Manual for Paperless Software Packages

Manual reusable chapters.

Chapter 01 : Introduction

Chapter 02 : Object Management Pages (OMPs)

Chapter 02 : Object Management Pages (OMPs)

What is an Object Management Page (OMP)?

An Object Management Page (OMP) is a key component of our software that allows users to perform various operations on specific types of objects within the system. These operations typically include creating, updating, and deleting objects.

Key Features of an OMP

Creation : An OMP provides a user-friendly interface for creating new objects in the system. This usually involves filling out a form with the necessary details about the object.

Updating : OMPs allow users to modify existing objects. This could involve changing the values of certain attributes, adding new information, or even changing the status of the object.

Deletion : If an object is no longer needed, OMPs provide a straightforward way for users to remove these objects from the system.

Common Elements of an OMP

While the specific layout and features of an OMP can vary depending on the type of object it manages, most OMPs share some common elements:

Navigation Menu: This allows users to switch between different sections of the OMP, such as the creation form, the update form, or the deletion form.

Form Fields: These are where users input the data for the object. The number and type of fields will depend on the attributes of the object.

Action Buttons: These buttons trigger actions such as “Save”, “Update”, or “Delete”.

Feedback Messages: After an action is performed, the OMP will display a message informing the user whether the action was successful or not.

In conclusion, an Object Management Page (OMP) is a crucial part of our software that enables users to manage the lifecycle of objects within the system. By understanding how to use an OMP, users can effectively interact with and manipulate the objects in the system.

Chapter 02 : Object Management Pages (OMPs)

Guide to page sections for Object Management Pages (OMPs).

An Object Management Page (OMP) has 4 main sections :

Chapter 02 : Object Management Pages (OMPs)

Pathways to pages: How to open the most frequently used OMPs.

The homepage features a menu bar positioned at the top. This menu bar provides access to various Object Management Pages (OMPs). To navigate to an OMP, click on the relevant top-level menu item. This action will reveal a dropdown menu, where most OMPs are listed as second-level menu items.

Below is a table with three columns for easy navigation:

This table serves as a quick reference guide to the most frequently used OMPs and their access points from the menu.

Top-level menu labels Second-level Most common reasons for opening the OMP
Currencies and banking Currencies

Updating the exchange rate for a currency.

Banking details

Enabling or disabling a set of banking details so as to include or exclude them from a document (i.e. quotation, invoice).
Employees Employees

Updating the password for a user/employee who may have forgotten their login credentials.
Form settings Forms



Form inputs

Enabling or disabling an input from a form.

Form input elements


Inventory Inventory items

Updating the sales price for any inventory item.

Inv. item categories


Services Services

Updating the sales prices for any service.

Serv. categories


Partners Corporates

To view the statement for a particular corporate.

Referrers



Suppliers
Accounts GL accounts list


Medical aid Claims

To submit a batch of claims online.

Claim invoices

Society claim amounts

Society shortfalls

Society claim limits

Medical disciplines

Chapter 02 : Object Management Pages (OMPs)

Pathways to pages: How to open the technical support OMPs.

There exists a unique set of Object Management Pages (OMPs) that are exclusively accessible to members of the technical support team. These pages can be accessed via the menu bar. To navigate to these pages, click on the Preferences item in the top-level menu. This action will reveal a dropdown menu, which includes an option labeled Tech Support Tools. Upon selecting Tech Support Tools, another dropdown will appear, from which you need to select Tech Support Tables. This final step will display a list of the technical support OMPs.

The table below provides a guide to these special OMPs. It consists of two columns:

This table serves as a quick reference guide for technical support staff to navigate to their exclusive OMPs. Remember, the pathway to these OMPs is: Preferences > Tech Support Tools > Tech Support Tables.

Technical support OMPs Common reasons for opening the OMP
Consultation forms  

Consumable tariff groups

  

Medical aid societies

  

Med aid society groups

  
Patients page settings  
Payment buttons  
Scheduled X items  
Stamps  
Standard vitals  
Storerooms  
Terminal settings  
Wards  
X Item templates  

Chapter 02 : Object Management Pages (OMPs)

Adding a new object (Add toolbar button).

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

The toolbar of the OMP, which generally comprises three distinct levels, displays only one level at any given time. The following is an overview of these levels along with the functions they typically encompass :

Instructions :

Chapter 02 : Object Management Pages (OMPs)

Search to selection: How to find and choose an object within an OMP.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Open the Object Management Page (OMP). Generally, the OMP for most object types can be accessed from the menu in the homepage. However, the method of launching may differ based on the specific type of object.

  2. Locate an object in the table section by entering a search term into the search field, which is located in the Blue ribbon. You can use any of the following information as your search term :

    • Object name : This refers to the main detail that describes the type of object. For example, for patients, this attribute is the patient's name. For services, it is the service description.
    • Object number : Every object has a special number. You can use this number to search for the object within the table. The name of this number changes based on the type of item. For instance, for customers, it is called the customer number. For suppliers, it is known as the supplier number.
    • Depending on the type of object, you can use more than just the object name and number to find it in the table. For example, you can use the medical aid number to search for patients. Similarly, the item code can be used ot search for inventory items.

    As you type any of the above listed search terms, the table section is updated by filtering out any objects that do not match the search parameter.

  3. After sufficiently narrowing down the table, you can select or focus on a single object by:
    • Navigating the table using the up/down arrow keys on your keyboard.
    • Selecting a specific table row with a left mouse button click.
    An object in focus is distinguished by a blue highlight in the table.
Chapter 02 : Object Management Pages (OMPs)

Updating/editing an object (Edit toolbar button).

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

The toolbar of the OMP, which generally comprises three distinct levels, displays only one level at any given time. The following is an overview of these levels along with the functions they typically encompass :

Instructions :

Chapter 02 : Object Management Pages (OMPs)

Deleting an object (Delete toolbar button).

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

The toolbar of the OMP, which generally comprises three distinct levels, displays only one level at any given time. The following is an overview of these levels along with the functions they typically encompass :

Instructions :

Chapter 02 : Object Management Pages (OMPs)

Restoring a deleted object (Show toolbar button).

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

The toolbar of the OMP, which generally comprises three distinct levels, displays only one level at any given time. The following is an overview of these levels along with the functions they typically encompass :

Instructions :

Chapter 03 : Patients page

Chapter 01 : Patients page.

Chapter 03 : Patients page

How to open the Patients page.

Instructions :

  1. Open the homepage.
  2. From the homepage, click the Patients toolbar button.

Chapter 03 : Patients page

Adding a new patient to the system.

If a patient is not already saved in the system, follow the following steps in this page to add them to the system.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Open the Patients page. Click here to find out how to open this page.
  2. Once the page is open with no object currently selected or in focus, you should click on the New Patient toolbar button

  3. Proceed through the form inputs, filling out all requred inputs and any additional ones you choose to complete. For efficient navigation, use the Tab key on your keyboard to move forward from one field to the next, or the Shift + Tab key combination to go back to the previous field.

  4. After entering the necessary information, click the Save toolbar button. If there are any required fields left blank, the system will not save the object. Instead, it will draw attention to and focus on the unfilled required field. However, if all inputs are properly filled, the saving process will be successful. After this step, the following actions will take place :
    • The toolbar will transition to level 2. This brings up the buttons that are useful after you’ve selected or focused on a specific object (i.e Edit, Delete).
    • The form fields become inactive.
    • The table section becomes active.
    • The search input in the Blue ribbon is enabled.

Chapter 03 : Patients page

Search to selection: How to find and choose a patient.

Many patient functions rely on first selecting a particular patient on which an action is to be applied.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Open the Patients page. Click here to find out how to open this page.

  2. Locate a patient in the table section by entering a search term into the search field, which is located in the Blue ribbon. You can use any of the following information as your search term :

    • Patient full name
    • Previous names
    • Patient number
    • National ID
    • Medical aid number

    As you type any of the above listed search fields, the table section is updated by filtering out any patients that do not meet the search parameter.

  3. After sufficiently narrowing down the table, you can select or focus on a single object by:
    • Navigating the table using the up/down arrow keys on your keyboard.
    • Selecting a specific table row with a left mouse button click.
    An object in focus is distinguished by a blue highlight in the table.
Chapter 03 : Patients page

Update patient information.

This page is all about updating patient information.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the Edit toolbar button. After this step, the following actions will take place :
    • The toolbar transitions to level 3. This reveals the buttons that you will use to wrap up the creation or editing processes (i.e Save, Cancel).
    • The fields within the form section are activated. These fields/inputs are intended for specifying the various attributes of the object.
    • The table section is disabled, which means that no other object can be selected.
    • The search input in the Blue ribbon is disabled.

  3. Proceed through the form inputs, filling out all requred inputs and any additional ones you choose to complete. For efficient navigation, use the Tab key on your keyboard to move forward from one field to the next, or the Shift + Tab key combination to go back to the previous field.

