Prerequisites (Configurations)

• Setting Up Healthcare Practitioner (Doctors, Nurses, COs)
• Setting Up a Pharmacist/Pharmtech & Unit Assignments
• Setting Up Warehouses (Pharmacies & Supplies Stores)
• Setting Up Items (Procedures, Labs, Drugs, Consumables)
• Setting Up Healthcare Service Unit (Outpatient & Inpatient Units)

Setting Up Healthcare Practitioner (Doctors, Nurses, COs)

To set up a healthcare practitioner (doctors, nurses, COs), follow these steps:

1. Search for "Healthcare Practitioner List":
   - Use the search bar located at the top right of the page to search for "Healthcare Practitioner List."

2. Click on "Add Healthcare Practitioner" Button:
   - After locating the "Healthcare Practitioner List," click on the "Add Healthcare Practitioner" button. This action initiates the process of adding a new healthcare practitioner.

3. Enter Basic Details and Employee/User Details:
   - Fill in the basic details of the healthcare practitioner, including their personal information.
   - Provide employee details and user details. If the user for this practitioner doesn't exist yet, you should create a user following the relevant documentation.

4. Appointments Section:
   - Under the "Appointments" section, click "Add Row."
   - Select the appropriate practitioner schedule and healthcare service unit from the available options. This step is crucial for checking the practitioner's availability when creating appointments.
   - Note: Ensure that the practitioner's schedule and service units exist. If not, refer to the documentation for creating them before proceeding.

5. Charges Section:
   - Under the "Charges" section, click "Add Row."
   - Select the healthcare service unit relevant to the practitioner.
   - Indicate whether this practitioner's charges are for inpatient care.
   - Set the pricing details, including the standard price and insurance price. This information will be used to determine the appointment charges for patients when they see this practitioner.

6. User Service Unit Section:
   - Under the "User Service Unit" section, click "Add Row."
   - Select the healthcare service unit(s) that this practitioner will be associated with. This determines which healthcare service units the practitioner will have access to within the patient chart.

7. Save Changes:
   - Finally, located at the top right of the page, click "Save" to finish setting up the healthcare practitioner.

By following these steps, you will successfully set up a healthcare practitioner with their basic details, appointments schedule, charges, user service units, and access rights within the healthcare system. This ensures that the practitioner can provide care efficiently and is properly integrated into the system.

Setting Up a Pharmacist/Pharmtech & Unit Assignments

Setting Up a Pharmacist/Pharmtech

1. Create a user
2. Assign the user permissions role(s) or a single role profile with permissions to the following documents: Item,Item Price, Sales invoice, cost share, Drug,Healthcare Service Unit,Sales Order, Inpatient Medication Order,Patient Encounter   ,Dispatched Drugs,Transfer To Pharmacy, Prescription,Queue State,Patient Appointment,
   Healthcare Practitioner,Prescription Dosage,Prescription Duration,Material Request,Prescription Refill,Drug Classification,Queue History,User Warehouse,Practitioner Service Point Occupancy,Queue State Status,Warehouse

Assigning A Pharmacist/Pharmtech to A Unit

1. Ensure a user has been created and assigned a pharmacist role
2. Create new User Warehouse document - requires the user and the warehouse(unit)
3. Save the document, the user can now dispense drugs from the assigned pharmacy

NB. A single user can be assigned to more than one warehouse

Setting Up Warehouses (Pharmacies & Supplies Stores)

Setting Up Items (Procedures, Labs, Drugs, Consumables)

Prerequisites to use  Laboratory

• To set up the lab workflow  there 2 important steps that need to be taken
  1. Create a laboratory in the system.
  2. Create lab test templates
     

How to create a laboratory station in the system

1. Navigate to Clinical  > Add New Laboratory
2. The screen below should appear.
   • Lab Name: name of the lab
   • Staff Details: A table of details of employees that have access to the lab tests to be sent to that lab and their designation. To add items to the table click the add row button.
3. Once the details are filled in please click save.

How to  create a lab template

• Lab Test Template allows you to create all types of Lab Tests rapidly.

• You can pre-configure the events and result components for Single, Compound, Descriptive, or Grouped tests, so that, you don't have to fill in redundant data every single time.

• Below are the steps to creating a lab template
  1. Go to Home > Healthcare > Laboratory > Lab Test Template > New Lab Test Template
  2. The screen below should appear:
  3. 
     1. • Test Name: Specify the name of the Lab Test.
        • Item Code: For managing the billing workflow of lab tests, items are created automatically on template creation. Provide the Item Code for the test in this field.
        • Item Group: You can group the lab tests based on different criteria using this field. Create an Item Group or choose from the existing ones.
        • Department: The medical department for which this lab test is conducted.
        • Result Format: Specify the result format for the lab test:
          • Single: In this type of lab test only one result value is interpreted.
          • Compound: In compound lab tests, the sample is tested for multiple events.
          • Descriptive: These types of tests are used for testing multiple result components and you can also configure checking the sensitivity of the sample for various antibiotics here.
          • Grouped: These are a group of other test templates.
          • No Result: These are the tests that have no result values.
        • Description: You can provide a detailed description of the test here.
        • Is Billable: Check this if the test is billable.
        • Rate: If Is Billable is checked, then you have to specify the rate for the lab test in this field. In this case, the Item Price will be configured automatically upon saving the template.

