E-Atria HMS Help & Operations Guide

01Recent Updates

These functions were added or strengthened after the previous help guide was published.

02Getting Started

Common screen behavior

• Most pages open inside the main workspace without a full browser refresh.
• Filters affect the current list. Clear them before concluding a record is missing.
• PDF/print buttons may open a new tab; allow pop-ups for the HMS domain.
• Red actions may cancel, delete, refund, reject, or finalize and require extra care.

03User Roles & Access

Menus and actions are permission-based. Two users may open the same patient but see different buttons.

For Access denied, note the module and action and ask an administrator to review the role. Never use another person's login.

04Patient Management

1. Search first. Use UHID/patient code, name, phone, Aadhaar reference, old UHID, or ABHA.
2. Review matches. Compare DOB, gender, guardian, address, and contact number.
3. Create or update. Enter demographics, identity documents, photo, guardian/family data, and attachments.
4. Open the profile. Use it for OPD, IPD, billing, diagnosis, documents, and health-record history.
5. Link ABHA. Verify that the ABHA profile belongs to the same patient first.

05OPD Workflow

Appointment and check-in

1. Select patient, doctor, date/slot, or walk-in.
2. Confirm department, referral, consultation type, and organization/insurance case.
3. Generate the visit/token. Scan & Share patients may arrive through the facility QR.
4. Collect or confirm consultation payment according to policy.

Clinical consultation

• Record vitals, complaints, history, examination, allergies/ADR, medications, diagnosis, advice, and follow-up.
• Add medicines with dosage, frequency, route, duration, and instructions.
• Order pathology or imaging investigations and review previous visits.
• Generate referral letters, prescription PDFs, and FHIR e-Prescription records when required.

06IPD Admission, Nursing & Discharge

Admission and beds

1. Create admission with department, doctor, date/time, and reason.
2. Assign an available Department → Ward → Category → Bed.
3. Record HPI/admission history and treating doctors.
4. Use bed transfer instead of overwriting the bed to preserve history.

Nursing

• Document shift notes and observations against the correct admission.
• Post bedside consumables, nursing items, and doctor visits promptly.
• Scan paper forms and use Surgery/OT for operative patients.
• Check the patient/IPD banner before every entry.

Discharge

• Complete diagnosis, course, procedures, condition, medication, advice, diet, and follow-up.
• Select and preview the approved discharge template.
• Reconcile pending charges, returns, package adjustments, and balance.
• Verify PDF page breaks, placeholders, dates, letterhead mode, and signatures.
• Generate/share the ABDM discharge summary when requirements are met.

07OT Management

Available from IPD Nursing and OT Surgery Queue. Request, scheduling, examination, status, and post-operative actions have separate permissions.

1. Create request. Enter procedure, surgeon, priority, indication, and requested schedule.
2. Complete pre-op examination. Use the department-specific form; revisions to completed forms require a reason.
3. Schedule. Authorized OT staff assign date/time and coordination details.
4. Call patient. Update the case when preparation begins.
5. Complete safety gates. Confirm pre-op checks and WHO sign-in before starting.
6. Record progress. Move through requested, scheduled, called, in progress, and completed; give reasons for cancellation or major changes.
7. Sign post-op assessment. Record observations, outcome, instructions, and handover.

08Diagnosis, Laboratory & Imaging

Supported workflows include Pathology, Biopsy, X-Ray, Ultrasound, MRI, CT, and Echo.

Laboratory

1. Receive the OPD, IPD, or walk-in request and confirm patient/tests.
2. Record sample collection and lab number.
3. Enter values; review units, reference ranges, flags, and comments.
4. Save draft, then verify/sign according to policy.
5. Print individual or compiled reports using the correct template.

Imaging

• Upload images, scans, or DICOM studies against the report.
• Use the viewer/gallery and draft findings/impression.
• Complete doctor verification; AI suggestions require radiologist review.

09Pharmacy / Medical Store

Dispensing

• Create counter, OPD, IPD, or organization-linked invoices in the correct context.
• Confirm medicine, batch, expiry, stock, rate, tax, discount, and quantity.
• Use Medicine Return or Medicine Return 2 for the applicable return flow.
• Use Org. Credit Invoice for corporate/insurance-linked medicine billing.
• Finalize an IPD medicine account only after invoices, returns, discounts, and payments reconcile.