  4. After entering the necessary information, click the Save toolbar button. If there are any required fields left blank, the system will not save the object. Instead, it will draw attention to and focus on the unfilled required field. However, if all inputs are properly filled, the saving process will be successful. After this step, the following actions will take place :
    • The toolbar will transition to level 2. This brings up the buttons that are useful after you’ve selected or focused on a specific object (i.e Edit, Delete).
    • The form fields become inactive.
    • The table section becomes active.
    • The search input in the Blue ribbon is enabled.

Chapter 03 : Patients page

How to create a consultation (or an admission).

If a healthcare center does not offer admission services, the forthcoming explanation pertaining to the use of the terms consultation and admission within this manual may be disregarded. In such instances, any reference to admission within this manual would not be applicable to such a center.

In this manual, the term consultation serves as an umbrella term that includes both consultations and admissions. These two events are managed through a unified interface, with minor variations to accommodate their unique requirements (for instance, the admission interface incorporates a discharge button).

While the interface largely remains consistent, there are instances where differentiation becomes necessary. In such scenarios, the term Consultation is specifically used when the interface is accessed for an inpatient, while Admission refers to the interface as it appears for an outpatient. An inpatient is a patient who stays in the hospital for one or more nights while receiving treatment. On the other hand, an outpatient is a patient who visits a healthcare facility for diagnosis or treatment but does not stay overnight.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the Consultation toolbar button to create a consultation (or the Admission toolbar button to create an admission). These buttons are only visible after you have found and selected a particular patient.
  3. Select the appropriate option button, which has been pre-set the technical support team. Each button is configured with specific data, such as:
    • The cash portion of the transaction (applicable for both cash and medical aid patients)
    • The claimable portion of the transaction (only for medical aid patients)
    If you cannot find a button that corresponds to the type of consultation or admission you wish to create, please reach out the technical support team for assistance.

  4. If your system is set up to use a single practice number (AHFOZ number), the Payments page will open. However, if your system is configured to use multiple practice numbers (AHFOZ numbers), the Practice Number Selection page will appear instead.

    In this page, you will need to enter a valid practice number (AHFOZ number) and then click the Next toolbar button. If the practice number entered is valid, the Practice Number Selection page will close. If the number is not valid, the input field will reset, allowing you to try entering the practice number again. Once the correct practice number has been entered, the Payments page will open.

  5. Payment page : The Payment page only opens on computers where the Payment processing setting is activated. If this setting is deactivated, transactions are processed on a credit basis (applicable only for patients with an enabled credit status), and subsequently, the Change page momentarily opens in place of the Payment page. For further details on the Payment processing setting, please click here.

    The Payment page facilitates the recording of transactions in either a single or multiple currencies, utilizing the system’s three payment methods. These payment methods are :

    • Cash
    • Electronic (i.e. bank transfers, mobile money transfers)
    • Credit

    Upon capturing of the full payment, the Process button becomes green and triggers automatically. If the patient is on a medical aid policy, and the transaction being processed includes at least one claim, then the next window which opens is the Claimable Items page. Otherwise the Change page opens.

    In the case that the Claimable Items page is opened, click here for instructions as to how to complete it.

    Ultimately, whether the Claimable Items page is first opened or not, the payment capturing process ends with the opening of the Change page.

    Click here for more information on the Payment page.

Chapter 03 : Patients page

Capturing billable items (from the Patients page).

The following instructions apply to billing a patient. This refers to the capturing of services and/or inventory items used for a patient. Such billing can be captured from the Patients page, or from within a consultation.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

If the patient has an active consultation/admission it is best to capture the billable items from within their consultation.
The only reason to capture billable items from the Patients page would be if that particular patient does not have an ongoing consultation e.g. When patients buy birth control pills without having to consult a doctor.

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the Billable Items toolbar button to open the Billable Items page.

  3. If your system is set up to use a single practice number (AHFOZ number), the Payments page will open. However, if your system is configured to use multiple practice numbers (AHFOZ numbers), the Practice Number Selection page will appear instead.

    In this page, you will need to enter a valid practice number (AHFOZ number) and then click the Next toolbar button. If the practice number entered is valid, the Practice Number Selection page will close. If the number is not valid, the input field will reset, allowing you to try entering the practice number again. Once the correct practice number has been entered, the Payments page will open.

  4. Search for a service/item using the Code/Descr input. With each keypress the dropdown filters to only diplay services/items whose code, description or tariff code matches the search phrase. Select a service/item from the dropdown by :

    • Clicking "Enter" keyboard button to select the top-most option on the dropdown.
    • Use the mouse to select any visible option from the dropdown.

  5. Depending on your system settings, the sales price input can be editable.

  6. Add button : Click to add another service/item to the cart. This button has an add icon.

  7. Retrieve button : Opens a window showing a list of previously saved carts. Once retrieved, a saved cart/list can be modified then processed. Lists can also be retrieved from documents. For instructions on retrieving a cart from a document click here.

    The retrieve button has a hamburger/list icon.

  8. Save button : It is designed to temporarily store the current cart. Saving allows you to retrieve and modify your cart’s contents at a later time before final processing. It’s important to note that saving is distinct from processing. While saved billable items represent temporary states, processed transactions are permanently stored in the database.

    The save button has a floppy dist icon.

  9. Process button : To process/complete the transaction click the Process footer button (button with a receipt icon at the far right of the footer).

    The process button has a receipt icon, and is found at the far right of the footer.

Chapter 03 : Patients page

How to create an appointment (from the Patients page).

An appointment can be created from the Patients page, or from within the Consultation page.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the More toolbar button. This moves the toolbar to expose a different set of toolbar buttons.
Open the Appointment page by clicking the Appointment toolbar button. Enter the patient’s name in the first input field. Select a doctor from the second input field, the doctor selector. Set the appointment’s start time using the date and time input, which is the last input field in the Appointment page. Click the Save toolbar button to save the appointment. To view the list of scheduled appointments, go to the homepage and do one of the following :

Chapter 03 : Patients page

Attaching files/documents (e.g. lab results, pdfs, images).

The system supports saving files in the following formats: PDF, PNG, JPG.

Instructions :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the More toolbar button. This moves the toolbar to expose a different set of toolbar buttons.
  3. Click the Attachment toolbar button to open the Attachments page.
  4. Click on the file selector input (first input) in the Attachments page. This will open a file explorer window where you can choose one or more files. After making your selection, click ‘Done’ to close the file explorer and return to the Attachments page.

  5. Next, on the Attachments page, use the date-time input to set the posting time for the attachments.

  6. Click the Next toolbar button to save the attachment(s).
Chapter 03 : Patients page

How to view the timeline of a patient.

The timeline of a patient shows consultations, attached files and completed forms in chronological order. To view the timeline do the following :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the More toolbar button.
  3. After the toolbar level moves to level 3, click the Timeline toolbar button.
  4. Click any event to view it in detail.
Chapter 03 : Patients page

View a patient's statement (from the Patients page).

Paperless allows for the assigning of credit to patients. To view a patient's statement follow the following instructions :

  1. Find and select a patient. Click here to find out how to do this.
  2. Once focused on a particular patient, click the More toolbar button.
  3. After the toolbar level moves to level 3, click the Statement toolbar button.

Chapter 04 : Consultation page

Consultation page.

Chapter 04 : Consultation page

How to open a consultation.

If a healthcare center does not offer admission services, the forthcoming explanation pertaining to the use of the terms consultation and admission within this manual may be disregarded. In such instances, any reference to admission within this manual would not be applicable to such a center.

In this manual, the term consultation serves as an umbrella term that includes both consultations and admissions. These two events are managed through a unified interface, with minor variations to accommodate their unique requirements (for instance, the admission interface incorporates a discharge button).

While the interface largely remains consistent, there are instances where differentiation becomes necessary. In such scenarios, the term Consultation is specifically used when the interface is accessed for an inpatient, while Admission refers to the interface as it appears for an outpatient. An inpatient is a patient who stays in the hospital for one or more nights while receiving treatment. On the other hand, an outpatient is a patient who visits a healthcare facility for diagnosis or treatment but does not stay overnight.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. When you click on a consultation from the completed or discharged tables, it will open in the Previous Consultation page instead of the usual Consultation page. To switch to the standard Consultation page view, scroll down to the bottom of the Previous Consultation page and hit the Edit button. The presence of the Edit button at the bottom signifies that the consultation was either completed or discharged in the past 48 hours.
Chapter 04 : Consultation page

Guide to consultation statuses.

In this manual, the term consultation denotes both consultations and admissions, which are facilitated through a similar interface with minor variations. However, in certain contexts, the term consultation may specifically refer to inpatient scenarios, while admission is consistently used for outpatient situations.

A consultation can have one of the following statuses at any given time :

Chapter 04 : Consultation page

How to navigate the Consultation page.

