HMS Software Help Guide

Version 1.0 | Last updated: 2026-04-02

Contents

• Getting Started
• User Roles and Access
• Daily Operation Flow
• Billing and Cash Flow
• Diagnosis and Reports
• Hospital Stock Module
• Admin and Configuration
• Security and Compliance
• Backup and Maintenance
• Troubleshooting

1. Getting Started

1. Login with your assigned user ID.
2. Use the left sidebar to open modules.
3. Use Dashboard for daily status.
4. Use My Profile to verify your name and login details.

2. User Roles and Access

Access is permission-based. Typical groups include Admin, Billing users, Diagnosis users, and Stock roles (Stock Manager, Department Head, Storekeeper). If you see "Access denied", contact administrator to assign correct permission.

3. Daily Operation Flow

1. Patient registration and OPD/IPD workflow.
2. Charge posting and invoice generation.
3. Payment collection and receipt.
4. Lab/radiology processing and report verification.
5. Inventory issue/receipt for consumables and medicines.

4. Billing and Cash Flow

• Use Billing -> Patient List for patient-level work.
• Use OPD Invoice and Charges Invoice to post/collect payments.
• Use IPD Billing for admitted patients, package and discharge flow.
• Use Payment Request and Refund Request for controlled approvals.
• Use report screens for daily reconciliation.

5. Diagnosis and Reports

• Diagnosis module supports pathology and imaging workflows.
• Draft findings before final verification.
• Use print templates for standardized report output.
• Use audit trails and verification states for NABH-style controls.

6. Hospital Stock Module

1. Item Masters: category, item, supplier setup.
2. Indent & Issue: departments raise request, approver approves, storekeeper issues.
3. Purchase: create PO and receive stock.
4. Dashboard: expiry risk, short stock, new requests, daily-use status.
5. Reports: consumption, monthly issue, near-expiry, low/reorder alerts.

Key item fields: purchase unit, issue unit, issue-per-purchase ratio, min/reorder levels, expiry date, and store location.

7. Admin and Configuration

• User management, password reset, and permission mapping.
• Doctor/refer/master settings.
• Template management for reports and print formats.
• Bed management and hospital stock settings.

8. Security and Compliance

• Use personal login only; do not share credentials.
• Keep audit remarks clear for financial and clinical edits.
• Follow organization policy for health data privacy.

9. Backup and Maintenance

• Take scheduled database backups.
• Archive monthly reports.
• Apply migrations in controlled deployment steps.
• Validate writable folder permissions after server changes.

10. Troubleshooting

• Access denied: verify group permissions.
• Form not loading: check session status and route URL.
• Wrong stock: verify conversion fields and ledger actions.
• Print mismatch: verify template and print setting configuration.