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ERP concepts for Doctor by ZaveriERP for Doctors / Hospitals / Clinics / Nursing Home.  ERP scope list for Hospital Information System

  • The following are some key processes which can be managed using ERP Hospital Management System.  In ERP parlance, they are referred as ERP modules.  Some of these or all of these processes or procedures may be applicable in your hospitals / Clinic, depending on the management requirements. We have successfully developed the following modules and procedures for healthcare establishments.  This is a general list of major input and output.

The hospital management system consists of both main areas:  Clinical data and Finance and stores (medicine) inventory data. 

1.    Clinical Masters:

1.1.1.   Doctor Master.

1.1.2.   Hospital Master.

1.1.3.   Service Master.

1.1.4.   Resource Master.

1.1.5.   Item Master.


1.2. Features:

1.2.1.   Complete details about attending doctors.

1.2.2.   Complete details about referring/referral hospital.

1.2.3.   Details about type of service availed in the hospital.

1.2.4.   Details about type of resource viz; ECG, Pathology, Sonography, etc.

1.2.5.   Various types of medicines, Injections, etc to be stored in item master, with sale price.


2.    Case Papers

2.1. Case-paper Data Record  - 1

2.1.1.   Complains

2.1.2.   Chief  Complaints

2.1.3.   Associated Complaints

2.1.4.   Appearance

2.1.5.   Height, Built, Gait,  Comments

2.1.6.   Mind

2.1.7.   Emotional

2.1.8.   Subconscious

2.1.9.   Intellectual

2.1.10. Mental State

2.1.11. Anger, Love, Fear, Anxiety Agitate, Anxiety Depression, Conflict

2.1.12. General

2.1.13. Appetite, Habits, Aversion, Flatulence

2.1.14. Stool, Perspiration, Dreams, Others

2.2. Case Paper Data Record  - 2

2.2.1.   Systemic

2.2.2.   Head, Eyes / Vision, Nose, Teeth / Gums

2.2.3.   Respiratory, Extremities

2.2.4.   Thermal

2.2.5.   Weather / Season, Ice, Cold Water, Hot Water

2.2.6.   Fever

2.2.7.   Chill, Heat, Sweat, thirst, Periodicity

2.2.8.   Female

2.2.9.   Menses: Menarche/ Menopause /Cycle

2.2.10. Menses Before, Menses During, Menses After, Leucorrhoea

2.2.11. Life Space

2.2.12. Developmental Landmarks

2.2.13. Life Situation

2.3. Case Paper Data Record  - 3

2.3.1.   History

2.3.2.   Past History

2.3.3.   Family History

2.3.4.   Examination

2.3.5.   General

2.3.6.   Systemic

2.3.7.   Investigation

2.3.8.   Notes / Observations

3.    Diagnosis Master.
 To select Disease from dropdown menu

3.1.1.   Acidity

3.1.2.   Deafness

3.1.3.   Fever

3.1.4.   Heart complains

3.1.5.   Kidneys Inflammation

3.1.6.   Disease 1

3.1.7.   Disease 2

3.1.8.   Disease 3


4.    Patient Information


4.1. Masters:

4.1.1.   New Patient Entry.


4.2. Transactions:

4.2.1.   Indoor Patient Billing.

4.2.2.   Patient Discharge entry.


4.3. Features:

4.3.1.   Details of new patients are captured also the patient type i.e OPD, referral doctor, date and time of admission, etc is captured.

4.3.2.   Bill record is maintained of a particular patient i.e Total Bill amount, Advanced received till date, Payment received (in cheque or ash), Any concession given, Balance amount, break up of advance, etc is captured.

4.3.3.   Patient physical date and time of discharge is captured and final bill is prepared, taking into account about previous balances and services taken.


5.    Management Reports


5.1. Outputs:

5.1.1.   Display bill status. 

5.1.2.   Daily collection report.

5.1.3.   Visiting doctor report.

5.1.4.   Overall summary report.


5.2. Features:

5.2.1.   Prints final bill, gives break up of medicines and injections used by patient, export to excel facility.

5.2.2.   Patient ledger report is displayed also advanced received from various patients on a particular day is displayed. This report can be transferred to an excel sheet.

5.2.3.   The visiting doctor attending various patients, type of treatment given to the patients and his visiting fees is displayed.

5.2.4.   Overall Summary report shows important parameters of Hospital important for decision making like No of Indoor Admitted, OPD patients, ICU cases, Resource bills, usage of medicines in a particular time frame.