In this manual, the term consultation denotes both consultations and admissions, which are facilitated through a similar interface with minor variations. However, in certain contexts, the term consultation may specifically refer to inpatient scenarios, while admission is consistently used for outpatient situations.

The Consulation page has 3 main sections :

The consultation page offers the flexibility to capture consultation data via keyboard typing or through a writing pad for handwritten entries. The system features a setting that can either activate or deactivate the writing pad, depending on the user’s preference. It’s important to note that not all computers possess the required hardware to support input through a writing pad. For additional details on how to enable or disable the writing pad input for the Interactive Space views, please click here.

Many doctors favor the use of writing pads over keyboards for data capture, finding it more intuitive and convenient. This method also facilitates maintaining eye contact with patients, enhancing the personal touch during consultations. The Interactive space is designed to capture various types of consultation data, either through keyboard typing or using hand written notes via a writing pad. The types of consultation data captured using these methods include:

In the consultation page, the Interactive space features four distinct views, with navigation between them being facilitated by buttons located in the Blue ribbon section. At any given time, only one view is visible in the Interactive space. By clicking a button in the Blue ribbon, users can switch between different views within the Interactive space.

Here is a list of Blue ribbon buttons, and the views which they activate when they are clicked.

Chapter 04 : Consultation page

How to cancel a consultation.

Before proceeding with the instructions in this page it is crucial to familiarize yourself with the various sections of the consultation page (i.e. toolbar, blue ribbon, and interactive space) and to learn how to maneuver through the different views of the interactive space (i.e dashboard, timeline, keyboard inputs, and writting pads). If you are not yet acquainted with this information about the consultation page, please click here.

Consultations exist in the following statuses :

Only pending consultations can be cancelled.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Cancel cons. toolbar button.
  3. A dialogue will then appear on the Consultation page, requesting your confirmation if you truly wish to cancel the consultation. To proceed with the initiated action, click Ok in the dialogue.
Chapter 04 : Consultation page

How to capture consultation vitals.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Vitals toolbar button to open the Vitals page.
  3. Once the Vitals page is open, fill in any relevant vitals information.
  4. Click the Save footer button in the Vitals page to complete the process.
Chapter 04 : Consultation page

Capturing billable items (within the Consultation page).

In this manual, the term consultation denotes both consultations and admissions, which are facilitated through a similar interface with minor variations. However, in certain contexts, the term consultation may specifically refer to inpatient scenarios, while admission is consistently used for outpatient situations.

The following instructions apply to billing a patient. This refers to the capturing of services and/or inventory items used for a patient. Such billing can be captured from the Patients page, or from within a consultation.

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Billable Items toolbar button to open the Billable Items page.

  3. If your system is set up to use a single practice number (AHFOZ number), the Payments page will open. However, if your system is configured to use multiple practice numbers (AHFOZ numbers), the Practice Number Selection page will appear instead.

    In this page, you will need to enter a valid practice number (AHFOZ number) and then click the Next toolbar button. If the practice number entered is valid, the Practice Number Selection page will close. If the number is not valid, the input field will reset, allowing you to try entering the practice number again. Once the correct practice number has been entered, the Payments page will open.

  4. Search for a service/item using the Code/Descr input. With each keypress the dropdown filters to only diplay services/items whose code, description or tariff code matches the search phrase. Select a service/item from the dropdown by :

    • Clicking "Enter" keyboard button to select the top-most option on the dropdown.
    • Use the mouse to select any visible option from the dropdown.

  5. Depending on your system settings, the sales price input can be editable.

  6. Add button : Click to add another service/item to the cart. This button has an add icon.

  7. Retrieve button : Opens a window showing a list of previously saved carts. Once retrieved, a saved cart/list can be modified then processed. Lists can also be retrieved from documents. For instructions on retrieving a cart from a document click here.

    The retrieve button has a hamburger/list icon.

  8. Save button : It is designed to temporarily store the current cart. Saving allows you to retrieve and modify your cart’s contents at a later time before final processing. It’s important to note that saving is distinct from processing. While saved billable items represent temporary states, processed transactions are permanently stored in the database.

    The save button has a floppy dist icon.

  9. Process button : To process/complete the transaction click the Process footer button (button with a receipt icon at the far right of the footer).

    The process button has a receipt icon, and is found at the far right of the footer.

Chapter 04 : Consultation page

How to view historic data (i.e. consultations, admissions, attachments and forms).

Before proceeding with the instructions in this page it is crucial to familiarize yourself with the various sections of the consultation page (i.e. toolbar, blue ribbon, and interactive space) and to learn how to maneuver through the different views of the interactive space (i.e dashboard, timeline, keyboard inputs, and writting pads). If you are not yet acquainted with this information about the consultation page, please click here.

Doctors find it beneficial to review a patient’s history as it guides the optimal treatment plan.  The most efficient method to retrieve this historical data within a consultation page is through the timeline view. This view presents all recorded events for a specific patient, organized by year, providing a comprehensive record. Alternatively, the dashboard view offers a snapshot of the patient’s history, displaying only the five most recent events.

To open the timeline view do the following :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the timeline blue ribbon button.
  3. The recent data section of the timeline view appears at the top and enumerates data gathered during that particular consultation, including comments, notes, and prescriptions, whether hand written or typed. Each piece of data is accompanied by a timestamp, indicating the employee who recorded the data and the time it was saved.
  4. The historical data section, located at the bottom of the same view, catalogs all events for that particular patient who is being consulted. This includes past consultations, admissions, attachments, and forms, providing a comprehensive historical record.

To view the patient history via the dashboard view do the following :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. The dashboard view is the default display in the Interactive space. If it is not currently visible, you can bring it into focus by clicking on the dashboard button in the Blue ribbon.
  3. On the far right side of the dashboard view, there’s a table which provides a brief look at the patient’s past by showing the five latest events.

Chapter 04 : Consultation page

How to start a consultation.

Before proceeding with the instructions in this page it is crucial to familiarize yourself with the various sections of the consultation page (i.e. toolbar, blue ribbon, and interactive space) and to learn how to maneuver through the different views of the interactive space (i.e dashboard, timeline, keyboard inputs, and writting pads). If you are not yet acquainted with this information about the consultation page, please click here.

Consultations exist in the following statuses :

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Start toolbar button. This opens the Verify consultation Page.
  3. Type any of the following variables to confirm the consultation:
    • Consultation number
    • Patient number
    • Patient national ID
  4. Click the Next footer button, or click the Enter keyboard button to submit the confirmation variable.
  5. If the correct information is entered, then the consultation is updated from being in the pending status, to the ongoing status.
Chapter 04 : Consultation page

Using writing pads to take capture consultation data (i.e. comments, notes and prescriptions).

Before proceeding with the instructions in this page it is crucial to familiarize yourself with the various sections of the consultation page (i.e. toolbar, blue ribbon, and interactive space) and to learn how to maneuver through the different views of the interactive space (i.e dashboard, timeline, keyboard inputs, and writting pads). If you are not yet acquainted with this information about the consultation page, please click here.

Before you follow the steps on this page, it is important to grasp the various consultation statuses : pending, ongoing, completed, admitted, discharged, and cancelled. Understanding these consultation statuses is key to effectively navigating the instructions. Click here to read more about this.

In this manual, the term consultation denotes both consultations and admissions, which are facilitated through a similar interface with minor variations. However, in certain contexts, the term consultation may specifically refer to inpatient scenarios, while admission is consistently used for outpatient situations.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. The next steps of the instructions require that the consultation be either in ongoing, completed or admitted statuses.
  3. Click one of the writing pad blue ribbon buttons (i.e. comments, notes, or prescription) to open the appropriate writing pad.
  4. Once the writing pad is open, write or draw on the blank canvas just as you would on paper.
  5. Clear canvas button : The icon for this button is a trash can. When clicked, it erases all drawings or writings on the current page. If the current page is empty and there are multiple pages in the writing pad, clicking this button will remove the current page.
  6. Ink colour selector button : This button is represented by an icon of three crayons. Upon clicking it, three color options (black, red, and blue) appear at the top center of the screen. You can select an ink color by clicking on one of these options. Once a color is chosen, the top section of the writing pad view reverts to its original state. The default ink colour is black.
  7. Line thickness selector button : This button features an icon of a pen sketching a line. When you click it, three options for line thickness (size 1, 2, and 3) will appear at the top center of the screen. You can choose a line thickness by selecting one of these options. After a thickness is selected, the top section of the writing pad view returns to its default state. The standard line thickness is set to size 1.
  8. Writing pad forms button : This button, represented by an icon of several sheets, reveals writing pad form options at the top center of the screen when clicked. You can choose a writing pad form from the available pre-configured forms. If there are no pre-configured forms, please reach out to technical support to have suitable forms configured in the system.
  9. Eraser button : This button, symbolized by an eraser icon, transforms the pen tip into an eraser when clicked. To switch back to the pen tip, simply click the eraser button again.
  10. Page navigation arrow buttons : On the bottom left of a writing pad, there is a left arrow button, and on the bottom right, a right arrow button. These buttons are for moving through the pages of the writing pad. To add a new page to the writing pad click the right arrow button while on the last writing pad page.
  11. Save button :This button is represented by a floppy disk. After you have entered sufficient data into the writing pad, click the save button located at the upper right corner of the writing pad. This action will temporarily store your hand written data and close the writing pad, returning you to the last view you were on before opening the writing pad (such as the dashboard, timeline, or keyboard inputs views). To permanently store the data from the writing pad, you will need to click either the Save or Complete toolbar button found on the toolbar of the consultation page.
  12. Cancel button : Located at the upper right corner of the writing pad, this button, when pressed, will erase any data previously written and close the pad, taking you back to the view you were on before you opened the writing pad.

