Admin Mapping Items to Department - hmislk/hmis GitHub Wiki

Mapping Items to a Department

Overview

Department item mapping gives fine-grained control over which services appear when a particular department opens a new bill. Where institution mapping makes items available hospital-wide, department mapping refines that further — ensuring, for example, that the Radiology counter only sees imaging services, while the OPD General counter sees general consultation and procedure services.

When to Use

  • Restricting a specialist department's billing to only its relevant services
  • Adding a new service to the list of items a specific department can bill
  • Removing a service from a department's billing catalogue
  • Auditing exactly what a department can currently bill

Navigating to Department Item Mapping

  1. Click Administration → Manage Items
  2. In the item management index, navigate to Manage Department Item Mappings

Required privilege: AdminItems

The Screen Layout

The screen is split into two columns:

Left column — All Items:

  • A table showing all items with columns: Name, Created At, Institution, Department, Base Value
  • Filter by name, institution, or department using the column filter boxes
  • Select items using checkboxes for adding to a department

Right column — Items Mapped (to selected department):

  • Shows items currently mapped to the selected department
  • Columns: Name, Item Department, Mapped Institution, Mapped Department, Base Value
  • Select rows to remove them from the mapping

Adding Items to a Department

  1. In the Department field (autocomplete), type to search and select the target department
    • The autocomplete shows both institution name and department name in a two-column popup
  2. Click Fill Items Added For Department to load the current mapping in the right column
  3. In the left table, select the items you want to add (use the checkboxes — multiple rows allowed)
  4. Click Add Items to Department (green button)
  5. The selected items appear in the right "Items Mapped" table

Removing Items from a Department

  1. Load the current mapping using Fill Items Added For Department
  2. In the right table, select the items to remove
  3. Click Remove Selected (red button)

Warning: Removing a mapping means the service disappears from that department's billing interface immediately. Billing staff will no longer be able to select it. Confirm this is intentional before removing.

Understanding the "Item Department" vs "Mapped Department" Columns

In the right-column table:

  • Item Department — the department the service "belongs to" (set when the service was created)
  • Mapped Department — the department you mapped the service to (the billing department)

These can be different. For example, a "Cardiac Ultrasound" service may belong to the Cardiology department but be mapped for billing to the General OPD Counter.

Filtering and Bulk Operations

Use the Name or Institution filter on the left table to narrow the view:

  • Filter by institution to see all services from a particular branch
  • Filter by department to see services that "belong to" a specific department
  • Then select all and bulk-add to your target department

Checking Department Coverage

Use Item Counts by Department from the item management index to see a summary of how many items are currently mapped to each department.

Technical Notes (Admin/Developer)

Department mappings are stored as ItemMapping entities with both institution and department set. itemMappingController.fillItemMappingsForSelectedDepartment() loads the current mappings; addAllSelectedItemsToDepartment() creates ItemMapping(department=X, institution=X.institution, item=Y) records; removeSelectedItemMappingForDepartment() deletes them. The billing engine filters items by matching ItemMapping.department == currentDepartment before showing them to the cashier.

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