GP Manual Final

8/18/2019 GP Manual Final

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CLINISYS USER MANUAL

User’s Guide

CliniSYS GPDocument Version: v4.0.1

CliniSYS™

MedexOne CliniSys GP program v7

by MedexOne Global Sdn Bhd


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Copyright © 2015 MedexOne Global Sdn Bhd

All rights reserved. No part of this manual shall be reproduced, stored in a retrieval system, or

transmitted by any means, electronic, mechanical, photocopying, desktop publishing, recording,

or otherwise without permission from MedexOne Global Sdn Bhd. Patent liability is assumed

with respect to the use of the information contained herein. While every precaution has beentaken in the information of this book, the MedexOne Global Sdn Bhd assumes no responsibility

for errors or omissions. Neither is there any liability assumed for damages resulting from the

use of the information contained herein.

CliniSYS is a trademark of MedexOne Global Sdn Bhd in Malaysia and other countries. Other

products and certain terms mentioned herein may be trademarks of their respective owners.

The examples companies, organizations, products, people and events depicted herein are fictitious.

No association with any real company, organization, product, person or event is intended or should

be inferred.

MedexOne Global Sdn Bhd

21-3 & 23-3, Block E1, Jalan PJU 1/42, Dataran Prima,

47301 Petaling Jaya, Selangor

Malaysia

Tel: (603) 7803 5191 / (603) 5888 7767

Fax: (603) 7806 5191

E-mail: [email protected]

Website: http://www.medexoneglobal.com


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CONTENT

OVERVIEW OF CLINISYS ............................................................... 4

INTRODUCTION .................................................................................................................................. 4

FEATURES ........................................................................................................................................... 5 Patient Management .................................................................................................................................. 5

Inventory Management ............................................................................................................................. 5

- Drug inventory management system - Support batch number and expiration date controls -

Support multiple-price pricing structure. - Allow multiple units of measure conversion - Stock

Movement analysis ........................................................ ................................................................. ............ 5

- Support Minimum stock, Maximum stock and reorder level control ................................ ............. 5

Drug, Treatment, Investigation and others charges .................................................... ....................... 6

Corporate Invoicing and Corporate Management .............................................. .................................. 6

Security......................................................................................................................................................... 6

- Password protection for each user on the system - Allow access rights setting based on user

job function. - System backup and restore function. - Dispensary, Billing and Payment Audit

Trial. .............................................................. .............................................................. .................................. 6

CHAPTER 1: GET TO START ............................................................ 7

LOGIN ................................................................................................................................................... 7

CHAPTER 2: OPERATION ................................................................ 8

2.1 REGISTRATON ................................................................................................................................. 8 2.1.1 Cash Patient ............................................................ ................................................................. ............ 8

2.1.2 Panel patient ........................................................... ................................................................. .......... 10

2.1.3 Add Dependant patient ........................................................................................................... .......... 11

2.1.3 Search Patient ................................................................................................................................... 11

2.2 CONSULTATION ............................................................................................................................. 12 2.2.1 Patient status bar .............................................................................................................................. 12

2.2.2 Pen Function ........................................................... ................................................................. .......... 13

2.2.3. Consultation Note ............................................................. ................................................................ 13

2.2.4 Prescription Page .............................................................. ................................................................ 14

2.2.5 Visit History ....................................................................................................................................... 16

2.2.6 Sub function ...................................................................................................................................... 16

2.3 DISPENSARY ................................................................................................................................. 26

2.4 PAYMENT COLLECTION .................................................................................................................. 31 1. By Details .......................................................... ................................................................. ..................... 31

2. By Summary ........................................................................................................................................... 31

BILLING IMPLEMENTATION METHOD – B Y DETAILS ............................................................................... 31 1. - Select patient in status FDIS and click on the ‘Payment Collection’. ...................................................... 31

2. This is Bill and Payment. .......................................................... ................................................................ 31

..................................................................................................................................................................... 32

3. Payment Receive ................................................................................................................ ..................... 32

4. Print Receipt ...................................................... ................................................................. ..................... 32


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2.5 ISSUE MC AND TIME SLIP .............................................................................................................. 36

CHAPTER 3: INVENTORY .............................................................. 37

3.1 MASTER FILE SETUP ...................................................................................................................... 37 3.1.1 Stock Master Setup ................................................................................................................. .......... 37

3.1.2 Supplier Master Setup ................................................................. ...................................................... 40

3.1.3 Regime group setup .......................................................... ................................................................ 41

3.2 TRANSACTION ............................................................................................................................... 45 3.2.1 Purchase Order .................................................................................................................................. 45

3.2.2 Goods Receive .................................................................................................................................. 47

3.2.3 Goods Return to Supplier ............................................................ ..................................................... 50

3.2.4 Stock adjustment............................................................................................................................... 53

3.2.5 Stock Issuing .......................................................... ................................................................. .......... 56

3.2.6 Inter-branch Transfer In ............................................................... ..................................................... 57

3.2.7 Inter-branch Transfer Out ............................................................................................................... .. 57

CHAPTER 4: CORPORATE INVOICING .......................................... 61

4.1 CORPORATE SETTING .................................................................................................................... 61

4.2 INVOICE FUNCTION ........................................................................................................................ 63 4.2.1 Generate Invoice................................................................................................................................ 63

4.2.2 Cancel Posted Invoice ...................................................................................................................... 68

