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Hospital Management System Software :: Process Flow

Out Patient Flow

  • Doctor Scheduling (week view or multiple doctors in one page)
  • Alerts to patients on appointments using alerts and messages and appointment reminders
  • Pre-registration of bulk corporate patients or insurance patients
  • Registration
  • Token number generation across individual Consultants
  • Facility of waiting patients display outside doctor's chambers
  • Printing of smart cards, bar codes, plastic cards with patient photos, Interface to Digital Signature Devices and Queue Management System
  • Automatic requisitions for MRD case file and tracking of case files
  • Outpatient packages handling and working out package margins
  • Billing and Collection (Patient category based rate plans, multiple rate plans for corporate, insurance and government schemes, deposit collection, discounts based on authorization of various people, day book reports,)
  • Conversion of cash bills to credit bills, bills reopening by authorised people
  • Patient payments collection using different payment modes (including bank transfers, coupons, foreign exchange, etc.)
  • Entry of triage information by nurses
  • Doctor Consultation (Doctor examination notes, ICD Coding, Prescription of Drugs, Investigations and Services)
  • Follow up visit scheduling
  • Uploading generic documents and external Investigation reports into patient EMR
  • Review of old clinical history and trend reports of vitals and tests values using EMR View
  • Conversion of doctor prescriptions to orders
  • Automatic issue of medicines in pharmacy based on doctor prescription
  • Calculation of consulting doctor payments based on rules.
  • Reports for accreditation bodies like JCI, NABH, on the patient waiting times
  • Out Patient Reports (Doctor Consultation, Scheduled Appointments, Patient Waiting Time, OP Statistic Reports)
  • Audit log

Lab Radiology Services

  • Scheduling Services
  • Registration from Scheduling
  • Direct Registration for Lab Radiology Services
  • Ordering Investigations and/or Converting Investigation Prescriptions as Order
  • Billing and Collection (patient category based rate plans, multiple rate plans for corporate, insurance and government schemes, deposit collection, discounts based on authorization of various people)
  • Patient Payments collection using different payment modes (including bank transfers, coupons, Forex etc)
  • Sample processing (auto barcode generation and printing, label printing; sample assertion, sample source, sample/specimen condition, sample recollection)
  • Gender and age specific automatic status update of normal, abnormal, critical and impossible values in entry of test results
  • Out house tests handling (CLIA Number Speciation, Out House Sample Print with barcode, Out House Payments Auto Calculation)
  • Handling incoming patients from outside lab/ hospitals and payment calculation
  • Inventory control of Lab Reagents, Xray Films, Service Consumables
  • Manual Test Result Entry / Interface with Uni and Bi-Directional Equipments , PACS, Third Party Imaging Solutions, HL7 Standards, , LOINC Codes and other observation codes supported
  • Signoff Reports, Combining Reports
  • Details on to whom reports were handed over and at what time , report printout counts tracking
  • Alert SMS's on reports readiness to Patients
  • Trend reports on lab results.
  • Control reports for lab accredition (Conduction, Assertion , Prescription, Handover Turn around Time Reports
  • Audit log

Inpatient Flow

  • Operation Scheduling
  • Alerts to patients on appointments using alerts and messages, appointment reminders
  • Registration from Scheduling, direct In-Patient registration, and Conversion of OP to IP
  • Printing of smart cards, bar codes, plastic cards with patient photos, patient label print, interface to digital signature devices
  • New case file generation, automatic requisitions for mrd case file, tracking and handing over of case files
  • IP Package Handling and Package Margin calculations
  • Handling Insurance Patients / MLC cases
  • Billing and Collection (patient category based rate plans, multiple rate plans for corporate, insurance and government schemes, deposit collection and realization, discounts based on authorization of various people, Patient Custom Period Expense Statement, Various Formats of Bill Prints such as detailed, Summary etc, Handling Billing Status like Open, Finalized and Closed, CPT codes, CGHS Codes supported )
  • Patient Payments collection using different payment modes (including bank transfers, coupons, Forex etc)
  • Allocating Beds – Transfer – Shifting (Rules based auto calculation of bed charges during Shifting)
  • Facility of bed allocation to relatives of patients
  • Bed Maintenance
  • Doctor visit activities, diet prescription, treatment sheet
  • Doctor Standing Instructions for Medicine, Investigation, Diet Prescription/ Vitals capturing.
  • Clinical Data Capturing using Hospital Specific Forms
  • Nurses Activity Schedule (Nurse Notes, Doctor Instruction Follow-up, Patient Observations)
  • Writing of progress notes, Doctor's Monitoring Nurses Activities against the patients from Remote Location
  • Automatic issue of medicines by pharmacy based on doctor’s prescription
  • ICD coding in MRD, Uploading Generic documents and other supportive documents
  • Comprehensive Discharge summary with various templates. Automatic entry of doctor visits, tests and medicines provided into discharge summary (Supports - Discharge Types, Discharge Summary Status)
  • Patient Settlement / Insurance Claim
  • Discharge upon Prior Approval From Billing

