Hospital Informa on System

High Level Data Flow Diagram & Modules Descrip on

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Scope of Hospital informa on System (HIS) 2

Proposed Solu on for Hospital Informa on system (HIS) Pa ent service 4

Hospital Informa on System (Pa ent Service) 5

OPD Management 5

Registra on 5

Appointment 5

Queue Management 6

Doctor’s Portal 6

EMR 6

Diagnosis and Prescrip on 6

Telemedicine 7

Emergency module 7

Pa ent Portal 8

Pa ent feedback 8

Lab Repor ng 8

CSSD 9

Radiology Repor ng 9

Service Billing 9

Pharmacy 10

Scope of Work for Enterprise Resource Planning (ERP) 11

Proposed Solu on for Hospital Informa on system (HIS) Back office services 12

Messages and Alerts Module 13

Schedule and Rostering 13

Security & Access control 13

Business Office Management 14

CRM 14

Asset Management 14

Procurement and Inventory Management 15

Finance & Accoun ng 15

MIS 15

Human Resource and Payroll System 16

Claim Management 16
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Scope of Hospital informa on System (HIS)

The Registration and Appointment scheduling module is an efficient patient management system that
eases capturing of pertinent information of the patients. This module will emphasize to comply with
details about the schedule of a Physician, slots available in his schedule, scheduled slots, blocked slots,
tracking of patients and their visits, scheduling appointments for unregistered patients and emergency
patients can be viewed effortlessly.

The patient at first will need to be registered in the system through OPD.The business office will identify
and define the patients who will be entitled to have discount policies applied against. Appointments based
on patients’ needs and doctor’s availability will be compiled through the system. The solution will enable
us to observe vacant slots to accommodate walk-in patients and there will be an update of appointment
statuses based on free, booked, confirmed and cancelled.

The queue management module will be linked with the OPD appointment module to cater all patients
who have already taken the appointment for consultation with a particular or visit to the OPD. This
system will be applicable for both the visiting patients and those who have taken prior appointments.

The doctor portal will imply in providing medical assistance to patients through defined parameters.
Record the patient symptoms, diagnize, and order treatment plans will be simultaneously conducted. All
the key information about the patient such as medical observation, lab results, radiology results, and all
other relevant information can be viewed in a single screen. Using EMR all necessary patients will be
retrieved including diagnosis results and generation of prescription.

The solution is also initiated to provide telemedicine service where doctors will be able to provide
medical services to patients by finding out previous service taken records and prescribing the needed
medication as is required for the patient. Aside, for patients in need of immediate medication will be
forwarded to the emergency module that will allow for fast registration of patients by the capture of key
and very specific registration details such as demographic information, keeping in mind the criticality of
this function.

All prescribed medication by the doctor through the doctor portal will be received by the pharmacy
against the unique patient ID and will simultaneously be dispensed to the respective patients. The RIS
module will perform necessary results via integrating with different modality (HL7) as per schedule and
against specific accession number PACS systems will store the result. Using service accession number
against patient id that image can retrieve PACS viewer interface. Consecutively, through the LIS
procedure, the pathology module will perform results integrated with different analyzer machines. LIS
procedure will function as bidirectional and unidirectional both ways. Against patient service ID
following the completion of result processing will be sent to the patient profile.

All registered patients following the completion of registration will get access to the patient portal from
where they will be able to get medical records, doctor’s prescription and diagnosis results. Patients will
get registration notifications through SMS or emails.

All services endured for providing medical assistance will be conducted from the service counter. It will
collect the patient service bill according to services provided.
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Proposed Solu on for Hospital Informa on system (HIS) Pa ent service

status. In case of new patients will get the privilege to make
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the appointment through the patient portal application through a minimal of their details. The system will
facilitate the functions to instant appointment at registration desk or provide the transfer or re-schedule or
cancel scheduled appointments as per patient need and request. The system is also to facilitate blocking
already scheduled appointments on the basis of emergency schedules or non-availability of the concerned
doctors and schedule them on alternate days. On the basis of feasibility, the system may as well enable
multiple appointments for a single patient or general physicians.

Queue Management

The system will comply with the means to bring and manage the patient managerial activities in terms of
providing medical assistance in a coordinated procedure. The features may include token management in
reference to the token dispenser unit with touch screen or computer desktops installed with registration
counters connected through LAN and Counter display. The visiting patients may be categorized according
to the categories of the visiting patients and the infrastructure of the feature may comply with all the OPD
and consultant’s rooms and linked with the Hospital Management Information System through the
appointment module. This feature will be implied for both visiting patients and those taken prior
appointments for particular consultation as per need.

Doctor’s Portal

The doctor’s portal will comply with the appointment booking, rescheduling and cancellation. It will
comply with enabling of patients reminders or alerts, view booked appointments, show the number of
bookings in a day or session or show home care request records and imply functions featuring the EMR,
EHR and medical trends.

