Smart HIMS



Important Functional Requirements of the Major Modules and Features are:

1. Patient Registration

The Registration module is an integrated patient management system, which captures complete and relevant patient information. The system automates the patient administration functions to have better and efficient patient care process. Appointment scheduling deals with scheduling of physician appointments for the patients. The user can view the schedule for a particular doctor; the appointments scheduled for the doctor, the free slots available, blocked slots. Based on the slot availability, the appointment can be fixed. The appointment can be rescheduled and Cancelled based on the scenario. The hospital can track and manage Scheduled Visits, Emergency Visits, and Visit cancellations. The user can view all patients’ previous visitations to the hospital and also No- show patients list. Telephonic appointments for unregistered patients can also be scheduled.


Main Features of the Module:

  Patient Registration Details

  Inpatient and Outpatient Registration

  Medical Alerts Details

  Appointment Scheduling (Patient / Doctor wise)

  Doctor's Schedule Summary

  Doctors Daily Schedule List

  Patient Visit History

  Medical Record Movements

  Appointments for Radiology tests and Operation

  Patient Visit Slip

2. In-Patient Department


In-patient Management Modules handles the Admission Discharge and Transfer Functions, Ward management Functions and Operation Theatre Management Functions. This module automates the day-to-day administrative actives and provides instant access to other modules, which leads to a better patient care. It provides comprehensive data pertaining to Admission of Patients & Ward Management: Availability of beds, Estimation, Agreement preparation, Collection of advance, Planned admission and so on. The Inpatient module also deals with Ward Management: Shifting from one ward to the other, Bed availability, Surgery, Administration of drugs, nursing notes, charge slip and so on.


Main Features of the Module:

  Admission Cost Estimation

  Admission Approval

  Admission Request

  Doctor Transfer Details

  Nursing Notes

  IP Medical Observation

  Pending Drug Request

  Operation Theatre scheduling

  Pre and postoperative Doctor notes and CSSD can be optionally made available.

  Operation theatre resource scheduling (Optional)

  Operation theatre Equipment scheduling

  List Operation and anesthesia details

  Theatre charge slip creation – listing of supplies consumed- online stock availability displayed

  Capture all Delivery related details with facility to register and admit the new born

  Create new medical file for the new born

  Discharge Notification Summary

  Expected Date and Time of Discharge


3. Emergency Response

Emergency module allows fast registration of patients by the capture of key and very specific registration details, keeping in mind the critically of this function.


Emergency Module will encompass the following features:

  Enable emergency registration of patients by capturing key registration details.

  Schedule Emergency Appointments for critical patients and facilitate their admission on a priority basis

  Record and view the various incident reports

4. Out-Patient Department


The Outpatient module serves as an entry point to schedule an appointment with the Hospital Resident Doctor or Consultant Doctor for Medical Consultations and diagnosis. This module supports doctors to take better and timely consultation decisions by providing instant access to comprehensive patient information. Patient visits are divided into New, Follow-up and Review. This module also handles requests and results of laboratory tests and other examinations. External Doctors visit to in patients can be defined as "Call on". Some patients may avail only the hospital facilities like Lab, Radiology, Nuclear Medicine, and Physiotherapy and so on.


Main Features are:

  Consultation Duty Roster

  Diagnosis Details

  Patient’s Appointments

  Daily / Weekly Schedule Summary

  Appointment Scheduling / Rescheduling Facility

  Outpatient Medical Observation Details

  Investigation / Treatment History

  Clinical Service Details

  Group / Package Registration Facility

  Common Billing Clinical Services

  Doctor’s Diagnosis Statistics

5. Operation Theater Scheduling


Operation booking

The Theatre Booking module facilitates the booking of a theatre for surgery on OPD/IPD patients. The system enables theatre scheduling, ascertaining the consultant's OPD schedule and the availability of equipment necessary for surgery. An intimation note is printed a day prior to a planned surgery, confirming both the patient’s and surgeon's awareness of the procedure.

OT Scheduling

The OT Scheduling module enables OT time slot scheduling for specific surgeries.


Preoperative Check

Preoperative notes are an essential part of surgery and are stored in the system once the preoperative anesthesia assessment is done. Name of surgeon, details regarding pre-anesthesia, type of anesthesia , investigations required, risk assessment, as well as preoperative instructions are maintained in the system. The system also gives facility to store details regarding conduct under anesthesia.