Pharmacy, Inventory and Procurement Management System

  • Indent Process(Generation, Approval, Processing and Acceptance)
  • Stock Transfer, Gate Pass Generation, Stock acceptance
  • Stock Quantity Adjustment
  • Min, Max, Danger, Reorder Level Handling for items in individual stores
  • Reordering of items using various options
  • Generation of P.O from Reordering / Direct P.O Generation
  • P.O Approval
  • Direct Stock Entry / Stock Entry using P.O (Handling Batch and Serial Number items) with Barcode generation facility / GRN Generation
  • Facility of different types of units of measure for procurement and issue
  • Facility of mark up of inventory items for internal usage and billing
  • Pending Prescriptions, Estimates for pharmacy bills
  • Direct Pharmacy Sales (Hospital & Retail), Issue to Patient, and Issue to User
  • Cash, Credit, Insurance and Add to Hospital Bill options
  • Sales Return / User Return / Patient Return handling
  • Supplier Returns – Replacement and Debit Note options
  • Automatic accounting of consumables for Services / Tests
  • Multiple Store concept, Sub Stores, Categorizing Items and Stores using Item category
  • Asset Approval, Assets Maintenance, Asset Tracking, Automatic / Manual check point facility for Stock Checking.
  • Stock Details and Purchase detail reports, Stock Movement, Stock Transfer, Sales/Issue Reports - Store Report Builder Facility
  • Audit Log


  • Insurance bill estimation
  • Generation of Preauthorization forms
  • Registering OP / IP patients with Insurance Company and TPA details
  • Capturing Preauthorization amount and the way pre-authorization is received
  • Capturing Insurance card image in registration
  • Edit / Change Insurance company details and Preauth approval amount from Billing/Registration
  • Automatic Calculation of Rates for different Insurance Plans
  • Facility to split the item amount into the Insurance and Patient co-pay
  • Advance/Refund option for patient payments
  • Sending the claims to TPA's as Single Claim / Claim Batch
  • Facility to Mail the clinical and supportive documents through mail directly from Patient Medical Records to TPA's
  • Tracking the Payments / Dues from TPA's using Reports
  • Facility to record receipts from insurance/corporate sponsors using Claim Batch number or individual claim number with TDS preferences
  • Pending Age Reports analysis to increase efficiency.

Insurance e-Claims

  • XML based Claim Processing
  • Coding of various services provided in hospital. Supports CTP codes, HCPCS codes, DRG codes, ICD codes, Dental codes, LOINC codes, etc
  • Remittance Upload and Reconciliation / Entering the Payments using Claim Batch number or individual claim number

Interface to Financial Accounting System

  • Scheduled Online / Offline Interface to Financial Accounting System
  • Posting of revenue transactions through cash and journal vouchers
  • Posting of all payment transactions (doctors, purchases, out-houses)
  • Posting of expense transactions (misc payments from billing counters)
  • Posting of Stores invoices

Interface to Third Party Systems

  • Supports HL7 interface standards
  • PACS, Other Imaging Software Solutions,
  • Uni and Bi directional Laboratory equipments
  • Queue Management System interface
  • Smart Card Readers
  • RFID and Barcode Systems
  • Digital Signature Devices
  • Laboratory Information System
  • Specialty software systems like TDMS of Fresenius, etc.

Misellaneous Hosptial Flows

Maintanence and Contracts Management

  • Preparing Weekly, Monthly, Quarterly, Custom Maintenance Schedule for Fixed Assets, Bio Medical Equipments, Electronic and Other Equipments
  • Registering complaint against equipments and assets with various complaint types
  • Assigning complaints and recording the status of complaints such as "Recorded, Assigned, Resolved and Closed"
  • Tracking and Monitoring Complaints
  • Providing dashboard facility to view the complaints against equipments / assets for store (can be sorted on Asset name, user, type, complaint, complaint status, store, raised and resolved date)
  • Facility to store/create hospital Contracts and Licences with value, start and end date, renewal date, contract type
  • Facility to upload scanned copy of contracts and licences
  • Contract and License dashboard facility with sorting options on contract/licence type, renewal date, end date
  • Reports available for Maintenance schedule, Asset/Equipment complaints, Maintenance due date reports and facility to create and save new reports using Report builder.

Linen and Laundry Management

  • Facility of Procurement and Categorization of Linen with its movement type using Item category
  • Issue Linens to Wards, Bed and patients
  • Issue Linen for Laundry
  • Facility to Capture Sterilization, Return and Discard of Linens
  • Scheduling of linen and reports on linen movements

Patient Surveys

  • Designing patient survey forms
  • Batch upload of patient survey results
  • Reports on surveys with multiple sorting and filtering options
  • Trend reports on surveys. Department and doctor wise reports and trends

Alerts and Messaging System

  • Alerts on Lab reports ready
  • Patient admission alerts to respective doctors and administration department
  • Alert SMS to patient on their appointment status and appointment reminders
  • Alert message on patient discharge to the billing department
  • SMS indication to consultants on their OP appointments
  • Alert SMS messages on discount to the preset discount authorizers
  • Reorder level alerts to the respective store in charges
  • Facility to send marketing messages via Email , SMS to patients on department, doctor wise
  • Alert code SMS to all HMS users on hazardous situations

Diet and Nutrition

  • Prescribing diet to In-patients for a defined date range with multiple diet types
  • Providing diet chart to In patients along with diet charts
  • Diet delivery dash board / schedule facility in Kitchen / canteen
  • Update diet delivery time in diet dashboards
  • Diet delivery reports against wards

Ambulance and Transport Management

  • Maintaining emergency call register to record the phone calls for emergency requests with conditions
  • Recording ambulance service / trips to the patients along with Ambulance number, start date-time, end date-time
  • Reports on emergency call list, ambulatory service list with report builder facility