ERP Hospital Management Solutions
Hospital Management an ERP Solutions Our Hospital Management System is custom built to meet the specific requirement of the mid and large size hospitals across the globe. All the required modules and features have been particularly built to just fit in to your requirement. This package has been widely accepted by the clients in India and overseas. The sound database of the application makes it more users friendly and expandable. The package is highly customizable and can be modified as per the needs and requirements of our clients. The study of the functionalities of the hospital and its specific requirement has given it a wonderful shape both technically and usability wise. It covers all the required modules right from Patient Registration, Medicine Pharmacy, Doctor, Wards, HR & Payroll, Admin, Store, Canteen and other required modules. Modules of Hospital Management System Registration and Enquiry Management Appointment & Queue Management EMR (Electronic Medical Record) Casualty & Emergency Management In-patient (Admission-Discharge-Transfer) Pharmacy Management Laboratory Information System Operation Theatres Management Nursing & Ward Management Blood Bank Management Service Order Processing Ambulance Services Management Bed Census Management Stores and Inventory Management Billing and Financial Accounting TPA and Insurance Management HR and Payroll Management Duty Roster Management Physiotherapy and Rehabilitation House Keeping and Laundry Management Bio-Medical Waste Management MIS (Management Information System) Telemedicine User Management www.idreamzsolutions.net Page 2
1. Registration & Enquiry Management This module provides a comprehensive approach for the management of the front desk activities in a Healthcare organization which include patient registration, appointment scheduling and certain enquiries related to the admitted patients and availability of consulting doctors. This module features a very comprehensive Medical Registration form which covers various aspects of a patient while registration which include personal, physical and demographic information. It also records the Insurance details as well as overseas patient details. Features of Patient registration and enquiry module Captures detailed information of a patient Patient image capture and storage. Mandatory fields for crucial patient information. Alerts in place to prevent erroneous data entry. Checks duplicate and junk data entry. Automatically generates a unique MR no. Enquiry assistance for Current In-patient details. Advanced multi-criteria search for registered patients. Bar code generation and scanning facility. Provision for recording Insurance Details. Provision for recording overseas patient details. Appointment scheduling admission type, date, time. Appointment scheduling department and consulting doctor. In this application patient s complete relevant information is stored. This information is stored in the application with a unique ID number. Benefits 1 Patients record can be viewed at any time from different branches/departments 2 Patients information along with medical history can be moved from one department to another 3 This application helps to use the same information and bill to Insurance companies 4 Patients registration speeds up the billing process 5 This application is fully scalable and can be customized as per hospitals requirements www.idreamzsolutions.net Page 3
2. Appointment Management Appointment Management scheduling module facilitates effective scheduling of appointments of patients with the doctors. This module allows doctors and nurses to view available time slots and allocate appointments accordingly. This module prevents the system from creating an appointment if the doctor is on leave or absent or busy in the OT. The appointments are given by considering the date, time, department, doctor and the type of visit of the patient. Features of the Appointment Management module Set-up of Hospital Calendar capturing non-working days, day-care timings, etc. Scheduling multiple services Availability & Time-slot of Consulting Doctors as per day & time combinations Search for Consulting Doctors as per service Appointment Booking of Consulting Doctors on internet, walk-in, etc. Booking of multiple slots for patients Booking of multiple appointments per slot Appointment cancellation / re-scheduling Reminders via e-mail, SMS, etc. Precise appointment of a consultation subject to its availability Type of appointment is assigned to the patient for special attention if required Alerts in place for erroneous appointments. Provision for keeping record of a medico legal case. Provision for assigning the maximum visits to a consultant. Doctors Appointment Management is centralized online calendar which displays doctor s availability and available slots at all time. Benefits All the appointment can be aggregated from the website, phone enquiries or direct enquiry. Helps track doctor s appointments This application is fully scalable and can be customized as per hospitals requirements. www.idreamzsolutions.net Page 4