  13. To store consultation data in the database permanently, you can choose one of the following actions :

    • Click the Save toolbar button. This will store all unsaved consultation data into the database. Upon successful saving, a popup message will appear to confirm the action. By clicking Ok on this popup, the consultation page will refresh. The saved data can then be accessed from the timeline view, and it is displayed with a timestamp showing the employee who saved it and the date and time of saving. (N.B. once saved, consultation data cannot be modified).
    • Click the Complete toolbar button. This will store all unsaved consultation data into the database. Upon successful saving, a popup message will appear to confirm the action. By clicking Ok on this popup, the consultation page will refresh. The saved data can then be accessed from the timeline view, and it is displayed with a timestamp showing the employee who saved it and the date and time of saving. (N.B. once saved, consultation data cannot be modified).
Chapter 04 : Consultation page

Using the keyboard to take capture consultation data (i.e. comments, notes and prescriptions).

Before proceeding with the instructions in this page it is crucial to familiarize yourself with the various sections of the consultation page (i.e. toolbar, blue ribbon, and interactive space) and to learn how to maneuver through the different views of the interactive space (i.e dashboard, timeline, keyboard inputs, and writting pads). If you are not yet acquainted with this information about the consultation page, please click here.

Before you follow the steps on this page, it is important to grasp the various consultation statuses : pending, ongoing, completed, admitted, discharged, and cancelled. Understanding these consultation statuses is key to effectively navigating the instructions. Click here to read more about this.

In this manual, the term consultation denotes both consultations and admissions, which are facilitated through a similar interface with minor variations. However, in certain contexts, the term consultation may specifically refer to inpatient scenarios, while admission is consistently used for outpatient situations.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. The next steps of the instructions require that the consultation be either in ongoing, completed or admitted statuses.
  3. Click the keyboard inputs button in the blue ribbon, which opens the keyboard inputs view.
  4. Each keyboard input (i.e. comments, notes and prescription) is labelled, allowing for the capturing of any relevant information.

  5. To store consultation data in the database permanently, you can choose one of the following actions :

    • Click the Save toolbar button. This will store all unsaved consultation data into the database. Upon successful saving, a popup message will appear to confirm the action. By clicking Ok on this popup, the consultation page will refresh. The saved data can then be accessed from the timeline view, and it is displayed with a timestamp showing the employee who saved it and the date and time of saving. (N.B. once saved, consultation data cannot be modified).
    • Click the Complete toolbar button. This will store all unsaved consultation data into the database. Upon successful saving, a popup message will appear to confirm the action. By clicking Ok on this popup, the consultation page will refresh. The saved data can then be accessed from the timeline view, and it is displayed with a timestamp showing the employee who saved it and the date and time of saving. (N.B. once saved, consultation data cannot be modified).
Chapter 04 : Consultation page

Adding a diagnosis.

To add a diagnosis do the following :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the More toolbar button. This moves the toolbar one level down to expose a different set of toolbar buttons.
  3. Click the Diagnosis toolbar button to open the Diagnosis page.

  4. On the Diagnosis page, the first input you will encounter is for the diagnosis stage. Please choose one of the following :

    • Primary
    • Secondary
    • Co-morbidity
    • Complicated

  5. On the Diagnosis page, the second input is the diagnosis code/description filter input. Type a code or a description to filter through the World Health Organisation's ICD-10 diagnoses.

    N.B. The filter only starts to display a dropdown after the third character is typed into the filter input. i.e. In searching for Cholera as a diagnosis, the dropdown will only be displayed after you have typed the C, the H and the O. Before those initial 3 characters no dropdown list will be shown.

    N.B. Each time you press a key on your keyboard, the diagnoses dropdown list is refined according to the search phrase entered in the code/description filter. Given the extensive number of diagnoses in the system, you may experience a slight delay in your computer’s response as it processes the filter.

  6. Select a diagnosis from the dropdown by :

    • Clicking "Enter" keyboard button to select the top-most diagnosis on the dropdown.
    • Use the mouse to select any visible diagnosis from the dropdown.

  7. Add footer button : Pressing this button adds the currently chosen diagnosis to the list and resets the page inputs, preparing them for the selection of an additional diagnosis. This button facilitates the selection of multiple diagnoses.

  8. Next footer button : Once a minimum of one diagnosis has been chosen, the Next footer button will illuminate in green. To save the chosen diagnoses to the database, please click on the green Next footer button.

Chapter 04 : Consultation page

How to complete a consultation.

Before you follow the steps on this page, it is important to grasp the various consultation statuses : pending, ongoing, completed, admitted, discharged, and cancelled. Understanding these consultation statuses is key to effectively navigating the instructions. Click here to read more about this.

Completing a consultation changes its status from ongoing to completed.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Complete toolbar button. Only ongoing or completed consultations can be completed. Completing an already complete consultation just saves any updates that would have been made to said consultation.
  3. A dialogue will then appear on the Consultation page, requesting your confirmation if you truly wish to complete the consultation. To proceed with the initiated action, click Ok in the dialogue.
Chapter 04 : Consultation page

How to discharge an admitted patient.

Before you follow the steps on this page, it is important to grasp the various consultation statuses : pending, ongoing, completed, admitted, discharged, and cancelled. Understanding these consultation statuses is key to effectively navigating the instructions. Click here to read more about this.

Discharging a consultation changes its status from admitted to discharged.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the Discharge toolbar button. Only admitted patients can be discharged. Discharging an already discharged patient just saves any updates that would have been made to the admission.
  3. A dialogue will then appear on the Consultation page, requesting your confirmation if you truly wish to discharge the patient. To proceed with the initiated action, click Ok in the dialogue.
Chapter 04 : Consultation page

How to create an appointment (from within the consultation page).

An appointment can be created from the Patients page, or from within the Consultation page.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the More toolbar button. This moves the toolbar one level down to expose a different set of toolbar buttons.
  3. Open the Appointment page by clicking the Appointment toolbar button.
  4. Enter the patient’s name in the first input field.
  5. Select a doctor from the second input field, the doctor selector.
  6. Set the appointment’s start time using the date and time input, which is the last input field in the Appointment page.
  7. Click the Save toolbar button to save the appointment.
  8. To view the list of scheduled appointments, go to the homepage and do one of the following :
    • Click the Calendar button on the toolbar.
    • Or, use the compact table at the bottom of the homepage to scroll through upcoming appointments. The appointments are listed in chronological order, with the one starting next at the top.

Chapter 04 : Consultation page

Creating a referral letter.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the More toolbar button. This moves the toolbar one level down to expose a different set of toolbar buttons.
  3. Click the Referral Letter toolbar button to open the Referral Letter page.
  4. Enter the content of the referral letter into the provided text box located within the Referral Letter window. Please note that certain information will be automatically incorporated into the referral letter. This information will appear automatically just above the content you input into the text box :
    • Patient full name.
    • Medical aid society (for medical aid patients)
    • Medical aid number (for medical aid patients)
    • Medical aid suffix (for medical aid patients)
    • Medical practice name and number
    • Birthdate (if specified on patient record creation)
    • Age (if the birthdate is available)
  5. Click the Print toolbar button in the Referral Letter page to print and save the referral letter.
  6. A notification will then appear on the Consultation page, confirming the successful saving of the referral letter. To update the Consultation page, click Ok in the notification. Please note that any unsaved data on the Consultation page, such as comments, notes, or prescriptions, will be automatically saved before the page refreshes.

  7. To view the referral letter, navigate to the timeline view of the refreshed consultation. This can be done by clicking the blue ribbon button labeled timeline. Once in the timeline view, you will find the referral letter at the top, as it represents the most recent event or attachment associated with the patient.



Chapter 04 : Consultation page

Transitioning an outpatient to an inpatient status.

If a healthcare center does not offer admission services, the forthcoming explanation pertaining to the use of the terms consultation and admission within this manual may be disregarded. In such instances, any reference to admission within this manual would not be applicable to such a center.

