iClinicSys Ver 2 User Manual

Document Code:
Knowledge Management and Information Technology Service KMITS-SSED-MAN-SOM-003

Systems and Software Engineering Division Revision No: Page
Ø 1 of 243
Effectivity Date:
Software Operations Manual 10 February 2014
Reference Code:
Date: October 2016

Table Contents
I. Introduction ...........................................................................................................................................5
I. Introduction ........................................................................................................................................5
A. System Overview ............................................................................................................................5
B. Objective of the System .................................................................................................................5
C. Objective of the System .................................................................................................................6
D. How this User Manual is Organized .............................................................................................6
II. About the System ..................................................................................................................................9
II. About the System ..............................................................................................................................9
A. Features ...........................................................................................................................................9
B. Benefits......................................................................................................................................... 10
C. Security and Confidentiality ....................................................................................................... 10
D. Operational Requirements.......................................................................................................... 11
E. System Components Overview .................................................................................................. 11
F. Deployment .................................................................................................................................. 12
III. Getting Started with iClinicsys ONLINE .......................................................................................... 13
III. Getting Started With iClinicSys ONLINE ...................................................................................... 14
A. Logging In (Online) ...................................................................................................................... 14
IV. Getting Started with iClinicsys OFFLINE......................................................................................... 17
IV. Getting Started With iClinicSys OFF-LINE ................................................................................... 17
A. Installation .................................................................................................................................... 17
B. Logging In (Off-Line) ................................................................................................................... 23
V. iClinincsys Built-In Tools .................................................................................................................. 30
V. iClinicSys Built-In Tools ................................................................................................................. 30
A. Informative Tools ......................................................................................................................... 30
B. Navigation Tools .......................................................................................................................... 34
C. Content Section Tools ................................................................................................................ 36
D. Types of Data Entry/Editing Controls ........................................................................................ 45
E. Other Useful Tools ...................................................................................................................... 49
VI. iClinincsys HOMEPAGE .................................................................................................................... 52
VI. iClinicSys HOMEPAGE ................................................................................................................... 53
A. OVERVIEW: .................................................................................................................................. 53
VII. Administrative Management Module ............................................................................................... 55
VII. Administrative Management Module ............................................................................................ 56
A. Overview ....................................................................................................................................... 56
B. References ................................................................................................................................... 56
C. Patch History (Online) ................................................................................................................. 61
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D. User Account ............................................................................................................................... 62

E. Synch Data (OFFLINE only) ........................................................................................................ 62
F. Extract (OFFLINE only) ............................................................................................................... 64
G. Upload Data .................................................................................................................................. 66
H. Downloads.................................................................................................................................... 71
I. Account Settings ......................................................................................................................... 74
J. System Update(Offline) ............................................................................................................... 77
VIII. Health Facility Process Flow ............................................................................................................ 81
VII. Health Facility Process Flow ......................................................................................................... 82
A. For New Patients ......................................................................................................................... 82
B. For Patients with Previous Consultations ................................................................................ 82
IX. Electronic Medical Record Module .................................................................................................. 83
IX. Electronic Medical Record Module ............................................................................................... 84
A. Overview ....................................................................................................................................... 84
B. Patient Demographic Info ........................................................................................................... 85
C. Previous Consultation List ......................................................................................................... 93
D. Recording Tools ........................................................................................................................ 158
E. Reporting Tools ......................................................................................................................... 175
F. Select Transaction (Modules)................................................................................................... 198
G. Global Search (ONLINE only) ....................................................... Error! Bookmark not defined.
X. Logistic Management ...................................................................................................................... 224
X. Setting-up Multiple Users ................................................................ Error! Bookmark not defined.
A. Overview ..................................................................................................................................... 225
XI. Environmental Health ...................................................................................................................... 226
XI. Environmental Health ................................................................................................................... 227
A. Overview ..................................................................................................................................... 227
XII. Setting-up Multiple Users ................................................................................................................ 231
XII. Setting-up Multiple Users ............................................................................................................ 232
A. Things to check ......................................................................................................................... 232
B. Setting up the Server ................................................................................................................ 232
C. Connecting Computers to the Server ...................................................................................... 236
XIII. Basic Troubleshooting .................................................................................................................... 238
XIII. Basic Troubleshooting ........................................................................................................... 239
Entered data won’t save. ............................................................................................................... 239
Integrity constraint violation. ........................................................................................................ 239
Attempt to insert duplicate key or row. ........................................................................................ 239
No data can be selected from any of the drop down selection boxes. ..................................... 239
The report does not include data entered into the system. ....................................................... 239
Reports do not print. ...................................................................................................................... 239
Report Totals do not display on the screen. ............................................................................... 239
The report displays wrong values as a result of computations. ............................................... 239
Insufficient memory problem. ....................................................................................................... 240
Unexplained system crashes; corrupted or disappearing files. ................................................ 240
Monitor Problems. .......................................................................................................................... 240
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I. Introduction
I. Introduction
A. System Overview
The Knowledge Management and Information Technology Service (KMITS), in collaboration with the
Epidemiology Bureau (EB), National Center for Disease Prevention and Control (NCDPC), Bureau of
Local Health and Development (BLHD), has developed the Integrated Clinic Information System
(iClinicSys) as a tool to efficiently and effectively monitor patient cases in the Rural Health Units (RHU)
or Health Centers (HC). It systematically collects, processes, stores and presents information in support
of RHU functions. iClinicSys has two (2) versions: the Online version and the Off-Line version.
B. Objective of the System
The primary objective of iClinicSys is to efficiently and effectively support the functions of a clinic
health facility. Specifically, the system aims to:
1. Systematically collect, process, store, and present information in support of the functions;
2. Improve patient services in a time-efficient and cost effective manner; and
3. Enforce standards on inputs, processes and outputs on data collection, analysis, report generation
and feedback.
C. Objective of the System
This User Manual was developed for iClinicsys users as a:
1. Tutorial for Beginners
It contains simple and direct step-by-step instructions with illustrations on how to use the system,
navigate around the system, and enter/edit information in order to produce useful data.
2. Reference for Current Users
Current users can refer to this manual for review and reference for updates or new features added
to the system.
3. Technical Reference/Guide for Computer Administrators/Technicians
It provides basic technical instructions on system installation, basic troubleshooting and setting up
iClinicSys for multiple users in a local area network to take advantage of the iClinicSys’ outmost
capabilities and features.
D. How this User Manual is Organized
This System User Manual contains step-by-step instructions on how to:
1. Access the online version
It is highly recommended to use the online version. The online version stores the data directly to
the DOH Central Office server, therefore providing real-time information as data is being entered.
Data is always readily available to authorized iClinicSys users anytime and anywhere they have
internet access.
2. Install the off-line version
The off-line version is designed for facilities that have limited access or no access at all to an
internet connection. It has the same features and functions with the online version. Since the off-line
version stores data locally, additional system tools were added in automating the data
synchronization, extraction, uploading, and back up which should be religiously and strictly done on a
regular basis.
3. Navigate Around System
This manual will guide you in accomplishing a task completely and effectively giving direct
instructions and useful illustrations.
4. Use iClinicSys built-in tools to:
a) Enter/Edit information;
Useful tools are built-in in most fields to assist in data entry and to enforce standards in
inputs.
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b) Search for information;
c) Open a record for Viewing;
d) Generate reports;
e) Synchronize, Extract, Upload and Back-up your data;
f) Get system updates;
g) Access the Health Information Exchange and other integrated systems to iClinicSys and
others
Acronyms and Abbreviations
4Ps PantawidPamilyang Pilipino Program
BLHD Bureau of Local Health and Development
CHD Center for Health Development
CHO City Health Office
DOH Department of Health
DSWD Department of Social Welfare Development
EB Epidemiology Bureau
eFHSIS Electronic Field Health Service Information System
HC Health Center
ICD International Classification of Diseases
iClinicSys Integrated Clinic Information System
IT IS Integrated Tuberculosis Information System
KMITS Knowledge Management and Information Technology Service
ITR Individual Treatment Record
Knowledge Management and Information Technology Service – Systems

KMITS-SSED
and Software Engineering Division
MNDRS Maternal and Neonatal Death Reporting System
NCDPC National Center for Disease Prevention and Control
NEC National Epidemiology Center

NHTS National Household Targeting System
NOSIRS National Online Stock Inventory System
ONEISS Online National Electronic Injury Surveillance System
PCB1 Primary Care Benefit 1
PCB2 Primary Care Benefit 2
PHIC or PhilHealth Philippine Health Insurance Corporation
PHO Provincial Health Office
RHU Rural Health Unit
UCNCDRS Unified Chronic Non-communicable Disease Registry System
URL Universal Resource Locator

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II. About the System

II. About the System
A. Features
1. User-Friendly;
2. Can be implemented in an online or offline (stand-alone) mode;
3. Compliance to Health Data Standards
 ICD-10;
 National Health Facility Registry;
 Philippine Standard Geographic Codes; etc.
4. Ability to integrate/harmonize iClinicSys data with:

a) The National Health Data Reporting on Injury/ Online National Electronic Injury Surveillance
System;
b) The Maternal and Neonatal Death/Maternal and Neonatal Death Reporting System (MNDRS);
c) The Field Health Services/Electronic Field Health Service Information System (eFSHIS) Program
 Maternal Care;  Malaria;
 Family Planning;  Environmental

Health;
 Child Care;
 Natality;
 Tuberculosis;
 Morbidity;
 Schistosomiasis;
 Mortality; etc
 Filariasis;
d) Unified Chronic Non-communicable Disease Registry System (UCNCDRS); and
e) National Online Stock Inventory System (NOSIRS).
5. Ability to integrate/harmonize/exchange iClinicSys data with PhilHealth dataMembership

verification;
 Registration;
 Primary Care Benefits; etc.
6. Ability to integrate/harmonize with the PantawidPamilyang Pilipino Program (4Ps) of the

government;
7. Ability to track or monitor inventories received dispensed or distributed by the health facility; and
8. Ability to send SMS Alert/Reminder.
B. Benefits
1. Faster time to search a particular patient;
2. Improved quality of data in terms of accuracy, completeness and up-to-date;
3. Improved access and better control of information; and
4. Improved patient satisfaction.
C. Security and Confidentiality
The security and confidentiality of data is being implemented at all times, as well as protecting the
integrity of the stored data. Authorized users/facilities will have an assigned unique username and
account password for each facility to access the system with assigned designated access level. The
reporting health facility has access its own data only. They do not have access or view the data of
another health facility. The information on reportable cases shall be presented in a consolidated,
summary or statistical format only. Therefore, no personal details of the patients will appear in the reports.
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D. Operational Requirements
The central data storage is located at the National Epidemiology Center (NEC) of Department of
Health (DOH), Central Office, operating 24 hours and 7 days a week. KMITS-SSED, also of DOH-Central
Office, serves as the backup center.
Computer workstations located at the RHUs and BHS’s and a server are the basic equipment
requirements for iClinicSys operation. The iClinicSys online version requires an internet connection and a
user account and password to be able to access the online version. In the absence of an internet
connection, the stand-alone version shall be installed on the computer and can also be accessed by
supplying a user account and password. The data can then be uploaded to the server at a later time
when an internet connection becomes available (e.g. internet shop, home internet, etc.).
Listed below are the recommended software and hardware requirements:
Equipment Minimum Specification(s)
 Pentium 4 or higher  512mb RAM or higher

Workstation
 2.0 GHz or higher  at least 40GB hard
disk
Operating System Windows Vista or higher
Internet Browser Google Chrome
Internet Speed 384 kbps or higher
Printer Any
E. System Components Overview
The iClinicSys contains the following modules:

1. Log-in/Log-out
2. Patient Demographics
3. Consultation/Individual Treatment Record
4. Medical History
5. Laboratory and Radiologic Request and Result
6. Electronic Health Record
7. Schedule of Next Visit with SMS
8. References – ICD-10, DOH Standard Geographic Codes, DOH Health Facility Codes
9. Referral System
10. Integrated Tuberculosis Information System (ITIS)
11. Maternal and Neonatal Death reporting System (MNDRS)
12. Philippine Health Insurance Corporation (PHIC or PhilHealth) verification member status through
web-service
13. DSWD verification of PantawidPamilyang Pilipino Program (4Ps) through web-service
14. FHSIS Reports
15. System Administration
a) User Account
b) Transaction Log
c) Extract Database (For Offline/Stand-alone mode)
d) Upload Database
e) Software version update
F. Deployment
The system will be implemented in all Rural Health Units (RHUs) or Health Centers (HCs) nationwide.
The Provincial Health Offices (PHOs), City Health Offices (CHOs) and Center for Health Development
(CHDs) offices will have access to the system online to conduct data monitoring and validation submitted
by the RHUs or HCs.
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III. Getting Started with ONLINE

III. Getting Started With iClinicSysONLINE
A. Logging In (Online)
The Log in page is used to set the “Username” and “Password” to implement system security. Only
authorized users can access the iClinicSys. Each reporting health facility or user is given a unique
username and password with corresponding security access level. The Department of Health’s Central
Office Systems Administrator is the only person has complete access to the iClinicSys system and data
(i.e. add, view, edit and delete).
IMPORTANT: Google Chrome is the recommended internet browser to use with iClinicSys for optimum
system performance (Error! Reference source not found.). If you don’t have Google Chrome installed
on your computer, contact your Computer System Administrator or Technician for assistance.
1. To access iClinicSys online, open Google Chrome internet browser by:
a) Double-clicking on the Google Chrome shortcut on your Desktop; or
b) Clicking on Start -> Programs -> Google Chrome;
2. Type http://clinicsys.doh.gov.ph on the address bar then press [ENTER] to access the iClinicSys
log-in page.
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3. Type your username, password and verification code in the corresponding boxes, then press
[ENTER] or click on the Login button.
4. After a successful login, the iClinicSys Homepage will appear.
NOTE: For your first time login on iClinicSys, only the Administrative Management Menu is
available. Detailed information on the iClinicSys Homepage will be covered in Chapter VI-iClinicSys
HOMEPAGE.
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IV. Getting Started with

OFFLINE
IV. Getting Started With iClinicSysOFF-LINE
A. Installation
The iClinicSys offline version, also called the stand-alone version will be used on computers that
don’t have access to an internet connection. It has exactly the same features and functions as the online
version.
1. Things to Check Before Installation
a) Existing Apache Server
The apache server uses port 80 by default. iClinicSys uses port 8080. If the computer to be
used for iClinicSys installation has another system that runs in apache server, make sure that it is not
using port 8080 to avoid conflicts.
WARNING: Ask assistance from your computer administrator/technician or your local computer
technician/vendor in changing the configurations of your computer. Incorrect configurations might
cause problems with your computer
b) Existing Anti-Virus
Some anti-virus application will block executable files such as .exe files. Since iClinicSys is
compiled in an .exe format, it is recommended to configure the anti-virus setting to allow the
iClinicSys installation file to run
 Open the control panel of your antivirus and search for the option then enable the allow
exemptions and locate the file type then select "usbwebserver.exe"
 If the problem still appears please consult the support team of your anti-virus software.
WARNING: Ask assistance from your computer administrator/technician or your local computer
technician/vendor in changing the configurations of your computer. Incorrect configurations
might cause problems with your computer.
c) Existing iClinicSys
Carefully follow the procedures below before re-installing iClinicSys:
(1) Back up your iClinicSys data
Create a backup of your facility data before re-installing iClinicSys. The iClinicSys has the
ability to backup your facility data for you.
(2) Back up your iClinicSys system files
Create a backup of the iClinicSys system files. The system files should be found in
C:/Department of Health. Please make a backup of the whole folder.
(3) Uninstall iClinicSys.
Go to the iClinicSys folder in C:/Department of Health and double-click on UNINSTALL.EXE.

This will automatically uninstall iClinicSys from your computer.
(4) Re-install iClinicSys.
Please refer to the installation procedure found in Chapter IV. Getting Started With
iClinicSysOFF-LINE.
d) Other ExistingInformation System
If another information system is installed or existing on your computer, perform steps:
(1) C.1 - Existing Anti-Virus
(2) C.2 - Existing Apache Server, and
(3) C.3 - Existing iClinicSys
2. Installation Procedure
a) For iClinicSys CD installer, insert the iClinicSys CD Installer into the disc drive of your computer.
For iClinicSys installer saved in a flash drive, insert the flash drive into the USB slot of your
computer
b) Locate the ClinicSystemSetup.exe in the CD or flash drive.
c) Double-click iClinicSystem vX.X.exe, or select the file and press enter to start the installation
process.
d) Even when your anti-virus is disabled or uninstalled, your computer still has other ways of
protecting your system. In the event that your computer gives you a warning like this:
Do you want to allow the following program from an unknown publisher to make changes to this
computer?
Click Yes to proceed with the installation.

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e) Click Next.
f) Click I Agree.
g) Click Next.
h) By default, iClinicSys will be installed in C:\Department of Health. Click Next.
NOTE: It is strongly recommended not to change the default installation folder. iClinicSys
updates are stored in this folder. The off-line version stores all system and data files as well as
system updates in this folder. Data for upload to the online system are generated from this folder
also.
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i) Put a check mark on the boxes beside Create Desktop icon and Create shortcut in Start
Menu by clicking on the boxes. Click Next.
j) Click Install to start the installation.

k) Wait for the installation to finish.
l) In the event that your computer system gives you a Windows Security Alert warning, click Allow
Access to proceed with the installation.
m) Click Finish.
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n) The log-in page automatically displays.
o) On the system tray of your computer located on the lower right side of the screen, make sure that
the USB Web server is running.
B. Logging In (Off-Line)
If you don’t have your username and password yet, contact your Regional Coordinator and ask for
the designated username and password for your facility or may register online on
http://clinicsys.doh.gov.ph/register. You will use this to login to the iClinicSys online version to be able to
download your facility user account. Once you have your username and password, and you user account
file proceed with the steps below.
1. On the Windows desktop, locate and double click on the iClinicSys icon.
a) The User Log-in screen will be displayed. Click on the User Account icon right below the
password field.
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b) Click Browse.
c) Locate the User Account File previously downloaded from the iClinicSys online version and click
on it to select. Click Open.
d) Click Upload
e) Wait for the uploading to finish.

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f) Click OK.
g) Brings you back to the Login Screen.
NOTE: That you can only upload and use user account file with same facility code to the iClinicSys
stand-alone version.
h) Type your username and password in the corresponding boxes, then press [ENTER] or click on
the Login button.
i) After a successful login, the iClinicSys Homepage will appear (see Chapter VI). The Homepage
will display different sets of options depending on the type of your facility.
NOTE: For your first time login on iClinicSys, only the Administrative Management Menu is
available. Detailed information on the iClinicSys Homepage will be covered in Chapter VI-iClinicSys
HOMEPAGE.
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V. Built-In Tools
V. iClinicSys Built-In Tools
The iClinicSys built-in tools provide aid to the user either in navigation or performing a specific task. The
uses of each of these tools are discussed in this chapter.
A. Informative Tools
The figure below identifies the parts of a common iClinicSys page for quick references for information.
1. Header
Item Description Example
a) User Shows the assigned User ID of the facility. SAMPLE
b) Module Shows what module you’ve entered. EMR
c) Facility Shows the name of the facility name of the Rural Health
logged-in User ID. Unit
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Item Description Example
d) Current Patient Shows the name of the patient currently Juana Cruz
being viewed. If no patient is being viewed, it Dela Cruz
shows the last viewed patient’s name.
e) System Status Shows the status of the system: ONLINE Online

(accessed through the internet) or OFFLINE
(stand-alone version).
f) Version Shows the version of iClinicSys being used. 1.8
g) Logo iClinicSys Logo.
2. Recently Viewed Patient(s)
 Retrieve list of recently viewed patients up to one hundred (100).
 You can search recently viewed patient.
 You can click on the name of the patient to view the patient’s record right-away. This will close
the currently being viewed patient’s record.
3. Patient Schedule
 A monthly calendar that displays the number of patient(s) scheduled for the date it falls in.
 The numbers of patients are indicated by the numbers in red on the upper-right hand corner of a
calendar date.
 Hover your mouse over these indicators to show the name(s) of the patients for that date.
4. Footer
Item Description
a) Screen Tips Click on the Screen Tips button to show a series of pop-ups
showing the description of the items shown on the current screen.
b) System Shows iClinicSys’ web address, the contact information, and

Information copyrights of the system.
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5. Content Section Overview
The Content section is where most of the transactions, views and editing are done. Even the
reports are displayed in this section. The table below describes the different contents examples.
Content Title Description Information Shown Other Items Shown
a) Patient List List of patients of the Patient’s PhilHealth ID, Add Button, Search Tool,
facility (previously Name, Birthday, Sex, Search Patient, Show Entries,
entered) Barangay, etc. Show/Hide Columns, Page
Navigation, Column Headers,
etc.
b) Previous List of previous Type of consultation, Edit/View/Details options,

Consultation(s) consultations of the Date of Consultation, Add/Download Button, Search
List patient Purpose of the Tools, Show Entries Show/Hide
Consultation, etc. Columns, Page Navigation,
Column Headers, etc.
c) Consultation Details of the selectedConsultation details, Back Button and Back to

Details/ Electronicconsultation can be Basic services such as Consultation Button, Module
ITR viewed or added here.Vital Signs, Physical Selection (Pull-Down Menu),
It will display different Exams details, FHSIS etc.
sets of options Details such as Dental
depending on the typeCare, Prescription, PHIC
of the consultation Benefit Package, etc.
being viewed.
d) Consultation Editing or adding of Nature of Visit, Submit/Cancel Button,

Details in Edit the information in the Consultation Height/Weight Conversion
Mode consultation can be Type/Date/Time, Patient Button, etc.
done here. Age, etc.
B. Navigation Tools
The figure below identifies the tools used to easily navigate in iClinicSys.
NOTE: Menu Icon option change depends on the module you’ve entered
1. iClinicSys Menu Bar
Item Description Sub-Menus
a) Home Click to go to the Home Page N/A
b) Patient List Click to see the list of all the previously N/A
entered patients.
c) Recording Click to see the lists of services delivered Target Client List (TCL)
Tools to the patients by health workers
Summary Table (ST)
Consolidated
PhilHealth
Inventory
Environmental Health
d) Reporting Click to see a list of available reports to Monthly Forms

Tools choose from. More available reports are
listed under Others. Quarterly Forms
Annual Forms
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Item Description Sub-Menus
Statistics
Others
e) Logout Logs you out of the system N/A
2. Menu Icon
Item Description
a) Patient List Click to go to Patient List page
b) Search All Click to go to Patient Search page

Patient
c) Reports Click to see available FHSIS reporting
d) Health Click to send data to PHIE

Information
Exchange
Extraction
e) Graphs and Click to see available Graphs and Dashboard

Dashboard
f) Logout Logs you out of the system

3. Recently Viewed Patient/s (See Chapter V, Section A.2, page 32).
4. Footer
Item Description
a) Back Button Click on the Back Button to go back to the previous screen (allows you
to go back one step back to the previous screen).
C. Content Section Tools
All transactions in iClinicSys are done in the Content Section. A set of tools is provide in navigating in
the Content Section such as Searching, Sorting, etc. (Figure V-10).
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1. Content Title
The Content Title Identifies the information you are currently viewing such as a list of transactions
or records.
2. Show__Entries
The Show__Entries Identifies the number of data shows and total number of data on the you’re
your currently viewin0067.
3. Tool
The Tool is use for certain action needed by the user, different Tool is active by different module.
a) Edit Tool
This tool is used to modify previously entered information. The availability of this tool depends on
the access permissions of the logged-in facility in iClinicSys.
(1) Click on the Edit button in the row of the record that you want to modify.
(2) Make the necessary modifications. Click on Submit when done, or Cancel to disregard the
modifications.
b) View Tool
(1) Click on the View Tool on the same row of the record you want to preview.
(2) Click on the X button on the upper-right corner of the window to close the preview.
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c) Delete Tool
(1) Click on the Delete Tool on the same row of the record you want to preview.
(2) Click Ok to proceed or Cancel to disregard the action
(3) Fill up the necessary information, then click Ok when done, or Cancel to disregard the action
d) Add New Tool
(1) Click on the Add New Button to enter new information.

