ERP for Doctors / Hospitals / Clinics / Nursing Home.
ERP scope list for Hospital
Information System
-
The following are some key processes which can be
managed using ERP Hospital Management System. In ERP parlance, they are
referred as ERP modules. Some of these or all of these processes or procedures
may be applicable in your hospitals / Clinic, depending on the management
requirements. We have successfully developed the following modules and
procedures for healthcare establishments. This is a general list of major input
and output.
The hospital
management system consists of both main areas: Clinical data
and Finance and stores (medicine) inventory data.
1.
Clinical Masters:
1.1.1.
Doctor
Master.
1.1.2.
Hospital
Master.
1.1.3.
Service
Master.
1.1.4.
Resource
Master.
1.1.5.
Item
Master.
1.2.
Features:
1.2.1.
Complete details about
attending doctors.
1.2.2.
Complete details about
referring/referral hospital.
1.2.3.
Details about type of
service availed in the hospital.
1.2.4.
Details about type of
resource viz; ECG, Pathology, Sonography, etc.
1.2.5.
Various types of
medicines, Injections, etc to be stored in item master, with sale price.
2.
Case Papers
2.1.
Case-paper Data Record - 1
2.1.1.
Complains
2.1.2.
Chief Complaints
2.1.3.
Associated Complaints
2.1.4.
Appearance
2.1.5.
Height, Built, Gait, Comments
2.1.6.
Mind
2.1.7.
Emotional
2.1.8.
Subconscious
2.1.9.
Intellectual
2.1.10.
Mental State
2.1.11.
Anger, Love, Fear, Anxiety Agitate, Anxiety
Depression, Conflict
2.1.12.
General
2.1.13.
Appetite, Habits, Aversion, Flatulence
2.1.14.
Stool, Perspiration, Dreams, Others
2.2.
Case Paper Data Record - 2
2.2.1.
Systemic
2.2.2.
Head, Eyes / Vision, Nose, Teeth / Gums
2.2.3.
Respiratory, Extremities
2.2.4.
Thermal
2.2.5.
Weather / Season, Ice, Cold Water, Hot Water
2.2.6.
Fever
2.2.7.
Chill, Heat, Sweat, thirst, Periodicity
2.2.8.
Female
2.2.9.
Menses: Menarche/ Menopause /Cycle
2.2.10.
Menses Before, Menses During, Menses After,
Leucorrhoea
2.2.11.
Life Space
2.2.12.
Developmental Landmarks
2.2.13.
Life Situation
2.3.
Case Paper Data Record - 3
2.3.1.
History
2.3.2.
Past History
2.3.3.
Family History
2.3.4.
Examination
2.3.5.
General
2.3.6.
Systemic
2.3.7.
Investigation
2.3.8.
Notes / Observations
3.
Diagnosis
Master.
To select
Disease from dropdown menu
3.1.1.
Acidity
3.1.2.
Deafness
3.1.3.
Fever
3.1.4.
Heart complains
3.1.5.
Kidneys Inflammation
3.1.6.
Disease 1
3.1.7.
Disease 2
3.1.8.
Disease 3
4.
Patient Information
4.1.
Masters:
4.1.1.
New Patient Entry.
4.2.
Transactions:
4.2.1.
Indoor Patient Billing.
4.2.2.
Patient Discharge entry.
4.3.
Features:
4.3.1.
Details of new patients
are captured also the patient type i.e OPD, referral doctor, date and time of
admission, etc is captured.
4.3.2.
Bill record is maintained
of a particular patient i.e Total Bill amount, Advanced received till date,
Payment received (in cheque or ash), Any concession given, Balance amount, break
up of advance, etc is captured.
4.3.3.
Patient physical date and
time of discharge is captured and final bill is prepared, taking into account
about previous balances and services taken.
5.
Management Reports
5.1.
Outputs:
5.1.1.
Display bill status.
5.1.2.
Daily collection report.
5.1.3.
Visiting doctor report.
5.1.4.
Overall summary report.
5.2.
Features:
5.2.1.
Prints final bill, gives
break up of medicines and injections used by patient, export to excel facility.
5.2.2.
Patient ledger report is
displayed also advanced received from various patients on a particular day is
displayed. This report can be transferred to an excel sheet.
5.2.3.
The visiting doctor
attending various patients, type of treatment given to the patients and his
visiting fees is displayed.
5.2.4.
Overall Summary report
shows important parameters of Hospital important for decision making like No of
Indoor Admitted, OPD patients, ICU cases, Resource bills, usage of medicines in
a particular time frame.
6.
Security Module
6.1.
