Hospital Management System Software :: Modules

Registration

• Pre-Registration
• IP Registration
• OP Registration
• Outside Patient Registration
• OP-IP Conversion
• Edit of registration details
• Medico Legal cases registration
• Printing of registration cards
• Admission profile
• Follow up information for OP and IP visits
• Bulk registration of camp patients using Excel file

Special facilities in Registration

• Printing of bar codes for patient numbers
• Mandatory uploading of scanned insurance cards (based on settings)
• User created registration fields
• Photo capture
• One click registration and payment receipt for fast OP registration
• User definable OP consultation types, giving flexibility to take care of homecare visits, emergency consultations, etc.
• Optional multiple OP registrations at the same time to let patients get different treatments under different insurance cards for international market

2. Billing

We have a very comprehensive billing solution that allows bills to be raised as credit bills or cash bills. It allows for discounts to be given at item level and the hospital manager can take a report of all the discounts at any time. All the rates for all services are controlled through rate master defined centrally. Billing also takes care of calculation of co-pay and deductibles based on the insurance policy of the patient. Following are the facilities available in this most important module of any HMS.

• Rate Plans:
  • The key for any billing module is the way it supports various rate plans. Insta provides for unlimited number of rate plans. In addition standard discounts can be specified in various rate plans
• Organization of charge heads:
  • Any number of charge heads can be defined and charge heads are grouped under Charge Groups. Various services and procedures in the hospital are grouped under charge heads and rates defined. The naming and organization of charge heads is completely flexible.
• Bill types:
  • Bills are categorized as cash bills (what Insta calls as Bill Now) or Credit bills (what Insta calls as Bill Later). For cash bills the entire bill needs to be settled in one payment and for credit bills, payments can be made in installations.
  • It is also possible to have cash payment for patient payment and credit for the insurance payment
• Advances:
  • Patients can make advance payments for bills.
  • There can be separate advances for hospital bills and pharmacy bills and both are tracked separately.
• Discounts and rate changes:
  • During bill preparation there is facility to provide discounts at item level or at bill level.
  • Discounts can be split into discounts given out of hospital margin or the doctor margin.
  • Discounts authorizer needs to be specified for all discounts giving facility for analysis at later time. Discount authorizers are defined as part of master settings.
  • Only users with specific rights are allowed to give discounts or change rates.
• Insurance or Sponsor bills:
  • Billing module provides full support for splitting of individual bill items between patient payment and sponsor payment. This split can be done automatically by defining the policy master appropriately or can be done manually. Overall deductibles for entire bill can be defined. Dues are calculated separately for patient dues and sponsor dues.
• Payment options:
  • Standard Payments options are, cash, credit card, cheque or demand draft. Any combination of these any number of times are allowed to receive payments
  • It is also possible for the user to define their own payment modes to implement features like Membership vouchers, Credit notes, transfer of payment through bank transfers (RTGS, SWIFT, NEFT, etc).
  • We also support foreign exchange payments. There is facility to record currency name, conversion rate, etc.
• Deposit options:
  • Insta gives facility of deposits by patients to be used for payment over many visits.
  • Payments can be adjusted from deposits held at the hospital.
  • Statement of deposits can be taken any time
• Bill print options:
  • There are number of bill print options for the bill, like, detailed bill, charge head summary, charge group summary, sponsor payment only bill details, patient payment only bill details, pharmacy only bill details, diagnostics only bill details, etc.
  • It is also possible to take summary of all bills of patient related to one visit (for cases where patient made many cash payments for services in one visit).
  • Duplicate receipts can be printed any time.
  • Bill prints can also be customized very easily to allow usage of pre-printed stationery.
• Audit trail:
  • There is detailed audit trail for all billing transactions that gives changes made to any bill in chronological order by various users giving details of changes made, time, IP Address of work station from where the change is made and user details.

3. Diagnostics/Labs/Services

We have very flexible module to take care of lab tests, diagnostic imaging tests or radiology tests and services. As part of master data, we can define which tests or services follow conduction flow. It means HMS will impose workflow for those tests to ensure they record the test or service conduction details and write report. So we can have some tests done in IP wards without any conduction flow. Same way for some services like dressing they need not have conduction flow but for some services, we may have detailed workflow.

• Diagnostic schedules
• Sample Collection and bar code printing
• Pending Tests
• Test Cancellation
• Conducting tests and reports
• Incoming Sample Registration, Billing & Conduct
• Outgoing tests
• Duplicate reports

Special features we support

• Flexible template creation
• Addition of images to the diagnostic reports
• Sample id creation (automatic or user defined)
• Bar code printing of sample ids
• Master definition of lab reference values based on gender and age. Flexible expression based formulas to define which results are normal, abnormal or impossible.
• Automatic interface to lab equipment (uni, bi-directional and HL7 based)

4. Business Analytics and MIS

• Hospital Dash-board
  • Patient type wise
  • Procedure wise
  • Consultant doctor-wise
• Patient search
• Patient wise reports
• Financial Reports
  • Department-wise reports
  • Doctors’ revenue
  • Patient Dues
  • Corporate revenue
  • Report of all discounts given
  • Report of ‘consultant’ revenues
  • Report on Insurance amounts due
  • Report on Corporate dues
  • Report on ‘lab’ revenues
  • Department trend report
• Doctor analysis (that is given any doctor what is his/her performance, in terms of number of patients he/she has seen, what activity he/she has performed as in number of operations, types of operations, revenues)
• Patient reports
• Lab reports
• Insurance Reports

5. Admin

• User Management
  • Creation and update of users
  • Assigning user rights
• General Masters Management
• Hospital Admin Management
• Hospital Billing and Rates Management
• Insurance policy master

6. EMR View

• Display of medical information of patients from all the modules in one single place with multiple easy-to-view formats.
  • Visit summaries
  • Medications
  • Reports of all Investigations
  • Clinical Information recorded through specialty Forms
  • Scanned records uploaded into the system
  • Images and Films uploaded into the system

7. EMR View – Trend reports

• Display of trend reports of lab results over a period of time in tabular or graphical way

8. OP Consultation

This module is used to for the OP consulting doctor to enter the doctor’s observations, notes and do prescriptions. Following are the facilities available as part of this module.