Recording Operation details

Facility to store details of operation notes during surgery such as vital signs, BP, pulse, IV fluids, R.R., drugs, etc. are also maintained in the system. This information is available at any time following surgery. The entry of complications, events, etc. are specifically added as Special Notes on Surgery


Recording Item Issue Details

Items used during surgery are recorded by the system as consumption, to be charged to the patient. The chargeable items are then transferred to Billing and the remainder is stored as information.


Recording Nursing Order for Postoperative Care

Postoperative details such as investigations, recovery conditions, problems, pain management, etc. are recorded into the system.


Main Reports are:

  OT booking list

  Circular for Operations

  List of patients operated (IPD/OPD)

  List of operations done

  Item issue register etc.

6. Laboratory Information System


The Laboratory module automates the investigation request and the process involved in delivering the results to the concerned department/doctor of the hospital. Laboratory module starts with receiving the online request from doctors and also allows laboratory personnel to generate requests. The Laboratory module supports to perform various tests under the following disciplines: Biochemistry, Cytology, Hematology, Microbiology, Serology, Neurology and Radiology. Tests are grouped under various sections and sample type (specimen). Based on the request the user can input the sample and generate the sample number. Results can be entered based on the sample type either to one test or multiple tests. If the test result requires approval, the supervisor has to approve the result and it is made available to concerned doctors.


Main Features are:

  Sample Result Entry

  Test Report Entry

  Specimen Association Details

  Antibiotic Details

  Result Range for Test

  Investigation Request

  Bulk Sample Request

  Sample Details

  Samples Received from External Laboratory

  Samples Dispatch to External Reference Laboratory

  Investigation and Treatment History

7. Radiology Management Module


Radiology module caters to services such as X-ray, Scanning, Ultra sound etc. Scheduling of Radiology resources is possible. The system stores all the result details of various tests and makes a Report based on the Test Results.


These Tests are carried out both for Inpatient and Outpatient. The system stores all the details (like patient number, Test Report like X-Ray, Scanning details) and for each scan the system generates a unique number for the image. Investigations can be done only after the billing is done. This rule is exempted when the case is declared as Urgent.


8. Patient Billing

The Patient Billing module handles all types of billing for long-term care. This module facilitates cashier and billing operations for different categories of patients like Outpatient, Inpatient and Referral. It provides automatic posting of charges related to different services like bed charges, lab tests conducted, medicines issued, consultant's fee, food, beverage and telephone charges etc. This module provides for credit partly billing and can be seamlessly integrated with the Financial Accounting Module. The billing module is extensively flexible by which each of your billing plans can be configured to automatically accept or deny. The system is tuned to capture room and bed charges along with ancillary charges based on the sponsorship category. The Billing Screens is used for In-patient and Outpatient Billing and Invoicing. Further more the charges for various services rendered can be recorded through service module and this can be used for billing purposes.


Main Features of this Modules:

  Payment Modes / Details

  Patient Billing Details

  User-defined Billing cycles

  Automatic Room and Board charges

  Auto-generated Codes and Billing Criteria

  Provision for Pre-billing

  Extensive third-party Billing

  Invoice management

  Adjustments before closing the invoice

  Automatic prompting of cancellation of services if not availed

  Automatic prompts for receipts or refunds for any Balance due to / from the patient

  Confirm the invoice and ready for dispatch and post to accounts.

  Multiple plans / Categories can be created for one/many customers

  Validity period for each plan/category

  Applicable for both Outpatients and Inpatients

  Co-payment and deductible definitions

  Total or part Percentage discounts for each service or services under a single cost centre

  User defined price list creation and management


9. Financial Accounting

integrated accounting system helps management to control the activities of the hospital completely and meaningfully. T o facilitate hospital management decisions, the prompt back up from the accounting department gives a sound foundation for success. Captures front office transactions such as billing data, collections etc. automatically Front office transactions include IPD/OPD billing, cash/check/credit card receipts. The effect of the transaction carried out at the front office is routed through an authorized person into Accounts. Detailed daily cash collection reports are made available to the accountant. The front office staff receives reports concerning receipt numbers and the total receipts from a specific time period.

Provides for booking of cash transactions and bank transactions at multiple points. Multiple point transaction levels are maintained on the system to facilitate the entry of all transactions to Accounts. Facilitates the status of accounts receivables from patients, employees, companies or government departments having credit for their employee’s medical treatments. The reports on receivables are available with the Accounts, as well as with the Billing office. This enables the PRO of the Hospital to plan recoveries from outside patients. Details availability bill-wise, period-wise or doctor –wise in the case of private patients or voucher-wise in respect to other transactions. Provision in the accounts payable module regarding full details of the party’s bills, type of services or goods provided, payment terms, etc. Focus on cash outflow with emphasis on the prevention of outflows occurring sooner than necessary.


