooth billing process. Inpatient Management Module The inpatient module is designed to take care of all the activities and functions pertaining to Inpatient Management. This module automates the day-to-day administrative actives and provides instant access to other modules, which leads to a better patient care. It provides comprehensive data pertaining to Admission of Patients & Ward Management: Availability of beds, Estimation, Agreement preparation, Collection of advance, Planned admission, Emergency admission and so on. The Inpatient module also deals with Ward Management: Shifting from one ward to the other, Bed availability, Surgery, Administration of drugs, nursing notes, charge slip and so on. Admission Cost Estimation Admission Approval Admission Request Doctor Transfer Details Nursing Notes IP Medical Observation Pending Drug Request Surgery Scheduling Details Discharge Notification Summary Expected Date and Time of Discharge The module tracks every visit made by the patient and caters to follow-up visits of patients,
along with multiple appointments. Fixed Assets Module The Fixed Assets Module deals with all the activities that are related to the Fixed Assets Part of Financial Accounting. This describes activities that are related to: Identifying an item as a Fixed Asset Allocating depreciation Managing its movement Maintenance Revaluation and Disposal etc., Registration Module The Registration module is an integrated patient management system, which captures complete and relevant patient information. The system automates the patient administration functions to have better and efficient patient care process. Patient Registration Details Inpatient and Outpatient Registration Medical Alerts Details Appointment Scheduling (Patient / Doctor wise) Doctor's Schedule Summary Doctors Daily Schedule List Patient Visit History Medical Record Movements Appointments for Radiology tests and Operation Theatre Patient Visit Slip Sponsorship Details It provides for enquiries about the patient, the patient's location, admission, and appointment scheduling and discharge details. Furthermore, this system even takes care of package deals for a patient for a fixed cost. Medical Record keeps an abstract of clinical data about patients. It allows easy retrieval of medical records on patients. Electronic Medical Record Module The EMR Module is a fully integrated knowledge repository that caters to Medical and clinical records of patients in the hospital. The system supports medical professionals of various departments of the hospital with relevant information like medical examinations, diagnoses, treatment histories, test results and so on. The module provides access to critical and complete patient data that leads to high quality cost effective and efficient patient care. The EMR has the following features
Patient Search with Various Search Strings Patient Demographic Viewing Previous Visit Details Medical History of the Patient Billing Details of Patient In addition the user can view investigation requests, prescriptions, reports and other clinical details. The system provides separate access rights for each part of the EMR. The patient medical file can be securely retrieved from this module and sent across LAN and WAN and also can be E-mailed. Pharmacy Module Pharmacy module deals with the automation of general workflow and administration management process of a pharmacy. The pharmacy module is equipped with bar coding facility, which makes the delivery of medical items to the patient more efficient. This module deals with the activities such as: Enquiry Quotation Purchase order Online approval, Pharmacy drug configuration Pharmacy stores configuration Drug issue to patients and billing Unit dosage facility Supplier information Maintenance of drug inventory Automatic reorder level setting Purchase Requisitions Purchase Order Online request for stock from various sub-stores Online stock transfer Maintenance of stock at different sub-stores Return of items nearing expiry Destruction of expired items Physical stock verification and adjustment Goods receipt Stock Transfer (inter store stock transfer) Stock Adjustment Stock in Hand reports Pharmacy Expiry list In addition the Online prescription facility assists and facilitates the physicians to track the patient's prescription details and as well reflects the medication billing details in the Billing module.
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