6.    Security Module


6.1. Masters:

6.1.1.   User Manager.

6.1.2.   User group master.

6.1.3.   Volume matrix.


6.2. Features:

ERP is multi user, multi tasking ERP software.  Multi-level security based on User Group and User Level.

6.3. Create Login id and password for each user – Doctors, nursing staff, etc.

6.4. Assign permissions.  Map each user with menu / submenu.

6.5. Restricting user access with login and password.

6.6. Role based access & password.

6.7. Audit trail: ERP ensures accountability of users.  Work done by individual users can be easily tracked because all transactions capture the users name automatically.

6.8. Automatic Audit Trail helps top management to know who has updated Masters or transaction and when.

6.9. Each menu and submenu can be locked (allow / deny) to individual user.


7.    Accounts Module – General Ledger Accounts


7.1. Masters:

7.1.1.   Account Group Master.

7.1.2.   Subgroup Master.

7.1.3.   General Ledger Account Head Master.

7.1.4.   Detail Account Master.

7.1.5.   Narration Master.

7.1.6.   FBT Flag (Fringe Benefit Tax accounts).  (Optional, if applicable).

7.1.7.   TDS (Tax Deducted at Source) and % fields in the vendor / address masters.  Automatic posting in GL.  ERP will create a JV automatically.


7.2. Transactions:

7.2.1.   Cash receipt voucher.

7.2.2.   Bank receipt voucher.

7.2.3.   Cash payment voucher.

7.2.4.   Bank payment voucher.

7.2.5.   Journal Voucher.

7.2.6.   Contra-entry voucher.

7.2.7.   Credit Note.

7.2.8.   Debit Note.

7.2.9.   Expense PO (for service provider, optional).

7.2.10. Expense voucher (for service provider bill booking).

7.2.11. Adjust unlink receipt with open sales invoice.

7.2.12. Adjust unlink payment with open GRN (Purchase bill / expense bill).

7.2.13. Closing balance for master data (debtor, creditor, and GL accounts).

7.2.14. Rate of depreciation (as per company act).

7.2.15. Rate of depreciation (as per I-Tax act).

7.2.16. Asset installations slip.

7.2.17. Asset sale transaction. (for asset register and deprecation register).


7.3. Outputs:

7.3.1.   Trial Balance.  Option of various kinds of formatting, such as - GL wise Tr. Bal.  Sub-group wise Tr. Bal.  Group and GL wise Tr. Bal.  Group and sub-group wise Tr. Bal.  (Option of T- format = only closing balance).

7.3.2.   Sub-ledger trial balance. (vendor / customer).

7.3.3.   Cash Book.

7.3.4.   Bank Book (supports multiple banks).

7.3.5.   Expense voucher register.

7.3.6.   Journal Voucher register.

7.3.7.   General Ledger.  (Account head wise or all accounts).

7.3.8.   Credit note register.

7.3.9.   Debit note register.

7.3.10. Contra entry register.

7.3.11. Fixed Asset register.

7.3.12. Depreciation schedule (as per company act).

7.3.13. Depreciation schedule (as per Income Tax act).

7.3.14. Profit & Loss account. (GL wise and sub-group wise).  For multi-location user can make consolidated P & L report.

7.3.15. Balance Sheet.  (GL wise and sub-group wise).

7.3.16. Bank reconciliation statement.


7.4. Features:

7.4.1.   Automatic posting in respective G. L., from goods inward and sales invoice, etc.

7.4.2.   TDS procedure takes care of automatic TDS posting.

7.4.3.   Help of Standard Narration master saves time to enter voucher.


 Stores Inventory Management (MM) Module

This includes the following business processes

·         Inventory (medicines) Management Business process

·         Purchase Business process (Local procurement within India)

·         Import Purchase Business process


8.    Inventory Management


8.1. Masters:

8.1.1.   Unit-of-Measurement (UOM) Master.

8.1.2.   Category Master / Subcategory Master / Sub-group master.

8.1.3.   Item Master.       Item Master and list.

8.1.4.   Main Location (Main stores) Master

8.1.5.   Sub-location master (sub-stores, shop, etc.)

8.2. Transactions:

8.2.1.   GRN or Goods Receipt Note.  Linked to Stores as well as creditor accounts. Goods Inward. 

8.2.2.   Stock transfer challan.  For transferring material from one location to another location.

8.2.3.   Material Issue Note (MIN) to issue material from a given location.

8.2.4.   Stock Adjustment (SAN) to increase or reduce stock from a given location.  This transaction is useful to get match physical inventory with stock reports.