(2) Fill up the necessary information, then click Submit when done, or Cancel to disregard the
entry
e) Back To Tool
(1) Click on the Back To Button to back from a certain page named in the button.
f) Details
(1) Click on Details link in the row of the Type of Consultation you want to view.
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(2) The Consultation Details of the chosen Type of Consultation will be displayed in the Content
Section.
g) PCB Tool
(1) Click on the PCB icon in the row of the Type of Consultation you want to view.
(2) A print preview of the Health Profile of the current patient will be shown. You can either print
it, or save as a file in your computer.
(3) Scroll all the way to the bottom of the Print Preview and click Print.
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(4) Click the X button to close the Print Preview.
4. Select Transaction
Item Description
a) Consulation Click on the Consultation Icon to go on Consultation List.
b) Patient Click on the Patient Alert Icon to go on Patient Alert List

Alert
c) Family Click on the Family Planning Icon to Drop a Family Planning Method
Planning
d) Family Tree Click on the Family Tree to view Family Tree of the Patient
e) Patient Click on Patient Merge Icon to Merge duplicate patient data

Merge
f) Death Case Click on Death Case Icon to report death case of the patient
Item Description
g) Dispensing Click on the Dispensing Icon to dispense medicine in the inventory.
h) Medical Click on the Medical History Icon to go on Medical History List of the
History patient.
i) Close Click Close Icon to exit the transaction box.
j) Referral Click on the Referral Icon to referred patient to other facility
k) PHIE Click on the PHIE Icon to view patient data in the PHIE
l) Chronic Click on the Chronic Icon to go on Chronic List.
m) Menstrual (Only available for female patient) Click on Menstrual History Icon to go
History on Menstrual History List
n) Prenatal (Only available for female patient) Click on Prenatal Chart Icon to view
Chart patient consolidated Prenatal Folder.
o) EMR Click on EMR Icon to view patient Electronic Medical Record
p) PhilHealth Click on PhilHealth Icon to go on PhilHealth Module for Patient
q) DSWD Click on DSWD Icon to go on DSWD Module for Patient
5. Column Header
The Column Header shows the title of row.
6. Content List
a) Name or Row Selection in the Patient List content
Name of the patient in the list are “clickable” and shows Timeline of Visit when mouse hover on
the name of the patient. (See also Chapter VI. Administrative Management for more information
about the Timeline of Visits)
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7. Page Navigation Tool
a) The Content Section displays the list with the number of rows or records of what is indicated in
the Show___Entries. If the number of rows indicated in the Show___Entries is reached, the next
number of records are displayed in the next page, displaying again the number of rows specified
in the Show___Entries and so on, until the last record is reached.
b) Click on the First, Previous, Next or Last buttons to navigate between the pages. You can also
quickly go to a particular page by typing the page number, then press Enter.
D. Types of Data Entry/Editing Controls
iClinicSys uses a lot of Controls for data entry. As the name implies, Controls are used to control or
standardize the information being entered into the system. The use of these Controls minimizes typing,
typographical errors, misspelled keywords, and reduced time of data entry. Some controls are not really
controlled or does not have a way of controlling the information being entered. The labels of the controls
become helpful in what information to enter in the control.
1. Text Box
There are no restrictions or controls in entering information in Text Boxes. The label of the control
will be your guide in what information should be entered in this control.
2. Lookup List
The Lookup List control holds a list of what possible information can be entered in this control. You
are only allowed to choose from what is in the list. The easiest way to enter information in this control is
by clicking on the drop-down arrow.
You can also type in the known letters/characters of the information to enter. As you type in the first
character, the list will go to the value in the list that matches the closest. When you are satisfied with the
match, you can just press enter to accept the selection, or you can continue typing the rest of the
characters until a match is found in the list.
3. Radio Button
A radio button represents a value and lets you choose ONLY ONE from the list of values. Click on
one of the radio buttons to make a selection. In the example below, you are given two choices only,
whether Male or Female.
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4. Date Picker
a) Date Box - This type of box is exclusive for Date entries. You can either type the date manually or
use the mini-calendar or Date Picker that pops-up when you click on the box.
b) Month Drop-down List - click the drop-down arrow to choose a month from the list.
c) Year Drop-down List - Click the drop-down arrow to choose the year from the list. If you don’t see
the year you need:
(1) Click on the year at the top-most in the list to see the list of previous years; or
(2) Click on the year at the bottom-most in the list to see the list of preceding years;
(3) Click on the drop-down arrow again and see if the year you need is shown;
(4) If not, repeat steps (1) or (2) until you are able to select the year you need.
d) Day of the Month - select the day of the month from the calendar.
e) Done - click to confirm selections.
f) Today - click to automatically choose the current date (dependent on the system date of your
computer)
g) Previous Month - click to go to previous month
h) Next Month - click to go to next month.
5. Check Box
Check boxes allow you to choose none or all of the choices in the list.
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a) Click on the check box to mark it selected. Click again to unselect it.
b) Use the Check All to mark all as selected at one time.
c) Click Uncheck All to mark all unselect the boxes at one time.
6. Increment/Decrement
a) Click on the UP arrow to increment the Zip Code value by 1
b) Click on the DOWN arrow to decrement the Zip Code value by 1
E. Other Useful Tools
1. Add Photo to a Profile
a) Click Take Picture.
b) Click Allow.
c) Have the subject stand in front of the camera and click the blue button at the bottom of the
window.
d) The picture will be automatically added to the profile.
e) To change the current picture, repeat steps 1 to 4.
f) To remove the current picture, click Clear.
2. Print Blank Form
a) Click on the PDF Icon to show a blank form in Print Preview. This icon appears on all forms
where a print option is available.
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b) Click on the corresponding icons for Zooming In and Out, Saving and Printing.
3. Search Tool
a) Go to the page that shows the list of the information you want to search for recently viewed
patient
b) Click inside the Search Box and type in the keyword(s) for the search criteria. You can use any of
the available identifiers you see in the page such as First Name, Last Name
c) As you type in the first few letters or characters, the list will start to narrow down according to the
letters or characters you type in, highlighting the search criteria in red.
d) Continue typing until you see the information you are searching for. Start a new search if no
match was found.
e) When you find the record you are searching for, you can click on any item in the row to start
viewing or editing the record.
4. Search Patient Button
Use this tool to search a patient by PhilHealth number or by name, sex, and birth date within the
current facility, within all the existing facilities and/or in PhilHealth records.
a) Click on the Search Patient button.
b) Fill in the search criteria. The search will only retrieve records that match all the criteria marked
as REQUIRED.
c) Click Submit to proceed with the search, or click Cancel to cancel the search. NOTE: Selecting all
(local Facility, All Facilities, and PhilHealth) search Sources will return accurate results. However,
it depends on the quality and speed of the internet connection in getting the results.
d) Click OK to confirm.
e) Click on the View Result button
f) Select a patient by clicking on the patient’s name.
g) The patient’s previous consultations will be listed.

VI. HOMEPAGE
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VI. iClinicSys HOMEPAGE
A. OVERVIEW:
The Homepage is where you will find the Main Menu/ Modules. You will use the Homepage to
navigate around iClinicSys.
Note:If this is your first time to log in to iClinicSys, only the Administrative Management is available to
be navigate.
1. Administrative Management Module
2. Electronic Medical Record Module
3. Logistic Management Module

4. Environmental Health Module
5. Financial Management Module
Note:See next chapter for more deeper discussion on the different module.
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VII. Administrative Management

Module
VII. Administrative Management Module
A. Overview
The Administrative Management Module is where you will enter the information about your personnel,
catchment barangays, and population.
Note: This is required to finish for you to fully access the iClinicSys.
B. References
For your first time entering the Administrative Module, the Reference Window will be displayed on top
of the Administrative Management Module. The Reference Window will display different sets of options
depending on the type of you facility. This is where you identify all your health facility Personnel, all of the
Barangay that your health facility serves, and the Population for each barangay. You need to fill up the
References information in order to proceed to the other modules of the system.
If you don’t have the References Window on your screen yet, you can access it by clicking on the
System References button in the Menu Icon.
1. Personnel
The Personnel List Window shows the list of all health providers and other personnel currently
serving in the health facility.
a) Click Add new personnel to add personnel.
b) Fill-out form and click Submit to add personnel and Cancel to abort.
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Note: See Chapter V. iClinicSys Built-In Tools, on how to use the built-in tools shown in the Personnel
List and Personnel Details content section.
Note: S2 Number and PTR Number will show if the personnel is a Physician and PRC License Number
for all health personnel that need to undergo the RA 1080.
Each of the Personnel Details is described in the table below.
Sample
Field Name Field Type Description(s) Required?
Entry
Position - Position of the licensed health provider
Lookup List - Different sets of information will be YES PHYSICIAN

provided depending on the chosen
Position.
PRC License - Professional Regulation Commission Depends on

Text Box 1234567
Number license number of the health provider Position
- Professional Tax Receipt of the

PTR Number Text Box No 1234567
Physician
- S2 Number of Physician for Regulated

S2 Number Text Box No 1234567
Drug Prescription
12-123456789-
PHIC Number Text Box - PhilHealth Number of the health provider NO
1
Last Name Text Box - Last name of the personnel YES DELA CRUZ
First Name Text Box - First name of the personnel YES JUAN
Middle Name Text Box - Middle name of the personnel YES TRINIDAD
Sex Radio Button - Gender of the personnel YES MALE
Birth Date Date - Birth date of the personnel YES 02/03/1972
Employment
Radio Button - Employment status of the personnel YES PERMANENT
Status
Active in - Works full-time in the facility

Service? Radio Button YES YES
- Choose Yes or No
Take Photo - Photo of the Personnel (See Chapter V,

E. Other Useful Tools on how to add NO NA
photo)
Clear - Removes the photo of the personnel NO NA
SUBMIT - Saves entries;
- YES to confirm save;

Button NA NA
- NO to cancel saving; resumes data
entry
CANCEL - Aborts data entry; goes back to

Button NA NA
Personnel List window
2. Catchment Barangay Reference
These are the catchment areas of the RHUs/HCs that it serves and provides service.
a) Click Add new Catchment Barangay to add catchment barangay
b) Fill-out form and click Submit to add Catchment Barangay and Cancel to abort
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Note: See Chapter V. iClinicSys Built-In Tools, on how to use the built-in tools shown in the Catchment
Barangay List and Catchment Barangay content section.
Each of the Catchment Details is described in the table below.
Sample
Field Name Field Type Description(s) Required?
entry
Check All NA - Puts a check mark on all the listed

NA NA
barangay
Uncheck All NA - Removes the check mark on all the listed

NA NA
barangay
Catchment Check box - List of all barangay within the province or Jimenez
YES
Barangay municipality ;ETC.
SUBMIT Button - Submit to save entries;
- YES to confirm Save;

NA NA
- NO to cancel; goes back to entering
details.
CANCEL Button - Cancel to abort data entry. NA NA
Note: Once you successfully added Catchment Barangay you will be directed to Multiple Add Population
Page. See this chapter, B. Reference, 3. Population, b. Multiple Add Population.
3. Population
This is a list of barangays with corresponding population. The Population details are used for
statistical data analysis.
Note: See Chapter V. iClinicSys Built-In Tools, on how to use the built-in tools shown in the Population
List and Population Details content section.
a) Click Add new Population.
Note: Add new Population is used to add population in one barangay at a time
b) Click Add Multiple.
Note: Add Multiple is used to add population in multiple barangay at the same time
Each of the Catchment Details is described in the table below.
Field Field Type Description(s) Required? Sample entry
Year Lookup List - The year from which the population is

based on or set YES 2016
Barangay Lookup List - Select the barangay of the population

(Add New to be entered;
Population)
- The list shows the selected
barangays in the Catchment YES BAGBAGOTOT
Barangay (See Chapter V. Built-in
Tools, on how to use the built-in tools
for this Field Type). If you don’t see a
barangay that should be in the list, go
back to the Catchment Barangay
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Field Field Type Description(s) Required? Sample entry
Details to add the barangay.
Population Number - The number of inhabitants in the

YES 1234
specified barangay
Number of Number - Total number households in the

YES 567
Household specified barangay
Endemic Number - Number of population of Malaria

Population cases in the barangay NO 3
(Malaria)
Endemic Number - Number of population of

Population Schistosomiasis cases in the
NO 2
(Schistosom barangay
iasis)
Endemic Number - Number of population of Filariasis

Population cases in the barangay NO 1
(Filariasis)
SUBMIT Button - Click Submit to save entries;
- Click YES to confirm Save;

NA NA
- Click NO to cancel; goes back to
entering details.
CANCEL Button - Click Cancel to abort data entry. NA NA
C. Patch History (Online)
1. Click on Data Patch History List button on the Menu Icon to see the list of all previous patches.
2. Click on the File Name of the patch that you want to download to start the download process.
Locate the downloaded patch file and save it in a flash drive or somewhere it is easy to retrieve.
D. User Account
Each health facility is assigned a unique user account and profile that can be downloaded from the
online version of iClinicSys.
1. Click on the User Account button from the Menu Icon.
b) Wait for the download to finish and locate the downloaded user account file in your downloads
folder.
c) Follow instructions in Chapter IV-Getting Started With iClinicSysOFF-LINE
E. Synch Data (OFFLINE only)
This feature is available in the offline version of iClinicSys. This is used to synchronize or update
your local data in the online server.
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1. Click on the SyncData button on the Menu Icon.
2. Click on Ok to proceed, or Cancel to abort the synchronization process.
3. Click on Yes to upload, or No, I’ll upload it later to abort the synchronization process.
4. Wait for the synchronization process to finish.