3. Electronic Medical Record (EMR) An Electronic Medical Record (EMR) is the health related information of an indivi dual which is created, modified and maintained within a healthcare organization. EMR module helps you to record and retrieve the clinical information of a patient. It provides a central repository for holding the entire medical records of the patient. It stores data in an organized and structured manner so that a clinician or any healthcare provider can easily access clinical data based on his role, needs and security rights. Features of Electronic Medical Records (EMR) module: Superior GUI to make data collection easy for the consulting doctors/ transcriptionists. Collated & formatted collection of information on patients, as required. Search on patient records by patient name, patient ID, etc. Complete clinical data repository. Capturing basic patient demographic details. ICD-10 Codes for Diagnosis and Clinical Findings. CPT codes for all the Clinical and Diagnostic procedures. Real time ordering of tests and medications. Customized forms for various specialties to simplify clinical history taking. Laboratory reports, medical Images, clinical procedure records, etc. Built-in reports and user-oriented report-writing capabilities, etc. 4. Casualty & Emergency Management This module is built to serve the emergency patients uninterruptedly. It guides the management of the patient from his/her arrival in the casualty to his transfer to the respective department for further management. This module sends alerts to the concerned departments of the healthcare organization, captures the details of the patient condition at the time of arrival, course of action undertaken and helps in planning the further management of the patient. Features of Casualty & Emergency Management Module Capturing of whatever basic patient demographic information available at the time of registration of the casualty & updating the same when fully available Temporary ATD of the patient Consulting details Clinical follow up scheduling Lab test reports Diagnosis Service orders and bookings Pharmacy / Surgical details Statutory forms & reports etc. www.idreamzsolutions.net Page 5
5. In-patient Admission Discharge Transfer In-patient Admission Discharge Transfer module is a part of patient management system and takes care of admission, discharge and the transfer process of a patient. It captures the diagnostic tests, medicines and procedures prescribed by the doctors and nurses. These orders are then processed by their respective departments. This module manages the allocation of a bed/ward/room to a patient according to its availability and also the transfer of patients. This application guides the appropriate discharge process of a patient and generates a comprehensive discharge summary at the end. Features of In-Patient Admission Discharge Transfer module Comprehensive form for collection of precise data regarding the patient. Thorough evaluation of the patient condition. Tools for accompanying the decision making process. Recording the doctors and nursing notes for further management. Processing orders in real time to the respective departments. Managing the billing process. CPT codes for all the Clinical and Diagnostic procedures. Managing the payments done by third parties Bed and ward allocation and transfer. E-prescribing of the medications. Final billing and settlements Clinical Packages management. 6. WARD / ROOM Management Ward room management allows managing wards, rooms and beds in a hospital. All functionalities are dynamic here and help to create and a lot a ward / room or bed to patient and services related to it. Benefits 1 Helps to check Ward / room / bed status and availability 2 Checks patients occupancy status 3 Helps to easily search a patient allotted in a ward room and bed 4 This application is fully scalable and can be customized as per hospitals requirements www.idreamzsolutions.net Page 6
7. Pharmacy Management 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 8. Laboratory Information System The Laboratory module automates the investigation request and the process involved in delivering the results to the concerned department/doctor of the hospital. Laboratory module starts with receiving the online request from doctors and also allows laboratory personnel to generate requests. The Laboratory module supports to perform various tests under the following disciplines: Biochemistry, Cytology, Hematology, Microbiology, Serology, Neurology and Radiology. Tests are grouped under various sections and sample type (specimen). Based on the request the user can input the sample and generate the sample number. Results can be entered based on the sample type either to one test or multiple tests. If the test result requires approval, the supervisor has to approve the result and it is made available to concerned doctors. Sample Result Entry Test Report Entry Specimen Association Details Antibiotic Details Result Range for Test Investigation Request www.idreamzsolutions.net Page 7
Bulk Sample Request Sample Details Samples Received from External Laboratory Samples Dispatch to External Reference Laboratory Investigation and Treatment History Test report can be made confidential. Tests can be performed only after the billing is done. This rule is exempted when the case is declared as Urgent. In addition, this module facilitates investigations for referral patients. 9. Radiology Management Module Radiology module caters to services such as X-ray, Scanning, Ultra sound etc. Scheduling of Radiology resources is possible. The system stores all the result details of various tests and makes a Report based on the Test Results. These Tests are carried out both for Inpatient and Outpatient. The system stores all the details (like patient number, Test Report like X-Ray, Scanning details) and for each scan the system generates a unique number for the image. Investigations can be done only after the billing is done. This rule is exempted when the case is declared as Urgent. 10. Operation Theaters Management Operation Theater module tracks all surgeries that take place in the hospital. It helps in scheduling the theaters, surgery team, records the surgery details and all checklists associated with the surgery. It keeps track of the items used during the surgery and helps update the items in the Operation Theater. It helps to record an electronic consent of the patient or the relatives. It also helps in recording the preoperative and postoperative condition of the patient. Operation Theater Scheduler helps to manage and schedule Operations / Surgeries for patients. Features This module includes complete information of the patient including medical history Maintains complete information with surgeon s name, anesthetic name, nurses and OT boy Assign OT to a Surgeon with patients name, ID# and medical history www.idreamzsolutions.net Page 8
