OPD Navigation Guide - hmislk/hmis GitHub Wiki

OPD (Outpatient Department) Navigation Guide

Overview

This guide helps OPD staff navigate the HMIS OPD module for managing outpatient services. All features are accessed through the main OPD menu.

Patient Management

Patient Registration and Lookup

How to Access: OPD โ†’ Patient Lookup & Registration
When to Use:

  • Registering new patients
  • Finding existing patient records
  • Updating patient information

Patient Queue Management

How to Access:

  • OPD โ†’ OPD Token
  • OPD โ†’ OPD Queue

When to Use:

  • OPD Token: Issuing queue tokens to patients
  • OPD Queue: Managing the patient waiting queue and calling patients

Billing Operations

Standard Billing

How to Access:

  • OPD โ†’ Billing โ†’ OPD Billing
  • OPD โ†’ Billing โ†’ OPD Ordering

When to Use:

  • OPD Billing: Processing outpatient consultations and services
  • OPD Ordering: Creating orders for laboratory tests and procedures

Important: Requires active shift when the system is configured for shift-based billing.

Specialized Billing

How to Access:

  • OPD โ†’ Billing โ†’ Package Billing
  • OPD โ†’ Billing โ†’ Collecting Centre Billing
  • OPD โ†’ Billing โ†’ Billing for Cashier

When to Use:

  • Package Billing: Billing for service packages or bundles
  • Collecting Centre Billing: Processing bills at satellite collection centres
  • Billing for Cashier: Creating bills for cashier processing

Cashier Operations

Payment Processing

How to Access:

  • OPD โ†’ Cashier โ†’ Scan Bills
  • OPD โ†’ Cashier โ†’ Accept Payments for OPD Batch Bills
  • OPD โ†’ Cashier โ†’ Accept Payments for Pharmacy Bills

When to Use:

  • Scan Bills: Processing bills using barcode scanners
  • Accept Payments: Collecting payments for previously created bills
  • Pharmacy Bills: Handling pharmacy bill payments from OPD cashier

Refund Processing

How to Access:

  • OPD โ†’ Cashier โ†’ Refunds for OPD Bills
  • OPD โ†’ Cashier โ†’ Refunds for Pharmacy Bills

When to Use: Processing refunds for cancelled or returned services

Search and Reports

Bill Search Functions

How to Access:

  • OPD โ†’ Search โ†’ OPD Bill Search
  • OPD โ†’ Search โ†’ OPD Bill Item Search
  • OPD โ†’ Search โ†’ OPD Payment Search
  • OPD โ†’ Search โ†’ OPD Bill Package Search

When to Use:

  • Finding specific bills by various criteria
  • Searching for individual services within bills
  • Locating payment records
  • Searching package bills

Collecting Centre Search

How to Access: OPD โ†’ Search โ†’ Collecting Centre Bill Search
When to Use: Finding bills processed at collection centres

Credit and Payment Tracking

How to Access:

  • OPD โ†’ Search โ†’ Bills To Pay Search
  • OPD โ†’ Search โ†’ Credit Paid Bill Search
  • OPD โ†’ Search โ†’ Credit Paid Bills with OPD Bill Search

When to Use:

  • Finding unpaid bills
  • Locating fully paid credit bills
  • Comprehensive credit bill tracking

Doctor Management

Doctor Attendance

How to Access:

  • OPD โ†’ Doctors โ†’ Mark In
  • OPD โ†’ Doctors โ†’ Mark Out
  • OPD โ†’ Doctors โ†’ Working Times

When to Use:

  • Mark In: Recording doctor arrival
  • Mark Out: Recording doctor departure
  • Working Times: Viewing doctor schedules and attendance history

Doctor Payments

How to Access: OPD โ†’ Doctors โ†’ Pay
When to Use: Processing payments to doctors for OPD services

Laboratory Integration

Lab Report Access

How to Access: OPD โ†’ Lab Report Print
When to Use: Printing laboratory reports for OPD patients

Analytics and Financial Management

OPD Analytics

How to Access: OPD โ†’ OPD Analytics
When to Use: Viewing OPD performance reports and statistics

Financial Transaction Manager

How to Access: OPD โ†’ Financial Transaction Manager
When to Use: Managing cashier shifts and financial transactions Note: Only available when shift-based billing is enabled

Daily Workflow Guide

Morning Setup

  1. Start cashier shift (if shift-based billing is enabled)
  2. Check doctor mark-in status
  3. Review yesterday's pending bills

Patient Flow Management

  1. Use Patient Lookup & Registration for new and returning patients
  2. Issue tokens using OPD Token
  3. Manage patient queue with OPD Queue

Billing Process

  1. Create bills using OPD Billing or OPD Ordering
  2. Process payments through appropriate cashier functions
  3. Handle any refunds or corrections

End of Day

  1. Process any remaining payments
  2. Handle doctor mark-out procedures
  3. Run daily reports and reconciliation
  4. Close cashier shift (if applicable)

Important System Configurations

Shift-Based Operations

When enabled, several functions require an active cashier shift:

  • OPD Billing and OPD Ordering
  • All cashier operations
  • Financial Transaction Manager becomes available

Autocomplete Search

The system can be configured for autocomplete search in billing:

  • Speeds up item selection during billing
  • Reduces data entry errors

Collection Centres

Satellite locations can process their own billing:

  • Use Collecting Centre Billing for off-site locations
  • Search functions include collection centre-specific options

Best Practices

Patient Registration

  • Verify patient information before creating new records
  • Search thoroughly to avoid duplicate registrations
  • Keep patient contact information current

Queue Management

  • Issue tokens systematically to maintain fair queuing
  • Monitor queue status throughout the day
  • Communicate wait times to patients

Billing Accuracy

  • Verify services before billing
  • Double-check patient insurance or payment method
  • Process payments promptly to avoid backlogs

Doctor Coordination

  • Ensure doctors mark in/out accurately
  • Monitor doctor schedules for patient appointments
  • Process doctor payments regularly

Troubleshooting

Cannot Access Billing Functions

  • Check if cashier shift is required and active
  • Verify you have appropriate billing permissions
  • Ensure system configuration allows your user type to bill

Payment Processing Issues

  • Verify bill status before accepting payments
  • Check if refund procedures are properly followed
  • Ensure cashier shift is active for payment functions

Search Not Finding Records

  • Try different search criteria
  • Check date ranges in searches
  • Verify record wasn't created under different patient ID

Getting Help

If you encounter issues:

  1. Verify your user permissions for the requested function
  2. Check cashier shift requirements for billing operations
  3. Confirm system configurations match your workflow
  4. Contact your system administrator for access or technical issues

Most OPD functions integrate closely with other hospital modules. Understanding the complete patient flow from registration through discharge helps optimize your use of the system.

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