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8/18/2019 GP Manual Final
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CLINISYS USER MANUAL
User’s Guide
CliniSYS GPDocument Version: v4.0.1
CliniSYS™
MedexOne CliniSys GP program v7
by MedexOne Global Sdn Bhd
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CLINISYS USER MANUAL
Copyright © 2015 MedexOne Global Sdn Bhd
All rights reserved. No part of this manual shall be reproduced, stored in a retrieval system, or
transmitted by any means, electronic, mechanical, photocopying, desktop publishing, recording,
or otherwise without permission from MedexOne Global Sdn Bhd. Patent liability is assumed
with respect to the use of the information contained herein. While every precaution has beentaken in the information of this book, the MedexOne Global Sdn Bhd assumes no responsibility
for errors or omissions. Neither is there any liability assumed for damages resulting from the
use of the information contained herein.
CliniSYS is a trademark of MedexOne Global Sdn Bhd in Malaysia and other countries. Other
products and certain terms mentioned herein may be trademarks of their respective owners.
The examples companies, organizations, products, people and events depicted herein are fictitious.
No association with any real company, organization, product, person or event is intended or should
be inferred.
MedexOne Global Sdn Bhd
21-3 & 23-3, Block E1, Jalan PJU 1/42, Dataran Prima,
47301 Petaling Jaya, Selangor
Malaysia
Tel: (603) 7803 5191 / (603) 5888 7767
Fax: (603) 7806 5191
E-mail: [email protected]
Website: http://www.medexoneglobal.com
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CONTENT
OVERVIEW OF CLINISYS ............................................................... 4
INTRODUCTION .................................................................................................................................. 4
FEATURES ........................................................................................................................................... 5 Patient Management .................................................................................................................................. 5
Inventory Management ............................................................................................................................. 5
- Drug inventory management system - Support batch number and expiration date controls -
Support multiple-price pricing structure. - Allow multiple units of measure conversion - Stock
Movement analysis ........................................................ ................................................................. ............ 5
- Support Minimum stock, Maximum stock and reorder level control ................................ ............. 5
Drug, Treatment, Investigation and others charges .................................................... ....................... 6
Corporate Invoicing and Corporate Management .............................................. .................................. 6
Security......................................................................................................................................................... 6
- Password protection for each user on the system - Allow access rights setting based on user
job function. - System backup and restore function. - Dispensary, Billing and Payment Audit
Trial. .............................................................. .............................................................. .................................. 6
CHAPTER 1: GET TO START ............................................................ 7
LOGIN ................................................................................................................................................... 7
CHAPTER 2: OPERATION ................................................................ 8
2.1 REGISTRATON ................................................................................................................................. 8 2.1.1 Cash Patient ............................................................ ................................................................. ............ 8
2.1.2 Panel patient ........................................................... ................................................................. .......... 10
2.1.3 Add Dependant patient ........................................................................................................... .......... 11
2.1.3 Search Patient ................................................................................................................................... 11
2.2 CONSULTATION ............................................................................................................................. 12 2.2.1 Patient status bar .............................................................................................................................. 12
2.2.2 Pen Function ........................................................... ................................................................. .......... 13
2.2.3. Consultation Note ............................................................. ................................................................ 13
2.2.4 Prescription Page .............................................................. ................................................................ 14
2.2.5 Visit History ....................................................................................................................................... 16
2.2.6 Sub function ...................................................................................................................................... 16
2.3 DISPENSARY ................................................................................................................................. 26
2.4 PAYMENT COLLECTION .................................................................................................................. 31 1. By Details .......................................................... ................................................................. ..................... 31
2. By Summary ........................................................................................................................................... 31
BILLING IMPLEMENTATION METHOD – B Y DETAILS ............................................................................... 31 1. - Select patient in status FDIS and click on the ‘Payment Collection’. ...................................................... 31
2. This is Bill and Payment. .......................................................... ................................................................ 31
..................................................................................................................................................................... 32
3. Payment Receive ................................................................................................................ ..................... 32
4. Print Receipt ...................................................... ................................................................. ..................... 32
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2.5 ISSUE MC AND TIME SLIP .............................................................................................................. 36
CHAPTER 3: INVENTORY .............................................................. 37
3.1 MASTER FILE SETUP ...................................................................................................................... 37 3.1.1 Stock Master Setup ................................................................................................................. .......... 37
3.1.2 Supplier Master Setup ................................................................. ...................................................... 40
3.1.3 Regime group setup .......................................................... ................................................................ 41
3.2 TRANSACTION ............................................................................................................................... 45 3.2.1 Purchase Order .................................................................................................................................. 45
3.2.2 Goods Receive .................................................................................................................................. 47
3.2.3 Goods Return to Supplier ............................................................ ..................................................... 50
3.2.4 Stock adjustment............................................................................................................................... 53
3.2.5 Stock Issuing .......................................................... ................................................................. .......... 56
3.2.6 Inter-branch Transfer In ............................................................... ..................................................... 57
3.2.7 Inter-branch Transfer Out ............................................................................................................... .. 57
CHAPTER 4: CORPORATE INVOICING .......................................... 61
4.1 CORPORATE SETTING .................................................................................................................... 61
4.2 INVOICE FUNCTION ........................................................................................................................ 63 4.2.1 Generate Invoice................................................................................................................................ 63
4.2.2 Cancel Posted Invoice ...................................................................................................................... 68