EMR

This service will enable doctors to generate prescriptions according to his/ her own template dynamically
as an appointed patient for consultation. It can be viewed by all previous prescriptions and the result of
any investigation by the concerned person. Doctor Will be able to view the admitted patient list and list of
procedures conducted by himself or herself. The system will facilitate alerting physicians to get
emergency calls for inpatient and emergency patients.An integrated electronic medical record / billing
system, therefore, both expedite and will make billing more accurate. Benefits of the system will as well
include: prevention of duplication of lab tests, diagnostic imaging, work-ups, and other services can be
prevented by good record-keeping of any type. Benefits also include data errors to be reduced, and
adverse outcomes to be more rapidly identified.

The system is expected to support the capturing of standard insurance, the capturing of other standard
insurance and clinical codes for claiming of insurance and reporting purposes. In addition the system is to
facilitate the scanned documents and images to be uploaded through Document Management System.
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Diagnosis and Prescrip on

Through this section of the solution it will capture the chief complaints of the patients and complete an
initial nurse assessment by capturing the patient information easily. It will also enable standardized
clinical images and allow making observations and remarks using markers and notes as per need through
doctor’s consultation. For better convenience, the system may allow accessibility of a particular patient’s
previous prescription for doctor’s referral during consultation. Aside the system may refer to prescribe
tests, medicines services, diagnosis packages as will be applicable for the patients.

For convenience, there may be an option from where the visit summary may be observable or have
accessibility of diagnosis. Beside lab or radiology reports, patient EMR may also be accessible by the
concerned. The system may comply with features through which scanned documents may be uploaded.
There may be a date wise summary consisting of all the visits that will be made by the patient as well as
ensure the last visit diagnosis to be available in the diagnosis entry screen. Also there may be availability
of e-prescription that will enable ordering screen side-by-side with the patient’s chart and always have
context on the patient’s current status.

Telemedicine
This may include the following the following functionalities for efficient management of the feature:

● Will allow remote doctor to access patients

● The system will enable the transfer and attach medical EMR data of the patient following request
form the telemedicine client.
● The feature will attain the functionality to unlimited online video sessions including of providing
high definition video quality
● Multi-user chat
● Have the functionality online appointment calendar
● Provide provision of providing clinical workflow support
● Provision for scheduling, reporting and analytics
● The system will enable secure document sharing
● Multi-provider capability
● Virtual market place for telehealth services

Emergency module
The solution will enhance the providing of features through this phase to serve the emergency patients
immediately. It will consist of phases including the patient in casualty from arrival point to the transfer to
a department for further treatments and medications. The features incorporated will help to capture all
relevant data regarding the patient's condition at the time of arrival, facilities provided that will help to
provide further medications to the patient.

Aside it may also incorporate the following features to provide facilities to the patient in the best possible
means:

● Capturing patient basic demographic information at the time of registration of the casualty.
● Clinical follow-up scheduling
● Service order and bookings
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● Provision of attaining lab test reports

● Diagnosis
● May comply of providing pharmacy or surgical details as is needed
● Auto billing facility in regards of clinician’s prescription diagnostic or investigation orders
● This may as well imply for discharge or shift of patient to different department

Pa ent Portal
Patient portal features such as secured messaging, prescription refills, and test results that can be a benefit
to any practice.The patients can use the portal for typical interactions, such as accessing lab results. This
phase emphasizes attaining better convenience both in terms of patient satisfaction and accessibility, in
addition to physician process improvements that can save time and money. Features that may comply
includes:

● Allow a search option for doctors with whom needed to consult.

● Will comply with Online appointment scheduling and enable the viewing of appointments.
● Will imply appointment rescheduling or cancellation as per need.
● Option to view visit and discharge summary
● Provide provision for home care request
● Enable online payment procedurals using payment gateway
● Have accessibility to online pharmacy
● Accessibility to various reports including lab and radiology reports.
● Access to patient prescription and diagnosis.
● Provision to enable patients to communicate with doctors.
● Enable to upload and view previous patients records

Pa ent feedback
This section is for the patients to provide feedback according to their visits and diagnosis. It may also
incorporate the following:

● Monitor the quality of services being delivered to patients

● Will help to determine patient preferences for services
● Comply to improve patient engagement and response
● Provide a comprehensive understanding of a patient’s experience within a medical practice that
will enable management to stay ahead in a highly competitive healthcare industry.
● The feedback provided will enable us to provide the scope to monitor, analyze, and make
improvements based on this information is an invaluable tool for improving patient satisfaction in
providing medical assistance.