5. Click Ok to finish.
F. Extract (OFFLINE only)
This feature is available in the offline version of iClinicSys. This feature extracts your local data and
consolidated into a file which will be used to upload to the online server (see next section Upload Data).
1. Click on Extract button on the Menu Icon to start the extract process
2. Choose your way of extraction. Check ALL UNUPLOADED DATA to upload all unuploaded data of
your OFFLINE version or Filter data to upload using Date Range From and To. See Chapter V.
Built-in Tools, on how to use the built-in tools shown in the Extract Local Database content section
b) Wait for the estimation data for extraction to finish.

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c) Click Yes, Continue extracting button to proceed on extraction and No, i’ll extract it later button
to disregard the extraction process.
d) Wait for the extraction process to finish.
Note: After the extraction process the extracted file will be automatically downloaded.
e) Locate the extracted file, usually in the Downloads folder of your computer. Save it in a flash drive
or anywhere that would be easy for you to retrieve and have it ready for upload to the online server
through iClinicSys online version.
G. Upload Data
4. Upload Data in ONLINE Version
a) Click on the Upload Data button on the menu icon to start upload data process.
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b) Click on the Browse button (or Cancel to abort the upload data process).
c) Locate the extracted file from the offline version, select it, and click Open.
d) Click Upload to proceed with the upload process. Click on Browse to select a different file for
upload, or Cancel to abort the upload process.
e) Wait for the upload process to finish.
Note: In the event an invalid upload file was selected, the data uploading process will not
continued. Click on Browse again to select another file for upload.
f) Click on Download Patch button to download the patch file. Locate the patch file (usually in the
Downloads folder of your computer) to be used for upload in the iClinicSys offline version.
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A history and copies of previously downloaded patch files are stored can be located in the Patch
History feature of iClinicSys.
5. Upload Data in OFFLINE version
a) Click on the Upload Data button.
b) Click on the Browse button (or Cancel to abort the upload data process).
c) Locate the patch file that was automatically downloaded after from the offline version, select it,
and click Open.
d) Click Upload to proceed with the upload process. Click on Browse to select a different file for
upload, or Cancel to abort the upload process.
e) Wait for the upload process to finish.
Note: In the event an invalid upload file was selected, the data uploading process will not
continued. Click on Browse again to select another file for upload.
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H. Downloads
1. Manual
a) Software Operations Manual – click to download the Software Operations manual
b) Manual of Operation – click to download the Manual of Operation.
2. Patient Information Sheet
a) Patient Information Sheet – Click on Patient Information Sheet

b) Individual Treatment Record
1) Individual Treatment Record Part I – Click on Individual Treatment Record Part I

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2) Individual Treatment Record Part II – Click on Individual Treatment Record Part II
3. IMS Service Request Form
4. Download Digital Certificate Documents.

I. Account Settings
1. Facility Profile
The Facility Profile Consist of details about the facility like address, code, level, username,
transaction summary, map (location of the facility in the geomap), facility personnel.
2. Change Password
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a. Type the Old Password

b. Type New Password
c. Type again the new password to Confirm Password.
d. Click Submit button to change password and Cancel button to disregard changes.
3. Laboratory Normal Values
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The Laboratory Normal Values is where you will input your baseline data for laboratory result such
as Blood Chemistry, Blood Result, Hematology, Clinical Chemistry, Fecalysis, Immunology,
Sputum, Urinalysis and Serology.
a. Click Save button to save your laboratory normal values.

4. Software Setting
The Software setting is where you can change the layout off the Electronic Medical Record Module.
a. Click Save Changes button to save your setting.
J. System Update (Offline)
If you’re using older version of iClinicSys the system will prompt you.
1. Click Download Now to download the new patch
2. Click Ok
NOTE: If unable to download. Download it directly to the Online Version (clinicsys.doh.gov.ph)

Administrative Module
3. Click Latest System Patch Version on the menu icon (Online version – Administrative Module)
4. Wait to finish the download
5. Go back to the iClinicSys Offline Version

6. Click Update System Version
7. Click Browse Version Patch button.

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8. Open the patch that you’ve download in the online version
9. Click Upload button.
10. Wait for updating process to finish.
Note: It will automatically redirect to you to the login page of iClinicSys. You can now enjoy using the
new version of iClinicSys.
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VIII.Health Facility Process

Flow
VII. Health Facility Process Flow
Figure VIII-1. Process Flow Diagram
A. For New Patients
1. Patient fills up registration form and submit to the nurse/midwife.
2. The nurse/midwife assigns a Patient Identification Number to the new patient
3. The nurse/midwife attaches individual treatment record, conduct interview, get vital signs, and
records the patient’s demographic info in iCLinicSys (Figure VIII-42)
4. The phycisian conducts physical examinations, order examinations, determine final diagnosis,
provide treatment plan, make referrals, schedule the next visit, and records all health services
provided to the patient in iClinicSys.
B. For Patients with Previous Consultations
1. Patient will provide necessary information to the health provider for search and retrieval of his/her
records.
2. Search and Retrieve (see Search Patient Tool in Chapter V.iClinicSys Built-In Tools, page 42).
3. The nurse/midwife attaches individual treatment record, conduct interview, get vital signs, and
records the patient’s demographic info in iCLinicSys (Figure VIII-42).
4. The phycisian conducts physical examinations, order examinations, determine final diagnosis,
provide treatment plan, make referrals, schedule the next visit, and records all health services
provided to the patient in iClinicSys.
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IX. Electronic Medical Record

Module
IX. Electronic Medical Record Module
A. Overview
Electronic Medical Record Module OVERVIEW
1. Patient Search
2. Patient Details (List, Add)
a. Basic Information
b. Facility based Information
3. Consultations ii. FHSIS
a. List 1. Prenatal
b. Add/Edit a. Folder
c. View b. Prenatal Consultation
d. PCB Form i. Supplementation/

Immunization
e. Details (all with List, Add/Edit, and
View) ii. Abdominal Examination
Findings
i. Basic Services
iii. Abdominal Examination
1. Vital Signs Summary
2. Physical Exam iv. Menstrual History
3. System Review v. STI Test
4. Doctor’s Order vi. Birth and Emergency Plan
5. Consultation Status vii. Pregnancy Outcome
6. Patient Prescription
7. Patient Alert
8. Schedule of Next visit
9. Summary of Services
10. PHIC Benefit Package
11. Risk Assessment

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2. Post Partum 8. Child Immunization
3. Family Planning 9. Child Nutrition
4. Dental Care 10. Adult Immunization
a. Oral Examination iii. Other Services
b. Oral Health Condition 1. Injury
5. Tuberculosis 2. Firecracker Injury
6. Child Care
7. Sick Children
B. Patient Demographic Info
A patient’s demographic data pertains to the detailed information of the patient. It is the core data of
the health facility. All of each patient’s past and future consultations, PhilHealth transactions, laboratory
tests, dental, injury, etc. All health services provided to the patient are recorded in the patient’s profile.
1. Click Add New Patient button to enroll new patient.

a) Fill up the Add New Patient form.
Note: If the patient is female and married an additional fields will be shown.
The fields in the forms are identified in the table below. Look up the field types in Chapter V,
Section D-Types of Data Entry/Editing Controls, on how to use the field types:
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1) Patient’s Facility-Assigned Information
Field Name Field Type Required
Prefix Lookup List YES
Last Name Text Box YES
First Name Text Box NO
Middle Name Text Box YES
Suffix Lookup list YES
Sex Radio button YES
Birth Date Date YES
Birth Place Text Box NO
Civil Status Lookup list NO
Maiden Lastname Text Box Only for women

who are married
Maiden Middlename Text Box Only for women

who are married
Educational Lookup list

YES
Attainment
Employment Status Lookup list NO
Specify Occupation Text box YES
Monthly Income Text box NO
Nationality Lookup list NO
TAX Identification No. Text Box NO
Religion Lookup list NO
Ethnic Group Lookup list NO
Indigenous Radio button NO
Country Lookup list NO
Number/ Street Name Text box NO
Region Lookup list YES
Province Lookup list YES

City/ Municipality Lookup list YES
Barangay Lookup list YES
Zip Code Text Box NO
Blood Type Lookup list NO
Mobile Text box NO
Landline Text box NO
Email Text box NO
Mother’s Last Name Text box NO
Mother’s First Name Text box NO
Mother’s Middle Name Text box NO
Mother’s Birth Date Date NO
2) Patient’s Facility-Assigned Information
DSWD NHTS member Radio button NO
Facility Household Text box NO by default; YES if DSWD

Number NHTS Member value is YES
Household Number Text Box YES
PantawidPamilya Radio Button NO by default; YES if DSWD

Member? NHTS Member value is YES
PantawidPamilya Text Box

YES
Number
Family Serial Number Text box YES
Search Family Button N/A
Family Member Lookup list YES
PhilHealth Member? Radio Button YES
PhilHealth Status Type Lookup list YES
PhilHealth Number Text box YES
PhilHealth Category Lookup List YES

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PCB Member? Lookup list YES
3) DSWD NHTS Member
i. Click on the Yes radio button if the patient is a DSWD NHTS member, and No if not a
member.
Note: if you click the Yes button an additional fields will be shown.
ii. Click on the Yes radio button if the patient is a PantawidPamilya Member/beneficiary, and
No if not a member. This field is not required by default but becomes required when the
DSWD NHTS Member value is set to Yes.
iii. To verify if the patient is a beneficiary of this program, go to the DSWD Services from the
Select Transaction Modules (see Chapter IX, Section F-B DSWD Services).
4) Family Serial Number
i. Click Search to input family serial number

1. For patients that had a family member with previous records on the facility:
a. Search Name of family member that had a precious consultation on the facility by using
the search box that located at the top-right of the box (See Chapter V. iClinicSys Built-
In Tools, on how to use the Search Box).
2. In the list of results, click on the correct Family Serial Number button to assign the
number to the current patient.
3. Click OK to confirm, or Cancel.
4. If the search criteria is not in the list, click Search Again to try a different search criteria.
i. For patients without previous record:
1. The facility can decide whether to manually assign a new Family Serial Number or use
the Generate New button (Figure IX-9) to automatically generate a new serial number. In
the event that the child has his/her own family, his/her family will be assigned a new
Family Serial Number
2) Specify Family Member.
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3) PhilHealth Membership
i. If the patient is a PhilHealth Member, click on the Yes radio button, and No if not. If the
patient wants to register, select the For PMRF radio button.
Note: if you click Yes radio button an additional fields will be shown.
1. Specify PhilHealth Status Type of the Patient.
Note: if the patient is Dependent you are required to input the PhilHealth Member
Number.
Note: if the patient is Member you are required to input the PhilHealth Number and an
additional fields will be shown.
a. Specify PhilHealth Category of the PhilHealth Member.
Note: if you click For PMRF radio button the Mother First Name, Last Name, Middle Name
and Birthdate will be required and an additional field will be shown.
2. Specify PhilHealth Category (Patient for PMRF).
ii. If the patient is a PCB Member, choose Yes in the drop-down list, if not choose No and for
adding on PCB choose Add PCB after saving.
1. Click on the Master List button to verify membership.

