Icon / Indicators
| Icon | Description |
|---|---|
 |
To print the document/bill/receipt |
 |
To print the thermal ticket-size receipt |
 |
To edit already created OPD/INV/IPD receipts/bills |
 |
To edit old OPD/INV/IPD receipts/bills |
 |
To generate payment's refunds |
 |
To copy data/files |
 |
To capture photo by web-camera |
 |
To delete entries, this icon is available only at few modules. However 'NO DELETE' options is available in software. |
 |
To get list of dues amount. The dues could be in OPD / INV / IPD. |
 |
To cancel OPD/ IPD, but OPD/IPD record keep in database and cancelled OPD/IPD numbers can not be used for other patients |
 |
To see IPD admission/occupancy chart |
 |
To get file charge during IPD admissions. |
 |
To print Gate-Pass during discharge of IPD patients |
 |
To print Attendant-Pass during discharge of IPD patients |
 |
To analyse vital graph of an admitted patient |
 |
To see Pathology reports data. |
 |
To fill patient's initial assessment notes |
 |
To geneate Investigation's billing |
 |
To geneate Daycare's billing |
 |
To print UHID barcode stickers. Barcode stickers printer is required. |
 |
To shift patient form OPD TO IPD |
 |
To generate payment receipts |
 |
To generate IPD discharge |
 |
To add items in IPD bills |
 |
To see Service(s) Details (Room Rent/Visit Charge/O2 Charge) in IPD bills |
 |
To shift IPD patient to other room type |
 |
To shift IPD patient to other department |
 |
To add additional consultant for IPD patient |
 |
Done status |
 |
Pending status |
 |
To settle IPD dues/pending/tpa/panel bills |
 |
To indiacte alerts / notice |
 |
To register MLC-Medico Legal Cases |
 |
To do IPD advance booking. where patient will come up to hospital after a week/month, but depositing some adv amount. |
 |
To send whatspp messages to patient |
 |
To generate computerised OPD/IPD prescription |
 |
To generate doctor progress notes |
 |
To check doctor's OPD booking slots |
 |
Indicates new request of consultation/investigation |
|
To generate doctor progress notes |
 |
To view an EMR/document/file |
|
To view active Path lab data |
 |
To view passive Path lab data |
 |
To view package details/breakup |
 |
Shows loading if system/internet is slow |
 |
To generate patient's ABHA card |
Module Description
| OPD | Description |
|---|---|
| REGISTRATION |
1. When a new OPD registration is done, we get a new UHID number. UHID is a unique health ID assigned to every patient.
2. While registering, we enter the phone number that is already registered on the software. We have a suggestion box for revisiting. 3. If we enter the date of birth of the patient, then the software will automatically fetch the age in years, months, and days. If we don’t know the date of birth, we can directly reach the age of the patient. 4. A camera option is used to capture the picture of the patient, but you need to capture the picture first before filling out the form. 5. OPD registrations for the same day will appear on the bottom of the registration panel and also in the queue tab. 6. 3 icons below PROCESS work as shortcuts: - a.) For assessment sheet b.) To add Investigation c.) To add a daycare service. |
