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HMS Software Complete Help Guide

Version: 1.0
Last Updated: 2026-04-02

1. Introduction

This document is the complete usage help for HMS CI4 software. It covers:

  • Login and navigation
  • OPD, IPD, Billing, Diagnosis, Pharmacy, Finance and Reports
  • Hospital Stock Management
  • Admin setup and permissions
  • Security, compliance, backup and troubleshooting

2. Login and Navigation

  1. Open the HMS login page.
  2. Enter your authorized credentials.
  3. After login, use:
  • Top bar: profile, help, server time
  • Left sidebar: module navigation
  • Main panel: module workspace

3. User Roles and Permissions

HMS works with permission-based access. Common groups:

  • Superadmin/Admin/Developer: full access
  • Billing users
  • Diagnosis users
  • Finance users
  • Stock Manager
  • Department Head
  • Storekeeper

If you get "Access denied", ask admin to map proper permissions in user management.

4. Core Daily Workflow

  1. Register or search patient.
  2. Create OPD/IPD service entries.
  3. Add charges and generate invoice.
  4. Collect payment / post credit.
  5. Process diagnostics and publish reports.
  6. Manage medicines/stock issue/receipts.
  7. Run end-of-day reconciliation reports.

5. Billing Module Usage

Sections:

  • Patient List
  • OPD Invoice
  • Charges Invoice
  • IPD Billing
  • Payment Request
  • Refund Request

Best practice:

  • Verify patient identity before posting charges.
  • Use correction/cancel flow with remark where applicable.
  • Print and archive critical payment documents.

6. IPD and Nursing Usage

  • Use IPD panel for admission lifecycle.
  • Capture nursing entries and bedside/visit charges.
  • Verify discharge process before invoice finalization.
  • Use print modes for final discharge and billing outputs.

7. Diagnosis Module Usage

Supports pathology and imaging report workflows. Typical flow:

  1. Select lab invoice/test.
  2. Enter or import findings.
  3. Save draft.
  4. Verify/finalize report.
  5. Print final report.

Governance:

  • Use verification flow for report authenticity.
  • Keep edit reasons where audit policy requires.

8. Pharmacy/Medical Usage

  • Search customer/patient and open invoice.
  • Add items, apply discount per policy.
  • Confirm payment and print invoice.
  • Use return and stock tools for inventory control.

9. Finance Module Usage

Major sections:

  • Vendor master
  • Purchase order
  • GRN entry
  • Vendor invoice booking
  • Cash and disbursement SOP
  • Doctor payout workflow
  • Bank deposit register
  • Compliance report

Control points:

  • Maker-checker where required.
  • Keep documentary references in remarks.
  • Run periodic compliance report.

10. Hospital Stock Management Usage

Path: Setting -> Hospital Stock

Menu sections:

  • Dashboard
  • Item Masters
  • Indent & Issue
  • Purchase
  • Reports

10.1 Item Masters

Configure:

  • Category, Supplier, Item
  • Item code and item type
  • UOM / Purchase UOM / Issue UOM
  • Issue per Purchase ratio
  • Min stock / reorder / current stock
  • Unit cost / expiry / daily use / location

Example:

  • Purchase UOM: Box
  • Issue UOM: Piece
  • Issue per Purchase: 100 => 1 Box = 100 Pieces

10.2 Indent and Issue

  1. Department creates indent.
  2. Authorized user approves indent.
  3. Storekeeper issues against approved quantity.
  4. System marks as issued or partial_issued based on stock.

10.3 Purchase and Receive

  1. Create PO with supplier.
  2. Add PO item lines and rates.
  3. Receive PO.
  4. Stock and ledger update automatically.

10.4 Dashboard and Reports

Dashboard focus:

  • New requests
  • Near-expiry used items
  • Short items without replenishment
  • Daily-use item status

Reports:

  • Department consumption
  • Monthly issue
  • Near expiry
  • Low/reorder alerts

11. Settings and Master Configuration

From Settings module, admins can manage:

  • Users and permissions
  • Doctors and reference masters
  • Bank and payment source masters
  • Bed management
  • Report/template settings
  • Stock module access and masters

12. Report Usage

Use Report panel for:

  • Billing collection reports
  • Diagnosis reports
  • Insurance/credit reports
  • Audit/compliance reports

Guideline:

  • Use date filters carefully.
  • Export and archive monthly reports.

13. Security and Compliance Guidelines

  • Do not share login credentials.
  • Use individual user IDs only.
  • Keep audit trail remarks meaningful.
  • Follow local data protection and healthcare retention requirements.
  • Restrict production DB direct edits.

14. Backup and Recovery SOP

Daily:

  • Database backup
  • Verify writable directory health

Weekly:

  • Test backup restore on staging
  • Check storage and log growth

Before deployment:

  • Apply migrations in order
  • Run smoke test for critical modules

15. Common Troubleshooting

  1. Access denied:
  • Verify role permissions.
  1. Screen not loading:
  • Check route URL, session validity, browser console/network.
  1. Wrong totals/stock values:
  • Verify workflow actions and unit conversion fields.
  1. Report print mismatch:
  • Verify template/print settings.
  1. Upload or file errors:
  • Check folder permissions and PHP upload limits.

16. Technical References

Main stock files:

  • app/Controllers/Setting/HospitalStock.php
  • app/Views/Setting/Stock/index.php
  • app/Views/Setting/Stock/dashboard.php
  • app/Views/Setting/Stock/masters.php
  • app/Views/Setting/Stock/indents.php
  • app/Views/Setting/Stock/purchase.php
  • app/Views/Setting/Stock/reports.php

License references:

  • SOFTWARE_USE_LICENSE.md
  • OPEN_SOURCE_NOTICE.md
  • LICENSE

17. Support Escalation Template

When raising support ticket, include:

  • User ID and role
  • Module name and URL
  • Steps performed
  • Expected vs actual behavior
  • Screenshot/error text
  • Time of incident