4.3 PAYMENT COLLECTION .................................................................................................................. 71 4.3.1 Create Payment header ................................................................ ..................................................... 71
4.3.2 Apply payment ........................................................ ................................................................. .......... 73
CHAPTER 5: REPORTING .............................................................. 74
5.1 SALES & COLLECTION REPORT ..................................................................................................... 74 5.1.1 Sales Report ...................................................................................................................................... 75
5.1.2 Corporate Sale Report ...................................................................................................................... 75
5.1.3 Cash Collection Report ................................................................ ..................................................... 75
5.1.4 Sale vs. Collection Report (Detail) ................................................................................................. .. 76
5.1.5 Cash Sales vs. Collection Report..................................................................................................... 77
5.1.6 Cash Sales vs. Receipt Tracking...................................................................................................... 77
5.1.7 Drug Revenue Analysis Report .............................................................. .......................................... 77
5.1.8 Charge Item Revenue Analysis ...................................................................................................... .. 78
5.1.9 Patient Outstanding Report ......................................................... ..................................................... 78
5.2 INVENTORY REPORT ...................................................................................................................... 79 5.2.1 Stock Profiles .................................................................................................................................... 79
5.2.2 Stock Price Listing .................................................................................................................. .......... 79
5.2.3 Good Received Item List .............................................................. ..................................................... 80
5.2.4 Stock Balance / Stock Take ............................................................................................................ .. 80
5.2.5 Stock Movement Report (Summary) ................................................................ ................................ 80
5.2.6 Stock Movement Report (Detail) ................................................................................. ..................... 81
5.2.7 Drug Prescription (Date Selection) ................................................................................................ .. 81
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5.2.8 Drug Prescription (Drug Selection) .................................................................................................. 82
5.3 MINISTRY OF HEALTH REPORT ....................................................................................................... 83 5.3.1 Prescription Book.............................................................................................................................. 83
5.3.1 Prescription Register for Psychotropic Substances ............................................................ .......... 83
CHAPTER 6: USER MAINTENANCE ................................................ 84 6.1 MASTER FILE SETUP ...................................................................................................................... 84
6.1.1 User Profile ........................................................................................................................................ 84
6.1.2 Change Password – Current or Other User ID ................................................................................ 85
6.1.3 Change Password – Current ID .............................................................. .......................................... 85
6.2 USER ACCESS GROUP ................................................................................................................... 86 6.2.1 Level One ........................................................................................................................................... 87
6.2.2 Level Two ..................................................... ................................................................. ..................... 88
6.2.3 Patient Information ............................................................ ................................................................ 93
6.2.4 Sensitive Data ......................................................... ................................................................. .......... 95
CHAPTER 7: SETTING ................................................................... 96
7.1 FORM PRINTER SETUP ................................................................................................................... 96 7.1.1 Workstation ............................................................. ................................................................. .......... 96
7.2 MULTIPLE PRICING SETUP ............................................................................................................. 97 7.2.1 Overview ............................................................................................................................................ 97
7.2.2 Corporate Settings .................................................................................................................. .......... 98
7.2.3 Inventory ............................................................................................................................................ 99
7.2.4 Charge Item (Investigation, Treatment, Examination, Other) ...................................................... 100
7.3 COMPANY / CLINIC LOGO SETUP ................................................................................................... 102
CHAPTER 8: APPOINTMENT ....................................................... 104
8.1 APPOINTMENT ............................................................................................................................. 104 8.1.1 Create appointment ........................................................... .................. Error! Bookmark not defined.
8.1.2 Create Appointment Using Planner ............................................................................................... 106
8.1.3 Search appointment by filtering by doctor & date ................................................................ ........ 107
8.1.4 Setting Appointment labels ............................................................................................................ 107
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Overview of CliniSYSIntroduction
The Clinic Management System is a fully functional medical operation application system
with extensive interactive data entry, maintenance, inquiry and reporting functions.Medical center or clinic can eliminate traditional cards system by using the system'sunique hand written technology and thus save cost by the means of paperless andstreamlining the business operation.
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Features
Key Technology
- Support hand written technology, built on top of Microsoft Tablet PC Technology.- Save hand written notes as ink strokes into the database system with in small filesize(2k – 5k).- Support different styles of ink stroke; with color choices of green, yellow, blue and
black as well as electronic highlighter.- Support handwritten consultation notes, prescription notes, referral letter.- Allow storing and displaying clinical picture.- Allow loading medical diagram / picture and write on top of the diagram using digital
ink technology.- Able to scan end user’s documents and write on top of the scanned document usingdigital ink technology.- Support printing of medical diagram, handwritten consultation notes, prescription,
referral letter and other documentations.
Patient Management
- Support smart card reader to ease user in data entry for new patient- Support credit control over individual patient and corporate client
- Alert user on outstanding balance- Allow user to blacklist patient based patient’s credit status. - Allow user to in-activate corporate client due to the credit status of corporate client.- Allow user to set VIP status for individual patient.- Allow user to mark patient’s record as and when medical charges entitlement has
exceeded for the year.- Drug allergy information: Alert user if the patient is allergic to the dispensed drugs.- Provide Appointment Management function.
Inventory Management
- Drug inventory management system- Support batch number and expiration date controls
- Support multiple-price pricing structure.- Allow multiple units of measure conversion- Stock Movement analysis
- Support Minimum stock, Maximum stock and reorder level control - Support multiple pricing
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Drug, Treatment, Investigation and others charges
- Predefine drug pricing and drug label printing- Predefine investigation item pricing- Predefine treatment item pricing- Redefine other item pricing
Corporate Invoicing and Corporate Management
- Support ceiling charges per visit. System will alert user upon total charges haveexceeded allowable ceiling charges per patient per visit.- Provide multiple "bill-to" options – employer, family member’s employer and etc. - Corporate Aging list.
