HMS will be an integrated, modular
client server based system working
around a common database. The Solution
will be developed across HMS using
the computing technologies including
RDBMS, LAN and GUIs. The programs
will have GUI as the front end and
shall be menu driven. The system shall
be user friendly and will have code
based selection facility. The user
shall not have to remember complex
codes for operating the system.
admin, Pwd: default
for free copy
of the system
The Main Reception is the first point
of contact in the hospital for a patient.
If the Patient has an appointment
in the Outpatient department, then
they are directed to the Outpatient
reception. If they are an Inpatient
then they are directed to the Admission
/ OPD number / Registration
number + Appointment number
time at the Reception.
of patient into the Clinic.
of patient from the Clinic.
are main information entered by reception
whenever patient comes. Pateint information
would be entered for one time when
he/she comes first. Here the system
should be so user friendly that the
Receptionist shall not enter any data.
They will select the patient from
the "Appointment of the day list"
and will just click on the boxes,
provided for patient's "Entry",
at Reception and Consultant's Clinic
and "Exit", from the Consultant's
Clinic. System shall capture the system
time the moment these boxes are clicked.
The moment "Exit" box is
clicked; system shall immediately
display the next patient in the queue.
If a patient, in a clinic is in consultation
with a particular consultant, then
another patient should not be allowed
for consultation with the same consultant
at the same time.
If Patient Identification Number is
50000, then the Episode numbers shall
be as follows:
First Episode number - 50000/1
Second Episode number - 50000/2 etc.
Appointment & reservation
The Appointment & Reservation
function provides functionality to
provide an appointment to the Consultants
for Outpatient visits and to make
a reservation for the rooms for both
inpatient and day cases. In the Outpatient
department the patient may visit for
a consultation. In the Outpatient
appointments, the appointment for
the patient is fixed with the Consultant
but in the reservation Room, Anesthetist
and Consultant slots are reserved
for the patient.
The following are the sub functions
associated with this function:
· Appointment (For Outpatient)
· Reservation (For Inpatient)
Under Appointment, a consultant is
being booked for consultation in the
hospital. During their visit, the
patients may be provided with the
services like consultation, investigation
and minor surgery. So, patient is
suggested to meet a good consultant.
In the case of Elective surgery, the
patient may directly request for an
appointment with a consultant.
Appointments can be made via various
Each day of the week has been divided
into 3 time blocks as mentioned:
8:00 am - 12:00 pm
12:00 pm - 4:00 pm
4:00 pm - 8:00 pm
Each of these blocks is further divided
into 12 sub-blocks of 20 minutes each.
These time blocks for 22 Consulting
Clinics are allotted to different
consultants. The allocation of the
time block is made at the time of
The above mentioned time for consultant
allocation only for an example, these
So, during the meeting with consultant,
patient is provided to meet a good
doctor. Consultant keeps the notes
about symptom, disease etc of the
patient. Consultant will be looking
for a doctor, checking the doctor
Patient will be waiting in a big waiting
area and then a small waiting area.
The queuing system would be such a
view, the patient who has come with
appointment; he/she will be prior
to meet doctor if they come in schedule
time, and the walk in patient who
has come without appointment, he will
be waiting for doctor schedule if
any patient with appointment does
not come in that schedule or doctor
gets time after visiting all scheduled
patient, then only he/she (without
appointment) will be able to meet
doctor, otherwise he will be waiting
for next schedule. And if any patient
with appointment comes after schedule
time, then he/she will be treated
as walk in patient.
Once patient meets doctor, doctor
prescribes the medicine and the process
how to take the medicine. But doctor
may not use their work station, they
may write in a paper only. So, that
hardcopy would be scanned by nurse
and pass to the pharmacy.
There are three levels on pharmacy.
First level would be able to see
the scan document that relates to
the patient. Let say doctor has
written that he needs three medicine
a b and c. What this person will
do who is in first level, use the
barcode and find that medicine.
The first person will just scan
the medicine and select the medicine
usage code as written by doctor
in hardcopy (1spoon before breakfast
all these details). First pharmacist
won’t enter the quantity. She/he
will then pass on the medication
to next person in front of her/his.
That second person screen should
be able to see only the form carrying
details of medicine name that scan
and medicine use and quantity is
blank. Second person will count
the medicine what are given to her/his
and enter quantity and print out
the sticker and put it on each medicine
cover then she/he will pass it on
to the next person who will be explaining
the medication instructions to the
patient. This person screen will
be able to see the scanned document
and with the other screen that contains
medication name and instructions
and quantity. Now she/he will again
count the medicine and double check
the quantity written on the screen.
If the quantity written on screen
and given doesn’t match she/he will
edit it. But the system should be
able to take note and end of the
day print out the edit information,
what was written before and after
and why. And finally from third
party, patient takes the delivery
second person was counting the medicine
and passed to the third person,
the delivery man at cash counter
will arrange the medicine and bill
and call the patient. Patient would
receive 2 copy of bill and the person
sitting in cash counter would keep
Then patient would come to the third
pharmacist to collect the medicine
and give him/her a copy of bill.
Appointment Cancellation shall be
used to cancel an appointment, which
has already been made and as well
as reason of cancellation has to be
put there, those might be the patient
himself, the consultant or the administration
can cancel the appointment. No history
is being maintained in case of cancellation
Auto Rescheduling is basically rescheduling
the appointments automatically (not
manually as in the case of rescheduling).
The system automatically reschedules
several appointments, with the same
consultant or across consultants.
No history is being maintained in
case of Auto rescheduling.
Purchasing department collects various
Quotations (for Stock & Non-stock
items) from different vendors and
on the basis of the best quotation
selection, a Purchase Order is prepared.
The Purchase order along with the
comparative quotations is sent to
the Budget Manager and the Finance
Controller for Authorization. Once
authorized, this Purchase order
is sent to the supplier.
For Stock items, there is a list
of approved vendors; a tender process
selects these suppliers. Once selected,
prices are fixed for the hospital.
The Purchasing department, as and
when required, on the basis of agreed
Contract with the Supplier, prepares
a Purchase Order. Then this Purchase
order goes to the Budget Manager
and the Finance Controller for Authorization.
Once authorized, this Purchase Order
is sent to the supplier. Three copies
of the purchase order are prepared
for Supplier, Purchase office, Department.
all purchasing is carried out on
a credit basis with the goods being
supplied and invoiced subsequently
by the supplier. Where a supplier
requires an immediate payment, in
that case a Cheque with the order
is required, here the payment details
shall be entered on the Purchase
order form. For Non-stock items,
all details to be entered by the
According to purchase order, stock
receipt is done. After receiving the
stock through this document, inventory
would be updated. Now sales return
is also a stock receipt.
From different aspect stock can be
issued, like counter sale for OPD,
supply for IPD, etc. Now two types
of stock have to be maintained. One
is for store, from where medicine
comes into pharmacy, and other one
This documentation covers OPD only,
which will perform the functionalities
of outpatient activities and delivery
the medicine to them and maintain