Lab Repor ng
The feature will be integrated with pathology module that will enable to manage complex process, ensure
regulatory compliance, extensive quality assurance functions and ensure prompt laboratory
operations.The system offers consolidated and cumulative patient reports,web-based access, and
sophisticated management tools for workload, cost accounting, and resource utilization.After Sample is
received at lab, respective department is notified, test details information obtained by machines, test is
conducted and result is obtained.
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Pathology module performing results integrated with the different analyzer machine by LIS procedure.
LIS procedure will function as bidirectional and unidirectional both ways.

CSSD
This module will enable users to have the inventory information of items that need to be sterilized, in the
form of packs, sets or individual quantities, by keeping track of such items received or issued to
departments like OT, ICU, Emergency and Ward in the hospitals. There might be setup options for
accessing the service and information in the form of reports may be accessed from the feature. The
functionalities may include:

● Sterilization Queue screen may enable to perform all the daily activities with respect to CSSD
● Provision for scheduled maintenance of sterilization of trays and items to monitor the quality of
sterilization
● Enable to capturing of date and timestamps for effective monitoring of time and around
● Solution to enhance sterile processing, storage and tag with expiry before distribution OT for
procedures conducted during surgical purposes or attending to wounds.

Radiology Repor ng

This system might be a networked computer platform that will enable the storing, manipulation and the
distribution of patient data. These systems will be able to offer many benefits to imaging centers.
The system will facilitate the retrieval, distribution, and presence of imaging studies for advanced
visualization and primary interpretation.It will ensure access to current and prior imaging studies and
reports via the Internet increases mobility and availability. It may comprise manipulation of images that
will enhance decision-making, especially with 3D renderings and advanced clinical application packages,
automated results distribution to referring physicians that will save time and reduce errors. The system
will manage all workflows from patient encounters to image management that will lead to better patient
care. And when integrated with electronic data interchange (EDI) components and practice analytics, it
will gain a full 360 degree perspective of the medical service.

The system will facilitate reporting facilities that will include: all imaging reports to be implemented, list
of imaging unit report, list of imaging investigation, list of most frequent investigation, patient wise
investigation, investigation status report of the patients.

Service Billing

The solution will enable services to ensure efficiency in payment methods for the patient for the patient
including: it will enable dynamic rate setup, rate change option and billing according to the department. It
may include pathology billing, radiology billing, service billing, discount facility, will keep the consultant
and referral doctor’s information while billing and service wise necessary bill statements as is necessary
for conducting effectual services for the patients and hospital management.

The service will comply of the following:

● Confirmation of providing service after the patient has paid.

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● Enable the forwarding order entry from doctor to lab/imaging department and internal pharmacy
by receptionist/cashier after order has been generated from doctor and each relevant activity
would be linked with the financial accounting system.
● Will be integrated with payment gateway and support payment methods that can be allowed
multiple times.
● The system will have the provision for patients to adjust deposits made by patients before the
collection of test reports.
● The system will enable default discounts from rate sheets and comply to have proper
authorization on the discounts at the bill and item level.
● The solution will support multi payer bills and encounter packages.
● The platform will incorporate the authorized users to approve patient due write-offs.
● The system will comply with invoice and receipt to generate cashier information and location
tracking.
● The system will comply with automatic follow-up count based on calculation and will be able to
track modifications to a bill at an activity level which will be displayed in the report builders.

Pharmacy

The robust Pharmacy application will enable pharmacists across the health care enterprise to perform their
daily activities efficiently and effectively. The various tools and routines through the solution will
simplify and to expedite processes while ensuring safe, quality care for patients. The Pharmacy
application can be used in many different health care settings, including acute care, long-term care,
behavioral health, residential care, nursing homes, and assisted living facilities.

The system will comply in providing of the following:

● provision for identifying the cold storage requirement,
● Keep track order entry from cash counters on different floors and have provision for the
generation of payment receipt.
● The system will have sterilized and batch tracking options,
● enable of prescription label printing,
● Support The flow of inventory/assets from one user to another.
● Enable store wise display of item and batch details.
● Have the provision of viewing patients' prescriptions with sales linkage.
● Enable store item reorder levels and to view purchase details, as well as view detail purchase
details.
● Have the provision to capture/store standard trade and generic names and dosage details and
provide update of inventory stock online on stores transaction.
● Enhance to forecast order quantities based on historical consumptions
● Have the provision to store bin location in the pharmacy, reorder level, trigger alert based on the
quantity less than re-order level.
● This will enable monitoring of the expiry dates and have provision to suggest alternate drugs
● Have the provision of ensuring transfers between pharmacies and relevant work functionalities.
● Have a drug search option with item name, quantity, expiry date and show stock quantity.
 all others module
user needs. Users will create a complaint mentioning specific reasons after resolving the issue's status will
be changed. As well as some equipment needs schedule based regular maintenance, regular health
checkup this type of all activity closely monitoring using support and maintenance procedure. If there is
any damage regarding any product, it will be sent to the service station to repair, after repairing the
product, it will be sent back to the concerned department again. Asset management will have the
connection with the support and maintenance module. As assets are sent to repair and maintenance, asset
information will be collected from asset management and maintenance information will be collected from
support and maintenance modules.
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Proposed Solu on for Hospital Informa on system (HIS) Back office services
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HIS ERP solution (Back office service) has different modules which helps to maintain proper security as
it is role based access solution, allows the user to use the system securely, maintaining their working
privilege area, setting up the form by filling each of the portion to access into the specific area. Overall
process of ERP helps to make the system more secure for the user, controlling unauthorized access to the
system. Each of the areas has its own functionalities and a system has been built to run each of the
modules to make the ERP working for the hospital and also to ensure the smooth running of the
operations related to the concerned organization.