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a. Choose Local or Online Master List library.
1) Local Master List Library.
a) Choose to Edit or View the record (see Chapter V. iClinicSys Built-In Tools, page
31).
3. Online Master List Library.
Note: Instruction will be provided once available.
4) Click Submit to save the patient’s details, or Cancel to disregard entries
5) Click Ok to proceed, or Cancel to go back to adding patient record.
C. Previous Consultation List
The content section displays the list of previous consultations of the current patient. Use the built-in
tools to navigate around the Consultation list (see Chapter V. iClinicSys Built-In Tools, page 31).
1. Two (2) ways to access the Previous Consultation List of the patient:
a) From the Patient List click on the name of the patient to view the patient’s Previous
Consultation List; or
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b) From any page/view of the patient’s record, click on the Consultation icon from the Select
Transaction module(See Chapter V. iClinicSys Built-In Tools, on how to use the Select
Transaction Module).
2. To add a new consultation, click Add New Consultation from the Previous Consultation List.
b) Fill up the Add Consultation Record form.
Figure IX-32. New Consultation Form
The fields in the forms are identified in the table below.
Nature of Visit Lookup List YES
Type of Consultation/ Purpose of visit Check Boxes YES

Consultation Date Date Box YES
Consultation Time Time YES
Patient Age in Year/s Text Box YES
Patient Age in Month/s Text Box YES
Patient Age in Day/s Text Box YES
Mode of Transaction Lookup List YES
Patient Height Text Box NO
Patient Weight Text Box NO
Body Mass Index Text Box NO
BMI Category Lookup List NO
Height for Age Lookup List NO
Weight for Age Lookup List NO
Name of Attending Provider Lookup List YES
Chief Complaint Text Box NO
Patient Consent Radio Button Required

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1.1. Choose Nature of Visit.
1.2. Click on the Type of Consultation/Purpose of Visit. See Chapter V. Built-in tools, on how
to use the check box.
Note: Type of Consultation is validated through Patient Age, Gender.
1.3. Specify the Consultation Date and Consultation Time (default current date and time),
Patient Age in Year/s, Month/s and Day/s (automatically filled-up according to the specified
Birth Date of the patient). See Chapter V. Built-in tools on how to use Date and Time.
1.4. Choose Mode of Transaction.
1.5. Specify patient’s current Height in centimeters. By default, it shows the patient’s height from
the last consultation.
1.6. Click on the Height Conversion button to convert the height in feet and inches into
centimetres. Type in the height in feet and inches, then click Calculate (will automatically fill-
in the height in centimetres).
1.7. Specify patient’s current Weight in kilograms. By default, it shows the patient’s weight from
the last consultation.
1.8. Click on the Weight Conversion button to convert the weight into kilograms. Type in the
weight in pounds, then click Calculate (will automatically fill-in the weight in kilograms).
1.9. The Body Mass Index is automatically calculated from the patient’s specified height and
weight (but can be modified).
2.0. The BMI Category is automatically selected based on the specified Body Mass Index
computed by the system.
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2.1. Height and Weight for Age is computed by the system depending on patient age.
2.2. Choose the Name of Attending Provider.
Note: The Name of Attending Provider is depend on the Personnel List on the Administrative
Module.
2.3. Specify Chief Complaint.
Note: Chief Complaint will be required once you choose Type of consultation was injury/
firecracker injury.
2.4. Specify Patient Consent.
2.5. Click Submit to save the entries, or Cancel to remain in the Add Consultation Record. Click
Cancel again to completely disregard the entries.
2.6. Click OK in the confirmation box and or click the Cancel button to disregard the data entries.
Automatically redirect you to Consultation Details.
3. Consultation Details/Electronic ITR
Click on Details to show the patient’s Consultation Details/Electronic ITR. (See on Chapter V.
Built-In Tools on how to use the navigation, details)
The Consultation Details/Electronic ITR shows the basic details and available services for the
consultation depending on the Type of Consultation. The table below shows the available Basic
Services for each Type of Consultation:
Type of Consultation Services Available
General All Basic Services: Vital Signs, Physical Exam, System Review,
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Type of Consultation Services Available
Doctor’s Order, Consultation Follow-Ups, Patient Prescription, Patient

Alert, Schedule of Next Visit, Health Records, and PHIE Benefit
Package
Prenatal All Basic Services, and Prenatal under FSHIS Services
Post-Partum All Basic Services, and Post-Partum under FSHIS Services
Family Planning All Basic Services, and Family Planning under FSHIS Services
Dental Care All Basic Services, and Dental Care under FSHIS Services
Tuberculosis All Basic Services, and Tuberculosis under FSHIS Services
Child Care All Basic Services, and Child Care under FSHIS Services
Sick Children All Basic Services, and Sick Children under FSHIS Services
Child Immunization All Basic Services, and Child Immunization under FSHIS Services
Child Nutrition All Basic Services, and Child Nutrition under FSHIS Services
Adult Immunization All Basic Services, and Adult Immunization under FSHIS Services
Injury All Basic Services, and Injury under Other Services
Firecracker Injury All Basic Services, and Firecracker Injury under Other Services
a) Vital Signs
Click on Vital Sign icon on the Basic Services to go on Vital Signs List.
To add a new vital sign, click on Add New Vital Signs from the Vital Signs List.
1.10. Fill up the Add Vital Signs form.
Blood Pressure Systolic Text Box YES
Blood Pressure Diastolic Text Box YES
Respiratory Rate Text Box NO
Body Temperature Text Box NO
Heart Rate Text Box YES
Normal Rate Radio Button YES
Regular Rhythm Radio Button YES
Pulse Rate Text Box NO
BP Measurement Assessment Lookup List YES
Administered by Lookup List NO
Remarks Text Box NO

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1.11. Choose BP Measurement Assessment.
1.12. Choose Administered By.
1.13. Click Submit to save the entries, or Cancel to remain in the Add Vital Signs Record.
Click Cancel again to completely disregard the entries.
1.14. Click OK in the confirmation box and or click the Cancel button to disregard the action.
1.15. Click Back To Consultation Button to go back to current consultation details.
b) PhysicalExamination
Click on Physical Examination icon on the Basic Services to go on Physical Examination List.
To add a new vital sign, click on Add New Physical Exam from the Physical Exam List.
1.1. Fill up the Add Physical Exam form.

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Head Text Box NO
Conjunctiva (eye anatomy) Check Box NO
Conjunctiva Remarks Text Box NO
Neck Check Box NO
Chest Text Box NO
Breast Check Box NO
Breast Remarks Text Box NO
Thorax Check Box NO
Thorax Remarks Text Box NO
Abdomen Check Box NO
Abdomen Remarks Text Box NO
Genitals Check Box NO
Genitals Remarks Text Box NO
Extremities Check Box NO
Extremities Remarks Text Box NO
Others Text Box NO
Waist Circumference Text Box NO
Administered By Lookup List YES

1.2. Click on the box/es to put a check mark on all that applies to the Conjunctiva (eye
anatomy), Neck, Breast, Thorax, Abdomen, Genitals, and Extremities. Click again on the
box/es to remove the check mark.
1.3. Choose Administered By.
1.4. Click Submit to save the entries, or Cancel to remain in the Add Vital Signs Record. Click
c) System Review
Click on System Review icon on the Basic Services to go on System Review List.
To add a new system review, click on Add New System Review from the System Review List.
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1.1. Fill up the Add System Review form.
Skin Check Box NO
Skin Remarks Text Box NO
Skeletal System Check Box NO
Skeletal System Remarks Text Box NO
HEENT/Optha Check Box NO
HEENT/Optha Remarks Text Box NO
Cardio/Pulmo Check Box NO
Cardio/Pulmo Remarks Text Box NO
Gastrointestinal Check Box NO
Gastrointestinal Remarks Text Box NO
Endocrine Check Box NO
Endocrine Remarks Text Box NO

Neuro-Psychiatric Check Box NO
Neuro-Psychiatric Remarks Text Box NO
Genito-Urinary Check Box NO
Genito-Urinary Remarks Text Box NO
Chest/Heart Check Box NO
Chest/Heart Remarks Text Box NO
Abdomen Check Box NO
Abdomen Remarks Text Box NO
Respiratory Check Box NO
Respiratory Remarks Text Box NO
Others Text Box NO
1.2. Click on the box/es to put a check mark on all that applies to the Skin, Skeletal System,
HEENY/Optha, Cardio/Pulmo, Gastrointestinal, Endocrine, Neuro-Pshyciatric, Genito-
Urinary, Chest/Heart, Abdomen, and Respiratory. Click again on the box/es to remove the
check mark.
1.3. Click Submit to save the entries, or Cancel to remain in the Add System Review Record.
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d) Doctor’s Order
Click on Doctor’s Order icon on the Basic Services to go on System Review List.
To add a new doctor’s order, click on Add New Doctor’s Order from the Doctor’s Order List.
1.1. Fill up the Add Doctor’s Order form.

Laboratory Request Check Box NO
Imaging Check Box NO
Alert Type Check Box NO
Alert Description Text Box NO
Diagnosis Lookup List YES
ICD10 Text Box YES
Diagnosis, specify Text Box NO
Treatment Plan Text Box NO
Disposition Lookup List YES
Condition on Discharge Lookup List YES
Date of Discharge Date Box YES
Time of Discharge Text Box YES
Schedule Next Visit Radio Button YES
Schedule Date Date Box YES
Schedule Time Text Box YES
Type of Consultation/Service Check Box YES
Remarks Check Box NO
1.2. Click on the box/es to put a check mark on all that applies to the Laboratory Request,
Imaging, Alert Type,and Type of Consultation/Service. Click again on the box/es to
remove the check mark.
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1.3. Choose Diagnosis.
i. For Final Diagnosis, specify ICD10.
ii. Click on the Search ICD10 Code button (see Chapter V. Built-in Tools on how to use
Search box)
iii. Click on the correct ICD10 Code.

iv. Click OK to confirm selection, or Cancel to go back to the ICD10 List.
1.4. Click Prescribe Medicine button to prescribe medication for the patient it will redirect you to
Patient Prescription. See. Chapter XI. Electronic Medical Record, Patient Prescription on how
to prescribe
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1.5. Choose Disposition.
1.6. Choose Condition on Discharge.
1.7. Click Submit to save the entries and Cancel to completely disregard the entries.
1.8. Click Ok to proceed, and Cancel to disregard changes.
1.9. Laboratory Results
Click on Lab Result from the Doctor’s Order List.

a. Blood Chemistry
Click on Blood Chemistry.
To add a new blood chemistry result, click on Add New Laboratory Blood Chemistry
button.
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Fill up the Blood Chemistry form.
Click Submit to save the entries, or Cancel to remain in the Add Blood Chemistry Record.
b. Complete Blood Count
Click on CompleteBlood Count.
To add a new complete blood count result, click on Add New Laboratory Blood Result
button.
Fill up the Laboratory Blood Result form.
Click Submit to save the entries, or Cancel to remain in the Add Blood Count Record.
c. Clinical Chemistry
Click on Clinical Chemistry.
To add a new blood chemistry result, click on Add New Laboratory Clinical Chemistry
button.
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Fill up the Blood Chemistry form.
Click Submit to save the entries, or Cancel to remain in the Add Blood Chemistry Record.
(d) Fecalysis
Click on Fecalysis.
To add a new blood chemistry result, click on Add New Laboratory Stool button.
Fill up the Laboratory Stool form.
Click Submit to save the entries, or Cancel to remain in the Add Laboratory Stool Record.
(e) Hematology
Click on Hematology.
To add a new laboratory hematology result, click on Add New Laboratory Hematology
button.
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Fill up the Hematology form.
Click Submit to save the entries, or Cancel to remain in the Add Hematology Record.
(f) Immunology
Click on Immunology.
To add a new laboratory immunology result, click on Add New Laboratory Immunology
button.
Fill up the Immunology form.
Click Submit to save the entries, or Cancel to remain in the Add Immunology Record.
(g) Serology
Click on Serology.
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To add a new laboratory serology result, click on Add New Laboratory Serology button.
Fill up the Serology form.
Click Submit to save the entries, or Cancel to remain in the Add Serology Record. Click
(h) Sputum Microscopy
Click on Sputum Microscopy.
To add a new laboratory urine result, click on Add New Laboratory Sputum Microscopy
button.
Fill up the Sputum Microscopy form.
Click Submit to save the entries, or Cancel to remain in the Add Sputum Microscopy
Record. Click Cancel again to completely disregard the entries.
(i) Urinalysis
Click on Urinalysis.
To add a new laboratory urine result, click on Add New Laboratory Urine button.
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Fill up the Urinalysis form.
Click Submit to save the entries, or Cancel to remain in the Add Urinalysis Record. Click
1.10. Imaging
Click on Imaging from the Doctor’s Order List.