- Invoice Payment Management- Various kind of inquiry on corporate sales and payment
Security
- Password protection for each user on the system- Allow access rights setting based on user job function.- System backup and restore function.- Dispensary, Billing and Payment Audit Trial.
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Chapter 1: Get to StartLogin After click on the system, system initializing screen below will appear.
CliniSys default login user ID = admin, password = admin
*Login based on your setting, refer to System setting. Different user has different login. Please refer to User
Profile Setup.
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Chapter 2: Operation2.1 Registraton
2.1.1 Cash Patient
1. First, click Patient Registration.
2. To register new patient click ‘NEW’.
3. You may key in the detail of the patient by manual or using MyCard Reader.
* Insert the mycard into mycard reader then click ‘Read Smart Card’
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4. Fill up all the general information for the patient.
Close the screen after update successful.
5. Then, click on register to put patient to the Queue.
Click ‘Save’to save theatient
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6. Patient’s name appear on the queue list.
2.1.2 Panel patient
1. Repeat the step 1-4.
2. Select panel from the selection
1. Select Consultant. You can click the
pen button to add new.
2. Select Reason for the visit
3. Click ‘Ok’ to proceed
Red Indicate: Registered
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2.1.3 Add Dependant patient
1. Repeat the step 1-4.
2. Click “Billing Under account of”
2.1.3 Search Patient
1. To search patient from the system, click on
or
2. A window will pop out.
a. This is the section you can search the existing patient
b. There are several ways to search the patient. Example: by patient Name, IC No…etc or you may search it by alphabetical order by click on it.
1. Click ‘Add bill to Account’
and search the patient
name
2. Select Relationship
3. Click ok to save
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2.2 Consultation A module for doctor /nurse to record down the medical note for each patient. Consultation
Doctor uses this portion to record information regarding patient private health records.
1. At the Patient and Registration queue list, select a patient with status ‘REG’.
2. Then move the mouse pointer to Consultation, and click to consultation.
Consultation Page
It consists of few main features:-
2.2.1 Patient status bar
This is a portion provide a direct and brief information to Doctor.
1. Patient status bar
3. Note for
doctor, either
typing or writing
2. Pen function
5. Visit history
6. Sub function
4. Prescription
a e
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2.2.2 Pen Function
Tools Detail info
Select pen mode and then write on the blank page
Eraser to erase the words.
Highlighter, use to perform colouring high light
Select a mouse mode and type the notes using keyboard
Selection, make selection on object and use to move the image
Cut, use to cut object select by Selection
Undo
Redo
Red Color, apply color for pen and highlighter. (c/w black, yellow, blue, etc)
Insert image to insert the image
Print to print consultation notes.
Extend page down to extend the page
2.2.3. Consultation Note
Doctor uses this portion to record information regard current patient health status, either inwriting or typing form.
Patient Summary is a static page with means whatever doctor writes inside there, it will
appear every time doctor open the patient’s consultation notes. It can be used for enteringthe patient history.
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2.2.4 Prescription Page
4.1 Prescription Notes
Doctor may use this portion to write down in detail regard prescription.
Select pen mode to write prescription notes or
Select mouse mode, then using keyboard to enter prescription and charges.
4.2 Prescription Order
Doctor may make order on drug, treatment, examination and others.
Either double click the selected medicine or drag from left to right.
Charges ItemSearching area
Selected chargesorders
The usage of drug ordering is an important task which will help Doctor operate and organize a clinic business
under control .Peace of mind for long team.
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2.2.5 Visit History
Patient history record come with consultation time and number of visit counting.
Doctor is allowed to click and recall previous consultation for view or reference.
2.2.6 Sub function
Sub function serves as an additional function in the system.
User can access to this function to perform the task accordingly
Waitin time
Visit Time
Total atient on ueue
Action button
Previous visit date, right click to add remark
5. Link to Immunisation module
2. Link to Patient Info
1. Link to Fomema data entry table, may view Medical Report Notes
4. Link to Statistic data entry of body mass
index, blood pressure and cholesterol level,
8. Use to issue MC for patient
6. Doctor use this to prepare referral letter for patient
7. Link to appointment module, to performappointment schedule with reminder feature
9. View and check bill charges information
10. To complete and close current Consultation screen
3. Use this to scan / attach document
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1. Fomema Biodata
- Use to enter medical report’s detail of foreign worker.
- Can print consent form
2. Patient Biodata
- Link to open patient’s biodata.
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3. Imaging / Document
- User can perform scan or add attachment in here.
Scan directly from scanner
Import image from folder
Attach document from folder
Attach standard document / form from folder
Close the current screen
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4. Statistics Data
User able to record down the Statistic chart for the patient. There are several chat available in the system.
Such as: Blood Pressure Chart, Cholesterol Chart, Body Mass Index, etc.
1. To create a new record, click on Blood Pressure Chart.
2. Key in the reading as the example below and click ok to confirm.
3. Press Refresh Chart to view the result
4. Result shown as below
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5. Immunization
1. You will get to see the Immunization screen as shown at figure 1.1.
Figure 1.1
2. For the first time user, you need to go to Immunization Setup to setup the pre-chart before use. Asshown at figure 1.2
Figure 1.2
3. You will see Immunization Master Setup after you press Immunization Setup. As shown at figure1.3. Add for adding new Immunization Type, Edit for change existing Immunization Type, Delete fordelete unused Immunization Type.( p/s: Failed to delete already use record )
Figure 1.3
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4. Enter the Chart Name, number of item, Code and Description as shown as figure 1.4.