| INVESTIGATIONS |
1. Enter UHID of the patient and the patient file automatically opens.
2. Search for the test name, edit the unit and rupees of the test, and click on the checkbox. The selected Test will shift to the right side. After receiving the payment from the patient, select the payment mode and click on the submit button. The software will show the Investigation Payment Receipt. 3. The investigation tests amount can be edited, and we can add more Investigation tests. 4. If the patient wants to make payment in 2 modes (i.e. the bill is 1000 rupees, the patient will pay 500 rupees UPI and 500 rupees Cash), Collect 500 cash from the patient and add the amount to the deposit section and clear the dues from the MIS < Investigation Dues after clicking on rupees Icon. |
| BIRTH REGISTRATION | This module is used for New Born Registrations. |
| REVISIT | When the patient has already visited the hospital, for a revisit, enter the patient’s UHID/Name/Mobile number and click on the revisit option. The software will be redirected to the registration page.. |
| ASSESSMENT NOTES | Enter OPD ID and click on notes. The assessment sheet will open. On the assessment sheet, we can add:-
1. Notes and vital summary. 2. Symptoms/Complaints by clicking on the plus icon and searching through the list or manually typing in the symptoms/Complaints box. 3. Past medical history to add disease by clicking on the plus icon, duration, and medication. If you want to delete it, the icon is on the right side. 4. Past surgical history by clicking on the plus icon, date, surgeon name, and hospital. If you want to delete it, the icon is on the right side. 5. Addiction details by clicking on the plus icon, duration, units, frequency, and action. If you want to delete it, the icon is on the right side. 6. Personal history (Diet, Appetite, Sleep, Bladder, Bowel) – All have a select box. 7. Current treatment and Comments. |
| EMERGENCY | For emergency cases, registration is done through this module in this module we can add:-
1. Patient details. 2. Assessment and vital summary. 3. Symptoms/Complaints by clicking on the plus icon and searching through the list or manually type in the symptoms/Complaints box. 4. Past medical history to add disease by clicking on the plus icon, duration, and medication. If you want to delete it, the icon is on the right side. 5. Past surgical history by clicking on the plus icon, date, surgeon name, and hospital. If you want to delete it, the icon is on the right side. 6. Addiction details by clicking on the plus icon, duration, units, frequency, and action. If you want to delete, the icon is on the right side. 7. Personal history (Diet, Appetite, Sleep, Bladder, Bowel) – All have the select box. 8. Management of medicine. 9. Investigation done 10. Instruction to patient 11. Legal details |
| CERTIFICATE | Enter UHID and there are formats of many certificates and consent forms required in OPD. Click on the certificate and save the certificate/consent. |
| MIS |
MIS is used to check the data of the OPD modules. We can use the date filter to check any date’s data in OPD Module.
1. Daycare dues - Dues from daycare can be cleared from here, click on the rupees icon, enter the remaining amount, choose payment mode and add details of payment, then submit. The software will display the Daycare payment receipt. 2. Daycare Bill - This module has the bills for daycare. We can cancel bills, refund deposited amounts, edit bills, and print daycare bills here. 3. Daycare collection - This module shows the total collection from Daycare. We can print a thermal receipt, refund, print a payment receipt, and edit the receipt here. 4. Investigation dues - Dues from the Investigation can be cleared from here, click on the rupees icon, enter the remaining amount, choose payment mode and add details of payment, then submit. The software will display the investigation payment receipt. 5. Investigation - This module has the bills of Investigation. We can cancel bills, refund deposited amounts, edit bills, and print investigation bills here. 6. Investigation collection - This module shows the total collection from the Investigation. We can print thermal receipts and refunds, print payment receipts, edit the receipts here, and print barcode receipts. 7. OPD collection/Dues - In the top left corner you can see 2 options; OPD collection and OPD dues to check record. We can shift patients from OPD to IPD, edit the patient’s details, cancel OPD, make refunds, print OPD receipts, and print manual prescription paper from this module. 8. Birth Registration - We can check the birth registration record here. 9. Follow-up - Follow-ups made through the doctor module can be tracked from this module. 10. Follow manual - Follow-up made through the Queue module can be tracked from this module. 11. OPD Prescription - Can print RX by doctor here. 12. Appointment - OPD appointment report is shown here. 13. Investigation consolidated - this module shows the Investigation collection of OPD. 14. OPD Claim - Bills for TPA Claim. 15. Daycare Claim - Bills for TPA Claim. 16. Investigation Claim - Bills for TPA Claim. 17. All Claim Bill - Claim Bill report. 18. Vaccination Chart - To keep a record of the vaccination of the patient. 19. Emergency Case - We can print the emergency case assessment sheet here. |
