Inpatient Forms - hmislk/hmis GitHub Wiki

Inpatient Forms

Overview

The Inpatient Forms feature allows staff to fill structured, customisable forms against a patient's admission record. Administrators design form templates (such as an Admission Assessment Form, Medical Fitness Form, or Insurance Medical Report), and clinical staff fill those forms directly from the inpatient dashboard. Filled forms are saved against the admission and can be reviewed, edited, or removed at any time.

When to Use

Use this feature when you need to:

  • Complete an admission assessment form at the time of admission
  • Fill a medical fitness form required before surgery or a procedure
  • Record a structured insurance medical report for a credit company or TPA
  • Capture any other standardised information that must be documented for the admission

How to Use

Accessing the Forms Page

  1. Open the Inpatient Dashboard for the patient
  2. In the Clinical Data panel, click the Forms button
  3. The Inpatient Forms page will open, showing all forms already filled for this admission

Filling a New Form

  1. In the Fill New Form section, click the Select Form Template dropdown
  2. Choose the appropriate template from the list (e.g. "Admission Assessment", "Medical Fitness Certificate", "Insurance Medical Report")
  3. Click Load Form — the form fields will appear below
  4. Fill in each field:
    • Text fields — type the information directly
    • Number fields — enter the numeric value
    • Date fields — click the calendar icon and select the date
    • Checkbox fields — tick or untick as appropriate
    • Dropdown fields — select the appropriate option from the list
  5. Optionally enter any general Comments about this form submission in the comments box at the bottom
  6. Click Save Form to record the submission against the admission

Note: All fields marked with an asterisk (*) are mandatory and must be completed before saving.

Viewing a Previously Filled Form

  1. In the Filled Forms list at the top of the page, find the form you want to review
  2. Click the Edit button (pencil icon) next to that form — the form opens with the previously entered values
  3. Review the information. If no changes are needed, click Cancel to close without saving

Editing a Previously Filled Form

  1. In the Filled Forms list, click the Edit button (pencil icon) next to the form
  2. The form opens with the previously entered values loaded
  3. Update any fields as required
  4. Click Save Form to record the changes

Important: Editing a form replaces the previously saved values. The system records who made the last edit and when.

Deleting a Filled Form

  1. In the Filled Forms list, click the Delete button (trash icon) next to the form
  2. A confirmation prompt will appear — click Yes to confirm deletion
  3. The form is removed from the list

Warning: Deleting a filled form permanently removes the recorded data for that submission. This action cannot be undone from the user interface. If a form was deleted in error, contact your system administrator.

Understanding the Filled Forms List

Each row in the filled forms list shows:

Column Description
Form Name The name of the template used (e.g. "Admission Assessment")
Filled On Date and time the form was submitted
Filled By The staff member who filled the form
Comments Any general notes entered at the time of submission

Understanding Messages

Success Messages

  • "Form saved successfully" — The form has been recorded against the admission
  • "Form updated successfully" — Your edits have been saved
  • "Form deleted" — The form submission has been removed

Error Messages

  • "Please select a form template" — You must choose a template from the dropdown before clicking Load Form
  • "Please complete all required fields" — One or more mandatory fields are empty. Required fields are marked with an asterisk (*)
  • "No form templates available" — No form templates have been created yet. Contact your administrator to have templates set up

Best Practices

  • Fill forms as early as possible during the admission, not retrospectively
  • Use the Comments field to note any special circumstances or exceptions that do not fit the structured fields
  • If you need to complete a partially filled form, use Edit rather than filling a new form of the same type — this keeps the record clean
  • Check that the correct form template is selected before loading; different procedures or departments may have different forms

Permissions

Access to the Forms page requires the Inpatient Form Fill privilege. If the Forms button is not visible on the inpatient dashboard, contact your system administrator to have this privilege assigned to your role.

Troubleshooting

The Forms button is not visible on the dashboard

Cause: Your user role does not have the Inpatient Form Fill privilege. Solution: Ask your system administrator to assign this privilege to your role.

No form templates appear in the dropdown

Cause: No form templates have been created by an administrator, or all templates are inactive. Solution: Contact your system administrator to create the required form templates.

A form I filled is not appearing in the list

Cause: The page may not have refreshed after saving. Solution: Navigate away from the page and return. If the form still does not appear, try saving again.

Mandatory fields are not accepting my input

Cause: The field may require a specific format (e.g. a number field will not accept text). Solution: Check the field label for guidance. Number fields require numeric input only; date fields require selection from the calendar.

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