Figure 1.4
5. Enter the period.
Figure 1.5
6. Double click the cell to mark the schedule.
Figure 1.6
7. Click Finish to save the schedule.
8. You can add the schedule to the patient with your pre-set template.
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9. Click Open new Immunisation Chart
10. Select the schedule to add.
11. Double click the Yellow colour cell to add the details. Click ok to save.
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6. Letter
Users allow to create referral letter in this portion.
*This feature requires Microsoft Office (legal version) or Open Office. Please contact your hardwarevendor if you don’t have any of it.
1. Key in the detail as screen below.
Click here to create
new document
2. Choose your text
editing software
1. Key in the details
3. Select template
4. Create the
document
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7. Appointment
Please refer to the Appointment module on Page
8. Medical Certificate (MC)
1. Click on the MC and the screen below will pop out.
3. Click print to preview the MC (figure 1.7) or click close to save the record.
Figure 1.7
Key in MC day to be given
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9. Bill Summary
Total charges will appear base on the item prescript. User only need to enter consultation charges.
Figure 1.8
10. Consultation Completed
Send patient to dispensary
Pending Consultation / See patient
later due to patient is on treatment
Put patient back to queue
Enter consultation
amount only
FOC mean no
consultation charges
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2.3 DispensaryDispensary is a module allow user perform
- Prepare
- Check
- Dispense
1. Select patient with status "FCON " (Finish Consultation)
2. Then move the mouse pointer to Dispensary, and click to perform Dispensary
3. In Dispensary screen, as below: -
You cannot go into dispensary function if the status is not FCON or above (FDIS, BILL and etc). Ask the doctor to
complete the consultation notes if you see the patient came out to dispensary and yet the status still not change to
FCON
Prescription Note by
writing or typing
Charge Items
searching area
Order items
Function button
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Prescription Page
1. Doctor’s prescription note
2. Nurses are either double click the selected medicine or drag from left to right.
3. Selected medicine detail screen will appear. Edit the dispense quantity, dosage,
frequency, instruction, precaution and indication. And very important is double check the
Total Price. Finally, click Confirm this transaction.
User are not allow to key in negative value in charge amount
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4. Then continue with other medicine charges order
Sample Charges grouping
Charges Group Sample Info
Medication
Investigation
Treatment
Examination
Other
5. At this point, user will prepare all drugs / medications that been dragged / ordered by
doctor for particular patient.
User may use function button to perform Edit item, Remove item and print Drug Label.
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a. Remove Item
Upon clicking, system will prompt delete confirmation.
b. Edit Item
Use to edit medication detail, such as dispense quantity, dosage, frequency, instruction,
precaution, indication, etc.
c. Drug Label
Click this button, system will preview and print all current patient prescription drug label which
order by Doctor.
Unit rice
Prescription
information
Dispensed
Quantity
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d. Add Regime
Pre-set drug will add according to the selected regime.
*Please refer to the Regime Setting on how to setup regime group and regime item at page 41.
e. Repeat Medication
Repeat medication according to the previous visit.
6. Once all prepared, click on "Dispensary Completed" to proceed with payment.
1. Select
visit date
2. Select
medication
3. Confirm
selection
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2.4 Payment CollectionSetting of Billing Implementation Method
1. Go to Settings
2. Select System Environment under System Setup
3. Select Operation Setup tab.
4. Set Billing Implementation Method to ‘By Details’ or ‘By Summary’.
1. By Details
Provide a feature allow user receipt payment collection with proper record in transaction.
Every changes of the total amount will involve editing charge item in detail.
2. By Summary
System will perform the first calculation base on Doctor’s charges order. Upon payment
collection, user is flexi allow perform changes on the charge total. No detail record is request
to edit. This is a easy and simple solution.
Billing Implementation Method – By Details
1. - Select patient in status FDIS and click on the ‘Payment Collection’.
2. This is Bill and Payment.
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System will auto calculate the
group total amount.
Before Confirm Bill, user isallowing make changes on
consultation charges, just key
in the figure.
Click on this button for
editing others charges.
Finally, click Confirm Bill.
3. Payment Receive
User need to update and key in:-
a. Payment Date
b. Select Payment Method: Cash / Credit Card
c. Double confirm or make change on Receive Amount.
d. Finally, Click on ‘Receive payment’ to confirm the cash receive.
*User need to key in check number or credit card number as reference 1 and bank as reference 2 if
chose check or credit card as different payment method.4. Print Receipt
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a. Upon ‘Receive payment’, the amount receives will record under Payment Receive
History.
b. Bill No generated
c. Outstanding Amount is Zero.
d. Select the receipt transaction
e. And click ‘Print Receipt’
f. Print Receipt screen prompt.
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g. Official Receipt sample as below
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5. Print billing detail
a. At bill and payment screen, click on print billing detail
b. Click ok to preview
d. Print preview as below
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2.5 Issue MC and Time Slip1. Click ‘Ad Hoc’ on the left hand of the screen
2. Select the patient
3. Click ‘Issue Time Slip’
4. Screen as below will appear
User are allow to change the ‘From
Time’ and ‘To Time’.
By default, it will appear the time in
and time out of the patient.