4.3 PAYMENT COLLECTION .................................................................................................................. 71 4.3.1 Create Payment header ................................................................ ..................................................... 71

4.3.2 Apply payment ........................................................ ................................................................. .......... 73

CHAPTER 5: REPORTING .............................................................. 74

5.1 SALES & COLLECTION REPORT ..................................................................................................... 74 5.1.1 Sales Report ...................................................................................................................................... 75

5.1.2 Corporate Sale Report ...................................................................................................................... 75

5.1.3 Cash Collection Report ................................................................ ..................................................... 75

5.1.4 Sale vs. Collection Report (Detail) ................................................................................................. .. 76

5.1.5 Cash Sales vs. Collection Report..................................................................................................... 77

5.1.6 Cash Sales vs. Receipt Tracking...................................................................................................... 77

5.1.7 Drug Revenue Analysis Report .............................................................. .......................................... 77

5.1.8 Charge Item Revenue Analysis ...................................................................................................... .. 78

5.1.9 Patient Outstanding Report ......................................................... ..................................................... 78

5.2 INVENTORY REPORT ...................................................................................................................... 79 5.2.1 Stock Profiles .................................................................................................................................... 79

5.2.2 Stock Price Listing .................................................................................................................. .......... 79

5.2.3 Good Received Item List .............................................................. ..................................................... 80

5.2.4 Stock Balance / Stock Take ............................................................................................................ .. 80

5.2.5 Stock Movement Report (Summary) ................................................................ ................................ 80

5.2.6 Stock Movement Report (Detail) ................................................................................. ..................... 81

5.2.7 Drug Prescription (Date Selection) ................................................................................................ .. 81


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5.2.8 Drug Prescription (Drug Selection) .................................................................................................. 82

5.3 MINISTRY OF HEALTH REPORT ....................................................................................................... 83 5.3.1 Prescription Book.............................................................................................................................. 83

5.3.1 Prescription Register for Psychotropic Substances ............................................................ .......... 83

CHAPTER 6: USER MAINTENANCE ................................................ 84 6.1 MASTER FILE SETUP ...................................................................................................................... 84

6.1.1 User Profile ........................................................................................................................................ 84

6.1.2 Change Password – Current or Other User ID ................................................................................ 85

6.1.3 Change Password – Current ID .............................................................. .......................................... 85

6.2 USER ACCESS GROUP ................................................................................................................... 86 6.2.1 Level One ........................................................................................................................................... 87

6.2.2 Level Two ..................................................... ................................................................. ..................... 88

6.2.3 Patient Information ............................................................ ................................................................ 93

6.2.4 Sensitive Data ......................................................... ................................................................. .......... 95

CHAPTER 7: SETTING ................................................................... 96

7.1 FORM PRINTER SETUP ................................................................................................................... 96 7.1.1 Workstation ............................................................. ................................................................. .......... 96

7.2 MULTIPLE PRICING SETUP ............................................................................................................. 97 7.2.1 Overview ............................................................................................................................................ 97

7.2.2 Corporate Settings .................................................................................................................. .......... 98

7.2.3 Inventory ............................................................................................................................................ 99

7.2.4 Charge Item (Investigation, Treatment, Examination, Other) ...................................................... 100

7.3 COMPANY / CLINIC LOGO SETUP ................................................................................................... 102

CHAPTER 8: APPOINTMENT ....................................................... 104

8.1 APPOINTMENT ............................................................................................................................. 104 8.1.1 Create appointment ........................................................... .................. Error! Bookmark not defined.

8.1.2 Create Appointment Using Planner ............................................................................................... 106

8.1.3 Search appointment by filtering by doctor & date ................................................................ ........ 107

8.1.4 Setting Appointment labels ............................................................................................................ 107


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Overview of CliniSYSIntroduction

The Clinic Management System is a fully functional medical operation application system

with extensive interactive data entry, maintenance, inquiry and reporting functions.Medical center or clinic can eliminate traditional cards system by using the system'sunique hand written technology and thus save cost by the means of paperless andstreamlining the business operation.


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Features

Key Technology

- Support hand written technology, built on top of Microsoft Tablet PC Technology.- Save hand written notes as ink strokes into the database system with in small filesize(2k – 5k).- Support different styles of ink stroke; with color choices of green, yellow, blue and

black as well as electronic highlighter.- Support handwritten consultation notes, prescription notes, referral letter.- Allow storing and displaying clinical picture.- Allow loading medical diagram / picture and write on top of the diagram using digital

ink technology.- Able to scan end user’s documents and write on top of the scanned document usingdigital ink technology.- Support printing of medical diagram, handwritten consultation notes, prescription,

referral letter and other documentations.

Patient Management

- Support smart card reader to ease user in data entry for new patient- Support credit control over individual patient and corporate client

- Alert user on outstanding balance- Allow user to blacklist patient based patient’s credit status. - Allow user to in-activate corporate client due to the credit status of corporate client.- Allow user to set VIP status for individual patient.- Allow user to mark patient’s record as and when medical charges entitlement has

exceeded for the year.- Drug allergy information: Alert user if the patient is allergic to the dispensed drugs.- Provide Appointment Management function.