In this manual, the term consultation serves as an umbrella term that includes both consultations and admissions. These two events are managed through a unified interface, with minor variations to accommodate their unique requirements (for instance, the admission interface incorporates a discharge button).

While the interface largely remains consistent, there are instances where differentiation becomes necessary. In such scenarios, the term Consultation is specifically used when the interface is accessed for an inpatient, while Admission refers to the interface as it appears for an outpatient. An inpatient is a patient who stays in the hospital for one or more nights while receiving treatment. On the other hand, an outpatient is a patient who visits a healthcare facility for diagnosis or treatment but does not stay overnight.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the More toolbar button. This moves the toolbar one level down to expose a different set of toolbar buttons.
  3. Click the Admission toolbar button to expose the admission option buttons.
  4. Select the appropriate option button, which has been pre-set the technical support team. Each button is configured with specific data, such as:
    • The cash portion of the transaction (applicable for both cash and medical aid patients)
    • The claimable portion of the transaction (only for medical aid patients)
    If you cannot find a button that corresponds to the type of consultation or admission you wish to create, please reach out the technical support team for assistance.

  5. If your system is set up to use a single practice number (AHFOZ number), the Payments page will open. However, if your system is configured to use multiple practice numbers (AHFOZ numbers), the Practice Number Selection page will appear instead.

    In this page, you will need to enter a valid practice number (AHFOZ number) and then click the Next toolbar button. If the practice number entered is valid, the Practice Number Selection page will close. If the number is not valid, the input field will reset, allowing you to try entering the practice number again. Once the correct practice number has been entered, the Payments page will open.

  6. Payment page : The Payment page only opens on computers where the Payment processing setting is activated. If this setting is deactivated, transactions are processed on a credit basis (applicable only for patients with an enabled credit status), and subsequently, the Change page momentarily opens in place of the Payment page. For further details on the Payment processing setting, please click here.

    The Payment page facilitates the recording of transactions in either a single or multiple currencies, utilizing the system’s three payment methods. These payment methods are :

    • Cash
    • Electronic (i.e. bank transfers, mobile money transfers)
    • Credit

    Upon capturing of the full payment, the Process button becomes green and triggers automatically. If the patient is on a medical aid policy, and the transaction being processed includes at least one claim, then the next window which opens is the Claimable Items page. Otherwise the Change page opens.

    In the case that the Claimable Items page is opened, click here for instructions as to how to complete it.

    Ultimately, whether the Claimable Items page is first opened or not, the payment capturing process ends with the opening of the Change page.

    Click here for more information on the Payment page.
Chapter 04 : Consultation page

Transferring an admitted patient from one ward to another.

If a healthcare center does not offer admission services, the forthcoming explanation pertaining to the use of the terms consultation and admission within this manual may be disregarded. In such instances, any reference to admission within this manual would not be applicable to such a center.

In this manual, the term consultation serves as an umbrella term that includes both consultations and admissions. These two events are managed through a unified interface, with minor variations to accommodate their unique requirements (for instance, the admission interface incorporates a discharge button).

While the interface largely remains consistent, there are instances where differentiation becomes necessary. In such scenarios, the term Consultation is specifically used when the interface is accessed for an inpatient, while Admission refers to the interface as it appears for an outpatient. An inpatient is a patient who stays in the hospital for one or more nights while receiving treatment. On the other hand, an outpatient is a patient who visits a healthcare facility for diagnosis or treatment but does not stay overnight.

Instructions :

  1. Go to the homepage and click a consultation from either the pending or ongoing tables, or open an admission from one of the admission ward tables.
  2. Click the More toolbar button. This moves the toolbar one level down to expose a different set of toolbar buttons.
  3. Click the Ward Transfer toolbar button to open the Ward Selector page.
  4. Search and select a ward using the input on the Ward Selector page.
  5. To complete the ward transfer, click the Next toolbar button.

  6. A notification will then appear on the Consultation page, confirming the successful ward transfer. To update the Consultation page, click Ok in the notification. Please note that any unsaved data on the Consultation page, such as comments, notes, or prescriptions, will be automatically saved before the page refreshes.

Chapter 05 : Claims page

Chapter 05 : Claims page

How to open the Claims page.

Instructions :

    1. Open the homepage.
    2. Position your cursor over the menu, which is situated at the top of the homepage, and click the Medical Aid item in the top-level menu. This action will reveal a dropdown menu, which includes an option labeled Claims. Upon selecting the Claim option, the Claims page opens.
Chapter 05 : Claims page

Search to selection: How to find and choose a claim.

Many claim functions rely on first selecting a particular claim on which the action is to be applied.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Open the Claims page. Click here for instructions on how to do that.
  2. Locate a claim in the table section using the filters which are located in the Blue ribbon. You can use any of the following filters :
    • Medical aid society group
    • Patient name
    • Practice number
    • Claim status
    • Time range
      Following any change or modification to the filters mentioned above, the table section undergoes an update wherein claims that do not align with the search parameters are filtered out.
  3. After sufficiently narrowing down the table, you can select or focus on a single object by:
    • Navigating the table using the up/down arrow keys on your keyboard.
    • Selecting a specific table row with a left mouse button click.
    An object in focus is distinguished by a blue highlight in the table.
Chapter 05 : Claims page

Update claim information.

This page is all about updating claim information.

Before proceeding with the instructions in this OMP page it is crucial to familiarize yourself with the various sections of the page (i.e. toolbar, blue ribbon, table and form). If you are not yet acquainted with this information, please click here.

Instructions :

  1. Find and select a claim. Click here to find out how to do this.
  2. Once focused on a particular claim, click the Edit toolbar button. After this step, the following actions will take place :
    • The toolbar transitions to level 3. This reveals the buttons that you will use to wrap up the creation or editing processes (i.e Save, Cancel).
    • The fields within the form section are activated. These fields/inputs are intended for specifying the various attributes of the object.
    • The table section is disabled, which means that no other object can be selected.
    • The search input in the Blue ribbon is disabled.

  3. Proceed through the form inputs, filling out all requred inputs and any additional ones you choose to complete. For efficient navigation, use the Tab key on your keyboard to move forward from one field to the next, or the Shift + Tab key combination to go back to the previous field.

  4. After entering the necessary information, click the Save toolbar button. If there are any required fields left blank, the system will not save the object. Instead, it will draw attention to and focus on the unfilled required field. However, if all inputs are properly filled, the saving process will be successful. After this step, the following actions will take place :
    • The toolbar will transition to level 2. This brings up the buttons that are useful after you’ve selected or focused on a specific object (i.e Edit, Delete).
    • The form fields become inactive.
    • The table section becomes active.
    • The search input in the Blue ribbon is enabled.

Chapter 06 : Document page

Chapter 06 : Document page

What is the Document page?

The Document Page effectively shows how well a unified design works. Despite the wide range of documents it supports, from quotations and invoices to purchase orders and stock adjustments, the creation process remains consistent. This consistency is the cornerstone of the Document Page, making it a universal tool for document creation.

Each document type, while serving a unique purpose, follows a shared creation process. This process is a three-step journey that begins with the selection of the document type. Whether you’re creating an invoice, a receipt, or a stock transfer order, the first step is always to specify the type of document you’re creating.

The next step involves selecting a party for the document. This could be a patient, a corporate, a supplier or a storeroom. This step ensures that the document is correctly associated with the right party, providing clarity and avoiding confusion.

The final step is the selection of inventory items or services to be listed in the document. This is where the specifics of the document come into play. Whether it is the products for a purchase order, the items for a stock transfer, or the services for an invoice, this step allows you to customize the document to fit your needs.

The uniformity of this process across all document types is its key attribute. Once proficiency in creating one type of document is achieved, it essentially provides the understanding to create all other types. This not only makes the user experience more straightforward but also significantly lessens the learning curve.

The Document page has the following sections.

The toolbar section

The toolbar offers rapid access to frequently used operations. All toolbar buttons have an icon and a label. The icon graphically signifies the button’s function, simplifying the user’s understanding of the action triggered by clicking the button. When the page is minimised, the button label is concealed, but icons remain visible at all times.

For the document page the toolbar includes the following buttons:

Print toolbar button

By default this button is grey, which shows that it is inactive. Once one or more objects have been added to the table section of the document page, this button turns green. If it is green, and one or more required fields are blank, then one of the blank required fields is focused on. If it is green, and clicked and there are no blank required fields then the document is saved and printed. The printed document is automatically opened just after it is saved, and a copy of this pdf is saved In the correct folder in the windows explorer. To know the location of the correct folder in the windows explorer, click here.

New item toolbar button or New serv. Toolbar button

It sometimes occurs that as you are creating a document, and selecting inventory items or services for adding them to the table, a user realises that an item or service they wish to add to the document is currently not created in the database. In such instances it is useful to add that missing inventory item or service on the go.