*Time Slip can ONLY be issued when the
status is “BIL”
5. Follow the step in Page 20 to issue the MC.
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Chapter 3: Inventory3.1 Master file setup3.1.1 Stock Master Setup
Step by step
1. Click Inventory ->master files->stock master
2. To create new drug/product. Click ‘New’
* RED color text is MANDATORY field
For Searching
Product Master List
Drug profile
Stock code and
description
Base UOM setting
Prescription
information
Stock price and UOM
conversion settingpanel
Vendor information
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3. Key in the detail as below:a. Stock code, description (trade name), stock category (optional), stock group
(optional)
b. Stock reorder quantity – to alert USER when stock level is hit a certain quantityc. UOM – Unit of measurement, it is advisable to key in the smallest UOM example,
tabletd. Unit cost – base on the UOM
e. Key in prescription information of the drug.
f. key in vendor information (optional)
Stock Code
Trade name / description
Category and Group
Active check box (checked by
default)
Reorder Quantity
Prescription
information of the
drug
Base UOM setting
Unit cost per base UOM
Psychotropic / poison drug
selection
Supplier Information
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4. Then click selling price at the right panel to key in the selling price of the medication
* UOM conversion use only when the Base UOM setting is different from the selling price
UOM
a. click new price
b. key in the info as below
* For multiple pricing setup, please refer to the pricing policy setup
c. click save to update
d. price updated in the system
Upload product image
Drug generic name
UOM conversion (optional)
Drug selling price
GST setting
Base on the UOM setting previously
Quantity
Selling price per quantity
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3.1.2 Supplier Master Setup
Step to add new drug
1. Click Inventory ->master files->supplier master
2. Click
3. Click save to save the data
Supplier list
Data entry panel
Code
Active check box
Address, phone number, contact
person, remark and credit term
GST Reg no and tax code
(for GST register clinic
only)
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3.1.3 Regime group setup
Step to add regime group
1. Click , then click .
2. Click the “Group Regime”
3. The regime group setting window will appear.
4. Our system already pre-set few regime groups. But user are allows to add in accordingly.
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5. Click to add a new item. The code and description will become editable.
6. Key in the code and description.
7. Then click . An “Update Successful” window will appear. Click “OK”.
8. The “CODE” will become gray color which mean cannot be edit.
9. A new regime group adds into the list.
10. Repeat the step 4 – 7 to add a new item.
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Step to add regime item
1. Click “Regime Items”.
2. A new window will appear
3. Select the regime group to add the medicine (left panel)
4. Select the drug (right top panel). User can search with the drug name with the symbol “%”
in front of the drug name.
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5. Select and double click the drug to add. The dispensary screen will appear
6. Key in the detail accordingly. (Dispense Quantity, Dosage, Frequency and etc.). The click
“Confirm”
7. Item selected will add into the list (bottom panel).
8. Repeat the step 4 – 6 to add a new drug. After finish, user can proceed to other Regime
Group.
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3.2 Transaction
3.2.1 Purchase Order
Purchase Order use to send order to supplier.
1. Click inventory -> purchase order
2. Click new
For Searching
PO header
PO detail
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3. Key in the info as below
4. Click “Add item”
5. Select the item from the master list. Then click “Select”
6. Key in detail as below, then click “OK”
Repeat step 4-6 to add other item.
7. After finish, click “Save”
1. Enter quantity
2. Enter unit cost
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3.2.2 Goods Receive
Good receive use to enter the quantity received, invoice no, cost and etc from the supplier
1. Click inventory->Good receive
2. Click new
For Searching
GRN header
GRN detail
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3. Key in the info as below
4. Click Add item at below
5. Select the item from the master list. Then click “Select”
6. Key in detail as below, then click “OK”
Repeat step 4-6 to add other item.
7. After finish, click “Save” 8. Before confirm, double check the data.
PO detail
Batch no and expiry date
Quantity Received
Subtotal
Location
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9. Click “Confirm GRN” when after the checking.
10. A confirmation message box will pop out.
11. Click “Yes” when confirm all the data entered is correct. The quantity entered w ill be
updated into the system.
*Editing or deleting is not allow after user confirm the GRN. For any amendment, please go to stock
adjustment.
12. Check Stock Status After Receive: Go to Inventory
Master File
Product Master
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3.2.3 Goods Return to Supplier
Goods return - when user receive faulty or expired goods from the supplier and want to
return to supplier.
1. Click inventory -> purchase order
2. Click new
For Searching
Goods return header
Goods return detail
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3. Key in the info as below
4. Click Add item at below
5. Select the item from the master list. Then click “Select”
6. Choose the batch of the drug that ready to return (if more than 1 batch)
7. Enter the quantity to be returned. Then click “OK”
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Repeat the step 4-7 if want to add more.
8. After finish, click “Save” to save the transaction.
9. Click “Confirm Goods Return” when the goods was return to the supplier.
10. A confirmation message box will pop out.
11. Click “Yes” when confirm all the data entered is correct. The quantity entered will update
into the system.
13. Check Stock Status After Receive: Go to Inventory Master File Product Master.
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3.2.4 Stock adjustment
Use when
- User want to do stock count
- Wrongly key in quantity during goods receive or goods return
- Wrongly key in quantity during dispensary
- Stock balance no tally due to the wrong UOM setting in the stock master
1. Click inventory -> purchase order
2. Click new
3. Key in the info as below (Remarks field is optional)
For Searching
Goods return header
Goods return detail
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4. Click “Insert Item” at below
5. Select the item from the master list. Then click “Select”
6. Product detail will appear as below
Normally only 1 line appear. If appear more than 1, mean it have more than 1 batch in the
system.