(a) ECG
Click on ECG.
To add a new imaging ECG result, click on Add New Imaging ECG button.
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Fill up the ECG form.
Click Submit to save the entries, or Cancel to remain in the Add ECG Record. Click
(b) MRI
Click on MRI.
To add a new imaging MRI result, click on Add New Imaging MRI button.
Fill up the MRI form.
Click Submit to save the entries, or Cancel to remain in the Add MRI Record. Click
(c) Ultrasound
Click on Ultrasound.
To add a new imaging ultrasound result, click on Add New Imaging Ultrasound button.
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Fill up the Ultrasound form.
Click Submit to save the entries, or Cancel to remain in the Add Ultrasound Record. Click
(d) X-ray
Click on X-Ray.
To add a new imaging x-ray result, click on Add New Imaging X-Ray button.
Fill up the X-Ray form.
Click Submit to save the entries, or Cancel to remain in the Add X-Ray Record. Click
e) Consultation Status
Click on Consultation Status icon on the Basic Services to go on Follow-up List.
To add a new package click on Add New Follow-ups from the Follow-up List.
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Fill up the Follow-ups form.
Consultation Status Radio Button YES
Follow-up Remarks Text Box YES
Click Submit to save the entries, or Cancel to remain in the Add Follow-ups. Click Cancel
again to completely disregard the entries.
f) Patient Prescription
Click on Patient Prescription icon on the Basic Services to go on Patient Prescription List.
To add a new prescription click on Add New Prescription from the Prescription List.
1.1. Fill up the Add Prescription form.

Type of Medicine Check Box YES
All Medicine Text Box YES
Inventory Medicine Lookup List YES
Frequency Lookup List YES
Dose Regimen Lookup List YES
Total Quantity Increment/Decrement YES
Total Quantity Unit of Measure Text Box NO
Intended Purpose of Medicine Text Box YES
Medication Text Box NO
Prescription date Date YES
Prescribed By Lookup List YES

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1.2. Specify Type of Medicine.
Note: if you choose all drugs an additional field will be shown.
(a) Click Search Commodity Medicine.
Note: Please refer to Search ICD 10 code module on how to use this Search Commodity
Medicine
Note: if you choose inventory drugs an additional field will be shown.
Click Submit to save the entries, or Cancel to remain in the Add Prescription Record. Click
g) Patient Alert
Click on Patient Alert icon on the Basic Services to go on Patient Alert List.
To add a new patient alert click on Add New Patient Alert from the Patient Alert List.
Fill up the Patient Alert form.
Alert Type Lookup List YES
Type of Disability Check Box YES
Description Text Box NO
Note: If you choose disability an additional field will be shown.\
Click Submit to save the entries, or Cancel to remain in the Add Patient Alert Record. Click
h) Schedule of Next visit
To add a new schedulefill up the month and year of the next schedule.
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Check the purpose of visit
Click on Date and Time of the next visit.
Click ok to save the schedule for next visit
i) Risk Assessment
To add a new package click on Add New Risk Assessmentfrom the Risk Assessment List.
Fill up the Add Risk Assessment form.
Click Submit to save the entries, or Cancel to remain in the Add Risk Assessment Form.
Click OK to submit.
j) Summary of Services
Click on Summary of Services icon on the Basic Services to go on Summary of Services List.
To add a new package click on Add new Summary of Services from the Summary of
Services List.
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Fill up the Add PHIC Benefit Package form.
Click Submit to save the entries, or Cancel to remain in the Add Summary of Services. Click
k) PHIC Benefit Package
Click on PHIC Benefit Package icon on the Basic Services to go on PHIC Benefit Package
List.
To add a new package click on Add New Package from the Package List.
Fill up the Add PHIC Benefit Package form.
Click Submit to save the entries, or Cancel to remain in the Add PHIC Benefit Package
l) Prenatal
Click on Prenatal icon on the FHSIS Services to go on List Prenatal Folder.

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1.1. To add a new prenatal folder click on Add New Folder from the Prenatal Folder List.
1.2. Fill up the Add Prenatal form for the first baby pregnancy, called Baby-A.
1.3. Click Submit to save the entries, or Cancel to remain in the Add Prenatal Record. Click
1.4. There’s now an Active folder for Baby-A.
In the event that this mother delivers Baby-A, and becomes pregnant again, Baby-A’s folder
will be marked Inactive. A newActive folder will be added for this mother’s Baby-B pregnancy,
and so on.
1.5. Click on the Active folder.
To add a new detail to the prenatal folder, click on Active Folderfrom the List Prenatal
Folder.
(a) Supplementation/Immunization
To add a new supplementation/immunization, click on Add

Supplementation/Immunization from the Micronutrient List.
Fill up the Add New Micronutrient form.
Specify the Tetanus Toxoid given.
Click Submit to save the entries, or Cancel to remain in the Add New Micronutrient
(b) Abdominal Examination Findings
To add a new abdominal examination findings, click on Add Abdominal Examination

Findings from the Abdominal Examination Findings List.
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Fill up the Add Abdominal Examination Findings form.
Click Submit to save the entries, or Cancel to remain in the Add __ Record. Click Cancel
(c) Abdominal Examination Summary
Click on Add Abdominal Examination Summary to view the summary.
(d) Menstrual History
To add a new menstrual history, click on Add Menstrual History from the Menstrual
History List.
(e) STI Test
To add a new test for syphilis, click on Add New Test for Syphilis from the Syphilis Test
List.
Fill up the Add Test for Syphilis form.
Click Submit to save the entries, or Cancel to remain in the Add Test for Syphilis Record.
(f) Birth and Emergency Plan

Note: Instruction will be provided once available.
m) Postpartum
Click on Postpartum icon on the FHSIS Services to go on List Postpartum Folder.
1.1. To add a new postpartum folder click on Add New Folder from the List Postpartum Folder.
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1.2. Fill up the Add Postpartum form.
1.3. Click Submit to save the entries, or Cancel to remain in the Add Postpartum Record. Click
1.4. Click on the Active folder.
To add a new details to the prenatal folder, click on Active Folder from the List Prenatal
Folder.
(a) Micronutrient Supplementation
Click on Micronutrient Supplementation.

To add a new micronutrient Supplementation, click on Add New Postpartum
Consultation from the Postpartum List.
Click Submit to save the entries, or Cancel to remain in the Add Postpartum Record. Click
(b) Danger Signs (Mother)
To specify danger signs for the mother, click on Danger Signs (Mother) from the
Postpartum Consultation.
Click Submit Danger Signs to save the entries. Click OK to proceed, and Cancel to go
back to the Danger Signs (Mother).
(c) Danger Signs (Baby)
To specify danger signs for the baby, click on Danger Signs (Baby) from the Postpartum
Consultation.
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Click Submit Danger Signs to save the entries. Click OK to proceed, and Cancel to go
back to the Danger Signs (Baby).
(d) Pelvic Exam Findings
To specify pelvic exam findings, click on Pelvic Exam Findings from the Postpartum
Consultation.
Click Submit Pelvic Exam to save the entries. Click OK to proceed, and Cancel to go
back to the Pelvic Exam Findings.
n) Family Planning
To add a new family planning click on Add New Family Planning from the Previous
Consultation List.
Figure IX-151. Pervious Consultation List – Family Planning List
Fill up the Add Family Planning form.
Figure IX-152. Add Family Planning
Specify Type of Client.
Figure IX-153. Type of Client
Specify Method.
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Figure IX-154. Method
Click Submit to save the entries, or Cancel to remain in the Add Family Planning Record.
o) Oral Examination
To add a new oral examination click on Add New Oral Examination from the Oral Examination
List.
Figure IX-155. Oral Examination List
Fill up the Add Oral Examination form.

Figure IX-156. Add Oral Examination
Click Submit to save the entries, or Cancel to remain in the Add Oral Examination Record.
p) Oral Health Condition
To add a new oral health condition click on Add New Oral Health Condition from the List
Dental Health Condition.
Figure IX-158. List Dental Health Condition
Fill up the Add Oral Health Condition form.

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Figure IX-159. Dental Health Condition Form
Click Submit to save the entries, or Cancel to remain in the Add Oral Health Condition Record.
q) Dental Care
To add a new dental care, click on Add New Dental Care from the Dental Care List.
Figure IX-160. Dental Care List
Fill up the Add Dental Care form.

Figure IX-161. Add Dental Care
Click Submit to save the entries, or Cancel to remain in the Add Dental Care Record. Click
r) Tuberculosis
Figure IX-162. Alert
Click OK to proceed, or Cancel to go back to the previous menu.

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1.1. The screen page will go directly to the Tuberculosis List Page once the data was successfully
added.
1.2. Click the Magnifying glass icon, on the left side portion of the table, to display further details
of the patient.
1.3. Please refer to the ITIS Software Operations Manual for additional instructions on how to Fill
up the TB forms.
s) Child Care
To add a new child care click on Add New Child Care from the Child Care List.
Figure IX-166. Child Care List
Fill up the Add Child Care form.
Figure IX-167. Add Child Care
Specify Tetanus Toxoid Status (Mother).
Figure IX-168. Tetanus Toxoid Status (Mother)
Click Submit to save the entries, or Cancel to remain in the Add Child Care Record. Click
t) Sick Children
To add a new sick children record click on Add New Sick Children from the Sick Children List.
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Figure IX-169. Sick Children List
Fill up the Add Sick Children form.
Figure IX-170. Add Sick Children
Click Submit to save the entries, or Cancel to remain in the Add Sick Children Record. Click
u) Child Immunization
To add a new child immunization, click on Add New Child Immunization from the
Immunization List.
Figure IX-171. Immunization List
Fill up the Add Immunization form.

Figure IX-172. Add Immunization Form
Specify Immunization.
Figure IX-173. Immunization Drop Down
If the patient has an immunization in other facility check Yes on the Immunization From Other
Facility.
Figure IX-174. Immunization from Other Facility
NOTE: Name of Facility will show. Please specify the Name of Facility where the other
immunization has taken
Click Submit to save the entries, or Cancel to remain in the Add Immunization Record. Click
v) Child Nutrition
To add a new nutrition, click on Add New Nutrition from the Nutrition List.
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Figure IX-175. Nutrition List
Fill up the Add Nutrition form.
Figure IX-176. Add Nutrition Form
Specify Dose.
Figure IX-177.Dose Dropdown
Click Submit to save the entries, or Cancel to remain in the Add Nutrition Record. Click
w) Adult Immunization
To add a new adult immunization, click on Add New Adult Immunization from the Adult
Immunization List.
Figure IX-178. Adult Immunization List
Fill up the Add Adult Immunization form.
Specify Immunization.
Click Submit to save the entries, or Cancel to remain in the Add Adult Immunization Record.
x) Injury
To add a new injury record, click on Add New Injury from the Injury List.
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Figure IX-181. Injury List
Fill up the Add Injury form.
Figure IX-182. Injury Form
Specify the Injury Intent.
Figure IX-183. Injury Intent Dropdown
Specify the First Aid Given.