Messages and Alerts Module

For ensuring efficient procedure the system will generate features like messaging through SMS, internal
messaging and mailing, alerts at different points. The facilities will issue notifications for systems such as
facilitating the sending of notification in the registered patient number when reports need to be collected,
and emergency alerts to doctors through SMS. There are also several issues for which this service is
required like creating marketing messages and triggers to be sent to patients regarding various occasions
such as birthday alerts, promotions, camps etc. Also some other notification will be sent to concerned
department people like to the lab technician for sample transfer, alerting referring doctors if there are any
abnormal lab results.

Schedule and Rostering

This section will allow the authorized to schedule the daily activities of the staff accordingly. The
facilities to be provided through the feature may include: setup functions related dynamic shift setup, shift
finalization authority setup, employee schedule to generate individually and according to department and
individual doctor rostering. The feature will enable facilities of reports including duty location wise
schedule information. It will generate employee roster details information reports including off day report,
monthly schedule report, and shift authorized information report. This system helps to plan better and
execute patient care. This module helps to establish, allocate and manage resources including the
manpower needed for day to day activities related to the hospital operation. This helps to run the patient
care services.

Security & Access control

Through the system this module will specify the functionalities needed to administer proper security
access and information of the users accessing the system. These consist of the following:
● To create or modify user information and user status.
● Assign a group to a specific user.
● Create a group by assigning different forms or reports.
● Multiple groups can assign multiple users.
● To grant, access, display, add, update and delete options will be applicable to all forms and
groups.
● Forms will be displayed and grouped by department wise.
● User wise group or individual privilege.
● Can revoke permission from any group or any specific user.
● Can view or work a specific employee to a specific department, sub-department, working unit.
● Permission can be active or inactive.
● One default department, sub-department, working unit can be assigned.
 or equipment, their real- time availability, utilization etc will be updated in the system.
Users can track the history sheet of equipment. If any preventive maintenance is required, that can be
taken from the system. If there are any kind of complaint or request regarding any asset there, the user can
reports, patient stats report, consultation reports, scheduler reports, diagnostics reports, maintenance and
contracts reports, different reports related to pharmacy and reports with different branches. In addition the
feature will comprise of all relevant information and generate reports as needed for the tests conducted
and services obtained accordingly to the patients.
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Human Resource and Payroll System

Human resource management is concerned with employees both as individuals and as a group in attaining
goals.Benefits of the feature in terms of recruitment procedure and setup through the system will include:
dynamic organogram setup and other related setup, department wise requisition for manpower, contact for
interview and make an appointment list, allow to make a pre-question paper for applicant. As for
incorporating employee information through the system will include: authorized user can view list of all
employees’ information, can enter an employee's detail information as is required, generate self- request
for transfer or new office order for employee transfer, ensure training facilities for the employee and keep
previous records as well as ensure the facilities for applying for leave and its previous records according
to the employees.

The Payroll system will comprise of facilities including; have an accurate record of the working hours of
the employees. An automated system will minimize the possibility of human error. The system may be set
up for more complex operations, such as deductions for tax and benefits purposes.

Another feature of a payroll system is that it can be used to keep detailed and accurate records. These
records can be stored in a main database on site, online or in an outside record-keeping facility. An
automated payroll system can help eliminate busywork by streamlining the whole process of scheduling,
record-keeping and payment of the employees. There will be an integration with the system to the
attendance system. System will have the appraisal process incorporated within it.

Claim Management
This feature has been identified as a valuable resource for monitoring and improving the services
encompassing the services for patients through management. These might include setup facilities to
ensure the various categories of complaints, proper facility of enlisting the complaints in the system and
notification of the actions taken against the complaints. The authorized user will be able to access the
roles for this feature including keeping track of the status regarding the complaints. Submission of claims,
managing edition/ denials, ensuring reimbursements, information of claim submission, claim acceptance,
denials will be incorporated in the system. If there is any need to repair the assets, then it will be sent for
repair to the service repairing station. Maintenance of ordering will be maintained here. Order settlement
will be done ,there will be features like project tracking , cost element analysis.
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