| IPD | Description |
|---|---|
| REGISTRATION |
1. When a new IPD registration is done, we get a new UHID number. UHID is a unique health ID assigned to every patient.
2. While registering, we enter the phone number that is already registered on the software. We have a suggestion box for revisiting. 3. Patients already having a UHID can be registered by the Registered by UHID option on the top. 4. For MLC cases, the MLC registration option is on the top. 5. An advance IPD booking option is also provided. 6. A camera option is used to capture the picture of the patient, but you need to capture the picture first before filling out the form. 7. If we enter the date of birth of the patient, then the software will automatically fetch the age in years, months, and days. If we don’t know the date of birth, we can directly reach the age of the patient. 8. Select the billing type as cash if the patient is going to clear the bill. In the case of TPA select insurance and billing type as credit. 9. To check which room is unoccupied click on the bed icon on Allocation then select the room category and number. 10. To Accept file charge (If required) enter the amount in file charge. 11. If the patient is admitted for 24 hours then click on the checkbox of Admission Daycare. 12. For Patients admitted into the hospital after IPD registration is done it will appear in MIS Occupancy. You can check the IPD no. of the patient there. |
| PAYMENT |
1. Enter the IPD no. of the patient, receive the advance payment of the patient, and make the entry of payment from the payment tab. 2. For a refund click on the refund option and enter the amount. 3. We can print the receipt of payment from the bottom of the payment tab multiple times. 4. Once we have entered the IPD no. of the patient in one tab then the patient file will automatically open in all the other tabs. |
| FILES | In files, we have access to multiple consent forms and stationery. Enter the IPD no. then click on the Consent or Stationary and you can print consent or stationary form according to your requirement. |
| SERVICES | Enter the IPD no. of the patient and the patient file will open. Search for the service name, edit the unit and amount of service, and click on the checkbox. The selected service will shift to the right side then click on the submit button. The services added will automatically shift in the bill of the patient. |
| MEDICINE |
1. Some TPA companies and some patients require that all the medicines used should be in their IPD Final bill, for this requirement this tab is used. 2. We have to enter the IPD no. select the pharma type, add the medicine details, and then click on the submit option. The software will show a Day-wise Medicine Details print. |
| OT(OPERATION RECORD) |
1. The operation record sheet is used in case of surgery, we will enter the surgery details we want in the OT record sheet and the rest will automatically not reflect in print. 2. If we want to save the OT sheet we have prepared as a template then at the bottom of the sheet there is a save as template option, we will enter the template name and then update. Next time we can use the choose template option on the top right of the OT sheet. |
| BILLING |
In the billing tab, we will have the summary of the bill.
1. We can add a discount to the bill and add additional charges. 2. We have to collect the amount showing in the balance from the patient and to entry through the payment tab. 3. We can clear the balance amount from the payment tab, if the balance amount is showing in negative we should make a refund for the balance amount. 4. There are two options of bills Generate Bill and Estimate. Generate bill is used so that we can keep the bill in our record while Estimate is just for showing it to the patient. |
| DISCHARGE |
Discharge is done after the patient has cleared the bills.
1. In the discharge summary Type of discharge is mandatory to fill and the rest is optional i.e. we will enter the details we want in the discharge summary and the rest will automatically not reflect in print. 2. If a revisit is required then we will add a date in the revisit date option at the bottom of the discharge summary. 3. If we want to save the discharge summary we have prepared as a template then at the bottom of the sheet there is a save as template option, we will enter the template name and then update. Next time we can use the choose template option on the top right of the discharge summary. 4. There are two options to print the discharge summary Provisional and Update, Provisional is used to save the changes in the discharge summary and if we want to discharge the patient we will we submit/update option. Once the patient is discharged the IPD will be locked and no work can be done in the patient’s IPD other than updating the discharge summary or receiving payment from the patient if any due is left. |
| MIS |
MIS is used to check the data of the IPD module. We can use the date filter to check any date’s data in IPD Module.