Inventory Management

- Drug inventory management system- Support batch number and expiration date controls

- Support multiple-price pricing structure.- Allow multiple units of measure conversion- Stock Movement analysis

- Support Minimum stock, Maximum stock and reorder level control - Support multiple pricing


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Drug, Treatment, Investigation and others charges

- Predefine drug pricing and drug label printing- Predefine investigation item pricing- Predefine treatment item pricing- Redefine other item pricing

Corporate Invoicing and Corporate Management

- Support ceiling charges per visit. System will alert user upon total charges haveexceeded allowable ceiling charges per patient per visit.- Provide multiple "bill-to" options – employer, family member’s employer and etc. - Corporate Aging list.

- Invoice Payment Management- Various kind of inquiry on corporate sales and payment

Security

- Password protection for each user on the system- Allow access rights setting based on user job function.- System backup and restore function.- Dispensary, Billing and Payment Audit Trial.


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Chapter 1: Get to StartLogin After click on the system, system initializing screen below will appear.

CliniSys default login user ID = admin, password = admin

*Login based on your setting, refer to System setting. Different user has different login. Please refer to User

Profile Setup.


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Chapter 2: Operation2.1 Registraton

2.1.1 Cash Patient

1. First, click Patient Registration.

2. To register new patient click ‘NEW’.

3. You may key in the detail of the patient by manual or using MyCard Reader.

* Insert the mycard into mycard reader then click ‘Read Smart Card’


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4. Fill up all the general information for the patient.

Close the screen after update successful.

5. Then, click on register to put patient to the Queue.

Click ‘Save’to save theatient


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6. Patient’s name appear on the queue list.

2.1.2 Panel patient

1. Repeat the step 1-4.

2. Select panel from the selection

1. Select Consultant. You can click the

pen button to add new.

2. Select Reason for the visit

3. Click ‘Ok’ to proceed

Red Indicate: Registered


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2.1.3 Add Dependant patient

1. Repeat the step 1-4.

2. Click “Billing Under account of”

2.1.3 Search Patient

1. To search patient from the system, click on

or

2. A window will pop out.

a. This is the section you can search the existing patient

b. There are several ways to search the patient. Example: by patient Name, IC No…etc or you may search it by alphabetical order by click on it.

1. Click ‘Add bill to Account’

and search the patient

name

2. Select Relationship

3. Click ok to save


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2.2 Consultation A module for doctor /nurse to record down the medical note for each patient. Consultation

Doctor uses this portion to record information regarding patient private health records.

1. At the Patient and Registration queue list, select a patient with status ‘REG’.

2. Then move the mouse pointer to Consultation, and click to consultation.

Consultation Page

It consists of few main features:-

2.2.1 Patient status bar

This is a portion provide a direct and brief information to Doctor.

1. Patient status bar

3. Note for

doctor, either

typing or writing

2. Pen function

5. Visit history

6. Sub function

4. Prescription

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2.2.2 Pen Function

Tools Detail info

Select pen mode and then write on the blank page

Eraser to erase the words.

Highlighter, use to perform colouring high light

Select a mouse mode and type the notes using keyboard

Selection, make selection on object and use to move the image

Cut, use to cut object select by Selection

Undo

Redo

Red Color, apply color for pen and highlighter. (c/w black, yellow, blue, etc)

Insert image to insert the image

Print to print consultation notes.

Extend page down to extend the page

2.2.3. Consultation Note

Doctor uses this portion to record information regard current patient health status, either inwriting or typing form.

Patient Summary is a static page with means whatever doctor writes inside there, it will

appear every time doctor open the patient’s consultation notes. It can be used for enteringthe patient history.


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2.2.4 Prescription Page

4.1 Prescription Notes

Doctor may use this portion to write down in detail regard prescription.

Select pen mode to write prescription notes or

Select mouse mode, then using keyboard to enter prescription and charges.

4.2 Prescription Order

Doctor may make order on drug, treatment, examination and others.

Either double click the selected medicine or drag from left to right.

Charges ItemSearching area

Selected chargesorders

The usage of drug ordering is an important task which will help Doctor operate and organize a clinic business

under control .Peace of mind for long team.


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2.2.5 Visit History

Patient history record come with consultation time and number of visit counting.

Doctor is allowed to click and recall previous consultation for view or reference.

2.2.6 Sub function

Sub function serves as an additional function in the system.

User can access to this function to perform the task accordingly

Waitin time

Visit Time

Total atient on ueue

Action button

Previous visit date, right click to add remark

5. Link to Immunisation module

2. Link to Patient Info

1. Link to Fomema data entry table, may view Medical Report Notes

4. Link to Statistic data entry of body mass

index, blood pressure and cholesterol level,

8. Use to issue MC for patient

6. Doctor use this to prepare referral letter for patient

7. Link to appointment module, to performappointment schedule with reminder feature

9. View and check bill charges information

10. To complete and close current Consultation screen

3. Use this to scan / attach document


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1. Fomema Biodata

- Use to enter medical report’s detail of foreign worker.

- Can print consent form

2. Patient Biodata

- Link to open patient’s biodata.


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3. Imaging / Document

- User can perform scan or add attachment in here.

Scan directly from scanner

Import image from folder

Attach document from folder

Attach standard document / form from folder

Close the current screen


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4. Statistics Data

User able to record down the Statistic chart for the patient. There are several chat available in the system.

Such as: Blood Pressure Chart, Cholesterol Chart, Body Mass Index, etc.