• Triage or vital parameters entry by nurses prior to doctor seeing the patient
• Doctor notes (customizable for each doctor department with different headings)
• Entry of primary and secondary diagnosis with ICD codes
• Prescriptions for tests, medicines, services
• Refer to another doctor
• Prescribe admission to IP
• Recording of patient information through customizable case forms
• Patient EMR view and trend reports view from consulting screen

9. ADT (Admission, Discharge and Transfer)

The purpose of this module is to allocate the beds, shift beds and discharge the patients. System allows for allocation of multiple beds for bystanders of patient as well as retaining the old bed when patient is moved to ICU. It also allows blocking the beds for any maintenance activity.

• Bed Allocation
• Bed Shifting
• Bed Bill finalization
• Bed release
• Bed blocking
• Bed utilization view

10. IP Orders

The main purpose of this module to let the ward staff enter the order details of various IP activities for billing purposes. This module will be used where the hospital does not want to use the Ward Activity management module, as it allows only billing items to be entered.

• Doctors visits and Doctor prescriptions
• Prescribe and order
  • Diagnostic tests
  • Services
  • Medicines
  • Lab tests
  • Diet
  • OT

11. Clinical Packages

We support two kinds of packages. They are Static and Dynamic Packages. Static packages support fixed set of services to patient on fixed price basis. There is option to print the details of services provided as part of the bill or to print only summary package name. This is useful for Executive Health Checkup kind of packages. The other, Dynamic Packages, allow hospital to define packages for surgeries with limits of number of days of stay, medicines, tests, etc. Here hospital prepares the bill as they normally do and then at time of discharge system calculates the actual billable amount based on the package definition.

• Master definition of clinical packages
• On prescription of packages, automatic ordering of corresponding services or tests
• Bill calculation taking into account the limits of packages for various charge heads
• Reports on profitability of packages

12. Insurance

We have very comprehensive insurance module. The insurance module gives many features to make it easy for hospital to handle insurance cases. Insurance modules are organized as below.

1. Insurance Plans and Co-pay

This module provides facility to define the co-pay rules and deductibles rules for various types of insurance plans.

2. e-claims for Insurance

• Prepare e-claim XML file based on standards defined by insurance authority
• Receive remittance XML files from insurance authority
• Record rejections by insurance authority and automatically close the bills that are approved and paid
• Submit re-claims again through XML with facility to attach clinical documents

3. Insurance – Track history and send documents

4. Insurance Report

We provide various reports on insurance aspects using report builder facility

For the markets where there is no health authority, we have separate facility to send pre-authorization forms by email and upload insurance approval documents. There is also facility to track the status of insurance

13. Doctor and Other Payments

• Payment Rules to doctors
• Payments to consulting doctors
• Payments to vendors / suppliers
• Payments to any external labs that may be used
• Miscellaneous payments

14. Referral Payments

• Referral doctor master
• Payment rules to referral doctors
• Sales people assigned to referral doctors, their targets and performance

15. Medical Records

This module allows the hospital coders to enter data of various codes into the bills and patient records. Though system automatically enters the CPT codes and Drug codes at time of billing, they can be changed by the coders or verified by the coders using this module. The E&M codes can also be entered by the coders for the consultation provided by doctors.

• Codification
  • ICD Codes
  • Treatment codes
  • CPT Codes
  • E&M Codes
  • Patient demographics
• Generic documents like birth, death and medical certificates

16. Interface to Financial Accounting

• Posting of revenue transactions through cash and journal vouchers
• Posting of all payment transactions (doctors, purchases, out-houses)
• Posting of expense transactions (misc payments from billing counters)
• Posting of Stores invoices

17. Scheduler

This module is master scheduler that is used to schedule all schedulable items in the hospital.

• Create, delete, update all schedules for the doctors, equipment and people in the hospital
  • Consulting Doctors
  • Reports on bookings of the above

18. Inventory Management

Insta HMS supports very comprehensive inventory management starting from indents to sales. Inventory management is divided under following categories and key functions provided are as follows:

Sales and Issues

• Pharmacy sales (retail sales, hospital sales) and both cash and credit sales
• Sales returns
• Pending prescriptions for sales
• Duplicate sales bills
• Sales reports
• Pending credit bills
• Estimates for medicines
• Issues to patients and Returns from patients
• Issues to users and returns from users
• Stock details

Procurement

• Stock entry
• GRN entry
• PO creation
• Approval of POs
• Supplier returns/replacements with debit note facility
• Purchase details reports

Store Management

• Raise indent, approve indent, process indent and receive indent
• Stock transfers
• Stock adjustment
• Assets approval
• Stock checkpoint
• Stock ledger
• Audit log for stores transactions

Special features we support

• Bar codes for items: We support generating or recording of existing bar codes for items. This ensures the items are tracked easily
• Multiple sub-stores: We support multiple sub-stores and restrictions on which users can work and access which stores
• Checkpoint facility for easy stock checking
• Item categorization for easy analysis of various types of stock
• Facility to track fixed assets
• Linkage of fixed assets to Maintenance and Contracts module