1. Revisit - When the patient has already visited the hospital, for a revisit, enter the patient’s UHID/Name/Mobile number and click on the revisit option. The software will be redirected to the registration page. 2. Occupancy - In the Occupancy tab we have all the details of patients admitted in the hospital. There are many shortcuts in the occupancy tab. a.) Under S.no we can get shortcuts to fill out assessment sheets, Payment, Discharge, and Services. We have already discussed Payment, Discharge, and Services. So on the assessment sheet, we can add:- i. Notes and vital summary. ii. Symptoms/Complaints by clicking on the plus icon and searching through the list or manually typing in the symptoms/Complaints box. iii. Past medical history to add disease by clicking on the plus icon, duration, and medication. If you want to delete it, the icon is on the right side. iv. Past surgical history by clicking on the plus icon, date, surgeon name, and hospital. If you want to delete it, the icon is on the right side. v. Addiction details by clicking on the plus icon, duration, units, frequency, and action. If you want to delete it, the icon is on the right side. vi. Personal history (Diet, Appetite, Sleep, Bladder, and Bowel) – All have a select box. vii. Current treatment and Comments. b.) We get an option to cancel IPD (Only until no medicines, service, or investigation is added to the IPD of the patient) and service(s) Details under UHID. c.) We can print ‘Informed consent for indoor treatment’ from the printer icon under IPD. d.) We get an icon to edit the patient’s IPD registration and to print the attendant pass under the Patient’s Name. e.) if we want to shift room for the patient option is available under allocation. f.) Shift department option is available under the department. g.) Additional Consultant to add one more doctor in the patient IPD option is under consultant. h.) To update the TPA status option is available under TPA. 3. Ledger - Complete ledger (Total Charges, Submitted, Discount, and dues) of the patients admitted in IPD in the hospital and service(s) Details can be checked from this tab. 4. Vitals - Vitals of the patients admitted in IPD in the hospital with the date of vitals and patient’s allocation in the hospital. 5. Total IPD - Details of the entire patient’s IPD that is registered in the hospital whether they are admitted, discharged, or canceled are available in this tab. 6. Credit - Patient dues (After Bill Generation) details are available in this tab. We can do Settlement, Payment collection and print IPD bill summary. 7. Bills - Final bill report details are available in this tab. Service(s) Details can be checked, IPD LAB Consolidated bill, IPD Medicine(s) Consolidated bill, Exit gate pass, and IPD final bill can be printed in 3 formats - IPD Final Bill Summary, IPD Detailed bill(with dates), and IPD Summary Bill. 8. Collection - IPD Collection reports are available in this tab. We can edit or print our IPD Payment receipts here. 9. O.T. Record - Operation Record Reports are available in this tab. We can print the O.T. Record Sheet here. 10. Discharge - Discharge Reports are available in this tab. We can edit or print the Discharge summary here. 11. Follow-up - Follow-up can be tracked from this module. 12. Medicines - Pharma MIS Reports are available in this tab. We can print, edit, or delete our Day-wise Medicine Details here. 13. Investigation - IPD Investigation Requests Reports are available in this tab. We can print, edit, or delete our Day IPD Investigation(s) Request Slip here. 14. Advance Booking - Advance Booking Reports are available in this tab. We can accept Advance Payment from the rupees icon, from the bed icon we can admit the patient in IPD, can print the Advance Booking print, and edit the Booking here. 15. Advance Payment - Advance Booking Collection Reports are available in this tab. We can print the Advance Payment Receipt here. 16. Services - We can add or edit IPD Head (Services) from here. To add IPD Head we need to:- a.) Add head name b.) Add Code c.) Add rate d.) Rate list should be common e.) Room type should be Common charges f.) Select priority g.) TPA/Panel should be --NA-- h.) Department should be --Select Department-- Then Click on Add. To edit a service we have to search for the service, then click on the edit icon under status, and after modifying click on Edit Icon. 17. Investigations - We can add or edit Investigations from here. To add IPD Head we have to: - a.) Add Code b.) Select Department c.) Add Investigation name c.) Add rate d.) Rate list should be common e.) Room type should be a Common charge Then Click on Add. To edit an Investigation we have to search for the Investigation, and then click on the edit icon under status, and after modifying click on Edit Icon. 18.Discharge Template - We can add new discharge templates and edit or delete existing templates. 