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The United Information
System Software House |
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The United Information
System Software House |
HOSPITAL MANAGEMENT SYSTEM
HOSPITAL
MANAGEMENT SYSTEM is an integrated system offers a wide range of software
systems in the following four major area.
A -
Patient Management Systems
1. Operating Room Reservation
2. In Patent Admissions, Discharge, Transfers
3. Patient billing
4. Out Patient billing
5. Medical Record tracking
B -
Clinical Application System
1. Pharmacy
2. Pathology
3. Radiology
4. Emergency
5. Food Services (Dietary)
C -
Human
Resources
1. Payroll
2. Personnel System
D -
Financial & Administrative Systems
1. General Ledger
2. Accounts Payable
3. Debtors
4. Stores
5. Budget
6. Plant and equipment maintenance
A -
Patient Management Systems
The patient
management system provides medical recording for in-patient and out-patient
from admission to discharge. The data is captured through terminals
connected to the host system located in operating room, admission office,
medical record; with a specified number of printers to maintain on-line
system. The work cycle and stages of inpatient and outpatient does not allow
duplication of the Patient data captured.
1. Operating Room Reservation
2. Patient Admissions, Discharge, Transfers
3. Outpatients
4. Patient billing
5. Medical Record tracking
1. Operating
Room Reservation
A terminal in
the operation room control patient reservation for an operation, the
operating rooms in the hospital. The pre-admission can be made vi a letter
from a doctor, telephone, or in person, followed at a later stage with more
detail and then the actual admission. The display unit shows the schedule
for any selected day/month/year.
Data Captured :
- Name of Patient.
- Operation date.
- Operation time.
- Operating room.
- Duration of operation.
- Sex.
- Birth date.
- Doctors code.
- Anesthesia code
- Diagnosis (operation description)
- Anesthesia switch
a) Local anesthesia
b) General anesthesia
- Bed no.
- Class.
Reports :
- Operating room schedule / day / month /year
- Doctor's operation schedule / day / month / year
2. Inpatient
Admissions, Discharge, Transfers
The actual
admission is where the patient is checked into the hospital through the
admitting office. Patient who have had a previous contact with the hospital,
will have a record on the system with the same case number and additional
visit number. Information captured from operation reservation will be
transferred to the actual admission.
The system
allows three different guarantors at the same time with different classes in
any currency. Upon discharge the system calculate the guarantor share, the
payment required.
Data Captured :
- Case no. (sequence from Computer)
It is the medical record number.
- Patient name
(Last-First-Middle-father-mother)
- Admission date
- Admission time
- Bed number
- Birth date
- Sex
- Marital status
- Previous admission & year
- Guarantor code (3 different code)
- Class ( 3 different class )
- Currency ( 3 different currency )
- Service ( 5 different code )
medicine, surgery
, .... etc.
- Attending Doctors code
- Attending peiadratic code
- Discharge date
- Discharge status ( dead or
alive )
- Patient Address
- I.D no.
- Nationality
- Estimated stay
- Admitted by
Upon final
admission, the officer will print the following ;
- Print patient admission form {fig 1}
- Print patient labels ( coupons ) {fig 2}
Each coupons are numbered in sequence, start from number one
- Print control cards {fig 3}
Patient is
transferred from admission office into the floor with the admission form,
labels, control card. As the patient proceeds through the hospital, charges
are added to the patient record. Upon request from the physician, a labels
is attached to the request form and transferred into the specified
department pathology, pharmacy, dietary or nursing....etc. Automatic pricing
related to the guarantor, class, currency, and are entered directly in the
screen user.
Data Captured :
- Case no ( patient number )
- Date
- Type of transaction ( Sales or refund)
- Item number or medical service number
- Quantity
- Number of unit
- Prices ( for three guarantors )
- Cost of the item used
Doctors,
Anesthesia fees are subject to the operation, diagnosis done to the patient
in the operating room. Automatic pricing related to the diagnosis code and
the number of K unit.
Data Captured :
- Case no ( patient number )
- Date
- Doctors code
- Diagnosis code ( international code )
- Number of surgery
- K unit
- Prices ( for three guarantors )
While the
patient in the hospital, the following action could be taken ;
- Could transfer patient from one bed into another
- Add another guarantor to the primary guarantor
- Transfer patient guarantor into another guarantor
- Cancel patient guarantor
On discharge the
patient record may be updated with the state of health at the time, a
referral guarantor, complications in treatment and final diagnosis and
operation.
Report :
- Print Patients Admission
- Print Patients Discharge
- Print Patient statistics
a) Monthly/yearly Number of Patient/Class
b) Monthly/yearly Number of Patient/Guarantor
c) Monthly/yearly Number of Patient/Doctor
d) Monthly/yearly Number of Patient/Service
e) Monthly/yearly Average length of stay/Class
f) Monthly/yearly Average length of stay/Guarantor
g) Monthly/yearly Average length of stay/Diagnosis
h) Monthly/yearly Average length of stay/Service
- Print desk list (occupancy rate %)
a) Desk-list /patient name /doctor/bed no.
b) Desk-list /Bed no/Occupancy rate
c) Desk-list /total no. of patient on each floor & each class.
3. Patient
billing
After
registration through the admission office charging can be applied
automatically as the patient data is processed by each department by posting
of appropriate charges to the patient account.
A room type is
allocated to each patient,
associated with the charges. Miscellaneous charges and any other adjustment
can also be posted manually.
After collection
of data from various department for each patient, an invoice is produced and
details posted through to a debtors system. The invoice includes detail
of the medical item, medical services used, a summary for each
department.