1. To create a new record, click on Blood Pressure Chart.

2. Key in the reading as the example below and click ok to confirm.

3. Press Refresh Chart to view the result

4. Result shown as below


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5. Immunization

1. You will get to see the Immunization screen as shown at figure 1.1.

Figure 1.1

2. For the first time user, you need to go to Immunization Setup to setup the pre-chart before use. Asshown at figure 1.2

Figure 1.2

3. You will see Immunization Master Setup after you press Immunization Setup. As shown at figure1.3. Add for adding new Immunization Type, Edit for change existing Immunization Type, Delete fordelete unused Immunization Type.( p/s: Failed to delete already use record )

Figure 1.3


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4. Enter the Chart Name, number of item, Code and Description as shown as figure 1.4.

Figure 1.4

5. Enter the period.

Figure 1.5

6. Double click the cell to mark the schedule.

Figure 1.6

7. Click Finish to save the schedule.

8. You can add the schedule to the patient with your pre-set template.


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9. Click Open new Immunisation Chart

10. Select the schedule to add.

11. Double click the Yellow colour cell to add the details. Click ok to save.


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6. Letter

Users allow to create referral letter in this portion.

*This feature requires Microsoft Office (legal version) or Open Office. Please contact your hardwarevendor if you don’t have any of it.

1. Key in the detail as screen below.

Click here to create

new document

2. Choose your text

editing software

1. Key in the details

3. Select template

4. Create the

document


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7. Appointment

Please refer to the Appointment module on Page

8. Medical Certificate (MC)

1. Click on the MC and the screen below will pop out.

3. Click print to preview the MC (figure 1.7) or click close to save the record.

Figure 1.7

Key in MC day to be given


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9. Bill Summary

Total charges will appear base on the item prescript. User only need to enter consultation charges.

Figure 1.8

10. Consultation Completed

Send patient to dispensary

Pending Consultation / See patient

later due to patient is on treatment

Put patient back to queue

Enter consultation

amount only

FOC mean no

consultation charges


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2.3 DispensaryDispensary is a module allow user perform

- Prepare

- Check

- Dispense

1. Select patient with status "FCON " (Finish Consultation)

2. Then move the mouse pointer to Dispensary, and click to perform Dispensary

3. In Dispensary screen, as below: -

You cannot go into dispensary function if the status is not FCON or above (FDIS, BILL and etc). Ask the doctor to

complete the consultation notes if you see the patient came out to dispensary and yet the status still not change to

FCON

Prescription Note by

writing or typing

Charge Items

searching area

Order items

Function button


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Prescription Page

1. Doctor’s prescription note

2. Nurses are either double click the selected medicine or drag from left to right.

3. Selected medicine detail screen will appear. Edit the dispense quantity, dosage,

frequency, instruction, precaution and indication. And very important is double check the

Total Price. Finally, click Confirm this transaction.

User are not allow to key in negative value in charge amount


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4. Then continue with other medicine charges order

Sample Charges grouping

Charges Group Sample Info

Medication

Investigation

Treatment

Examination

Other

5. At this point, user will prepare all drugs / medications that been dragged / ordered by

doctor for particular patient.

User may use function button to perform Edit item, Remove item and print Drug Label.


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a. Remove Item

Upon clicking, system will prompt delete confirmation.

b. Edit Item

Use to edit medication detail, such as dispense quantity, dosage, frequency, instruction,

precaution, indication, etc.

c. Drug Label

Click this button, system will preview and print all current patient prescription drug label which

order by Doctor.

Unit rice

Prescription

information

Dispensed

Quantity


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d. Add Regime

Pre-set drug will add according to the selected regime.

*Please refer to the Regime Setting on how to setup regime group and regime item at page 41.

e. Repeat Medication

Repeat medication according to the previous visit.

6. Once all prepared, click on "Dispensary Completed" to proceed with payment.

1. Select

visit date

2. Select

medication

3. Confirm

selection


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2.4 Payment CollectionSetting of Billing Implementation Method

1. Go to Settings

2. Select System Environment under System Setup

3. Select Operation Setup tab.

4. Set Billing Implementation Method to ‘By Details’ or ‘By Summary’.

1. By Details

Provide a feature allow user receipt payment collection with proper record in transaction.

Every changes of the total amount will involve editing charge item in detail.

2. By Summary

System will perform the first calculation base on Doctor’s charges order. Upon payment

collection, user is flexi allow perform changes on the charge total. No detail record is request

to edit. This is a easy and simple solution.

Billing Implementation Method – By Details

1. - Select patient in status FDIS and click on the ‘Payment Collection’.

2. This is Bill and Payment.


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System will auto calculate the

group total amount.

Before Confirm Bill, user isallowing make changes on

consultation charges, just key

in the figure.

Click on this button for

editing others charges.

Finally, click Confirm Bill.

3. Payment Receive

User need to update and key in:-

a. Payment Date

b. Select Payment Method: Cash / Credit Card

c. Double confirm or make change on Receive Amount.

d. Finally, Click on ‘Receive payment’ to confirm the cash receive.

*User need to key in check number or credit card number as reference 1 and bank as reference 2 if

chose check or credit card as different payment method.4. Print Receipt


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a. Upon ‘Receive payment’, the amount receives will record under Payment Receive

History.

b. Bill No generated

c. Outstanding Amount is Zero.

d. Select the receipt transaction

e. And click ‘Print Receipt’

f. Print Receipt screen prompt.


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g. Official Receipt sample as below


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5. Print billing detail

a. At bill and payment screen, click on print billing detail

b. Click ok to preview

d. Print preview as below


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2.5 Issue MC and Time Slip1. Click ‘Ad Hoc’ on the left hand of the screen

2. Select the patient

3. Click ‘Issue Time Slip’

4. Screen as below will appear

User are allow to change the ‘From

Time’ and ‘To Time’.