19. O.T. Template - We can delete O.T. Templates from this tab. 20. Medicine List - We can edit, delete, or add medicines here. To add IPD Head we have to: - a.) Add Medicine name b.) Add batch no. c.) Add Expiry month and year d.) Add rate Then Click on Submit. To edit a Medicine we have to search for the medicine, and then click on the edit icon, and after modifying click on Edit Icon. 21. MLC case - Medico-legal case reports are available in this tab. We can print or Medico Legal Case Sheet here. 22.Package - For IPD services we can create our packages for billing. To create a package first we will add the package name, we have to: - a.) Add Package name b.) Add Code c.) The department should be --Select Department-- Then Click on Add. To edit a Package name we have to search for the Package name, and then click on the edit icon, and after modifying click on Update Icon. 22. Breakup - This is the second step of creating the package. In the previous step, the package name was added, now we will add services in the package. To add services to the package we have to: - a.) Select package b.) Search for the service name and then edit the unit and Rs. and click on the checkbox. The selected service will shift to the right side, then click on the submit button. To edit a Package services breakup we have to select the Package name, and then delete or add the services, and after modifying click on the Submit Icon. |
| GENERAL FAQs | |
|---|---|
| What should I do if I'm having login issues? | If you see “Sorry, this username does not exist or the password is wrong” or “Sorry, this username has no permission to access this account,” please connect with your admin to reset your password or get the necessary access permissions. |
| What should I do if I get a "Page Not Found" error? | If your web browser displays a "page not found" message, please check your internet connection if you're using cloud-based (online) software, or check XAMPP for server-based (offline) software. |
| What is UHID? | UHID stands for Unique Health Identification Number. It is a unique identifier assigned to an individual for the purpose of tracking their medical records and health information. UHID should remain same on the repeated arrived of the patient. |
| What is PVP? | PVP stands for Prescription Validity Period. It is the time frame during which an OPD (Out-Patient Department) patient can revisit without being charged an additional fee. If the patient revisits within the PVP, they are eligible for a zero consultation fee. |
| How can I register a new patient? | You can register a new patient by filling in their details, such as name, age, contact information, and other required fields, in the Consultant Registration, Investigation, or Daycare from the OPD module, or by using the Patient Registration in the IPD. |
| How do I update a patient's information? | Locate the patient’s record in MIS using their UHID or name, and use the "Edit"option to modify their information. |
| What if I don't receive a printout from the software? | If you’re unable to get the print, please check your printer and ensure that your default printer is online. |
| What should I do if there's a print alignment issue? | If the print alignment is disturbed, ensure that the print size is set to A4 with default margins and scale settings in the printer dialogue box. |
| How can I make a backdate entry in the software? | To make a backdate entry in the software, you'll need to obtain permission from your admin |
| How do I handle investigation or daycare entry without a UHID? | If the patient does not have a UHID, please enter the patient's details along with the services and tests, and their UHID will be created. |
| What should I do if follow-up patients don't have a UHID? | If follow-up patients are unsure of their UHID, you can search for them using the revisit option by entering their name, UHID, or mobile number. |
| How can I give a discount in the software? | If you are unable to give a discount in the software, please reach out to your admin for the necessary permissions. |
| How can we manage payment in dual modes? | To manage payment in dual mode while creating investigation or daycare bills, use the dual mode option located near the submit button. First, select the primary payment mode and enter the corresponding amount. The remaining balance will automatically be set to cash mode. |
| How do I handle different types of payment (e.g., cash, card, online payments)? | The system allows you to select from multiple payment modes (cash, card, online) while processing payments. You can record the type of payment received and its amount when generating a bill or receipt. |