8.2.5.   Closing balance master entry (as of cut-off date, one time entry).

8.2.6.   Conversion process.

8.2.7.   Purchase return or Return to Vendor.  RTV.  This is linked with the material received and accounts entries are automatically generated by ERP.  This will debit the vendor in vendor ledger. 

8.3. Outputs:

8.3.1.   List of category, sub-category, and sub-group. 

8.3.2.   GRN register (list) of items under “inward inspection".

8.3.3.   Stock Transfer Challan register.

8.3.4.   MIN (Material issue note) register.  (Location wise).

8.3.5.   SAN (Stock adjustment note) register. (Location wise).

8.3.6.   Stock Statement for the Raw Material (bought out) / F. G. for a given period.       With quantity (location wise and category wise filters).       With quantity and Rate (location wise and category wise filters).

8.3.7.   Item Ledger (location wise)       With quantity (location wise and category wise filters).       With quantity and Rate (location wise and category wise filters).

8.3.8.   Stock Valuation report.  (with option to generate WAR – weighted average rate).

8.3.9.   RTV Register (Return to vendor – non-excisable items).

8.3.10. Item List.  (With option to select any or all fields from item master).


8.4. Features:

8.4.1.   Various cost rate stored on Item master if required, such as Weighted Average Rate, last pure purchase rate, etc.

8.4.2.   Conversion Factor (relation between Purchase UOM and Issue UOM).  Payment UOM and Payment conversion factor.

8.4.3.   Optional Online link with picture of an item (.MPG file).

8.4.4.   Batch number / Serial number  tracking of inventory.  (Optional).

8.4.5.   Automatic calculation of landed-cost of item received and updating the same on master for valuation purpose.

8.4.6.   Reorder level based inventory management.

8.4.7.   Pending list of returnable items - RTV (return to Vendor with auto debit feature).

8.4.8.   Item wise consumption.

8.4.9.   Location wise Stock statement.

8.4.10. Expiry / Near Expiry inventory for medicines. (Optional).

8.4.11. Calling a given item by different name (alias) because different users call with different name.  (Optional).


9.    Purchase Module


9.1. Masters:

9.1.1.   Vendor Master (Supplier List).

9.1.2.   Vendor Type Master.


9.2. Transactions:

9.2.1.   Preparing Purchase Order.  This can be saved as .PDF file and email to Vendor.

9.3. Outputs

9.3.1.   Purchase Order status Register.

9.3.2.   Creditor Ledger.

9.3.3.   Vendor master list.


9.4. Features

9.4.1.   Auto transfer of Rejected Quantities to rejection stores location.

9.4.2.   Link to payment voucher with required validation to the GRN (Goods Receipt Note).

9.4.3.   Item specification document can be linked to PO (.pdf) file.

9.4.4.   Item 'accept / reject' quantity to be put by a separate password - by QC person.

9.4.5.   Purchase officer can make PO based on Material Requirement Planning report, or based on ROL based report. 


10. Automatic email alerts module


10.1.             Email id Master for sending auto emails

10.2.             Alerts user for items falling below ReOrder Level (ROL)

10.3.             Pending Purchase Order since defined days. 

10.4.             Pending patients Bills since defined days/Months. 

10.5.             Bank balance going below defined amount. 

10.6.             Non-Moving Items. 

10.7.             Daily collections to TOP Management.


11. Multi-location


This module is applicable for multi-location organization.  For instance, Head office and other hospitals are located in other cities, geographical locations.  Static IP address server and broadband internet connection allows user to access ERP database from anywhere / anytime.  Pre-requisite Server with fixed IP address from your ISP (Internet Service Provider) and firewall software is required.   


11.1.             Remote Connection from another computer using Internet.

11.2.             ERP also supports Remote Login where user can access ERP Server using Internet.


12. Appointment Module

12.1.             Receptionist to record appointment of the patients

12.2.             Automatic email to patient as intimation (reminder)

12.3.             Doctor diary will show month wise / date wise appointments.


 13. Automatic SMS alerts module


13.1.             Mobile number Master for sending auto SMS from ERP.


14. Finger print scan to capture patient identity with provision of RFID card.  This can also be useful for staff attendance and link to payroll module.

15. Payroll module.

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