Masters:
6.1.1.
User
Manager.
6.1.2.
User group
master.
6.1.3.
Volume
matrix.
6.2.
Features:
ERP is multi user,
multi tasking ERP software. Multi-level security based on User Group and User
Level.
6.3.
Create Login id and
password for each user – Doctors, nursing staff, etc.
6.4.
Assign permissions. Map
each user with menu / submenu.
6.5.
Restricting user access
with login and password.
6.6.
Role based access &
password.
6.7.
Audit trail: ERP ensures
accountability of users. Work done by individual users can be easily tracked
because all transactions capture the users name automatically.
6.8.
Automatic Audit Trail
helps top management to know who has updated Masters or transaction and when.
6.9.
Each menu and submenu can
be locked (allow / deny) to individual user.
7.
Accounts Module – General
Ledger Accounts
7.1.
Masters:
7.1.1.
Account Group Master.
7.1.2.
Subgroup Master.
7.1.3.
General Ledger Account
Head Master.
7.1.4.
Detail Account Master.
7.1.5.
Narration Master.
7.1.6.
FBT Flag
(Fringe Benefit Tax accounts). (Optional, if applicable).
7.1.7.
TDS (Tax Deducted at
Source) and % fields in the vendor / address masters. Automatic posting in GL.
ERP will create a JV automatically.
7.2.
Transactions:
7.2.1.
Cash receipt voucher.
7.2.2.
Bank receipt voucher.
7.2.3.
Cash payment voucher.
7.2.4.
Bank payment voucher.
7.2.5.
Journal Voucher.
7.2.6.
Contra-entry voucher.
7.2.7.
Credit Note.
7.2.8.
Debit Note.
7.2.9.
Expense PO (for service
provider, optional).
7.2.10.
Expense voucher (for
service provider bill booking).
7.2.11.
Adjust unlink receipt
with open sales invoice.
7.2.12.
Adjust unlink payment
with open GRN (Purchase bill / expense bill).
7.2.13.
Closing balance for
master data (debtor, creditor, and GL accounts).
7.2.14.
Rate of depreciation (as
per company act).
7.2.15.
Rate of depreciation (as
per I-Tax act).
7.2.16.
Asset installations slip.
7.2.17.
Asset sale transaction.
(for asset register and deprecation register).
7.3.
Outputs:
7.3.1.
Trial Balance. Option of
various kinds of formatting, such as - GL wise Tr. Bal. Sub-group wise Tr.
Bal. Group and GL wise Tr. Bal. Group and sub-group wise Tr. Bal. (Option of
T- format = only closing balance).
7.3.2.
Sub-ledger trial balance.
(vendor / customer).
7.3.3.
Cash Book.
7.3.4.
Bank Book (supports
multiple banks).
7.3.5.
Expense voucher register.
7.3.6.
Journal Voucher register.
7.3.7.
General Ledger. (Account
head wise or all accounts).
7.3.8.
Credit note register.
7.3.9.
Debit note register.
7.3.10.
Contra entry register.
7.3.11.
Fixed Asset register.
7.3.12.
Depreciation schedule (as
per company act).
7.3.13.
Depreciation schedule (as
per Income Tax act).
7.3.14.
Profit & Loss account.
(GL wise and sub-group wise). For multi-location user can make consolidated P &
L report.
7.3.15.
Balance Sheet. (GL wise
and sub-group wise).
7.3.16.
Bank reconciliation
statement.
7.4.
Features:
7.4.1.
Automatic posting in
respective G. L., from goods inward and sales invoice, etc.
7.4.2.
TDS procedure takes care
of automatic TDS posting.
7.4.3.
Help of Standard
Narration master saves time to enter voucher.
Stores Inventory Management
(MM) Module
This includes the following
business processes
·
Inventory (medicines)
Management Business process
·
Purchase Business process
(Local procurement within India)
·
Import Purchase Business
process
8.
Inventory Management
8.1.
Masters:
8.1.1.
Unit-of-Measurement (UOM)
Master.
8.1.2.
Category Master /
Subcategory Master / Sub-group master.
8.1.3.
Item Master.
8.1.3.1.
Item Master and list.
8.1.4.
Main Location (Main
stores) Master
8.1.5.
Sub-location master
(sub-stores, shop, etc.)
8.2.
Transactions:
8.2.1.
GRN or Goods
Receipt Note. Linked to Stores as well as creditor accounts. Goods Inward.
8.2.2.
Stock transfer challan.
For transferring material from one location to another location.
8.2.3.
Material
Issue Note (MIN) to issue material from a given location.
8.2.4.
