Admin Site and Location Management - hmislk/hmis GitHub Wiki

Site and Location Management

Overview

Sites represent distinct physical locations within an institution. When a hospital operates across multiple buildings or campuses, sites allow fee structures, departments, and user logins to be differentiated by location. This page covers creating, editing, activating/deactivating, and deleting sites.

When to Use

  • A hospital has multiple buildings and wants site-specific fee overrides
  • A branch needs separate physical locations tracked in the system
  • You need to take a site offline temporarily without deleting it

Navigating to Site Management

  1. Click Administration → Manage Institutions
  2. Select Site Management from the management index

Required privilege: AdminInstitutions

The Site Management Screen

The screen is split into two columns:

Left — Site list and controls:

  • Filter buttons: Active (green), Inactive (red), All (blue) — click to filter the list
  • The current filter status is shown below the buttons
  • Buttons: Add New, Edit, Delete, Toggle Status (activate/deactivate), History
  • The site list below — click a site to select it

Right — Site details panel: Shows the selected site's details. A badge in the header shows Active (green), Inactive (red), Editing (orange), or Adding New (orange) depending on the current state.

Creating a New Site

  1. Click Add New — the right panel clears and shows "Adding New"
  2. Fill in the Basic Details tab:
Field Description
Name The site's name (e.g. "Main Building", "Annex Block")
Code Optional short code
  1. Click Save (yellow button)
  2. To cancel without saving, click Cancel

Editing a Site

  1. Select the site from the list
  2. Click Edit — the fields become editable
  3. Make changes and click Save

Activating and Deactivating a Site

  1. Select the site
  2. Click Toggle Status
  3. A confirmation dialog appears: "Are you sure you want to ACTIVATE/DEACTIVATE this site?"
  4. Click Yes to confirm

Inactive sites are marked with "(Inactive)" in the list and can be filtered using the Inactive button. The Editing Details tab shows who retired the site and when.

Deleting a Site

  1. Select the site
  2. Click Delete
  3. Confirm in the dialog

Warning: Only delete sites that have never been used. Historical data linked to a deleted site becomes difficult to trace. Deactivate instead of delete wherever possible.

Viewing Site History

Select a site and click History to see its audit event log — who created, edited, or changed its status and when.

How Sites Affect Fees

When a fee is configured at the site level, the billing engine uses that fee for all bills generated by departments within that site. Site fees take priority over base fees but are overridden by department fees. See Site-Level Fees for details.

Technical Notes (Admin/Developer)

Sites are stored as Institution entities with a type indicating they are sites (children of a parent institution). The retired flag controls active/inactive status. institutionController.saveSelectedSite() saves; institutionController.toggleSiteStatus() flips the retired flag with an audit entry.

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