By default, it will appear the time in

and time out of the patient.

*Time Slip can ONLY be issued when the

status is “BIL”

5. Follow the step in Page 20 to issue the MC.


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Chapter 3: Inventory3.1 Master file setup3.1.1 Stock Master Setup

Step by step

1. Click Inventory ->master files->stock master

2. To create new drug/product. Click ‘New’

* RED color text is MANDATORY field

For Searching

Product Master List

Drug profile

Stock code and

description

Base UOM setting

Prescription

information

Stock price and UOM

conversion settingpanel

Vendor information


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3. Key in the detail as below:a. Stock code, description (trade name), stock category (optional), stock group

(optional)

b. Stock reorder quantity – to alert USER when stock level is hit a certain quantityc. UOM – Unit of measurement, it is advisable to key in the smallest UOM example,

tabletd. Unit cost – base on the UOM

e. Key in prescription information of the drug.

f. key in vendor information (optional)

Stock Code

Trade name / description

Category and Group

Active check box (checked by

default)

Reorder Quantity

Prescription

information of the

drug

Base UOM setting

Unit cost per base UOM

Psychotropic / poison drug

selection

Supplier Information


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4. Then click selling price at the right panel to key in the selling price of the medication

* UOM conversion use only when the Base UOM setting is different from the selling price

UOM

a. click new price

b. key in the info as below

* For multiple pricing setup, please refer to the pricing policy setup

c. click save to update

d. price updated in the system

Upload product image

Drug generic name

UOM conversion (optional)

Drug selling price

GST setting

Base on the UOM setting previously

Quantity

Selling price per quantity


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3.1.2 Supplier Master Setup

Step to add new drug

1. Click Inventory ->master files->supplier master

2. Click

3. Click save to save the data

Supplier list

Data entry panel

Code

Active check box

Address, phone number, contact

person, remark and credit term

GST Reg no and tax code

(for GST register clinic

only)


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3.1.3 Regime group setup

Step to add regime group

1. Click , then click .

2. Click the “Group Regime”

3. The regime group setting window will appear.

4. Our system already pre-set few regime groups. But user are allows to add in accordingly.


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5. Click to add a new item. The code and description will become editable.

6. Key in the code and description.

7. Then click . An “Update Successful” window will appear. Click “OK”.

8. The “CODE” will become gray color which mean cannot be edit.

9. A new regime group adds into the list.

10. Repeat the step 4 – 7 to add a new item.


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Step to add regime item

1. Click “Regime Items”.

2. A new window will appear

3. Select the regime group to add the medicine (left panel)

4. Select the drug (right top panel). User can search with the drug name with the symbol “%”

in front of the drug name.


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5. Select and double click the drug to add. The dispensary screen will appear

6. Key in the detail accordingly. (Dispense Quantity, Dosage, Frequency and etc.). The click

“Confirm”

7. Item selected will add into the list (bottom panel).

8. Repeat the step 4 – 6 to add a new drug. After finish, user can proceed to other Regime

Group.


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3.2 Transaction

3.2.1 Purchase Order

Purchase Order use to send order to supplier.

1. Click inventory -> purchase order

2. Click new

For Searching

PO header

PO detail


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3. Key in the info as below

4. Click “Add item”

5. Select the item from the master list. Then click “Select”

6. Key in detail as below, then click “OK”

Repeat step 4-6 to add other item.

7. After finish, click “Save”

1. Enter quantity

2. Enter unit cost


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3.2.2 Goods Receive

Good receive use to enter the quantity received, invoice no, cost and etc from the supplier

1. Click inventory->Good receive

2. Click new

For Searching

GRN header

GRN detail


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4. Click Add item at below


6. Key in detail as below, then click “OK”

Repeat step 4-6 to add other item.

7. After finish, click “Save” 8. Before confirm, double check the data.

PO detail

Batch no and expiry date

Quantity Received

Subtotal

Location


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9. Click “Confirm GRN” when after the checking.

10. A confirmation message box will pop out.

11. Click “Yes” when confirm all the data entered is correct. The quantity entered w ill be

updated into the system.

*Editing or deleting is not allow after user confirm the GRN. For any amendment, please go to stock

adjustment.

12. Check Stock Status After Receive: Go to Inventory

Master File

Product Master


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3.2.3 Goods Return to Supplier

Goods return - when user receive faulty or expired goods from the supplier and want to

return to supplier.


2. Click new

For Searching

Goods return header

Goods return detail


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4. Click Add item at below


6. Choose the batch of the drug that ready to return (if more than 1 batch)

7. Enter the quantity to be returned. Then click “OK”


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Repeat the step 4-7 if want to add more.

8. After finish, click “Save” to save the transaction.

9. Click “Confirm Goods Return” when the goods was return to the supplier.


11. Click “Yes” when confirm all the data entered is correct. The quantity entered will update

into the system.

13. Check Stock Status After Receive: Go to Inventory Master File Product Master.


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3.2.4 Stock adjustment

Use when

- User want to do stock count

- Wrongly key in quantity during goods receive or goods return

- Wrongly key in quantity during dispensary

- Stock balance no tally due to the wrong UOM setting in the stock master


2. Click new

3. Key in the info as below (Remarks field is optional)

For Searching

Goods return header

Goods return detail


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4. Click “Insert Item” at below


6. Product detail will appear as below

Normally only 1 line appear. If appear more than 1, mean it have more than 1 batch in the

system.