Main Reports of the Modules are:

  Trial Balance

  General Ledgers

  Accounts payable

  Accounts Receivable

  Cash Register

  Bank Register

  Cash Flow

  Statutory Reports / Data

  Balance Sheet

  Income / expenditure statement activity – wise

  Doctor-wise Professional Charges

  IPD / OPD-wise Professional Charges


10. House Keeping

Housekeeping in any hospital is defined as the provision for a clean, comfortable and safe environment in the hospital for patients and general public. Housekeeping in the hospital management system software involves the maintenance of beds in wards, rooms, cubicles. The various housekeeping tasks can be planned, assigned and tracked in the module. Beds are released for Housekeeping after the discharge of the patient If a bed is posted for housekeeping, then that bed is not allocated to the next patients till the Housekeeping Department releases it after making the bed saleable/available.


Main Features are:

  Facilitates scheduling of various housekeeping tasks in all areas of the hospital including wards, outpatient department, operation theatre etc.

  Generation of housekeeping checklist

  Allocation of housekeeping tasks to individuals

  Recording of the completion of the housekeeping tasks

  Reporting of activities pending


11. Nursing

Nursing module is a tool provided in the hospital management system software to the nurses to manage their routine tasks with the objective of improving patient care. It is tightly integrated with the Inpatient module and other clinical modules for smooth flow of information.


Some of the features of this module are

  Patient Charting: A patient’s vital signs, admission and nursing assessments and nursing notes can be entered into the system. These are the stored in a central repository and retrieved when needed.

  Staff Schedules: Nurse can self schedule their shifts using scheduling rules provided in shift modules. The shifts can later be confirmed or changed by a scheduling coordinator or manager.

  Clinical Data Integration: Here clinical information from all the disciplines can be retrieved, viewed and analyzed by nursing staff.

  Improved workload functionality: Staffing levels and appropriate skill mix per shift can be more easily determined by the shift modules.

  Better care planning: Time spent on care planning is reduced, while the quality of what is recorded is improved. This makes for more complete care plans and more complete assessments and evaluations.

  Better drug administration: Electronically prescribed drugs are more legible, thus making it less likely that drugs would be wrongly administered to patients.

The Nursing module comprises of the following features, viz:

  Nurse duty roster

  Change in duty roster

  Medical observations

  Patient activity charting

  Task Allocation (general)

  Recording vitals, nursing notes

  Recording dispensing of medicine

  Admission, Discharge and Room Transfer


12. Pharmacy Module

Pharmacy module deals with the automation of general workflow and administration management process of a pharmacy. The pharmacy module is equipped with bar coding facility, which makes the delivery of medical items to the patient more efficient.


This module deals with the activities such as:



  Purchase order

  Pharmacy drug configuration

  Pharmacy stores configuration

  Drug issue to patients and billing

  Unit dosage facility

  Supplier information

  Maintenance of drug inventory

  Automatic reorder level setting

  Purchase Requisitions

  Purchase Order

  Maintenance of stock at different sub-stores

  Return of items nearing expiry

  Destruction of expired items

  Physical stock verification and adjustment

  Goods receipt

  Stock Transfer (inter store stock transfer)

  Stock Adjustment

  Stock in Hand reports


13. General Stores/ Inventory

General Stores and Inventory module deals with Purchase of Items, Issue of Items, Maintenance of Stock, Automatic Reorder level Setting, Online request for stock from various sub-stores, Online stock transfer, maintenance of stock at different sub-stores, Physical stock verification and adjustment, Return of items to supplier etc.


Main Features are:

  Stock management

  Stock control

  Stock Purchase through Enquiry generation

  Sub stores issues and receipt of stocks

  External hospital stock issues and receipt

  Option to include and track gift or donation of stock

  Stock requisitions from sub-stores and corresponding management

  Quotations and Purchase Requisitions

  Purchase order generation and processing- LPO, Emergency Purchase order, Principal and Blanket PO

  Advance payment requisitions to Finance

  Goods Receipt Note and Purchase returns

  Automatic stock updates on receipt of goods

  Stock returns and destruction tracking

  Invoice verification

  Supplier management and supplier payment bucket facility available

  Supplier invoice management

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