Manage Departments (Own) - hmislk/hmis GitHub Wiki

Manage Departments (Own)

Overview

This page allows administrators to manage all departments belonging to the institution they are currently logged into. From here you can add new departments, edit existing records, activate or deactivate departments, permanently delete departments, and review the full audit history of every change.

For managing departments across all institutions, see Manage Departments (All).

Navigation

  1. Click Administration in the main menu
  2. Select Manage Institutions
  3. In the left-hand panel, expand the Manage section
  4. Click Manage Departments (Own)

Page Layout

The page is divided into two panels:

  • Left panel - status filter, search field, and action buttons
  • Right panel - detail form showing the selected department's fields, organised in tabs

Filtering by Status

At the top of the left panel, three filter buttons control which departments appear in search results:

  • Active (green) - show only active departments (default)
  • Inactive (red) - show only deactivated departments
  • All (blue) - show all departments regardless of status

A label below the buttons confirms the current filter.

Note: Filter buttons are disabled while you are editing or adding a new department. Save or cancel the current operation first.

Searching for a Department

  1. Type at least 2 characters in the search field
  2. A dropdown list appears with matching departments showing name and code
  3. Each result displays a status badge (ACTIVE in green or INACTIVE in red)
  4. Click on the desired department to select it
  5. The detail form on the right populates with the department's information

Adding a New Department

  1. Click Add New (green plus button)
  2. The detail panel switches to "Adding New" mode and all fields become editable
  3. Fill in the required fields (see Fields below)
  4. Click Save to create the department
  5. A success message appears at the top of the page

Note: While adding a new department, the search field, filter buttons, and other action buttons are disabled. Click Cancel to exit without saving.

Editing an Existing Department

  1. Search for and select the department you want to edit
  2. Click Edit Selected (pencil button) - this button is only enabled when a department is selected
  3. The detail panel switches to "Editing" mode and fields become editable
  4. Make your changes
  5. Click Save to apply changes, or Cancel to discard them

Important: You must first select a department before the Edit Selected button becomes active. While editing, the search field, filter buttons, Add New, and Delete buttons are disabled.

Changing Active / Inactive Status

You can deactivate a department to temporarily remove it from transaction screens and login options without permanently deleting it. Deactivated departments can be reactivated at any time.

  1. Search for and select the department
  2. Click the status toggle button:
    • If the department is currently active, the button reads Deactivate (orange/warning)
    • If the department is currently inactive, the button reads Activate (green/success)
  3. A confirmation dialog appears asking you to confirm the action
  4. Click Yes to proceed or No to cancel
  5. The department's status badge updates immediately

What Happens When a Department Is Deactivated

  • Login is blocked - users cannot log into a deactivated department
  • Transaction restrictions - the department is excluded from transactions such as Pharmacy Disposal Issues and Disbursement Issue Requests
  • Reports are unaffected - deactivated departments continue to appear in historical reports and analytics
  • Existing records preserved - bills, stock records, and other transactions that reference the department are not affected

Tip: Use the Inactive filter to find all deactivated departments when you need to reactivate one.

Deleting a Department

Deletion is permanent and cannot be undone.

  1. Search for and select the department
  2. Click Delete Selected (red trash button)
  3. A confirmation dialog appears: "Are you sure you want to delete this record?"
  4. Click Yes to permanently delete or No to cancel

Warning: Deleted departments cannot be recovered. If you only need to temporarily remove a department from use, deactivate it instead.

Viewing Audit History

Every action (create, edit, activate, deactivate, delete) is recorded in the audit trail.

  1. Search for and select the department
  2. Click History (clock button)
  3. The audit events page opens showing the complete change log

See Institution and Department Audit History for the full guide.

Fields

Basic Details

Field Required Description
Name Yes The department's name
Code No An identifier code for the department
Income Name No Name used for income/accounting purposes
Department Type Yes The type of department (e.g. Clinical, Non-Clinical, Pharmacy, Lab, Channelling, OPD, Inward, Theatre, ETU, Collecting Centre, Store, Inventory, Kitchen, Optician)
Institution Yes The institution this department belongs to. A warning is displayed if the selected institution is inactive
Super Department No A parent department (options depend on the selected institution)
Site No The physical site where this department is located. A warning is displayed if the selected site is inactive

Contact Details

Field Required Description
Printing Name No Name used on printed documents
Address No Department address
Tel. No. 1 No Primary telephone number
Tel. No. 2 No Secondary telephone number
Fax No Fax number
Email No Contact email address

Pricing Details

Field Required Description
OPD Margin Percentage No Margin percentage applied to OPD services
Pharmacy Margin Percentage No Margin percentage applied to pharmacy items

Best Practices

  • Deactivate rather than delete - if a department might be needed again, deactivate it instead of deleting
  • Check institution and site status - when creating or editing a department, ensure the selected institution and site are active. The system displays warnings for inactive selections
  • Use the Active filter for day-to-day work to keep search results clean
  • Check audit history before making changes to understand the department's modification history

FAQ

Q: What is the difference between Manage Departments (Own) and Manage Departments (All)? A: Manage Departments (Own) shows only departments belonging to the institution you are currently logged into. Manage Departments (All) shows departments across all institutions in the system.

Q: Can I move a department to a different institution? A: Yes. Edit the department and change the Institution field to the desired institution.

Q: Will deactivating a department affect ongoing patient care? A: Deactivating a department blocks new logins and new transactions for that department. Existing records are preserved. Plan the deactivation for a time when it will not disrupt operations.

Q: Why is there a warning next to the Institution or Site field? A: The system warns you if the selected institution or site is inactive or retired. You can still save the department, but consider whether the association is correct.

Related Pages

Back to Manage Institutions