Prerequisites for Using Drugs

• Before drugs are readily available in the system the drugs must be created first in ERP.
• Follow the steps below to create a drug
  1. Create an item in the system following the guide for creating items. The following are the mandatory fields that should be checked while creating a drug, Maintain stock checkbox , and Is Pharmacy drug checkbox
•  

Prerequisites for using Clinical Procedure in the ERP system

• To create a clinical procedure you first have to first create a clinical procedure template

• The ERP allows you to configure templates with various properties of Clinical Procedures to ease out the Procedure creation process. You can create templates so that you don't have to enter the consumables, rates, and linked items every time you create a clinical procedure for a patient.

How to create a clinical procedure template

1. Go to Healthcare > Clinical Procedure  Template  > Add Clinical Procedure Template
2. Enter a unique name for the Template.
3. Optionally select the Medical Department for which the Clinical Procedures will be conducted.
   
4. In the service unit sections add the service units that have in which this template will be available
   
5. In the Result template section, we assume that certain procedures have procedure notes that are formatted in a certain way, To do this create a document Template map by clicking Add row here is  a sample row here is a sample Document Map Template:
   • • There are certain variables that will be gotten from the procedure template and can be parse in the template wrapped in curly brackets e.g. in this case patient_name, age, and notes written by the doctor
     • The full list of variables are: {patient_name}, {gender}, {age}, {procedure_name}, {description}, {healthcare_practitioner}, {medical_department},{start_date},{start_time},{appointment},{inpatient_record},{report_date},{notes}
6. Check "Is Billable" if you want to bill the procedure like a Knee Surgery. If you check this, set a rate for the Procedure. You may not want to bill procedures like Wound Cleaning.
7. Check Disable if you want to prevent the procedure template from being used to create any procedures
8. The Clinical Procedure Template automatically creates an Item linked to it for billing purposes. For this reason, enter an Item Code, Item Group, and Description for the item.
9. Estimated time: Time the procedure is going to take.
10. Finish On order:  Check if the procedure does not take any time or should be marked as completed immediately after it is completed.
11. Bill consumables separately:   Should be checked if the item used with the procedure should not be billed with the procedure but rather will be billed later on separately
12. Deposit:  If the procedure requires a deposit before being ordered, please  specify the amount in the deposit box.
13. Click save to save the Procedure, and repeat this for all procedures that are needed

How to create consumables in the system

• Consumable are items whose stock count needs to be tracked, Please  follow the guide for creating an item in the item guide, and check the check box for Maintain stock 

Setting Up Healthcare Service Unit (Outpatient & Inpatient Units)

The In-Patient department has also seen a sudden increase in the number of Intensive Care Units (ICUs) and Isolation Wards needed to manage the cases. The healthcare facilities need to have an overview of all the healthcare service units and their availability at a glance with a user-friendly interface. There are provisions in ERPNext to manage patient admission, discharge, and transfer. Healthcare

Part 1: Healthcare Service Unit Type

A healthcare service unit is a top-level configuration that is used to define Service units in a health facility. It is important because it helps distinguish service units based on service delivery: inpatient or outpatient.

1. On the Awesome Search bar, type Healthcare Service Unit Type and click HealthCare Service Unit Type List. You might see a list such as the one below. 

2. To add a service you can click the Add Healthcare Service Unit Type. You will be presented with the below screen.

Important Fields:

• Allow Appointments - Is usually for setting up outpatient clinics and has the following settings:
  • Allow Overlap - If clicked, patient appointments can overlap - especially in general clinics where queue is based on first-come-first-serve basis. The opposite is a doctor appointment for specialized treatment where a consultant calendar is set up based on time and number of consults per day.
• Inpatient Occupancy - Is usually for setting up wards or inpatient facilities such as ICU where a patient is under observation or continous treatment. It has the following settings
  • Is Billable : If clicked, an admission to this ward/facility triggers an admission fee charged to the patients account. 

Part 2: Healthcare Service Unit

A healthcare service unit is the physical point of care. Health facilities need to be configured because they are required fields in admission forms, appointment forms and patient transfer forms.

To configure a Healthcare Service Unit:

1. On the Awesome Search bar search for Healthcare Service Unit and click on Healthcare Service Unit List. You might see a list like this one below.

2. To add a Healthcare Service Unit, click on Add Healthcare Service Unit to view the following form

Important fields:

• Service Unit: Healthcare Service Unit Type based on settings in Part 1
• Queue: It is a predetermined service flow in the unit. It determines how many treatment steps there are in a unit in order to manage queues based on point of care, and provide visibility and direction to both caregivers and patients.
• Service Unit Capacity : The max number of patients per appointment periods in a day.
• Custom Warehouse: Consumables billed for patients signed into this unit are deducted from this store.