7. Enter actual on-hand quantity in the column “Enter Actual Qty here”.
8. Repeat step 4-7 to adjust other item.
9. Click “Update” when confirm all the quantity entered correct.
Batch no
Unit cost
Expiry date
UOM
Quantityshown in
the system
Enteractual
balance
Difference
between book
Qty and real Qty
Location
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10. A message will pop out to ask for user confirmation.
11. Click “Yes” of confirm the detail entered is correct. An “Update Successful” message box
will pop out.
*Editing or deleting is not allow after user confirm the INTER-BRANCH TRANSFER OUT. For any
amendment, please go to stock adjustment.
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3.2.6 Inter-branch Transfer In
*Please Use Goods Receive to perform all Stock IN transaction.
3.2.7 Inter-branch Transfer Out
Use to record all inter-branch transfer out transaction. Stock quantity will deduct from local
system.
*Please key in branch detail in the Corporate Setting. For more detail, please refer to the Corporate
Setting user guide.
1. Click inventory -> stock issuing
For Searching
Goods return header
Goods return detail
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2. Click new
3. Key in the info as below (Remarks field is optional)
4. Click “Add Item” at below
5. Select the item from the master list. Then click “Select”
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6. Choose the batch to do transfer
7. Enter issue quantity. Then click “OK”
Repeat the step 4-7 if want to add more.
8. After finish, click “Save” to save the transaction.
9. Click “Confirm Stock transfer out” when all data entered is correct.
10. A confirmation message box will pop out.
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11. Click “Yes” when confirm all the data entered is correct. The quantity entered will be
deducted from the system.
13. Check Stock Status After Receive: Go to Inventory Master File Product Master.
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Chapter 4: Corporate InvoicingCorporate invoicing is to enable the user to send the bill to the panel by end of the month,twice a month, weekly or even at ad-hoc basis.
4.1 Corporate Setting
This is module provide a data entry screen for user to register their Corporate Panel bio-data. Information recording is very important before start operation and provide medical
Step by step
1. Click on
2. Click on Corporate Setting
1. Click on Corporate Setting again
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2. Enter the data as below.
Few important field need to setup to able corporate invoicing execute smoothly.
Field Detail Sample
Credit Term Record of credit term will print andappear in invoice
30days
DefaultConsultation Fee
A standard fee will charge upon thecorporate employee attend to clinic
RM30
Invoice ClosingDate
Setup a standard date to bill or issueinvoice
Monthly, end of month
Default InvoiceFormat
Select a common user accepted invoiceformat
Invoice Summary – byTotal Amount
Default InvoiceLayout
Optional sorting and group of theinvoice
Charge Total
*Please refer to the pricing policy setup for the panel multiple pricing setting.
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4.2 Invoice Function
4.2.1 Generate Invoice
Step by step1. List of invoice functions
2. Firstly, we need to start with Invoice generatora. Click on Corporate Invoicing
Main Invoice generator
Use to create CN
Use to create DN
Payment collection record
Corporate account status
Pending invoice entry, special for new user
Use to setup clinic bank account
Use to setup CN reason code
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b. This is the screen of Invoice Generation
c. Function Button
Function
Button
Invoice searching and filtering tool
Use to auto generate invoice base on monthly 31st cut-off.
Use to undo all the invoice generate by Automatic Invoice Generation
Officially apply invoice number for all invoices being generated
Cancel Invoice. As result the sequence of invoice no will run. User should always
request attach supporting reason for this action
Use to print Invoice in paper form or soft-copy
Use to print more than 1 invoice at the same time
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d. First step, click on Automatic Invoice Generation,
e. Click Yes to confirm to proceed.
f. Automatic Invoice Generation is a monthly closing tool.
- It will auto accumulate all the patient attendance charges as at end of previousmonth.
- Example, today is 10 May 2015. It only calculate all charges as at 30 April 2015- By default, all panel will select. Click Generate Invoice
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g. Then, click OK to proceed.
h. After generating the invoices, user can double check the amount and transaction foreach individual invoices.
i. If found out any amendment.
- Highlight the particular record- Click Edit Invoice Item
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j. Edit the information accordingly. Update the Chit number if being provided.
- Click Confirm Changes after finish.
k. If all the invoice transaction being confirm.
- Click to continue generate Invoice numbers.
- Click to make hardcopy or softcopy for their client.
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4.2.2 Cancel Posted Invoice
1. This function is use when
- Post wrong invoice
- Wrong patient name found in invoice
- Patient’s name not appear in the posted invoice
- Wrong amount in the invoice
2. For example, user posts the invoice and prints it, then realize that one of the patients isnot in the list, so user can click “Cancel Posted Invoice” button.
Step by Step
1. Select posted invoice only to show the posted invoice
2. Click on the panel wish to edit
3. Click Cancel invoice
4. Click OK to continue
5. Selected invoice will disappear.
6. Then, user has to check back the patient detail by click the “Patient Information” buttonand search the patient name and click “Edit” button.
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7. If found out the panel wrongly entered, change it first and save. After that, change the‘Visit date’ (at the bottom of patient queue), highlight the patient and go to ‘PAYMENT ANDCOLLECTION’. User needs to click ‘EDIT BILL’ button, reselect the panel name by click onthe arrow again and save the record.