7. Enter actual on-hand quantity in the column “Enter Actual Qty here”.

8. Repeat step 4-7 to adjust other item.

9. Click “Update” when confirm all the quantity entered correct.

Batch no

Unit cost

Expiry date

UOM

Quantityshown in

the system

Enteractual

balance

Difference

between book

Qty and real Qty

Location


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10. A message will pop out to ask for user confirmation.

11. Click “Yes” of confirm the detail entered is correct. An “Update Successful” message box

will pop out.

*Editing or deleting is not allow after user confirm the INTER-BRANCH TRANSFER OUT. For any

amendment, please go to stock adjustment.


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3.2.6 Inter-branch Transfer In

*Please Use Goods Receive to perform all Stock IN transaction.

3.2.7 Inter-branch Transfer Out

Use to record all inter-branch transfer out transaction. Stock quantity will deduct from local

system.

*Please key in branch detail in the Corporate Setting. For more detail, please refer to the Corporate

Setting user guide.

1. Click inventory -> stock issuing

For Searching

Goods return header

Goods return detail


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2. Click new

3. Key in the info as below (Remarks field is optional)

4. Click “Add Item” at below



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6. Choose the batch to do transfer

7. Enter issue quantity. Then click “OK”

Repeat the step 4-7 if want to add more.

8. After finish, click “Save” to save the transaction.

9. Click “Confirm Stock transfer out” when all data entered is correct.



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11. Click “Yes” when confirm all the data entered is correct. The quantity entered will be

deducted from the system.

13. Check Stock Status After Receive: Go to Inventory Master File Product Master.


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Chapter 4: Corporate InvoicingCorporate invoicing is to enable the user to send the bill to the panel by end of the month,twice a month, weekly or even at ad-hoc basis.

4.1 Corporate Setting

This is module provide a data entry screen for user to register their Corporate Panel bio-data. Information recording is very important before start operation and provide medical

Step by step

1. Click on

2. Click on Corporate Setting

1. Click on Corporate Setting again


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2. Enter the data as below.

Few important field need to setup to able corporate invoicing execute smoothly.

Field Detail Sample

Credit Term Record of credit term will print andappear in invoice

30days

DefaultConsultation Fee

A standard fee will charge upon thecorporate employee attend to clinic

RM30

Invoice ClosingDate

Setup a standard date to bill or issueinvoice

Monthly, end of month

Default InvoiceFormat

Select a common user accepted invoiceformat

Invoice Summary – byTotal Amount

Default InvoiceLayout

Optional sorting and group of theinvoice

Charge Total

*Please refer to the pricing policy setup for the panel multiple pricing setting.


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4.2 Invoice Function

4.2.1 Generate Invoice

Step by step1. List of invoice functions

2. Firstly, we need to start with Invoice generatora. Click on Corporate Invoicing

Main Invoice generator

Use to create CN

Use to create DN

Payment collection record

Corporate account status

Pending invoice entry, special for new user

Use to setup clinic bank account

Use to setup CN reason code


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b. This is the screen of Invoice Generation

c. Function Button

Function

Button

Invoice searching and filtering tool

Use to auto generate invoice base on monthly 31st cut-off.

Use to undo all the invoice generate by Automatic Invoice Generation

Officially apply invoice number for all invoices being generated

Cancel Invoice. As result the sequence of invoice no will run. User should always

request attach supporting reason for this action

Use to print Invoice in paper form or soft-copy

Use to print more than 1 invoice at the same time


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d. First step, click on Automatic Invoice Generation,

e. Click Yes to confirm to proceed.

f. Automatic Invoice Generation is a monthly closing tool.

- It will auto accumulate all the patient attendance charges as at end of previousmonth.

- Example, today is 10 May 2015. It only calculate all charges as at 30 April 2015- By default, all panel will select. Click Generate Invoice


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g. Then, click OK to proceed.

h. After generating the invoices, user can double check the amount and transaction foreach individual invoices.

i. If found out any amendment.

- Highlight the particular record- Click Edit Invoice Item


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j. Edit the information accordingly. Update the Chit number if being provided.

- Click Confirm Changes after finish.

k. If all the invoice transaction being confirm.

- Click to continue generate Invoice numbers.

- Click to make hardcopy or softcopy for their client.


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4.2.2 Cancel Posted Invoice

1. This function is use when

- Post wrong invoice

- Wrong patient name found in invoice

- Patient’s name not appear in the posted invoice

- Wrong amount in the invoice

2. For example, user posts the invoice and prints it, then realize that one of the patients isnot in the list, so user can click “Cancel Posted Invoice” button.

Step by Step

1. Select posted invoice only to show the posted invoice

2. Click on the panel wish to edit

3. Click Cancel invoice

4. Click OK to continue

5. Selected invoice will disappear.

6. Then, user has to check back the patient detail by click the “Patient Information” buttonand search the patient name and click “Edit” button.


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7. If found out the panel wrongly entered, change it first and save. After that, change the‘Visit date’ (at the bottom of patient queue), highlight the patient and go to ‘PAYMENT ANDCOLLECTION’. User needs to click ‘EDIT BILL’ button, reselect the panel name by click onthe arrow again and save the record.

