Hospital Management System Scope

OP Management

IP Management

Drug & Pharmacy

Laboratory

Nursing Station

Medical Records

Operation Theatre

Blood bank

Regn & Reception

Billing & Collections

Duty Roster

PATIENT CARE & ADMIN ( HMS ) Operational Functionalities (

SAP )

Electronic Medical Record

Generally Hospitals need the following modules to manage their operations.

Most of the activities are covered in Hospital Management System and

fewer activities can be handled in SAP as given below.

CSSD

Radiology

Laundry & Linen

Diet and Kitchen

Financial Accounting

Equipment Maintenance

Inventory

Payroll Management

Asset Management

Appointments

Hospital Managemnet

Modules - Overview

Out-Patient Management

This module allows the user to administer outpatients with clinical and

administrative functions. Generation of outpatient health card can be done. OP

details like OP No., Name, Address, Sex, Consulting Doctor and Referral Doctor

is captured in OP Management. Reports like Outpatient Register, Consultant

Wise patient listing and features like Clinic Management, Scheduling of Doctor

Appointment, Pre-Consultation and Consultation are available

Inputs / Features: OP Review Entry

OP Consultation Entry

MLC Entry

Lab Orders

Medication

Outputs / Reports: OP Register

Doctor wise OP Consultation List

Appointment Status

Patient Last Consultation View

OP Count Register

In-Patient Management

The inpatient module is designed to take care of all the activities and functions

pertaining to Inpatient Management. This module automates the day-to-day

administrative activities and provides instant access to other modules, which leads to

a better patient care. It provides comprehensive data pertaining to Admission of

Patients, Availability of beds, Estimation, Planned admission, Emergency admission,

MLC and so on. The Inpatient module also deals with bed transfers. Reports like

inpatient Register, Expected Discharge List, Discharge Summary are available

Inputs / Features: IP Consultations (Episode Tracking)

Doctor Notes

Doctor Orders

Order Execution

Medication

Bed Transfer

Operation Posting

Discharge Entry

Birth Entry

Death Entry

MLC Entry

Indent Processing

Outputs / Reports: IP Register

Doctor Wise IP List

Room Wise IP List

Bed Transfer Report

Occupancy Ratio

Admission & Discharge List

IP Status Report

Operation Posting Book Register

Patient Wise Consumption List

Appointments

The Appointments module covers the appointment fixing procedures for patients. It

covers all the details like allocating appointment slots as per doctor’s visit, making

appointments for the given slot. Blocking the appointments when the doctor is not

available.

Inputs / Features: Doctor Availability Block

Doctor Timing Slot

Appointment Fixing

Outputs / Reports: Appointment Status

Special Features/Functions of the Module: Application allows fixing the appointment only on the available

timings and that is handled by the application.

Multi Slot facility for appointment fixing.

Blocking / Cancellation of appointments.

Facility to view the appointment status from the Doctor’s Desk.

Facility to fix representative / personal appointments

OP Clinical Consultation

General Consultation module allows tracking of clinical consultation of

patients for each specialty. It captures the following important patient

records information,

Complaints and History

Allergies & Disabilities

Past Illness

Lab results

Vital Signs

Medication

Lab Test Prescription

Order Execution

Final diagnosis

Chief Observations

Medial Record

Laboratory

This module enables the maintenance of investigation requests by the patient and

generation of test results for the various available services, such as clinical

pathology and X-ray. Requests can be made from various points, including wards,

billing, sample collection and the laboratory receiving point. The laboratory

module is integrated with the in-patient/ out-patient registration, wards and billing

modules

Investigation Report Outputs: Result & Requisition Printing

Group-wise result printing

Test Summary

Result Register

Balance Test List

Department Wise Result Printing

Inventory Report Outputs Purchase Order Printing

Purchase Voucher Printing

Purchase Register

Supplier Payment list

Supplier Balance Payment

Issue Voucher

Issue Register.

MIS Report Outputs

Cash Register

Payment Due List

Expenses Summary

Bank Book

Stock Register

Reorder Level List

Referral Fee Register

Additional Features/Functions of the Module:

Group and Subgroup Definition of Lab tests

Package definition

Alerts on pending and completed requisition

SMS Messaging

Laboratory...Contd

Drug & Pharmacy

This module is most primary and important function that captures the entire

details of drugs. As most of the investment will be on drugs monitoring the drugs

purchase and sales details are most important. This module captures the

purchase inwards with related to its taxable rates, MRP, etc., Drugs Re-Order-

Level can be maintained based upon the sales movement.