8. Then, go to the corporate invoicing, click ‘Ac-Hoc Invoice Generation’.
9. Then, select date range and company name, then click ‘OK’.
Ad Hoc Invoice
Generation
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10. Click Confirm Invoice
11. Lastly, post the invoice and print it.
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4.3 Payment Collection
4.3.1 Create Payment header
Step by step
1. User needs to select the Corporate Invoicing -> Invoice Functions (at the bottom) ->Invoice -> Payment Collection.
2. The screen as below will be shown.
3. Click Add Payment Header
Add payment header
Edit current payment header
Cancel current payment header
Print receipt after payment applied
Apply payment
View payment detail
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4. Enter data as below
5. Then click Confirm
6. Confirmation message will appear.
7. Click OK
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4.3.2 Apply payment
Step by step
1. Select the payment header created before. Then click Apply Payment.
2. If the particular panel does have invoice amount to be knock off, the following screen willappeared.
3. Click Auto Allocation if want to perform FIFO (First –In –First-Out) manner, or want keyin the amount manually in the column.
4. Click Apply Payment.
5. Click Yes to confirm payment.
6. The particular payment header status will changed to ‘CLOSE’
7. Click Print Receipt if require.
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Chapter 5: Reporting5.1 Sales & Collection Report
User can view the sales in the center by viewing this report. Below are the formats of the
report.
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5.1.1 Sales Report
5.1.2 Corporate Sale Report
5.1.3 Cash Collection Report
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5.1.4 Sale vs. Collection Report (Detail)
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5.1.5 Cash Sales vs. Collection Report
5.1.6 Cash Sales vs. Receipt Tracking
5.1.7 Drug Revenue Analysis Report
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5.1.8 Charge Item Revenue Analysis
5.1.9 Patient Outstanding Report
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5.2 Inventory Report
User able to view the inventory based report. Below are the formats of the report.
5.2.1 Stock Profiles
5.2.2 Stock Price Listing
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5.2.6 Stock Movement Report (Detail)
5.2.7 Drug Prescription (Date Selection)
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5.2.8 Drug Prescription (Drug Selection)
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5.3 Ministry of Health Report
5.3.1 Prescription Book
5.3.1 Prescription Register for Psychotropic Substances
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Chapter 6: User Maintenance6.1 Master file setup
6.1.1 User Profile
Step by step
1. Go to Setting -> User maintenance
->
2. Click user profile to see available user ID in the system. A screen as below will appear.
Current
1. Click New to
create new lo in
2. Enter user ID,
name, accessrou and
Inactive ID isallow to delete
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6.1.2 Change Password – Current or Other User ID
1. Go to Setting -> User maintenance
->
2. Click user profile to see available user ID in the system. A screen as below will appear.
6.1.3 Change Password – Current ID
1. Go to Setting -> User maintenance
->
2. Click change password. A screen as below will appear.
2. Type newpassword.
3. Click “Save”
“ ”
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6.2 User Access Group
This function is to change the level of user access on the system.
Step by step
1. Go to Setting -> User maintenance
->
2. Click user access group to see available access group in the system. A screen as belowwill appear.
Current
2. Enter
1. Click
“New” tocreate new
3. Click “ ”
4. Click
“AccessRight” to edit
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6.2.1 Level One
Level One is for access on operation and main function. Mostly on this level is to control onmain page system:
a) Operation
Registrationo Access to Registration and delete from queueo Access to Cancel Registrationo Access to Consultation and sub functionso Access to Dispensary and sub functionso Access to Bill & Payment
b) Main Function
Access to Patient Management
Access to Appointment
Access to Corporate Functions and sub functions
Access to Inventory and purchasing, and sub functions
Access to Reports and sub functions
Access to System Setting ,change password and sub functions
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6.2.2 Level Two
Level two is for access details button on home page system:
a) Corporate Information:
Receivableo Invoiceo Paymento Pending Invoiceo Basic Setup
Corporate Settingo Corporate Settingo Invoice Ageing Periods Configuration
Reportso Corporate Saleso Account Status
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b) Inventory:
Transaction
o Purchase Orderso Good receiveo Stock Adjustmento Stock Issuing
Master Fileso Product mastero Supplier Mastero Product Groupo Product Typeo Generic/Scientific Nameo Unit Of Measuremento Drug Dosage
o Drug Frequencyo Drug Precautiono Drug Instructiono Drug Indicationo Drug Durationo Regime Items
Inventory Reportso Purchase Orders
o Goode Receive Noteso Good Return Noteso Stock Statuso Stock Expirationo Quantity Adjustmento Product Profileso Stock Balanceo Received Itemso Returned Items Listo Stock Movemento Stock Transfer Summaryo Product Listingo Drug Issued Analysis
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c) Reports:
Sales & Collection : include sub functiono Patient Outstanding : include sub functiono Revenue Analysis: include sub function
Master Listo Patient: include sub functiono Corporate: include sub function
Patients Analysis: include sub functiono Diagnosis Analysis: include sub function
Inventory Reports: include sub functiono Drug Issued Analysis
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d) Setup:
System Setup: include sub function
Patient Basic Setup: include sub function
Inventory Setup: include sub function
o Master File Setup: include sub functiono Basic Setup: include sub function
Corporate Data Setupo Master File Setup: include sub functiono Basic Setup: include sub function
User Maintenanceo Master File Setup: include sub functiono Basic Setup: include sub function
Doctor Maintenanceo Master File Setup: include sub functiono Basic Setup: include sub function
Pricing Setupo Master File Setup: include sub functiono Basic Setup: include sub function