To add a new inventory item on the go, click the New item toolbar button. To add a new service on the go, click the New serv. Toolbar button.

Reprint receipt toolbar button

Press this button to generate an A4-sized printout of a transaction receipt, which could be from a Paperless Retail or Paperless Pharmacy transaction. Upon pressing the button, a dialog box will appear, allowing you to enter the Journal Entry Number of the transaction for which you want to reprint the receipt.

Refresh toolbar button

Click this button to clear all inputs in the Document page and reset the table.

The blue ribbon section

This section has several inputs which are used to define the specific characteristics of the document. It has 2 select inputs which define the document that is to be created, and the currency toggle button.

Blue ribbon section elements :

The document type selector

This dropdown selector enumerates the various document types that can be generated using the document interface, which include:  

The party type selector

All documents have to have an intended external party which is defined in the document. Before selecting the specific party, first the party type has to be selected. This selector has the following options in its dropdown list: patient, corporate, supplier and storerooms.

Some combinations of document types and party types are not feasible. For example once you select the purchase order as the document type, then the only party type which can be selected is the Supplier since purchase orders are documents meant for communication between the system user and an external supplier. All other party types are greyed out in the party type selector because only the Supplier party type is applicable for a purchase order.

The party type selector selects the type in general, while the specific party object for the document (i.e. the specific supplier that is to receive a purchase order), is selected in the document variables section, specifically the "specific party selector".

The currency toggling button

This button is only visible when the selected document type (within the blue ribbon) is either an invoice or a quotation. On first opening of the document page the document currency is set to the default currency. When clicked, the currency toggling button changes the currency for the document to the next enabled currency. After a currency change, document prices (i.e. sales prices, unit costs etc.). are updated based on the particular exchange rates which are configured in the system. Continuing to click the currency toggling button cycles through the enabled currencies, even returning back to the currency that was defined by default.

The document variables section.

This section is located just below the blue ribbon section. By default it is hidden. This section is only displayed when the party type selector is not blank.

The document variables section elements :

The document number input

Each document has a unique identifier. This identifier does not have to be a number, but it can also be a combination of letters and numbers. By default this value is not user defined, rather it is system generated. For more information on the setting which defines whether the document number is manually typed or system generated, click here.

For system generated documents different document types typically have different prefixes within the document number. Here are the prefixes according to the different document types :

The specific party selector

Much like the other document variables section elements, this selector is only visible if the party type selector in the blue ribbon is not blank. This selector is a hybrid input. For more information on how a hybrid input works, click here.

The label for the specific party selector depends on the selected party type in the blue ribbon section. This is a required input, therefore each document must have a specific party object selected.

The caption input

This input is optional. If not left blank, then the value of this input is printed as a paragraph just above the table. The purpose of this text is to highlight or describe any notable information regarding the document or transaction. For example for an invoice the tax number or the vat number for the customer may be typed as the caption.

Much like the caption, the footer is an optional input. The text typed in the footer appears in the the document just below the table.  Many users use the footer input to specify other information regarding the document. For example, within a goods received note the footer input can be used to describe any breakages or other notable occurances which occurred during the delivery.

The table section

The table is used to select and list the items and services which the document is about. The table and various other buttons in close proximity to the table can be called the table section.

The table section elements :

Table rows

Each row in the table within the table section represents a different inventory item or service. No item or service can be selected in more than one row (i.e. there cannot be any repetition of the same item within a document). Each table row is subdivided into several columns, with each column having one input. Most column inputs are regular text inputs. The code and description columns are special and have inputs which are classified as hybrid inputs. For more information on how hybrid inputs work, click here.

Typing in the code or description hybrid inputs filters the available options (items and services) within the dropdown. Sometimes it is desirable to exclude some items or services from the options available for selection in documents. This ability to select specific inventory items or services is done by means of using categories.

There is a setting which specifies the categories of inventory items which are available for selection within a document. There is a separate setting which specifies the service categories  which are available for selection within a document. For both settings if the setting is left blank, then all database inventory items or services can be selected from in composing the table section rows.

Add row button

This button is located just below the table. On clicking it, a blank row is added at the bottom of the table.

Delete row button

Located just below the table. To delete one or more table rows, first check the checkboxes to the far left of all the rows you wish to delete. After that click the delete rows buttons.

Table total amount display

Located just below the table. It is visible for most document types excluding the following : purchase order, stock transfer order and the stock transfer form. When the document currency is toggled by use of the currency toggle button in the blue ribbon, the total display is also updated to display the total in the updated document currency.

Chapter 06 : Document page

How to open the Document page.

Instructions :

  1. Open the homepage.
  2. Position your cursor over the menu, which is situated at the top of the homepage, and click the Documents item in the top-level menu. This action will reveal a dropdown menu, which includes an option labeled Create. Upon selecting the Create option, the Document Page opens.
Chapter 06 : Document page

Inventory management documents (i.e. GRN, CN & ADJ).

The Goods Received Note (GRN), Credit Note (CN), and Stock Adjustment (ADJ) are all essential tools for inventory management. They each play a pivotal role in maintaining accurate stock quantities in the system. All three documents are designed to interact with the inventory and adjust quantities based on different scenarios. They provide a structured way to manage inventory, ensuring that stock levels are always up-to-date and accurate.

Within the scope of these documents, a storeroom is defined as a specific area where stock quantities are localized. Irrespective of the type of document being created, quantities are invariably adjusted in relation to a storeroom within the system. In the event that only one storeroom is defined within the system, this singular storeroom is automatically designated as the document storeroom within the document variables section. Consequently, the storeroom selector is disabled under such circumstances.

 

Goods Received Note (GRN)

The Goods Receive Note is used when new stock arrives. When a GRN is created, the quantities specified in the document are added to the existing quantities in the system. For example, if the current stock level is -10 and a GRN is created with a quantity of 8, the new stock level becomes -2. This is useful when receiving new shipments or restocking inventory.

Credit Note (CN)

A Credit Note, while similar to a GRN, goes a step further by generating journal ledger entries in addition to managing stock movements. The resultant journal ledger entries enable the production of a creditors age analysis report, which is instrumental in monitoring creditor aging and facilitates decision-making for payments.

Stock Adjustment (ADJ)

The Stock Adjustment document is used to correct or update stock levels based on physical stock counts. Instead of adding to the existing quantities like the GRN, the Stock Adjustment document replaces the existing quantities with its own figures. For instance, if the current stock level is -10 and a Stock Adjustment is made with a quantity of 8, the new stock level becomes 8. This is particularly useful for correcting stock levels or updating inventory records based on physical stock counts.

Each of these documents serves a unique purpose and understanding their differences is key to effective inventory management. They provide a comprehensive toolset for managing inventory, ensuring accuracy, and maintaining financial records.

 

Chapter 06 : Document page

How to create a new document.

Before proceeding with these instructions it is crucial to familiarize yourself with the various sections of the Document page (i.e. toolbar, blue ribbon, document variables and the table). If you are not yet acquainted with this information, please click here.

The instructions that follow are applicable to the creation of any of the listed document types. :

It is crucial to note that documents, once created, are immutable, meaning they cannot be altered or changed. However, Paperless provides a feature to amend a document. Amending does not imply editing the original document, but rather, it involves recalling the information from the original document and creating a new version of it. This new version, although based on the original document, is a separate entity and is assigned a unique document number, distinct from the original document’s number. Thus, the integrity of each document is preserved, ensuring accurate record-keeping.

Instructions for creating a new document :

  1. Open the Document page. Click here to find out how to open this page.
  2. Blue ribbon section : Select the desired document type.
  3. Blue ribbon section : Select a valid party type (i.e. patient, corporate, supplier or storerooms).
  4. Document variables section : If the system setting allows for manual entry of the document number, specify it accordingly. If the setting is configured for system-generated document numbers (as is the case by default), leave the document number input as is.
  5. Document variables section : Choose a specific party for the new document you are generating using the given hybrid input. The dropdown of this hybrid input only displays entities of the type determined by the party type selector in the blue ribbon section. If there is solely one entity of the chosen party type in the database, that entity will be automatically assigned as the specific party for the document, and the specific party selector will be deactivated.
  6. Document variables section : If desired, you may provide a caption for the document. This step is optional, and any caption specified will be displayed at the top of the document.
  7. Document variables section : If you wish, you can designate a footer for the document. This is not mandatory, and any footer that is designated will appear at the lower end of the document.
  8. Table section : Add one or more rows (i.e. inventory items or services) to the table. Depending on the type of document being created, some columns may have fields that must not be left blank. If you attempt to print a document with a blank required field, the document will not print. Instead, the system will highlight the empty field and prompt you to provide the necessary input.
  9. Toolbar section : Click the New Item toolbar button to create a new inventory item previously not in the database.
  10. Toolbar section : Click the New Serv. toolbar button to create a new service previously not in the database.
  11. Toolbar section : Click the Print toolbar button to print the document. If successful this action creates a new document, and this action cannot be reversed.

