Patient Deposit Management - hmislk/hmis GitHub Wiki

Patient Deposit Management

Administrator Guide for HMIS

📋 Overview

This guide provides hospital administrators with information about patient deposit management in the HMIS system. Patient deposits operate with department-level isolation, providing proper financial controls and audit trails.

⚙️ System Configuration

Configuration Setting

  • Configuration Name: "Patient Deposits are Department Specific"
  • Status: ✅ ENABLED (Automatically activated)
  • Effect: All patient deposits are isolated by department
  • Access: System enables this configuration automatically when accessing patient deposit functions

Department-Level Isolation Benefits

  • ✅ Each department manages only their own patient deposits
  • ✅ Cross-department deposit access is prevented
  • ✅ Financial reporting is department-specific
  • ✅ Audit trails maintain department accountability
  • ✅ Better financial controls and reconciliation

🏥 Patient Deposit Management Pages

1. Patient Deposit Management Dashboard

Navigation: Menu > Payment > Patient Deposit Management

Function: Main navigation hub for all patient deposit operations Department Compliance: ✅ COMPLIANT - Navigation only, no data filtering required Details: Provides centralized access to all patient deposit functions with appropriate privilege controls

2. Accept Patient Deposits

Navigation: Menu > Payment > Patient Deposit Management > Accept Patient Deposits

Function: Staff can accept and process patient deposits Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Deposits are automatically associated with the logged-in user's department
  • Deposit receipts show department information
  • Each department has separate deposit accounts per patient

3. Search Patient Deposits

Navigation: Menu > Payment > Patient Deposit Management > Search Patient Deposits

Function: Search and view existing patient deposits Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Search results are filtered to show only deposits from the logged-in user's department
  • Cross-department deposit visibility is prevented
  • Department filtering is automatically applied in search queries

4. Return Patient Deposits

Navigation: Menu > Payment > Patient Deposit Management > Return Patient Deposits

Function: Process patient deposit returns/refunds Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Only deposits from the current department can be returned
  • Return transactions are recorded with department information
  • Refund bills maintain department association

5. Cancel Patient Deposits

Navigation: Accessible through individual deposit records in search results

Function: Cancel patient deposit transactions Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Only deposits created by the current department can be cancelled
  • Cancellation maintains audit trail with department information
  • Department restrictions prevent unauthorized cancellations

💊 Patient Deposit Utilization in Billing

6. Pharmacy Retail Sale

Navigation: Menu > Pharmacy > Retail Sale

Function: Use patient deposits to pay for pharmacy retail sales Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Only patient deposits from the current department are available for utilization
  • Deposit balance shown is department-specific
  • Payment utilization is restricted to logged-in user's department

7. Pharmacy Pre-Settlement

Navigation: Menu > Pharmacy > Pre-Settlement

Function: Use patient deposits for pharmacy bill pre-settlement Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Same department-level restrictions as pharmacy retail sale
  • Pre-settlement bills respect department boundaries
  • Deposit utilization is department-specific

8. OPD Billing

Navigation: Menu > OPD > Billing > OPD Billing

Function: Use patient deposits to pay for OPD services Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • OPD bills can only utilize deposits from the same department
  • Patient account balance displays department-specific amounts

📊 Financial Reporting

9. Daily Return Financial Report

Navigation: Menu > Reports > Financial Reports > Daily Return

Function: Generate comprehensive daily financial reports including patient deposit data Department Compliance: ✅ FULLY COMPLIANT Implementation:

  • Patient Deposit Receipts: Shows only deposits received by the selected department
  • Patient Deposit Utilization: Shows only deposit usage by the selected department
  • Department filter controls all patient deposit financial calculations
  • Report totals reflect department-specific amounts

🔐 Security & Access Control

Department Isolation

  • ✅ Physical Separation: Each department has separate patient deposit accounts
  • ✅ Access Control: Users can only access deposits from their logged-in department
  • ✅ Data Integrity: Cross-department deposit modifications are prevented
  • ✅ Audit Compliance: All transactions maintain department attribution

User Role Requirements

  • Users must have appropriate privileges (Payment privilege for deposit management)
  • Users must be assigned to a specific department
  • Department assignment determines accessible deposit accounts

🎯 Administrator Verification Checklist

To verify proper department-level isolation, administrators should:

✅ Deposit Creation Testing

  1. Login as User from Department A
  2. Create a patient deposit
  3. Verify deposit is associated with Department A
  4. Login as User from Department B
  5. Confirm Department A's deposit is not visible

✅ Deposit Utilization Testing

  1. Login as User from Department A with patient deposits
  2. Attempt to use deposits in pharmacy/OPD billing
  3. Verify only Department A deposits are available
  4. Login as User from Department B
  5. Confirm Department A's deposits cannot be accessed

✅ Search Functionality Testing

  1. Create deposits from different departments
  2. Login as each department user
  3. Verify search results show only respective department deposits
  4. Confirm cross-department visibility is prevented

✅ Reporting Testing

  1. Access Daily Return report
  2. Select specific department filter
  3. Verify patient deposit sections show only that department's data
  4. Confirm totals reflect department-specific amounts

⚠️ Important Notes for Administrators

Configuration Maintenance

  • The system automatically enables department-specific deposits
  • No manual configuration changes are required
  • Configuration changes should be tested in a development environment first

Data Migration

  • Existing patient deposits without department assignment are automatically associated with the user's current department when accessed
  • No manual data migration is required
  • Historical deposits integrate seamlessly with department restrictions

Backup & Recovery

  • Patient deposit department associations are stored in the database
  • Standard backup procedures protect department-level data integrity
  • Recovery procedures maintain department isolation

Training Requirements

  • Staff should understand that patient deposits are department-specific
  • Cross-department deposit transfers require proper procedures if needed
  • Financial reporting reflects department-level isolation

📞 Support & Troubleshooting

Common Issues

  1. Cannot see patient deposits: Verify user is assigned to the correct department
  2. Deposit not available for utilization: Confirm deposit was created by the same department
  3. Report shows zero deposits: Ensure correct department filter is selected

For Technical Support

  • Patient deposit department management is fully automated
  • System configuration is handled automatically
  • Contact system administrators for privilege or department assignment issues

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