Check OT availability with time slot Check operation list by surgeon name / patient name / anesthetic name / department Schedule Operation Theater for any given date or time Maintains complete information of the surgery / operation including date, time, hours or operating, operation name, blood group and type given, how much fluid given, swabs count, notes, blood report, complications information, anesthetic & surgeons name etc. 11. Nursing and Wards Management The ward management module provides the facility for nursing or Ward staffs to manage the floors. This module manages special units like ICU, OT activity and tracks the services given to the patient in their respective wards. Nursing workbench is a comprehensive module that provides the facility for nurses to administer and maintain throughout patient care. It works in conjunction with doctor's workbench and other modules and departmental functions of the clinical and administrative systems of the HIS. Features of Nursing and Wards Management module Ability to access Patient Administration system for user defined data items. Ability to link in with the order communications Ability to include notification of patient's pending arrival, current status, etc. Real time test, procedure and medication ordering to the concerned departments. For surgery, the theatre schedule is notified, together with any preparation required. Ability to record admissions, discharge and transfers at the wards to update the bed census. Confirm location of the patient and to notify ancillary departments such as dietary. Communicating with departments such as housekeeping, maintenance, security, etc. Comprehensive charts to monitor the patient s condition. 12. Blood bank Management Software Blood Bank Management Software, readily scalable and adaptable to meet the complex need of Blood Banks Who are Key Facilitator for the Healthcare Sector, it also supports all the functionalities of Blood Bank. Features of Blood Bank Management Software Generating reports on Stocks-Blood Group wise,area wise and Expiry date wise. Donor Database-Blood Group wise and Area wise Maintain and update Unique Donor Identifications. Complete Key Consumables Inventory Management. Track And maintain all the Donor Types-Voluntary, Exchange and Directed. Improve the Effectiveness and efficiency of Blood Bank-Faster Response Time and Better Control Accurate database/record Management. Blood Cross Match and Result Storage Facility. Digital Record archival backup and restoring facility-better Housekeeping and Record Maintenance. Rejected Donor Database for Donor Control and Identification-Blood Transfusion related disease control and prevention Searched Facility for Destroyed and Expired Blood Comprehensive Donor database with Search Facility. www.idreamzsolutions.net Page 9
Unique Donor Id and Patient record Id for managing future list. Improve Blood Bank processes by providing efficient and continuous software support. 13. Ambulance Services Management This module helps to manage the ambulance services provided by the Healthcare Organization. This module keeps track of the ambulances available for service and also manages ambulances services ordered from external vendors. This module helps you manage the Scheduled as well as the emergency services of the ambulance. It also helps you maintain the basic life support facilities provided in the ambulance if any. The availability of ambulances and drivers are better managed using this module. Features of Ambulance Module Normal Care/ Critical Care ambulance services. Scheduling of Ambulances/vehicles. Driver Duty roster. Accompanying Doctor's duty roster. Tariff management. Daily running statistics of ambulances. Scheduling maintenance of the vehicles. Managing emergency facilities provided in the ambulance. Provision for communication facilities within the Ambulance 14. Stores and Inventory Management General Stores and Inventory module deals with Purchase of Items, Issue of Items, Maintenance of Stock, Automatic Reorder level Setting, Online request for stock from various sub-stores, Online stock transfer, maintenance of stock at different sub-stores, Physical stock verification and adjustment, Return of items to supplier etc. Stock management Multi UOM and Multi currency system Stock control Stock Purchase through Enquiry generation Sub stores issues and receipt of stocks External hospital stock issues and receipt Option to include and track gift or donation of stock Stock requisitions from sub-stores and corresponding management Quotations and Purchase Requisitions Purchase order generation and processing, Emergency Purchase order, Principal and Blanket PO Advance payment requisitions to Finance Goods Receipt Note and Purchase returns Automatic stock updates on receipt of goods Stock returns and destruction tracking Invoice verification Supplier management and supplier payment bucket facility available Supplier invoice management www.idreamzsolutions.net Page 10