Chapter 06 : Document page

How to reprint a document.

Instructions :

  1. Open the homepage.
  2. Position your cursor over the menu, which is situated at the top of the homepage, and click the Documents item in the top-level menu. This action will reveal a dropdown menu, which includes an option labeled Reprint. Upon selecting the Reprint option the document search page opens.

  3. Enter the complete document number into the search input located in the Blue Ribbon (for example, GRN-561, Q-23, INV-12, etc.).

  4. To locate a document using the entered document number, select the Print Toolbar Button situated at the base of the document search page. This button will illuminate in green once a document number has been input into the search field in the Blue Ribbon.

  5. When the document in question is located, it undergoes a reprinting process. By default, every instance of a document’s printing is accompanied by a timestamp reflecting the most recent printing of the document. For additional details on a system setting that governs the enabling or disabling of the timestamp on a printed document click here.

Chapter 07 : Inventory reports

Chapter 08 : Hospital Sales Reports

Chapter 08 : Hospital Sales Reports

Introduction to Hospital Sales Reports.

Sales reports are an integral component of Paperless Hospital, offering invaluable insights into the financial performance of a medical practice. These reports provide a comprehensive overview of sales activities within the hospital, including revenue generated from various services and transactions. For competent managers, sales reports serve as indispensable tools for informed decision-making and strategic planning. By analysing sales data, managers can identify trends, assess the effectiveness of marketing initiatives, and optimise resource allocation to maximise profitability and efficiency.

In addition to managers, cashiers also benefit significantly from sales reports as they fulfill their responsibilities within the hospital's retail environment. These reports enable cashiers to track daily transactions, reconcile cash registers, and identify any discrepancies or irregularities in sales activities. By leveraging their own sales reports, cashiers can ensure accuracy in financial transactions and uphold accountability in their roles.

Exploring Sales Report types

 Detailed Summarised
Comprehensive Provides comprehensive data for all system transactions within a specified time frame. Summarised system wide transactions within a specified time frame.
By practice number Allows for the analysis of transactions processed within or for a specific medical practice within a specified time frame. Summarised data of transactions corresponding to a particular medical practice within a specified time frame.
By cashier Gives performance insights on individual cashiers within a specified time frame. Summary data for each cashier within a specified time frame.
By attending doctor Provides patient utilisation patterns and the impact that a particular doctor has on revenue within a specified time frame. Summary data for each doctor within a specified time frame.

To fully illustrate the breadth of sales reporting capabilities within the software, a grid serves as an ideal representation. This grid delineates the two main types of sales reports: detailed and summarised. Within each type, various reporting options are available, ranging from comprehensive analyses of all system transactions to isolated reports based on specific criteria such as practice number, cashier, or attending doctor. Each report can be further refined by selecting a time range, allowing users to analyse sales data within specific temporal parameters.

Sales reports focusing on transactions associated with a particular practice number, cashier, or attending doctor offer tailored insights into the performance of these entities within the hospital. By generating reports specific to a practice number, administrators can evaluate the financial contributions of individual departments or clinics, enabling targeted interventions for optimisation. Similarly, cashier-specific reports facilitate monitoring of individual performance and adherence to financial protocols. Reports segmented by attending doctor provide valuable feedback on patient utilisation patterns, enabling physicians to assess their impact on hospital revenue and patient engagement. Each of these reports can be customised to reflect transactions within a defined time frame, facilitating meaningful analysis and decision-making.

Interpreting Reports for Informed Decision-Making

Understanding how to interpret the reports generated by Paperless is paramount for effective utilisation. Notably, sales reports do not include any graphs, pie charts or other visualisations. Users are encouraged to familiarise themselves with the structure of each report, discerning the significance of every column and entry. By investing time in understanding the nuances of the reports, users can harness the full potential of the software, making informed decisions to drive operational excellence and financial success.

Revenue, Assets and General Ledger Accounts

Despite the software's robust accounting module, advanced knowledge of accounting is not required to understand sales reports. However, familiarity with key terms such as assets and general ledger accounts is beneficial. In accounting, an asset refers to anything of value owned by a person or business, while a general ledger account is a record used to sort and store a company's transactions. Notably, when sales transactions are processed, assets increase, which is reflected in the Revenue Summary Table at the top of each report. For a detailed explanation of the Revenue Summary Table, please refer to this page.

Chapter 08 : Hospital Sales Reports

Sections in a Hospital Sales Report.

This page details the sections of a Hospital sales report provides an in-depth examination of the report's components. Each section serves a crucial role in presenting essential information for effective financial analysis and decision-making within Paperless Hospital.

Header Section

In its default configuration, this section features prominent, bold text that spells out the company’s name and address. There is a system setting which when toggled replaces the default text with a pre-selected image in the header. This header image can either span the full width across the top of each page or be displayed with a limited width within the same section on each page.

Title Section

This section signifies the report type and the time frame it encompasses.

Revenue Summary Table

This section summarises all Revenue resulting from the transactions listed further down in that particular report.

Consider a sales report that details transactions where the total cash revenue amounted to USD $200.00. In such a report, the Revenue Summary Table would feature a row specifically reflecting this cash revenue, in it's specific currency. This row would be labeled as [11110] - Cash (USD). The number 11110, enclosed in square brackets, represents the unique General Ledge Account number for the Cash (USD) General Ledger Account. Technically (in accounting terms and in the Chart of Accounts) this [11110] - Cash (USD) account is classified as an Asset account as opposed to being classified as a Revenue account. Each General Ledger Account has its own distinct account number.

In addition to the cash and electronic (i.e. bank account) forms of revenues, another form of revenue is Accounts Receivable (abbreviated as AR). These debts are considered assets in much the same way that cash and bank account funds are considered as assets. In the chart of accounts, the Accounts Receivable General Ledger Account has four child accounts, each representing a different type of debtor.

The Medical Aid Societies (AR) General Ledger Account is subdivided into 30+ sub-accounts, each corresponding to a different medical aid society company. Given that claims constitute a significant revenue stream for medical practices, most reports will feature at least one of these 30+ Medical Aid Society sub-accounts in the Revenue Summary Table.

Consider a sales report that details transactions involving claims from different Cimas patients over a period of time. Consider that these patients treated on different days, also have policies denominated in different currencies. Suppose the total of the USD claim amounts is USD $1,200.00 (for the USD denominated Cimas policies) and the total of the ZIG claim amounts is ZIG $34,500.00 (for the ZIG denominated Cimas policies). In such a case, the Revenue Summary Table would feature two separate rows, each corresponding to the General Ledger Account [11330.09] - (AR) Cimas. In one of the rows corresponding to Cimas, the revenue amount of USD $1,200.00 would be displayed, while in the other row, the ZIG $34,500.00 revenue amount would be shown. Note that rows in the Revenue Summary Table can only detail revenue in just one (1) currency. In the example we just referenced, one (1) medical aid society is responsible for revenue in two (2) different currencies, hence 2 rows in the Revenue Summary Table are necessary to detail revenue due to that society.

Detailed Sales Overview Table (exclusive to detailed sales reports)

It provides a comprehensive breakdown of every service or inventory item sold within the hospital management software. This table has several columns, each offering valuable insights into the transactions. Here is a list of the columns in the order they appear from left to right :

Notably, sales prices are consistently listed in the default currency of the system, typically USD, ensuring uniformity across all reports regardless of the currency used in transactions.

The total sales value in the default currency for all transactions within a report is highlighted at the bottom of a Sales Overview Table in bold text. For deeper understanding of this total and how it relates to the data in the Revenue Summary table, please consult the section titled "Comparing the total from a Sales Overview Table and Revenue Summary Data".

Summarised Sales Overview Table (exclusive to summarised sales reports)

It consolidates multiple instances of the sale of a specific service or item. This aggregation process condenses individual transactions into a single row, displaying the total quantity sold during the report period. As a result, transaction-specific details such as time and journal entry number are not included in this table. Instead, it features the following columns :

The total sales value in the default currency for all transactions within a report is highlighted at the bottom of a Sales Overview Table in bold text. For deeper understanding of this total and how it relates to the data in the Revenue Summary table, please consult the section titled "Comparing the total from a Sales Overview Table and Revenue Summary Data".

Comparing the total from a Sales Overview Table and Revenue Summary Data

Both Sales Overview Tables provide valuable insights into sales data. The total shown at the bottom of these tables represents the overall sales values recorded during the report period, all in terms of the default currency.

When comparing the total in a Sales Overview Table with the information in the Revenue Summary Table, it's important to consider currency conversion. While the total in a Sales Overview Table is always in the default currency, the Revenue Summary Table breaks down sales revenue by different transaction currencies. To make a fair comparison, currency values in the Revenue Summary Table need to be converted into their default currency equivalents using the exchange rates at the time of transaction processing.