For each item
used we have costing system. This produce a profit margin for each operation
or bill.
4. Out Patient
billing
Out patient will
have direct admission, direct invoice, and direct reciept on daily basis.
All items used, procedures will be registered directly to the computer, and
an automatic accounting vouchers are produced.
5. Medical
Record tracking
After patient
discharge, the final diagnosis, treatments could be recorded in the patient
file. The patient name is registered to a card index, The system enables to
record of all medical results, final diagnosis, part of the result could be
entered from other departments upon available of screen in the department
as;
- Laboratory tests
- X-ray, Scanner
- Pathology
- Other department
The patient file
holds information of patient history, where the case no will be used later
upon another entry.
B - Clinical
Application System
The clinical
application system provided for in-patient and out-out-patient. The services
provide patient medical record tracking from admission to discharge, Cost
available for each service, the different sale price level related to the
guarantor and class.
1. Pharmacy
-Patient data me be registered within pharmacy, search for
code alphabetically.
-Automatic quantity calculation, and updating of inventory stock
levels.
-Automatic sale price in relation to the guarantor, currency, and
class.
-Show the nearest expire date for the drug to be used.
-Show drug restriction according to ministry of health.
-All purchase order receipts link back to the appropriated purchase
order for verification. Where quantity delivered
is lower than the quantity ordered, a back order is made.
-Purchase orders are generated automatically by vendor, when quantity
on hand is lower than a medicines minimum level.
-The minimum levels can be controlled through automatic analysis of
quantities used.
-Control expired drug.
2. Pathology
-Calculate the number of procedures done.
-Calculate the cost of each medical services.
-Control item used by the procedure.
-Control instrument maintenance.
3. Radiology
-Automatic search and retrieval of patient previous radiology file
number.
-Film tracking for daily use.
-Stock control of item used.
-Result record tracking.
-Register stock-level and reordering details.
-Control instruments maintenance.
4. Emergency
The system logs
emergency arrivals and creates a file of emergency transactions by patient.
-Control delivery and the handling materials.
-Inventory control.
-Patient medical tracking.
5. Food Services
(Dietary)
Dietitians are
easily able to access information on the nutrient content of products to
recommend suitable patient diet plans.
The inventory
system is designed as a complete stand alone system. It allows for the entry
of stock received by the kitchen and the deletion of stock issued by the
kitchen.
-Stock received.
-Stock Issued.
-Stock transfer from main store to kitchen
-Stock take sheet.
-Control purchase orders.
C - Human
Resources
1. Payroll
-Maintain Employee monthly / daily information.
-Absence, presentation, hours worked.
-Annual leave.
-Hospital Allowances.
-Part time and casual employee requirement.
-Tax table.
-Monthly paid.
-Pay form ( earning , deductions, net pay ).
-Other benefits ( loan ), Other deduction ( hospital allowances ).
2. Personnel
System
-Personnel file for each employee.
-Job description and department.
-Salary statistical report.
-End of services provision.
-Man power budget / department.
D - Financial &
Administrative Systems
1. General
Ledger
-Flexible account code structure.
-Cost center / department.
-Automatic voucher after billing of inpatient/outpatient.
-Inquiry on account balance and current period transactions.
-Close end year accounts.
Reports :
- Chart of account
-
Account Balances
- Daily Journal
- Official Journal
- Trial Balance
- General ledger (monthly/yearly)
- Statement of account
- Difference of exchange
- Profit or loss statement
- Balance sheet
- Cashier daily reports
2. Accounts
Payable
When purchase
order is raised the details are immediately keyed into the computer to form
a record of amounts owed by the creditors.
-Automatic Voucher is produced to general ledger.
-Record the amount to the creditors.
-Produce cash or cheque to the creditors related to the purchase
orders ( Full or part payment ).
-Entry of credit notes ( purchase return ) and adjustments.
-Cost center for each department.
Another Debtors
are the doctors; Upon producing bill for discharge patients, the computer
record doctors amount. At the
end of the month a cheque is produced with details of amount collected or
any adjustment for each patient.
3. Accounts
Receivable
After patient
discharge a bill is performed, the computer record the amount that must be
paid from the self patient or any guarantors.
-Automatic Voucher is produced to the general ledger.
-Record the amount to the debtors.
-Produce receipts, credit notes and journal adjustment.
4. Stores
-Stock control by location.
-Handling of stock movements vi Issues, receipts, transfers and
adjustments.
-Immediate updating of stock levels.
-Immediate inquiry to stock levels, locations, purchase orders.
-Status reports highlighting re-order requirements.
-For drug stock control FIFO formula is used according to the expire
date.
-Stock prices
It handles all
stock prices;
Data captured : - Currency code
- Guarantor code
- Department code
- Stock item code (medical supplies or procedure )
- class
- unit price
- unit character
- unit amount
- Alternative code for different guarantor.
Reports:
- Stock card
- Total cost/ item/ department
- Quantity to be ordered
- Quantity balance
- Stock prices
- Expire date/ item
5. Budget
- Produce budget code related to the general ledger.
- Produce budget for each department ( earning and expenses ).
- Automatic update to the budget record after each voucher.
- Highlight over estimated budget.
Reports:
- Budget code balances
- Department code balances
- Variance budget balances
6. Plant and
equipment maintenance
- Register all equipment's, instruments.
- A serial number for all assets and equipment.
- The department using the equipment.
- Cost detail for each purchased equipment's.
- A detail record of equipment maintenance.
- An overdraft cost allocation for each department.
Reports:
- Yearly Depreciation
- Yearly Depreciation/ department.
- Estimation of depreciation in future.