Stock Adjustment (SAN) to
increase or reduce stock from a given location. This transaction is useful to
get match physical inventory with stock reports.
8.2.5.
Closing
balance master entry (as of cut-off date, one time entry).
8.2.6.
Conversion
process.
8.2.7.
Purchase return or Return
to Vendor. RTV. This is linked with the material received and accounts entries
are automatically generated by ERP. This will debit the vendor in vendor
ledger.
8.3.
Outputs:
8.3.1.
List of category,
sub-category, and sub-group.
8.3.2.
GRN register
(list) of items under “inward inspection".
8.3.3.
Stock Transfer Challan
register.
8.3.4.
MIN (Material issue note)
register. (Location wise).
8.3.5.
SAN (Stock adjustment
note) register. (Location wise).
8.3.6.
Stock Statement for the
Raw Material (bought out) / F. G. for a given period.
8.3.6.1.
With quantity (location
wise and category wise filters).
8.3.6.2.
With quantity and Rate
(location wise and category wise filters).
8.3.7.
Item Ledger (location
wise)
8.3.7.1.
With quantity (location
wise and category wise filters).
8.3.7.2.
With quantity and Rate
(location wise and category wise filters).
8.3.8.
Stock Valuation report.
(with option to generate WAR – weighted average rate).
8.3.9.
RTV Register (Return to
vendor – non-excisable items).
8.3.10.
Item List. (With option
to select any or all fields from item master).
8.4.
Features:
8.4.1.
Various cost rate stored
on Item master if required, such as Weighted Average Rate, last pure purchase
rate, etc.
8.4.2.
Conversion Factor
(relation between Purchase UOM and Issue UOM). Payment UOM and Payment
conversion factor.
8.4.3.
Optional Online link with
picture of an item (.MPG file).
8.4.4.
Batch number / Serial
number tracking of inventory. (Optional).
8.4.5.
Automatic
calculation of landed-cost of item received and updating the same on master for
valuation purpose.
8.4.6.
Reorder
level based inventory management.
8.4.7.
Pending list of
returnable items - RTV (return to Vendor with auto debit feature).
8.4.8.
Item wise consumption.
8.4.9.
Location wise Stock
statement.
8.4.10.
Expiry / Near Expiry
inventory for medicines. (Optional).
8.4.11.
Calling a
given item by different name (alias) because different users call with different
name. (Optional).
9.
Purchase Module
9.1.
Masters:
9.1.1.
Vendor Master (Supplier
List).
9.1.2.
Vendor Type Master.
9.2.
Transactions:
9.2.1.
Preparing Purchase
Order. This can be saved as .PDF file and email to Vendor.
9.3.
Outputs
9.3.1.
Purchase Order status
Register.
9.3.2.
Creditor Ledger.
9.3.3.
Vendor master list.
9.4.
Features
9.4.1.
Auto transfer of Rejected
Quantities to rejection stores location.
9.4.2.
Link to payment voucher
with required validation to the GRN (Goods Receipt Note).
9.4.3.
Item specification
document can be linked to PO (.pdf) file.
9.4.4.
Item 'accept / reject'
quantity to be put by a separate password - by QC person.
9.4.5.
Purchase
officer can make PO based on Material Requirement Planning report, or based on
ROL based report.
10.
Automatic email alerts
module
10.1.
Email id Master for
sending auto emails
10.2.
Alerts user for items
falling below ReOrder Level (ROL)
10.3.
Pending Purchase Order
since defined days.
10.4.
Pending patients Bills
since defined days/Months.
10.5.
Bank balance going below
defined amount.
10.6.
Non-Moving Items.
10.7.
Daily collections to TOP
Management.
11.
Multi-location
This module is
applicable for multi-location organization. For instance, Head office and other
hospitals are located in other cities, geographical locations. Static IP
address server and broadband internet connection allows user to access ERP
database from anywhere / anytime. Pre-requisite Server with fixed IP
address from your ISP (Internet Service Provider) and firewall software is
required.
11.1.
Remote Connection from
another computer using Internet.
11.2.
ERP also supports Remote
Login where user can access ERP Server using Internet.
12.
Appointment Module
12.1.
Receptionist to record
appointment of the patients
12.2.
Automatic email to
patient as intimation (reminder)
12.3.
Doctor diary will show
month wise / date wise appointments.
13.
Automatic SMS alerts module
13.1.
Mobile number Master for
sending auto SMS from ERP.
14.
Finger print scan to
capture patient identity with provision of RFID card. This can also be useful
for staff attendance and link to payroll module.
15.
Payroll module.