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6.2.3 Patient Information
Patient Information is for access details button on home page system:a) Patient Bio Data
Add
Change
Delete
Add Panel Informationb) Consultation & Prescription Note
Create and Change Own Notes (Current Notes – Less than 24 hours)
Change Other Notes (Current Notes – Less than 24 hours)
Change History (More than 24 hours)
Change Diagnosis Information Enable “Set As Default” Checkbox
Print Notesc) Charges Details information
Display Optiono Charges Inquiry and Maintenanceo Charges Inquiry Only
Rightso Add Charge Detailso Delete Charge Detailso Print Drug Labelo Change Charge Historyo Dispense Psychotropic & Poison Drugso Change Unit Price
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Edit Charge Rightso Consultationo Medicationo Investigationo Treatmento Examinationo Other
d) Billing Summary information
Confirm Bill
Change Bill
Change Bill History
Print Bille) Medical Certificate Data
Add & Change
Delete
Printf) Cash Receive
Receive Payment Cancel Payment
Adjust Payment
Print Receipt
Sub Functiono Allow to Change Payment Dateo Allow Receive Previous Bill Payment
g) Imaging & Document
Add
Change
Delete
Printh) Letter
Create Template
Create Documenti) Patient Information Sub Menu
Consultation History
Account Status
Bill History
Medical Certificate
Payment & Receipts
Referral Letter
Image & Document Immunization & Charting
Fomema j) Patient’s Drug Label
Print all
Print Current Only
Print History Only
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6.2.4 Sensitive Data
Sensitive data is appear on home page system in every patient list with details.a) Sensitive Data Access Right
Access to Collection on Main Menu
Access to Price Information on Charges Incurred or Inquiry
Access to Cost Information
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Chapter 7: Setting7.1 Form Printer Setup
7.1.1 Workstation
1. Click Setting
2. Click “Form Printer Setup (workstation)
Item
1. Choose Print
Preview, Print Dialog
or Print Direct2. Choose printer
3. Choose paper size
4. Click save
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7.2 Multiple Pricing Setup
7.2.1 Overview
MedexOne CliniSys supports setup of multi-pricing for Corporate/Panel to specific differentpatients from different panels has different price.
System default contains 4 types of price which are Price 1, Price 2, Price 3 and Price 4.Price 1 is always for Cash Patient or for those panels that charge equivalent with cashpatient.
Users are allowed to change the price type description to more meaningful instead of usingPrice 1, Price 2, Price 3 or Price 4.
Step by step
1. Click Setting
2. Click change price categories description
3. A screen as below will appear
Change the description
here
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7.2.2 Corporate Settings
To setup billing policy for panel, go to Corporate Invoicing Corporate Settings
If there are no price type set for the panel, system will default the panel price type to price 1
Select the price type
Pricing remark for guidance
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7.2.3 Inventory
Setup different price for Medication,
1. Go to Inventory Master File Stock Master.
When dispensing Medications
While dispensing medication, unit price will base on the pricing type and select correctfigure. Pricing policy will display above the stock balance.
1. Different pricing for
different price type
Pricing type
2. Click save
Price
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7.2.4 Charge Item (Investigation, Treatment, Examination, Other)
Setup different pricing at charge items
1. Go to Settings Pricing Setup.
2. Select the charge item from the list
3. Screen as below will appear
1. Select item
2. Set the price
3. Click Save
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4. To insert logo at section C, click “Load”. Format allow is normal picture format such as
jpg.
5. Locate the picture file from the computer. Logo will appear as below:
6. Choose the picture size mode: Stretch, Clip or Zoom. By default, system will choose
“Zoom”
7. Click “Save” to save the setting.
8. Open reports or document in the system (MC, official receipt, etc) to view the letter head.
Letter head with logo appear as below:
Logo
Clinic name and
address
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Chapter 8: Appointment
8.1 Create Appointment
Step by step
1. Click appointment -> new appointment
1. Select Doctor
2. Select Patient
3. Select date and time
4. Enter the contact no.
*Contact no will be appear if you have
register patient HP no.
5. Enter the purpose
6. Click Save
Appointment will be save in the list. User may
check through it.
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User also can search appointment by click the
calendar section.
User may also filter the particular doctor to view their appointment. Tick the box
and click ‘Refresh’, specify doctor appointment will appear in the appointment list.
Method 2, user may also search by
appointment date, and the specific
doctor appointment.
User can view the appointment by different
arrangement such as week/month/timeline view.
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8.2 Create Appointment Using Planner
User can create different kind of category for appointment
by keying in the planner category setting
1. Click ‘New’ to create
3. Click ‘Save’ to save it
2. Key in the Code & Description for each category
Click ‘Add Group’ to add on the category in the appointment
Select the category that you wish to assign
Assign the patient into the list
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8.3 Search appointment by filteting by doctor & date
8.4 Setting appointment labels
User also may search the patient
appointment by filtering by doctor and
date.
User can define the appointment by
using different color for each
appointment.
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Chapter 9: GST SetupTo use GST in the CliniSYS, user have to submit a form with GST registration number toMedexOne Global in order to activate the GST function in the system.
Sample of GST activation license key
* Please take note that, upon the activation of the GST, all billing will be changed to Tax
Invoice.
Clinic’s name and
address and other
relevant function
GST registration no
and relevant info
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9.1 GST setup and function for inventory9.1.1 Stock master setup
Step by step
1. Click Inventory ->master files->stock master
2. Select stock and click “Edit”
3.