Figure IX-184. First Aid Given Dropdown
Specify the Place of Occurrence.
Figure IX-185. Place of Occurrence
Specify the Activity of the Patient at the time of incident.
Figure IX-186. Activity of the Patient at the Time of Incident Dropdown
Specify the Mode of Transportation to the Facility.
Figure IX-187. Mode of Transportation to the Facility
Click Submit to save the entries, or Cancel to remain in the Add Injury Record. Click Cancel
y) Firecracker Injury
To add a new firecracker injury, click on Add New Firecracker Injury from the Injury
Firecracker List.
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Figure IX-188. Injury Firecracker List
Fill up the Add Firecracker Injury form.
Figure IX-189. Add Firecracker Injury Form
Specify the Place of Occurrence.
Figure IX-190. Place of Occurrence
Specify the Type of Involvement.

Figure IX-191. Type of Involvement
Specify the Nature of Injury.
Figure IX-192. Nature of Injury
Specify the Type of Firecracker.
Figure IX-193. Type of Firecracker
Click Submit to save the entries, or Cancel to remain in the Add Firecracker Injury Record.
D. Recording Tools
These are facility-based documents with more detailed information. It shows the daily activities of
the health workers based on the services delivered to the patients.
Figure IX-194. Recording Tools

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1. Target Client List (TCL)
This tool will be of great help in the midwive’s/nurses’ planning and delivery of patient care and
services to the patients. It helps in the monitoring and supervision of the services delivered, which
can also be used for analysis.
Figure IX-195. Target Client List (TCL)
Fill up the necessary information for the Target Client List using the lookup list.
Choose the desired report format then click Generate.
a) Report Type - Family Planning
This report will show all women ages 15-49 and men who received Family Planning services.
Figure IX-196. Family Planning
b) Report Type – Nutrition and Expanded Program for Immunization (EPI)
This report will show all children under one (1) year old eligible for immunization against the
most common vaccine-preventable diseases that results to permanent disability or death among
infants and children aged below five (5) who received iron supplementation, newborn screening and
breastfeeding.
Figure IX-197. Masterlist for Nutrition
c) Report Type – Prenatal
The report will show all pregnant women eligible for prenatal care/service
Figure IX-198. Prenatal
d) Report Type – Postpartum
This report will show all women within the catchment area who had a delivery, and therefore an
extension of the Target Client List for Prenatal Care.
Figure IX-199. Postpartum

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2. Summary Table (ST)
This report will show the midwives monthly accomplishments.
Figure IX-200. Prenatal
Fill up the necessary information for the Summary Table using the lookup list provided for the
fields.
a) Summary Report – Family Planning
Figure IX-201. Family Planning

Figure IX-201A. Family Planning
Figure IX-201B. Family Planning
b) Summary Report – Child Care
Part 1
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Figure IX-202. Child Care EPI 1
Part 2

Part 3
c) Summary Report – Maternal Care
Figure IX-205. Maternal Care

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d) Summary Report – Natality
Part 1
Figure IX-206. Natality Part 1
Part 2
Figure IX-207. Natality part 2

e) Dental Care
Figure IX-208. Dental Health
f) Mortality
Figure IX-209. Mortality
3. Consolidated
This report will show consolidated reports per area.
Figure IX-210. Consolidated Report

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Fill up the necessary information for the Summary Table using the lookup list provided for the
fields.
a. Consolidated – Demographic
Figure IX-211. Consolidated Report - Demographic
b. Consolidated – Mortality 1B.1
Figure IX-212. Consolidated Report – Mortality 1B.1
c. Consolidated – Postpartum
Figure IX-213. Consolidated Report – Postpartum

d. Consolidated – Prenatal
Figure IX-214. Consolidated Report – Prenatal
e. Consolidated – Family Planning
1) Specify the Type of Client
Figure IX-215. Type of Client
2) Specify the Type of Report
Figure IX-216. Type of Report

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3) Quarterly
(d) Specify the Year/Quarter
Figure IX-217. Select Year and Quarter.
(e) Click Generate.

4) Monthly
(a) Specify the Year/Month
Figure IX-218. Select Year and Month.
(f) Click Generate.

4. PhilHealth
Figure IX-219. Recording Tools.
a) Masterlist of Enlisted PCB1
(1) To add a new member, click Add New Member from the Member List (see Chapter Error!
eference source not found., Section Error! Reference source not found.-Error!
Reference source not found., page Error! Bookmark not defined.on how to use the tools
seen in the figure below).
Figure IX-220. Member List.

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(2) Fill up the Add New Member form.
Figure IX-221. Add New Member Form.
(3) Click Submit to save the entries, or Cancel to remain in the Add New Member Record. Click
b) PhilHealth Forms
Figure IX-222. PhilHealth Forms.
(1) Specify the report.
Figure IX-223. Reports Dropdown.

(2) Specify the Year for the report.
Figure IX-224. Select Year.
(a) PCB Provider Clientele Profile

Click Generate Report.
Figure IX-225. PCB Provider Clientele Profile.
(b) Summary of Benefits Availment

Specify the Quarter.
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Figure IX-226. Reports Dropdown.
Click on Generate Report.
Figure IX-227. Summary of Benefits Availment.
(c) Summary of PCB Services Provided

Click on Generate Report.
Figure IX-228. Summary of PCB Services Provided.

c) PhilHealth Billing
(1) Specify the Year.
Figure IX-229. Select Year
(2) Specify the Quarter.
Figure IX-230. Select Quarter.

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(3) Specify the Generate Report.
Figure IX-231. PhilHealth Billing Statement.
E. Reporting Tools
These are summary data that are transmitted/submitted on a weekly,monthly, quarterly and annual
basis to the next higher facility level.
Figure IX-232. Reporting Tool.

1. Monthly Forms
Figure IX-233. Monthly Forms.
a) M1
Specify the Program, Month, Barangay, & Year.
Figure IX-234. Monthly Form Report (M1).

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(1) Family Planning - Click Generate Report.
Figure IX-235. Family Planning M1.

(2) Maternal Care - Click Generate Report.
Figure IX-236. Maternal Care M1.
(3) Child Care – Click Generate Report.
Figure IX-237. Child Care M1.

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(4) Dental Care – Click Generate Report.
Figure IX-238. Dental care (M1).
(5) Oral Care – Click Generate Report.
Figure IX-239. Oral care (M1).

b) M2
Figure IX-240. Monthly Form Report (M2).
(1) Morbidity – Click Generate.
Figure IX-241. Morbidity (M2).
2. Quarterly Forms
Specify the Program.
Figure IX-242. Quarterly Form Report.
Specify the Quarter

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a) Maternal Care– Click Generate Report.
b) Family Planning– Click Generate Report.

c) Dental Care– Click Generate Report.
d) Child Care part 1– Click Generate Report.

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e) Child Care part 2– Click Generate Report.
3. Annual Forms
Specify the Form

a) Barangay Form (A-Brgy)– Click Generate Report.
b) Demographic Profile– Click Generate Report.

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c) Environmental– Click Generate Report.
d) Natality – Live Births– Click Generate Report.

e) Natality – Deliveries– Click Generate Report.
f) Mortality– Click Generate Report.
4. Statistics
Specify the Report
Specify the Date From&Date To

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a) Patient– Click Generate Report.

b) Personnel– Click Generate Report.
c) Daily– Click Generate Report.
d) Monthly
Specify the Year

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Specify the Month From&Month To
Click Generate Report.

5. Other Types Reports
Specify the Report
a) Number of Senior Citizens Who Received Pneumococcal and Influenza
Specify the Year then click Generate Report

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b) Under Five Clinic Masterlist

c) GarantisadongPambata – Click Generate Report
d) Post Daily Reporting Form – Click Generate Report

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e) Total Indigent – Click Generate Report

f) Daily Consultation Report
Specify the Date From and Date Tothen click Generate Report
g) Pregnancy Tracking Form
clickGenerate Report
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h) NCD Hign Risk Client (>30% CVD Risk)
i) Dispensing of Medicine
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j) Master list of Hypertensive and Diabetic Patients
F. Select Transaction (Modules)
Quickly create transactions for the current patient’s record being viewed by clicking on the Select
Transaction. Choose a transaction from the list of transactions (Error! Reference source not found.).
a) PhilHealth Services
(1) Click PhilHealth Service Icon on the Select Transaction.
The figure below shows the available PhilHealth Services in iClinicSys.

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(1) Get Pin
(a) Click on the PCB Checking button (Figure IX.4).
(b) Wait to Get Pin (Figure IX.4).

(2) PCB (Primary Care Benefits) Checking
(a) Click on the PCB Checking button (Error! Reference source not found.).
(b) To view the PCB Local library,

1.1. Click on the Local button.
1.2. The figure below shows the PCB Local Library list.
Note: Refer to Chapter V. iClinicSys Built-In Tools on how to use the tools you see in
this window.
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1.3. To add the current patient’s record to the PCB Local Library, click on the Add [Name of
Patient] button
1.4. The information of the current patient being viewed is automatically filled-in. Make
necessary changes, when applicable. Click Submit to save.
1.5. A confirmation window will appear. Click Yes to proceed saving. The current patient is
now added to the PCB Local Library list (Error! Reference source not found.). Click
Cancel to go back in editing the patient’s information (Error! Reference source not
found.).
(c) To view the PCB Online library,

1.1. Click on the Online button.
1.2. The instructions for this process will be released soon. Please check again later. Thank
you!
(d) To view the PCB Form of your patient,

1.1. Go back to Previous Consultation List by clicking Consultation Follow-up on the Select
Transaction.
1.2. Click the PhilHealth Logo to view PCB Form of the Patient.
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(e) PMRF or PhilHealth Membership Registration Form

1.1. Click on the PMRF button.
1.2. To add a new PhilHealth Information, click on Add New PhilHealth Info button.
1.3. Fill up the form (Error! Reference source not found.).
Note: Refer to Chapter V.iClinicSys Built-In Tools on how to use the you see tools in
this window.
1.4. Click Submit to save the entries, and click Yes in the confirmation window. Click Cancel
to disregard the entries (goes back to the PhilHealth Info List window, Error! Reference
source not found.)
1.5. Click PMRF to view the PMRF of the patient.

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(f) Dependents
1.1. Click on the Dependents button to show the list of Dependents for the current patient
record.
1.2. Click on the Add New Dependent button to add a new dependent (Error! Reference
source not found.).
1.3. Fill out the form (Error! Reference source not found.).
1.4. Click Submit to save the entries, and click Yes in the confirmation window. Click Cancel
to disregard the entries (goes back to the Dependents List window, Error! Reference
source not found.).
b) DSWD Services
(1) Click DSWD Icon on the Select Transaction.

(2) DSWD Module
DSWD Verification – ClinicSys through the DSWD Web Service verifies if the patient is a
registered beneficiary of the PantawidPamilya Pilipino Program (4Ps). The DSWD’s 4P aims
to eradicate extreme poverty in the Philippines though the provision of funds for n health and
education programs from ages 0-14. If the patient is a beneficiary, the Household Number
can be obtained from the DSWD.
In order to avail of the cash grants beneficiaries should comply with the following conditions:
 Pregnant women must avail pre- and post-natal care and be attended during childbirth
by a trained health professional;
 Parents must attend Family Development Sessions (FDS);
 0-5 year old children must receive regular preventive health check-ups and vaccines;
 3-5 year old children must attend day care or pre-school classes at least 85% of the
time.
 6-14 year old children must enroll in elementary or high school and must attend at least
85% of the time.
 6-14 years old children must receive deworming pills twice a year.
(a) Verification
Click on Verification Button
(b) Household ID
Click on Household ID Button
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(c) Referral
Click on Referral Button
c) Consultation
(1) Click Consultation Icon on the Select Transaction.
d) Electronic Health Record
(1) Click EMR Icon on the Select Transaction.

Note:The EMR can be saved in a pdf format and ready for print-out.
e) Prenatal Monitoring Chart
(1) Click Prenatal Chat Icon on the Select Transaction.

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f) Medical History
(1) Click Medical History Icon on the Select Transaction.
Click Add new Medical History.
Fill-up Medical History Form

Click Submit button after encoding to add/save the patient’s data to the system. Click
Cancel button to disregard the data entries.
The screen page will go directly to the Medical History List Page once the data was
successfully added.
g) Menstrual History
(1) Click Menstrual History Icon on the Select Transaction.
Click Add new Menstrual History
Fill-up Medical History Form
Click Submit button after encoding to add/save the patient’s data to the system. Click Cancel
button to disregard the data entries.
The screen page will go directly to the Medical History List Page once the data was
successfully added.
h) Chronic
Click Chronic Icon on the Select Transaction.