Inputs / Features: Opening Stock Entry

Purchase Order Entry

Purchase Inward Entry

Purchase Payment Entry

Sales Bill

Sales Return Bill

Purchase Reports Daily Purchase Summary

Purchase Register

Purchase Analysis

Supplier wise Purchase Report

Best Supplier

Purchase Order Printing

Purchase Inward Printing

Purchase Returns Printing

Purchase Payment Pending

Purchase Payment Report

Short Expiry List

Quotation Analysis Report

Drug & Pharmacy...contd

Sales Reports

Sales Report

Sales Summary

Sales Analysis

Sales Returns Report

Sales Returns Listing

Debtors List

VAT Sales/Purchase Register

MIS Reports Stock Statement

Non Billed Items

Nil Stock Statement

Reorder Level Reached List

Prescription Register

Schedule Register

Slow Moving Items

Product Flow Analysis

Margin Statement – (Item wise)

Supplier wise Item Report

Supplier wise Manufacturer Report

Credit Note Status

Nursing Station

The wards module takes care of in-patient consultation, discharge, transfer and

housekeeping. It deals with the maintenance of the wards, inter- and intra-ward

transfers and preparation of the discharge summary. It also covers Patient’s

Order executed details, Nursing notes IP Consultation Entry, Medication details,

Scheduling Oxygen charges (hourly charges, half day charges & Daily charges)

and Lab Requisitions.

Inputs: Order Entry

Nurse Notes

Bed Transfer

Lab Requisitions

Charge Scheduling

Discharge Entry

IP Consultations (Episode Tracking)

Doctor Notes

Doctor Orders

Medication

Outputs / Reports: Patient Complaint / Diagnosis Report

Patient wise Order Completed /

Pending Report

IP- Patient wise Doctors Visit List

Discharge Report

Room wise IP Listing

Medical Records

Outputs / Reports: List of Issue & Return of Medical

Record documents

ICD Code wise Report

Disease Index

Dr. wise Registration

Dr. wise Case Count

Surgery Details Report

Age wise Diagnosis Report

Case wise Registration Status

This module enables complete storage of patients' medical records. The

complete hard copy of the history of a patient, along with diagnosis and

prescription can be maintained. Patient data can be viewed to identify and as per

the need of the doctor viz. disease, procedure, age, sex, and duration of stay.

Inputs / Features: Physical Medical Report Document

Issue

MRD Document Returns

Surgery Details

Master Index (ICD Code Entry)

Operation Theatre

This module deals with operation theatre activities such as pre-anaesthetic

check-ups, pre-anaesthetic notes generation, recording anaesthesia details,

maintaining the list of procedures for various operations, recording operation

details, and maintaining operation theatre schedules. This module covers the

Patient’s Operation executed details, Doctor notes, Surgeon Notes, Nursing

notes, Medication details, Lab Requisitions and Bed Transfer to ward.

Inputs / Features:

Surgery Details Entry

Surgery Equipment Usage Entry

Pre Operative Notes

Operation Episode Recording

Bed Transfer

Lab Requisitions

Outputs / Reports: OT Register

Operation Notes

Bed transfer Details

Surgery Schedule Register

Surgery Booking Register

Case wise Surgery Performed Report

Doctor wise Surgery Performed

Report

Equipment Usage Report

Blood Bank

Outputs / Reports: Stock Register

Donor Register

Blood Destroy

Issue Register (External/Internal)

Rejection Register

AIDS Project Report

Screening Report

Compatibility Certificate /Blood

Matching reports

The blood bank module provides information on the collection and storage of

blood, results of blood tests, cross-matching identifications, and transfusion

reactions. It also enables the maintenance of donor mailing lists and donation

ledgers.

Inputs / Features: Donor Registration

Test Details

Screening Information

Blood Issue

Blood destroy

Electronic Medical Records

EMR is the web based Module, which exposes the data available in

HMS software to the web.

Features:

Allows Doctors , Management to log into the portal.

Patients demographic information, vital signs, allergies are available

online

Allows access to clinical information, diagnostics, consultation

medication history of patients

Doctors can view the entire patient visit summary

Registration & Reception

Registration is the primary function that creates and maintains the patient master

record. The reception module handles in-patient and outpatient registration and

admission.

It can handle enquiries about the patient's admission and discharge details, bed

census, and the patient's movements within the hospital. The Registration module

is an integrated patient management system, which captures complete and

relevant patient demographic details.

Inputs / Features: OP / IP Registration

MLC Entry

Outputs / Reports: Visitor Enquiry

IP/OP Registration Register

Corporate Wise IP/OP Registration Register

Doctor Wise Registration List

Admission Discharge List

Ward & Bed wise In Patient status

Discharge Summary

MLC Register

Birth Register

Death Register

Billing & Cash Collection

This is the most important function that takes place in every hospital. The billing

module facilitates cashier and billing operations for different categories of patients,

and automatic posting of charges for different services such as lab tests, medicines

supplied, consulting fees, food and beverage charges, etc. This module captures

the Advance Receipts, Interim Bill Collection details, Credit Collections etc. User

can define new account heads and sub heads.