Inventory and purchase

• Maintain drug, generic, formulation, category, company, supplier, batch, tax, and rate masters.
• Create purchase orders, receive invoices/batches, and process purchase returns.
• Monitor expiry, low stock, movement, and supplier ledger reports.

Credit payout request

1. Open Pharmacy → Credit Payout Request.
2. Review/filter the eligible pool.
3. Select valid lines, confirm amounts, add remarks, and submit.
4. Monitor status while Finance handles approval and payment.

10Billing, Invoices & Payments

• Bill OPD consultation, procedures, diagnostics, IPD charges, packages, and pharmacy links.
• Apply discounts only with authority and supporting remarks.
• Use payment/refund request workflows instead of informal adjustments.
• Confirm organization/insurance case before posting payer charges.
• Print/export daily collection and balance reports for reconciliation.

Payment Edit

Authorized users can correct payment mode, amount, or recorded user. Amount may be 0.00 for a valid correction but cannot be negative.

11Finance & Accounting

Review pharmacy payout line evidence, approve/reject according to policy, record payments, and retain remarks for each status change.

12Insurance & Organization Cases

1. Create/select the case and verify patient, payer, policy, approval, and validity.
2. Link OPD, IPD, diagnosis, procedures, and pharmacy invoices.
3. Apply approved rates/packages, including Ayushman mappings.
4. Use contingent billing when liability depends on case outcome.
5. Prepare claim sheets and supporting documents.
6. Track submission, query, approval, deduction, payment, and balance.

13ABDM, ABHA & Health Records

ABHA identity

• Create ABHA through supported Aadhaar/mobile OTP flows.
• Verify/fetch profile before linking to the HMS patient.
• Display/download ABHA card and use facility QR for Scan & Share.

Care context and sharing

1. Confirm verified ABHA and correct visit/admission.
2. Discover/link the care context.
3. Select e-Prescription, Discharge Summary, Diagnostic Report, Immunization, Wellness, Health Document, or supported invoice.
4. Preview FHIR R4 data: identity, dates, practitioner, coding, and attachments.
5. Share and monitor gateway/bridge status.

Consent and HIU

• Request consent only for a legitimate purpose and date range.
• Track requested, granted, denied, expired, and revoked status.
• Fetch health information only after grant; data may contain FHIR documents and attachments.

14Hospital Stock

1. Configure category, item, units, conversion, location, min/reorder, and expiry control.
2. Departments raise indents with quantity and purpose.
3. Authorized users approve, reject, or revise.
4. Storekeepers issue approved quantities and batches.
5. Create purchase orders and goods receipts.
6. Review consumption, issues, expiry, low-stock, reorder, and daily-use reports.

15Reports & Dashboards

Use drill-down links from totals to source records. Retain the same dates and filters while reconciling.

16Administration & System Operations

Application administration

• Manage users, groups, permissions, passwords, and active access.
• Maintain doctor, referral, insurance, bank/payment, charge, diagnosis, medicine, and stock masters.
• Configure OPD, diagnosis, and discharge print templates.
• Configure AI, HealthPlix, ABDM HFR/gateway/bridge, and report-doctor mappings.

System Operations

• Review OS/uptime, CPU, memory, disk, RAID, database, web, PHP-FPM, and SSH health.
• Use Update HMS only during an approved window and review its log.
• Restart services only when needed. Reboot/shutdown require confirmation and coordination.

17Security, Audit & Compliance

• Never disclose passwords, OTPs, API keys, or tokens.
• Single-active-session protection may end an older login.
• Grant the least permission required and review access after role changes.
• Clinical verification, payment edits, refunds, cancellations, OT changes, and completed-form revisions require audit evidence.
• Verify SNOMED CT/ICD-10 codes against documented clinical meaning.
• Follow NABH, ABDM/FHIR, NHCX, privacy, retention, and hospital policies.

18Backup & Maintenance

• Schedule database and uploaded-document backups and test restoration.
• Retain an off-server/off-site copy according to policy.
• Apply code updates and migrations in a controlled sequence.
• After deployment test login, dashboard, patient search, billing, PDF, uploads, jobs, and integrations.
• Monitor storage, database growth, logs, failed queues, ABDM tasks, and large attachments.
• Keep production error display disabled; use protected logs.

19Troubleshooting

Include in a support request

• Exact URL and module
• Date/time and user role, never password
• Patient/IPD/invoice/case code through approved channels
• Steps, expected result, and actual result
• Screenshot and console/network status