15. Financial Accounting System The financial accounting module caters the entire gamut of accounting practices that is conducted in a typical healthcare setup/environment. This financial accounting system manages all the balance sheets, Income statements, petty cash, sales, purchases, revenues, expenses, ledgers and other books of accounts. It provides statistical tools for graphical representation of financial data related to the organization. Features of the financial accounting module Balance Sheet Statement of income Cash flow statement Statement of Owner's equity. Petty Cash book. Bank book. Purchase book. Daily, weekly, quarterly and monthly financial statements. Statistical tools for analysis. Compatible with GAAP(Generally Accepted Accounting Principles) 16. TPA and Insurance Management The TPA and Insurance Management module facilitates the process of settlement of the bills of a patient insured or covered by a third party. It records the details of third party payers and insurance companies. It helps to verify the eligibility of the patient for reimbursement by the third party or the insurance company. This module helps the hospital file online claims on behalf of the patient in a prescribed format along with the discharge summary and various bills of the services provided to the patient. It also helps to track the status of the claims and provides a provision for follow up to these TPA and Insurance companies. Features of the TPA and Insurance Module Provision to record the TPA and Insurance details of a patient. Instant verification of eligibility of the patient. Online submission of claims forms. Provision for follow up with the TPA's and Insurance companies. Status enquiry of the submitted claims. Integration with other modules for discharge summary and other details. Provision to bill the patient separately for the services provided by the hospital that are not covered by the TPA and Insurance companies. 17. HR and Payroll Management HR and payroll system basically refers to processes and systems at intersection between IT and human resource management. The main function of HR department is mainly administrative and it is almost common to all organizations. Payroll module efficiently automates pay process after gathering data upon attendance and employee time. Data is fed from human resources and time-keeping module helps in calculation of automatic deposits and cheque writing tasks. It can encompass whole employee associated transactions which integrates with the already existing financial systems. www.idreamzsolutions.net Page 11
HR module covers many aspects ranging from application to retirement. It records necessary address data and demographic data, development, skills management, training & development, compensation planning and different related activities. HR management also involves evaluation, development of employees, compensation, recruitment and placement. It can also maintain payroll reports, pursue talent management as well as manage personnel records. Features of Payroll and HR Management module Daily attendance entry Leave accounting Substitute management Salary calculations Pay slips Payroll reports Performance indicators Recruitment activities PF, TDS management Final settlement processing Bonus and Incentives management. 18. Duty Roster Management The duty roster management module is used for scheduling of working hours for the staff of various departments, including doctors and nurses which work round the clock. It maintains shift rotation of doctors and nurses, analyze the workload and skills of the nurses. This module is used to assign various timings to different shifts, assign shifts to various employees department wise. It also helps manage substitutions for absent employees. Features of Duty Roster Management module Easy management of the Duty Shifts of the employees. Appointment scheduling to shift timings of the consultant. www.idreamzsolutions.net Page 12
Manipulation of substitutes in case of absent employees. Provision for scheduling overtime. 19. Housekeeping/Laundry The Housekeeping and Laundry management module provides the facility to manage and monitor the housekeeping activities in a hospital. This module facilities and keeps track of the housekeeping activities like patient room preparation, sweeping/mopping floors, dusting furniture, cleaning fixtures/ walls/ windows/ ceiling/ bathrooms, etc. A schedule is maintained which alerts the Housekeeping and laundry department of the activities that are to be performed. The housekeeping and laundry module helps the healthcare organization to reduce the waiting time of the patients requiring admission to the inpatients department. Features of the Housekeeping and Laundry Module Scheduling the cleaning of various areas of a hospital. Appointing staff for specific housekeeping activities. Integrated with the stores department to maintain the required stock. Scheduling the changing of linen used by the In-patient department. Maintaining the count of incoming and outgoing laundry items Scheduling maintenance activities of cleaning equipments. Quality indicators provided for cleanliness. Real time updates of cleaning orders from various departments. 20. Bio-medical Waste Management The Bio-Medical waste management protocol module keeps track of the collection and disposal of Biomedical waste produced in the Healthcare Organization. This module helps in defining, identifying and categorizing the waste produced within the healthcare organization into different categories including the radioactive waste materials. This module identifies the areas within the organization where the waste is actually generated and finally disposed off. It also manages the time frames within which the waste has to be disposed off and provides a checklist for the same. It also helps to schedule and keep track of the staff responsible for the Bio-medical Waste Disposal. Features of Biomedical Waste Management Module Categorization of waste into different types. Keeps track of the Generation of Waste. Schedules and identifies the Collection of waste Tracks and records the transportation of waste. Acknowledgement of the safe disposal of waste. Scheduling of the timely disposal of waste. Radioactive waste disposal management. Color codes for different types of waste. 