Inputs / Features: Account Head, Sub Heads and

Charge Class Definition

Daily Collection Entry - OP Patients

Lab Bill Entry

IP – Advance Entry

IP – Interim Bill Entry

IP – Final Bill Entry

Doctor Settlement

Payment & Receipt Entry

Outputs / Reports: OP Receipt

OP Collection Report (Date wise)

OP Collection Report (Number wise)

OP Collection Report Summary

Lab Receipt

Lab Bill

Lab Collection Report (Date Wise)

Lab Collection Report (Number Wise)

Lab Collection Report Summary

Advance Receipt

Billing & Cash Collection...contd

Additional Features/Functions of

the Module:

Corporate Wise Tariff Definition

Approximate Billing

Alerts on Advances and lab billing

Data Export Option

Advance Collection Report (Date Wise)

Advance Collection Report (Number Wise)

Advance Collection Report Summary

Approximate Final Bill Receipt

Final Bill Receipt

Final Bill Collection Report (Date wise)

Final Bill Collection Report (Number wise)

Final Bill Collection Report Summary

IP Bill Status Report

Interim Bill Split up Report

Pending Payment Collection Report

Corporate wise Collection Report

Charge Class wise Report

Revenue Sub Head Wise Report

Debtor List – Pending Collections

Room Rent Charges

Cancelled Daily Collection Bills

Consolidated Daily Collections

Doctor Settlement Receipt

Doctor Wise Settlement Report

This module allows the user to schedule the shifts and work schedules

of the DOCTOR, NURSE, PARAMEDICAL, TECHNICIAN

PHARMACIST, OFFICE STAFF etc.

Leave particulars

Daily duty monitoring

Statistics-attendance , leave, absent, working days, permission

Time in / out entry

Duty Roster

CSSD

Outputs / Reports: Stock Register

Tray issue Register

Tray Return Register

Tray Consumable Usage Register

Item Missing/Damaged Register

This module facilitates maintaining the entire activities of the Central Sterile

Supplies Department including details of instruments going for sterilization,

instruments sterilized, instruments supplied, and instruments received from

operation theatres/ wards. The autoclave register is maintained to record the

details of sterilization.

Inputs / Features: Tray Master

Tray BOM

Tray Sterilization tracking

Tray Issue & Return

Dietary & Kitchen

Outputs / Reports: Diet Advice

Diet issue Register

Purchase Register

Stock Statement

Item issue to Kitchen Register

This module maintains the information regarding various diet routines of patients

and identifies the resources required to satisfy diet orders. Depending on the diet

orders and other requests from canteen, the kitchen order plan can be prepared

to decide the menu for the day.

Inputs / Features: Menu with calories

Diet habits recording

Diet Calculation and Advice

Diet Order

Diet Issue

Item Inventory Purchase

Item Issues to Kitchen

Laundry & Linen

Outputs / Reports: Item List

Wash In / Wash Out Register

Stitch In / Stitch Out Register

Purchase Register

Stock Register

Damaged Register

Issue Register

Laundry activities, maintenance of linen and their status, requests for fresh

linen from wards and procurement of fresh linen can be done.

Inputs / Features: Materials Master

Cloths master

Opening stock entry

Purchase inward entry.

Wash In Entry /Wash Out Entry

Stitch In entry / Stitch Out Entry

Item Damaged Entry

SAP & HMS

Integration Scope

SAP Hospital Management Solution Scope

Finance and Controlling (FI / CO) Finance and Admin Asset Management Product Costing & Profitability Analysis

Materials &Quality Management (MM & QM) Inventory Tracking – Receipts / Issues Valuation Quality tracking for Assets / Materials /

Equipment Plant Maintenance (PM)

Preventive Maintenance Job Orders for Service Tracking

Human Capital Management (HCM) Payroll Processing and Statutory

obligations

FI/ CO

• Financial Accounting

• Fixed Assets

MM / QM • Inventory

PM

• Fixed Assets

• Equipment Maintenance

HCM • Payroll Management

SAP ERP integrated with Hospital Management Solution covers the following functionalities:

SAP & HMS – Data flow

• Out Patients

• In Patients

• Drug & Pharamacy

• Laboratory & Radiology

• Dietary & Kitchen

• Laundry & Linen

Billing Finance /

Controlling

Billing Details

• Drug & Pharmacy

• Labarotary

• CSSD

• Nursing Wards

Central Stores MM & QM Indents

Purchase

Requisition

Goods Issues /

Returns

Payroll (Attendence) HCM Staff / Doctors

Attendence details

Hospital Management System SAP

Cost Center wise

Daily Journal

Entries

Data Flow – HMS to SAP

Description Data Flow

AP, AR and Journal Postings Without logistics integration can be processed direct in SAP

Budgeting & Fixed Assets Direct in SAP

OP / IP Bills Department-wise tracking possible through G/L Accounts, Cost Centers, and Profit Centers

Cash or Credit Collections Direct entries and / or migration from HMS software upload is also possible

Integration of Collections & Billings Document tracking possible in SAP with reference field

Doctors’ Accounting Passed as journal entries in SAP through the interface

Payroll processing HCM Module of SAP can be implemented for a tight integration

Supplier / Vendor bills Can be booked direct in SAP or uploaded through HMS software and SAP ERP interfaces

SAP and HMS Interface

Interface between SAP and HMS can happen in the following ways:

Intermediate files / xml files / interfaces can be created for all data migration from the HMS-CIS (Clinical Information Systems) to the SAP ERP system.

BAPI and IDoc-EDI/ALE exchange methods will be used to upload the transactional data.

• Real-time information

HMS

• Flat files / xml files from HMS uploaded through BDC, BAPI

• IDoc-EDI/ALE

Interface • Real-time

processing

• Batch processing

SAP

Thank You