In essence, Sales Overview Tables and the Revenue Summary Table work together to provide a comprehensive understanding of sales revenue. By combining and analyzing data from both sources, users can identify trends, make informed decisions, and improve operational efficiency and financial success.

Chapter 08 : Hospital Sales Reports

Accessing Hospital Sales Reports via the Menu

Accessing Hospital Sales reports is granted to authorised employees by the Hospital Administrator through the Employee Roles Page.

Opening sales reports via the menu grants access to all available types of sales reports in the system. For details on the types of reports, click here. Alternatively, accessing sales reports via the toolbar is the quickest method, especially suitable for cashiers. However, this method only provides access to the Comprehensive sales reports. For instructions on accessing a sales report via the toolbar, click here.

When a report is accessed using the instructions in this page, it automatically opens in the system and generates a PDF version stored in a special Windows folder. Click here for more information on this special Windows folder where system generated documents are stored. There is a system setting which allows for the printing out of an excel version of every pdf document generated by the system. For more information on this system setting, click here.

Instructions for opening sales reports via the menu :

  1. Position your cursor over the menu, which is situated at the top of the homepage, and click the Sales Reports item in the top-level menu. This action will reveal a dropdown menu, which lists the different types of sales report types available in the system. For details on the types of sales reports, click here.
  2. Select the relevant sales report type from the dropdown menu. This action will reveal another dropdown menu with two options: Detailed or Summarised. After selecting either the detailed or summarised option, the Report Parameter Selection Page will open.
  3. Fill in relevant inputs on the Report Parameter Selection Page. Depending on the report type selected, additional inputs such as practice or cashier selectors may be present. Specify a time range for the sales report.
  4. Once all inputs are completed, the Print Toolbar Button will become active. Click the Print Toolbar Button to generate the sales report.
  5. The Report Parameter Selection Page will close, and the desired report will open for viewing. Interpreting a sales report relies on understanding its sections. Click here for a breakdown of the different sections of a sales report.
  6. If the chosen report type is comprehensive, upon opening the Sales Report, additional related reports are automatically opened. For the Comprehensive Detailed Sales Report, the following reports are opened : 1) Detailed Statement of Cash Flows. For the Comprehensive Summarized Report, the following reports are opened : 1) Summarized Statement of Cash Flows, 2) Statement of Changes.

Chapter 08 : Hospital Sales Reports

Accessing Hospital Sales Reports via the Toolbar

Accessing Hospital Sales reports is granted to authorised employees by the Hospital Administrator through the Employee Roles Page.

Accessing sales reports through the toolbar offers the fastest route, particularly convenient for cashiers. However, it's worth noting that this method exclusively grants access to the Comprehensive sales reports. An alternative approach is accessing sales reports via the menu, which offers access to all available types of sales reports. For detailed instructions on accessing sales reports via the menu, click here.

When a report is accessed using the instructions in this page, it automatically opens in the system and generates a PDF version stored in a special Windows folder. Click here for more information on this special Windows folder where system generated documents are stored. There is a system setting which allows for the printing out of an excel version of every pdf document generated by the system. For more information on this system setting, click here.

Instructions for opening sales reports via the toolbar :

  1. Start from the homepage and click on the Report Toolbar Button. This action will open the Quick Time Range Selector.
  2. Using the Quick Time Range Selector : The Quick Time Range Selector is a tool designed for swiftly choosing a specific time range. It provides a list of pre-set time ranges and an option for selecting a custom time range. By default, the only pre-set time range is 'Today', which covers the entire day from 00:00hrs to 23:59hrs. If you wish to select a custom time range, click on 'Custom', which will lead you to the Time Range Selection page. If you have a specific time range that you frequently use and would like it to be included in this list, please inform our technical support team.
  3. Selecting a Custom Time Range : Skip this instruction if you selected a pre-set time range in the Quick Time Range Selector. The Time Range Selection page allows you to specify a unique time range for the report. This involves selecting a start time (referred to as 'From Time') and an end time (referred to as 'To Time'). To select the 'From Time', click on the corresponding input field and a date-time selector will appear. Choose the desired date and time. Repeat the process for the 'To Time'. After both times have been selected, click the Next Toolbar Button at the bottom of the page.
  4. Choosing the Report Type : Once a time range has been specified, the next step is to select the type of report you wish to generate. Two options are available: 'Comprehensive Detailed Report' and 'Comprehensive Summarised Report'. These options will be presented in a prompt window from which you can make your selection.
  5. Viewing the Report : After the report type has been selected, the report will be generated and displayed for your review.
  6. Upon opening of the report, additional related reports are automatically opened. For the Comprehensive Detailed Sales Report, the following reports are opened : 1) Detailed Statement of Cash Flows. For the Comprehensive Summarized Report, the following reports are opened : 1) Summarized Statement of Cash Flows, 2) Statement of Changes.

Chapter 09 : Settings

Chapter 09 : Settings

Business

Business name

This setting can only be adjusted during software product licensing. Once licensing is complete, it remains disabled on the settings page.

Business address

This setting can only be adjusted during software product licensing. Once licensing is complete, it remains disabled on the settings page.

BP number
Phone number 1
Phone number 2
Default prac. number
Member lookup prac. number
Member verification prac. numbers

Chapter 09 : Settings

General

Autofill document numbers
OMP table search trigger

Chapter 09 : Settings

Inventory

Sales storeroom (Billable items page or Scripts page)
Sales storeroom (Retail page)
Documents default storeroom
Inv. items displayed categories (Billable items page or Scripts page)
Inv. items displayed categories (Retail page)
Inv. items displayed categories (Document page)
Inv. items default markup percentage
New inventory item form
Sell into negative
Sell expired inventory items
Expiry/batch info. (default)
Expiry/batch info. [Inventory items page] (visibility)
Inventory claim type input [Inventory items page] (visibility)
Price list setting (default)
Price list setting input [Inventory items page] (visibility)
Inv. items default tax status
Inv. items tax status input (visibility)
Inv. items pack size input (visibility)
Inv. items tax percentage

Chapter 09 : Settings

Services

Services displayed categories (Billable items page or Scripts page)
Services displayed categories (Document page)
Services default tax status
Services tax status input (visibility)
Services tax percentage

 

Chapter 09 : Settings

Billable items page or Scripts page

Sales price input (editability)
Notes input (visibility)
Outstanding repeats input (visibility)
Supply days input (visibility)
Create claim checkbox
Create claim checkbox default val.
Claim processing sequence (Delayed or Preprocess or Postprocess)

 

Chapter 09 : Settings

Claim settings

Retrieve saved claim amount
Update saved claim amount
Retrieve tariff codes
Update tariff codes
Submit inventory item claims as: (Services or Consumables or Consumables (grouped))
Services default section type
Auto submit button
Web submit button
Web submission society groups
Web submit portal status
Merge claims (unbilled & authorised claims)
Claim amounts multiplied by quantities
Claim amounts equivalent to sales prices
Chapter 09 : Settings

Claim inputs

Referrer input (visibility)
Referrer input
Tariff code input (visibility)
Tariff code input (editability)
Authorisation num. input
Authorisation date. input
Lab request num. input
Dental lab inputs
Tooth dental inputs
Section type input
Chapter 09 : Settings

Network

Network configuration
Server finder (automated)
Server IP address
Port

 

Chapter 09 : Settings

Sales

Is a point of sale
Multi-currency transactions
Credit payments
Fiscal tax invoice submission
Transaction notes textarea

 

 

Chapter 09 : Settings

Printing

Report file types
Receipt printer
Drug label printer
Claim invoice printer
Raw printer driver
Report time stamp
Claim invoices banking details (BDs)
Document header
Doc. header image
Receipt header
Receipt header image
Receipt font A columns
Receipt font B columns
Drug label font A columns
Drug label font B columns
Drug label row 4 (Employee info.)
Drug label row 5 (Batch info.)
Drug label row 6 (Pharmacy name)
Drug label row 7 (Pharmacy addr.)
Drug label row 8

 

Chapter 09 : Settings

Patients

Med. aid membership checks
Biometric verification
Patients page view
New patient form
Pat. number input (editability)
Pat. number suggestions
Pat. referrer is required
Pat. cred. status default
Pat. cred. limit default
Default referring Practice

 

Chapter 09 : Settings

Pharmacy

Select a prescr. before creating a script
Dispensing fee checkbox (visibility)
Dispensing fee checkbox default status
Inv. item categories without disp. fees (Billable items page or Scripts page)
Dispensing fee
Inv. item categories without drug labels (Billable items page or Scripts page)
Default diagnosis
 
Chapter 09 : Settings

Consultations

Auto-start consultations
Consultation flag
Writing pad
Diagnoses required for cons.
 
Chapter 09 : Settings

Communication

WhatsApp Access token
WhatsApp Phone number ID
Emails API key