21. Management Information System (MIS) The management Information System (MIS) module provides information relating to the performance of the different departments of the hospital. It provides reports to the management unit for analysis of the effectiveness of various functions performed within the organization. It provides statistical tools for the www.idreamzsolutions.net Page 13
analysis of data and supports the decision making process of the management. This module provides the facility to import the data into various formats for further manipulation. Thus the Management Information System (MIS) provides a Hawk Eye view of the overall effectiveness of the Healthcare Organization. Features of Management Information System (MIS) module Powerful reporting tools Statistical tools for visually analyzing the data Easily customizable to the management's needs Department wise arrangement of various reports About 300 various reports available Easily exported into various formats such as MS excel, PDF, MS Word, etc Categorization of revenue department, counter, type of payment, etc. 22. Telemedicine Compatibility Telemedicine is a field of healthcare IT which deals with the communication of health related information of a patient between two or more remote healthcare entities. This health related information of a patient may be communicated in the form of online video chatting, simple text messages, digital or DICOM images, audiovisual films or any other digital form of data. To send and receive such information to and from remote systems via the internet or satellite communications, telemedicine compatibility becomes highly essential. Our systems are fully compatible for such communications used in Healthcare. Features of Telemedicine compatibility Ability to provide unique Identification numbers to the patients. Ability to make appointments over the telemedicine network. Ability to have voice and video connectivity. Provision to attach the medical data transmitted to be part of the patient EMR. Ability for the remote doctor (client) to access patient's EMR. Storage of information of all the interactions within the network. Provision to use the telemedicine network to possibly support tele-education. Comprehensive GUI to create, retrieve and update a patient's Information. 23. Machine Interfacing CAMP provides provision for interfacing with various digital equipments used in a healthcare setting. These include Laboratory equipments such as Bioanalyzers, Monitoring Equipments that are used to monitor the vitals of a patient, Digital cameras for storing captured patient photographs and Interfacing with Radiology equipments using PACS technology. These digital equipments can be interfaced with our application Electra to fetch data from these instruments and save them in the system against a particular patient. Equipments that can be interfaced with CAMP. X ray machines mobile digital Ultrasound Machines Digital Bioanalyzers VCT Scanners MRI Scanners www.idreamzsolutions.net Page 14
Vital Signs Monitor Bed side Monitor Central monitor Webcams Other digital equipments. 24. User Management Module The User Manager module basically deals with security through controlling the access to the information available in the application. Any user associated with a user group can access only those screens for which the user group has rights. It also deals with the System Related Activity like User Monitor, Creating User Group Master, User Master and view the User Group Lookup of employee database, Maintenance of company documents, User defined error message, Generating Daily Statistical Summary. Tools used for coding Coding Development Tool IDE Server Database : Java, Swing framework : Net beans : Apache Tomcat : MYSQL / SQL Server Implementation Methodology. The implementation methodology following the steps as per the best practices in the industry. Agreement on the technical and budgetary proposal Website Requirement Proposal Final Pricing and payment terms Project Schedule System modification Beta System implementation Instructions on usage & System Administration. Fine tuning Performance testing Go live & commissioning. AMC starts www.idreamzsolutions.net Page 15
Payment Schedule It would be beneficial for both the parties if our proposed implementation methodology is adapted in this project. This would lead to a win situation and bring a higher visibility to the project management. Phase 1 1. Completion of user familiarization as is process 2. Scope of work, Definition. Phase 2 1. Hosting the beta version. 2. User manuals and other documentation 3. Performance Testing Phase 1 50% on acceptance Phase 2 50% against acceptance and successful implementation of the project. Delivery schedule 1. User Requirement understanding Process 5day 2. Requirement Specification - 2 day. 3. Beta Version Release 30days. 4. Inclusion of the suggestions and Modifications-2Days 5. Hosting &Completion Report 5 days Conclusion idreamz solutions agree to deliver the software within 30 days provided the contents are agreed within a week time of the submission of the SRS. Thanking you Yours truly IDreamz solutions Tel: 0484 4036612 Mobile: 9633226677 www.idreamzsolutions.net Page 16