8. Then, go to the corporate invoicing, click ‘Ac-Hoc Invoice Generation’.

9. Then, select date range and company name, then click ‘OK’.

Ad Hoc Invoice

Generation


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10. Click Confirm Invoice

11. Lastly, post the invoice and print it.


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4.3 Payment Collection

4.3.1 Create Payment header

Step by step

1. User needs to select the Corporate Invoicing -> Invoice Functions (at the bottom) ->Invoice -> Payment Collection.

2. The screen as below will be shown.

3. Click Add Payment Header

Add payment header

Edit current payment header

Cancel current payment header

Print receipt after payment applied

Apply payment

View payment detail


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4. Enter data as below

5. Then click Confirm

6. Confirmation message will appear.

7. Click OK


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4.3.2 Apply payment

Step by step

1. Select the payment header created before. Then click Apply Payment.

2. If the particular panel does have invoice amount to be knock off, the following screen willappeared.

3. Click Auto Allocation if want to perform FIFO (First –In –First-Out) manner, or want keyin the amount manually in the column.

4. Click Apply Payment.

5. Click Yes to confirm payment.

6. The particular payment header status will changed to ‘CLOSE’

7. Click Print Receipt if require.


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Chapter 5: Reporting5.1 Sales & Collection Report

User can view the sales in the center by viewing this report. Below are the formats of the

report.


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5.1.1 Sales Report

5.1.2 Corporate Sale Report

5.1.3 Cash Collection Report


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5.1.4 Sale vs. Collection Report (Detail)


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5.1.5 Cash Sales vs. Collection Report

5.1.6 Cash Sales vs. Receipt Tracking

5.1.7 Drug Revenue Analysis Report


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5.1.8 Charge Item Revenue Analysis

5.1.9 Patient Outstanding Report


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5.2 Inventory Report

User able to view the inventory based report. Below are the formats of the report.

5.2.1 Stock Profiles

5.2.2 Stock Price Listing


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5.2.6 Stock Movement Report (Detail)

5.2.7 Drug Prescription (Date Selection)


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5.2.8 Drug Prescription (Drug Selection)


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5.3 Ministry of Health Report

5.3.1 Prescription Book

5.3.1 Prescription Register for Psychotropic Substances


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Chapter 6: User Maintenance6.1 Master file setup

6.1.1 User Profile

Step by step

1. Go to Setting -> User maintenance

->

2. Click user profile to see available user ID in the system. A screen as below will appear.

Current

1. Click New to

create new lo in

2. Enter user ID,

name, accessrou and

Inactive ID isallow to delete


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6.1.2 Change Password – Current or Other User ID


->

2. Click user profile to see available user ID in the system. A screen as below will appear.

6.1.3 Change Password – Current ID


->

2. Click change password. A screen as below will appear.

2. Type newpassword.

3. Click “Save”

“ ”


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6.2 User Access Group

This function is to change the level of user access on the system.

Step by step


->

2. Click user access group to see available access group in the system. A screen as belowwill appear.

Current

2. Enter

1. Click

“New” tocreate new

3. Click “ ”

4. Click

“AccessRight” to edit


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6.2.1 Level One

Level One is for access on operation and main function. Mostly on this level is to control onmain page system:

a) Operation

Registrationo Access to Registration and delete from queueo Access to Cancel Registrationo Access to Consultation and sub functionso Access to Dispensary and sub functionso Access to Bill & Payment

b) Main Function

Access to Patient Management

Access to Appointment

Access to Corporate Functions and sub functions

Access to Inventory and purchasing, and sub functions

Access to Reports and sub functions

Access to System Setting ,change password and sub functions


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6.2.2 Level Two

Level two is for access details button on home page system:

a) Corporate Information:

Receivableo Invoiceo Paymento Pending Invoiceo Basic Setup

Corporate Settingo Corporate Settingo Invoice Ageing Periods Configuration

Reportso Corporate Saleso Account Status


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b) Inventory:

Transaction

o Purchase Orderso Good receiveo Stock Adjustmento Stock Issuing

Master Fileso Product mastero Supplier Mastero Product Groupo Product Typeo Generic/Scientific Nameo Unit Of Measuremento Drug Dosage

o Drug Frequencyo Drug Precautiono Drug Instructiono Drug Indicationo Drug Durationo Regime Items

Inventory Reportso Purchase Orders

o Goode Receive Noteso Good Return Noteso Stock Statuso Stock Expirationo Quantity Adjustmento Product Profileso Stock Balanceo Received Itemso Returned Items Listo Stock Movemento Stock Transfer Summaryo Product Listingo Drug Issued Analysis


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c) Reports:

Sales & Collection : include sub functiono Patient Outstanding : include sub functiono Revenue Analysis: include sub function

Master Listo Patient: include sub functiono Corporate: include sub function

Patients Analysis: include sub functiono Diagnosis Analysis: include sub function

Inventory Reports: include sub functiono Drug Issued Analysis


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d) Setup:

System Setup: include sub function

Patient Basic Setup: include sub function

Inventory Setup: include sub function

o Master File Setup: include sub functiono Basic Setup: include sub function

Corporate Data Setupo Master File Setup: include sub functiono Basic Setup: include sub function

User Maintenanceo Master File Setup: include sub functiono Basic Setup: include sub function

Doctor Maintenanceo Master File Setup: include sub functiono Basic Setup: include sub function

Pricing Setupo Master File Setup: include sub functiono Basic Setup: include sub function


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6.2.3 Patient Information

Patient Information is for access details button on home page system:a) Patient Bio Data