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(a) Cancer
1.1. Click the Add New Cancer to add report.
1.2. Fields with Red asterisk are mandatory fields.
1.3. Click Submit button after encoding to add/save the patient’s data to the system. Click
1.4. The screen page will go directly to the Cancer List Page once the data was successfully
added.
(b) COPD
1.1. Click the Add New COPD to add report.

1.2. Fields with Red Asterisk are mandatory fields.
1.4. The screen page will go directly to the COPD List Page once the data was successfully
added.
(c) Diabetes
1.1. Click the Add New Diabetes to add report.

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1.4. The screen page will go directly to the Diabetes List Page once the data was successfully
added.
(d) Stroke
1.1. Click the Add New Stroke to add report.

1.4. The screen page will go directly to the Stroke List Page once the data was successfully
added.
i) Referral
ClinicSys has a Referral Module which captures all referrals issued likewise the outcome of
these referrals from other health facilities.
It allows patient to be referred from one level to another level for better management. It is
usually followed in order to obtain expert professional advice, undergo a diagnostic technique, seek
a therapeutic intervention or receive in-patient care when these are not available at the facility. The
presence of well-established referral system is important for the proper functioning of the health
system. RHU/HC will be a resource center for basic health unit. Hospitals are the end point of
hierarchy.
(1) Click Chronic Icon on the Select Transaction.

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(2) Click Add new Referral to add Report.
(3) Select the information needed. Fields with required term are mandatory fields.
(4) Click Submit button after encoding to add/save the data to the system. Click Cancel button to
disregard the data entries.
(5) The screen page will go directly to the Referral List Page once the data was successfully
added.
Click Add new Referral.
(a) Date of Referral – the date when the patient is being referred
(b) Time of Referral – the time when the patient is being referred
(c) Type of referral

(d) For Hospital Services:
1.1. Obstetrics
1.2. Gynecology
1.3. Surgery
1.4. Medical
1.5. Pediatrics
1.6. Remarks - any additional information and pertinent findings will be included in the
Remarks section.
(e) Reason for Referral – list of all possible reasons for referral of patient
(f) Referral Status
Send Referral
View Referral
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Or
(g) Print Referral Form
j) Patient Alert
(1) Click Patient Alert Icon on the Select Transaction.
(2) Click the Add New Patient Alert to add report.
(3) Select the information needed. Fields with required term are mandatory fields.
(4) Click Submit button after encoding to add/save the Patient Alert data to the system. Click
(5) The screen page will go directly to the Patient Alert List Page once the data was
successfully added.
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Figure 98: Patient Alert Form
Figure 99: Patient Alert Box
k) Death Case
(1) Click Death Case Icon on the Select Transaction.

(2) Fields with required term are mandatory fields.
(4) The screen page will go directly to the Patient Death List Page once the data was
successfully added.
l) Family Planning
(1) Click Family Planning Icon on the Select Transaction.
m) Family Serial Tree
(1) Click Family Tree Icon on the Select Transaction.

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n) Dispensing Medicine
(1) Click Dispensing Icon on the Select Transaction.
(2) Click add new dispensing.
(3) Fields with required term are mandatory fields.
(5) The screen page will go directly to the Dispensing List Page once the data was successfully
added.
o) Merge Patient
ClinicSys has a Merge Patient Module which allows you to merge patient with double entry.
(1) Click Merge Patient Icon on the Select Transaction.
(2) Check the Show only patient with the same name or sounds.
(3) Click Search Patient.
(4) Click the patient that you want to merge.
(5) Click the Proceed button.
(6) Click Ok to confirm.
(7) Click OK to continue.
(8) The screen page will go directly to the Previous ConsultationList Page.
G. Health Information Exchange - Online
This feature needs Internet Connection to use.
Click PHIE icon to upload data in Health Information Exchange.

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Click OK to upload your data to PHIE.
Wait the uploading to finish
Click OK to confirm
NOTE: Your Data is successfully uploaded in the PHIE
X. Logistic Management
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X. Logistic Management
A. Overview
1. To add a new Inventory, click Add New Inventory from the Inventory List or click Get Update, to
connect to NOSIRS.
2. Fill up the Add New Inventory form.
3. Click Submit to save the entries, or Cancel to remain in the Add New Inventory Record. Click
XI. Environmental Health
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XI. Environmental Health
A. Overview
1. To add a new member, click Add New Environmental Health from the Environment Health List.
2. Fill up the Add New Environmental Health form.
3. Click Submit to save the entries, or Cancel to remain in the Add New Environmental Health
XII. Financial Management
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XII. Financial Management
A. Overview
Financial Management is where you can view your PhilHealth Billing. PhilHealth will notify you through
SMS or email.
1. Select Year
2. Select Quarter
3. Click Generate
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XIII.Setting-up Multiple Users

XII. Setting-up Multiple Users
A. Things to check
1. Make sure all computers are connected in the same network.
2. Make sure the server firewall is off.
B. Setting up the Server
3. Install Stand-alone Clinic System to the server (see Chapter IV-Getting Started With
iClinicSysOFF-LINE, page 17).
Figure XII-1: Server set-up
a) Click on Start -> Control Panel

b) Go to Network and Internet.
Figure XII-2: Control Panel
c) Click on View Network status and tasks.

Go to Ethernet Status (Windows 8) or View Status (Windows Vista and Windows 7) then Click
Properties.
 For Windows8
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Figure XII-3: Network and Sharing Center (Windows 8)
 For Windows Vista and Windows 7
Figure XII-4: Network and Sharing Center (Windows Vista/7)

(1) Click Properties
Figure XII-5: Ethernet Status
(2) Go to Networking Tab -> Internet Protocol Version 4 (TCP/IPv4) -> Properties
Figure XII-5: Ethernet Properties

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(3) Go to General Tab.

(4) Type in the IP addresses shown below.
Figure XII-6: IP Version 4 Properties
Note: Make sure you are connected to the network.
(5) Hold windows icon + R then type cmd click OK button.
Figure XII-7: Run
(6) Type “ipconfig /all” w/o qoute then click enter.
Figure XII-8: Command Prompt

Figure XII-9: IP Address Matching
(7) Find Ethernet adapter Ethernet then match the addresses.

(8) Click Ok Button.
C. Connecting Computers to the Server
Note:
 Make sure you are connected in the same network.
 Make sure you have Google Chrome installed to your computer.
 Make sure your computer is using Windows Vista or later versions.
4. Open Google Chrome.

5. Type the IP address of the server in the address bar (e.g. “192.168.91.173:8080”) then press
Enter.
Figure XIIIXII-10: Log-in Page

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XIV. Basic Troubleshooting
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XIII. Basic Troubleshooting

Listed below are the most common issues encountered and the recommended solutions:
COMMON ISSUES RECOMMENDED SOLUTION
Entered data won’t save. Check if all required fields are not blank.
The data you entered is not the in the list of values in your
library/reference. Some fields have a list of fixed values
Integrity constraint violation. you can choose from.
If the value that you need to enter is not in the list, you
need to add it in the reference/library.
Each record has a unique identifier. You may have

Attempt to insert duplicate key or
entered data that has been entered before or it has the
row.
same unique identifier.
No data can be selected from any

Check data on System Administration. Provide the
of the drop down selection
required data.
boxes.
The report does not include data Check the Transaction Function and retrieve the record.
entered into the system. This will prove that required data are entered into the
system.
Check if the printer is plugged on to the electric current,

properly connected to the computer and with paper on it.
Check for the default printer assigned to print the reports.

Reports do not print.
If the printer attached does not match the default setting,

select/change printer configuration.
If no printer of that type exists, install the printer driver.
Check for the default printer assigned to print the reports.
If the printer attached does not match the default setting,

Report Totals do not display on select/change printer configuration.
the screen.
If no printer of that type exists, install the printer driver.
Check the Transaction Function if the data is correctly

The report displays wrong values entered into the system.
as a result of computations.
If the data is correctly entered into the system, validate the

formula used in the computation.
COMMON ISSUES RECOMMENDED SOLUTION
Troubleshoot memory by allocating more memory to the

application, closing other applications and windows,
Insufficient memory problem.
turning on virtual memory, switching off RAM cache, or
reducing the amount of memory allocated to RAM cache.
Computer has become infected with a virus after using an

infected program.
Unexplained system crashes; To eradicate a virus, boot the computer from a startup disk
corrupted or disappearing that contains an antivirus application and launch the
files. eradication program. Be sure the virus program is
compatible with your system software. Incompatible
versions can cause unexpected problems that are difficult
to track down.
To prevent future virus infection, use an antivirus

application program to screen all disks for known viruses.
In addition, be sure that all master disks remain locked.
Power off the system unit and monitor.
Remove all adapter cards from the riser card.

Monitor Problems.
Make sure the monitor I/O signal cable is properly

Incorrect colors connected to the system unit and monitor.
No high intensity
Missing, broken or incorrect characters Make sure the power cords are properly connected to the
system unit and monitor and that the line voltage is
Blank monitor (dark) correct.
Blank monitor (bright)
Distorted image Make sure the monitor contrast and brightness controls
are turned too low.
Unreadable monitor
Power on the monitor and wait 20 seconds.

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ANNEX
P a g e | 243

iClinicSys Ver 2 User Manual

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Knowledge Management and Information Technology Service KMITS-SSED-MAN-SOM-003

Date: October 2016

D. User Account ............................................................................................................................... 62

B. Objective of the System

2. Improve patient services in a time-efficient and cost effective manner; and

C. Objective of the System

This User Manual was developed for iClinicsys users as a:

1. Tutorial for Beginners

2. Reference for Current Users

3. Technical Reference/Guide for Computer Administrators/Technicians

D. How this User Manual is Organized

This System User Manual contains step-by-step instructions on how to:

1. Access the online version

2. Install the off-line version

3. Navigate Around System

4. Use iClinicSys built-in tools to:

b) Search for information;

c) Open a record for Viewing;

e) Synchronize, Extract, Upload and Back-up your data;

f) Get system updates;

Acronyms and Abbreviations

4Ps PantawidPamilyang Pilipino Program

BLHD Bureau of Local Health and Development

CHD Center for Health Development

CHO City Health Office

DOH Department of Health

DSWD Department of Social Welfare Development

eFHSIS Electronic Field Health Service Information System

ICD International Classification of Diseases

iClinicSys Integrated Clinic Information System

IT IS Integrated Tuberculosis Information System

KMITS Knowledge Management and Information Technology Service

ITR Individual Treatment Record

Knowledge Management and Information Technology Service – Systems

MNDRS Maternal and Neonatal Death Reporting System

NCDPC National Center for Disease Prevention and Control

NEC National Epidemiology Center

NOSIRS National Online Stock Inventory System

ONEISS Online National Electronic Injury Surveillance System

PCB1 Primary Care Benefit 1

PCB2 Primary Care Benefit 2

PHIC or PhilHealth Philippine Health Insurance Corporation

PHO Provincial Health Office

RHU Rural Health Unit

UCNCDRS Unified Chronic Non-communicable Disease Registry System

URL Universal Resource Locator

II. About the System

2. Can be implemented in an online or offline (stand-alone) mode;

3. Compliance to Health Data Standards

 National Health Facility Registry;

 Philippine Standard Geographic Codes; etc.

4. Ability to integrate/harmonize iClinicSys data with:

 Maternal Care;  Malaria;

 Family Planning;  Environmental

d) Unified Chronic Non-communicable Disease Registry System (UCNCDRS); and

e) National Online Stock Inventory System (NOSIRS).

5. Ability to integrate/harmonize/exchange iClinicSys data with PhilHealth dataMembership

 Primary Care Benefits; etc.

6. Ability to integrate/harmonize with the PantawidPamilyang Pilipino Program (4Ps) of the

8. Ability to send SMS Alert/Reminder.

1. Faster time to search a particular patient;

2. Improved quality of data in terms of accuracy, completeness and up-to-date;