| How can I manage patient referrals? | Referrals can be managed by choosing the referral details from the available drop-box in the patient's profile and referrals can be added in the software from the admin module using “Add referred Doctor” option. |
| How do I check reports in the software? | To check reports, go to MIS, set the desired dates, and submit your request. You can easily download reports in CSV for Excel or PDF format. |
| How can we manage dues? | To manage dues, use the credit mode while generating the patient’s bill. When the patient clears the dues, you can settle them through the MIS using options like Daycare Dues, Investigation Dues, or Credit (IPD MIS).. |
| How can I find a registered patient in the software if they are follow-up patients without a UHID? | If follow-up patients are unsure of their UHID, you can search for them using the revisit option by entering their name, UHID, or mobile number. |
| What is an IPD ID? | IPD ID stands for In-Patient Department Identification Number. It is a unique identifier assigned to a patient when they are admitted to a hospital for in-patient care. This ID helps in managing and tracking all the records, treatments, and services provided during their hospital stay. |
| How can I generate consent forms and stationary? | You can use “Files” feature in IPD that allows you to print consent forms and stationary like High risk consent, LAMA consent, Medication charts, Vital charts, and many more. |
| How can I register an IPD patient with a backdated entry? | To register an IPD (Inpatient Department) patient with a backdated entry, follow these steps:
1. Ensure User Permissions: Ensure that you have the "Backdate Entry" permission granted through the admin module when creating or managing user roles. This permission is necessary to allow backdating of patient registrations. 2. Ensure the Patient’s Date of Registration: While registering the patient, select the appropriate arrival date and time in the arrival details section. This ensures the patient's registration is backdated to the correct date of arrival. |
| What is the difference between provisional discharge and final discharge options in IPD discharge? | The provisional discharge option is used to save the patient's discharge information temporarily, while the final discharge is used to close the patient's file. Once the patient's final discharge is completed, the patient's inpatient (IP) file is locked. |
| What is the difference between total IPD and occupancy in MIS? | The Total IPD list shows all the IPD patient records, including admitted, discharged, or canceled IPD cases, while the Occupancy list shows only the records of admitted patients. |
| What should I do if I can't update the IPD patient's bill? | If you can’t update the IPD patient’s bill because the IP is locked, please unlock it from the admin module settings. |
| How is the IPD bill locked? | The IPD bill is locked when the patient's final discharge is submitted. |
| What should I do if I can't update the IPD patient's bill because it is locked? | If you can’t update the IPD patient’s bill because the IP is locked, please unlock it from the admin module settings. |
| Why isn't the IPD bill showing in the "Bills" MIS? | If the IPD patient bill isn’t showing in MIS, you can generate it directly in the billing section. |
| What does a negative balance in IPD payment mean? | A negative balance indicates that the payment received is greater than the billing amount, meaning the payment is overdue. |
| How do I create templates for discharge or OT? | To create templates for discharge or OT, fill in the template name at the bottom after completing the record and then submit. |
| What should I do if there's a print alignment issue? | If the print alignment is disturbed, ensure that the print size is set to A4 with default margins and scale settings in the printer dialogue box. |
| What should I do if I can't accept a pathology report? | If you can’t accept a pathology request in the pathology module, please check with your admin to see if any new tests have been added. Someone may have added a new test name in the rate list. |
| How do I add a new test to the system? | All tests are already included in the software. If you need a new test, please contact the support team and provide them with a sample report. Most reports are already added in the software. |
| How is data security maintained? | Softcure Hospital management software typically includes features like role-based access control, encrypted data storage, and regular backups to ensure data security. |
| How can I manage hospital expenses and revenue? | You can track hospital finances by using the "Accounting" module, which allows you to record expenses, revenue, and generate financial reports for budgeting and analysis. |