Add

Change

Delete

Add Panel Informationb) Consultation & Prescription Note

Create and Change Own Notes (Current Notes – Less than 24 hours)

Change Other Notes (Current Notes – Less than 24 hours)

Change History (More than 24 hours)

Change Diagnosis Information Enable “Set As Default” Checkbox

Print Notesc) Charges Details information

Display Optiono Charges Inquiry and Maintenanceo Charges Inquiry Only

Rightso Add Charge Detailso Delete Charge Detailso Print Drug Labelo Change Charge Historyo Dispense Psychotropic & Poison Drugso Change Unit Price


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Edit Charge Rightso Consultationo Medicationo Investigationo Treatmento Examinationo Other

d) Billing Summary information

Confirm Bill

Change Bill

Change Bill History

Print Bille) Medical Certificate Data

Add & Change

Delete

Printf) Cash Receive

Receive Payment Cancel Payment

Adjust Payment

Print Receipt

Sub Functiono Allow to Change Payment Dateo Allow Receive Previous Bill Payment

g) Imaging & Document

Add

Change

Delete

Printh) Letter

Create Template

Create Documenti) Patient Information Sub Menu

Consultation History

Account Status

Bill History

Medical Certificate

Payment & Receipts

Referral Letter

Image & Document Immunization & Charting

Fomema j) Patient’s Drug Label

Print all

Print Current Only

Print History Only


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6.2.4 Sensitive Data

Sensitive data is appear on home page system in every patient list with details.a) Sensitive Data Access Right

Access to Collection on Main Menu

Access to Price Information on Charges Incurred or Inquiry

Access to Cost Information


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Chapter 7: Setting7.1 Form Printer Setup

7.1.1 Workstation

1. Click Setting

2. Click “Form Printer Setup (workstation)

Item

1. Choose Print

Preview, Print Dialog

or Print Direct2. Choose printer

3. Choose paper size

4. Click save


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7.2 Multiple Pricing Setup

7.2.1 Overview

MedexOne CliniSys supports setup of multi-pricing for Corporate/Panel to specific differentpatients from different panels has different price.

System default contains 4 types of price which are Price 1, Price 2, Price 3 and Price 4.Price 1 is always for Cash Patient or for those panels that charge equivalent with cashpatient.

Users are allowed to change the price type description to more meaningful instead of usingPrice 1, Price 2, Price 3 or Price 4.

Step by step

1. Click Setting

2. Click change price categories description

3. A screen as below will appear

Change the description

here


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7.2.2 Corporate Settings

To setup billing policy for panel, go to Corporate Invoicing Corporate Settings

If there are no price type set for the panel, system will default the panel price type to price 1

Select the price type

Pricing remark for guidance


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7.2.3 Inventory

Setup different price for Medication,

1. Go to Inventory Master File Stock Master.

When dispensing Medications

While dispensing medication, unit price will base on the pricing type and select correctfigure. Pricing policy will display above the stock balance.

1. Different pricing for

different price type

Pricing type

2. Click save

Price


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7.2.4 Charge Item (Investigation, Treatment, Examination, Other)

Setup different pricing at charge items

1. Go to Settings Pricing Setup.

2. Select the charge item from the list

3. Screen as below will appear

1. Select item

2. Set the price

3. Click Save


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4. To insert logo at section C, click “Load”. Format allow is normal picture format such as

jpg.

5. Locate the picture file from the computer. Logo will appear as below:

6. Choose the picture size mode: Stretch, Clip or Zoom. By default, system will choose

“Zoom”

7. Click “Save” to save the setting.

8. Open reports or document in the system (MC, official receipt, etc) to view the letter head.

Letter head with logo appear as below:

Logo

Clinic name and

address


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Chapter 8: Appointment

8.1 Create Appointment

Step by step

1. Click appointment -> new appointment

1. Select Doctor

2. Select Patient

3. Select date and time

4. Enter the contact no.

*Contact no will be appear if you have

register patient HP no.

5. Enter the purpose

6. Click Save

Appointment will be save in the list. User may

check through it.


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User also can search appointment by click the

calendar section.

User may also filter the particular doctor to view their appointment. Tick the box

and click ‘Refresh’, specify doctor appointment will appear in the appointment list.

Method 2, user may also search by

appointment date, and the specific

doctor appointment.

User can view the appointment by different

arrangement such as week/month/timeline view.


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8.2 Create Appointment Using Planner

User can create different kind of category for appointment

by keying in the planner category setting

1. Click ‘New’ to create

3. Click ‘Save’ to save it

2. Key in the Code & Description for each category

Click ‘Add Group’ to add on the category in the appointment

Select the category that you wish to assign

Assign the patient into the list


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8.3 Search appointment by filteting by doctor & date

8.4 Setting appointment labels

User also may search the patient

appointment by filtering by doctor and

date.

User can define the appointment by

using different color for each

appointment.


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Chapter 9: GST SetupTo use GST in the CliniSYS, user have to submit a form with GST registration number toMedexOne Global in order to activate the GST function in the system.

Sample of GST activation license key

* Please take note that, upon the activation of the GST, all billing will be changed to Tax

Invoice.

Clinic’s name and

address and other

relevant function

GST registration no

and relevant info


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9.1 GST setup and function for inventory9.1.1 Stock master setup

Step by step

1. Click Inventory ->master files->stock master

2. Select stock and click “Edit”

3.

Documents

GP Manual Final