Health Management System
| Document Title | Health Management System Guide |
|---|---|
| Document Number | HMS-001 |
| Version | 2.1.3 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | December 30th, 2025 |
Introduction
The Health Management System (HMS) is a comprehensive software platform designed to streamline and enhance the administration of healthcare services across campus health centers and affiliated hospitals. The system provides a centralized software for managing patient information, memberships, appointments, medical stocks, prescriptions, and dispensary operations.
The HMS is intended for use by healthcare administrators, medical staff, and authorized personnel, allowing them to manage health records and memberships for employees, students, and guest users in a secure and organized manner.
Key Features of HMS
- Health Records Management: Maintain comprehensive health records for members and guests, including past medical history, prescriptions, and clinical notes.
- Membership Management: Create, update, and monitor health memberships, including dependent members, membership types, and validity periods.
- Doctor Scheduling & Availability: View and manage doctors’ schedules, visiting hours, and availability across multiple health centers.
- Guest Health Services: Facilitate health record creation and management for guest users and short-term visitors.
- Online Appointments: Enable members to book appointments with doctors or specialists online, streamlining the consultation process.
- Medical Stock Management: Track medicines, medical supplies, and stock levels, including batch management, expiry tracking, and supplier information.
- Prescription Management: Generate, manage, and dispense prescriptions efficiently, including dosage, frequency, and duration tracking.
- Dispensary Operations: Oversee medicine dispensing, stock issuance, and verification of prescriptions.
- Reporting & Analytics: Generate reports for memberships, health records, dispensary usage, and medical stock utilization for informed decision-making.
By integrating these functionalities, the HMS ensures that all healthcare processes are managed efficiently, reduces administrative overhead, and enhances the overall patient experience within the campus health ecosystem.
System Access
To access Health module follow these steps
- Log in to the Samarth Portal using authorized credentials
- Navigate to Campus Services from the left-side panel
- Select Health Facilities from the module list
Dashboard
Admin
Employee
Membership
Membership refers to a subscription of health services of a Member
Before creating a Membership for a member following settings must be configured
- Types of Membership
- Membership Card Templates
- Subscribed Membership Only
Types of Membership
Defines health membership types. Administrators may
- Add new membership types
- View details
- Edit entries prior to submission
Add Membership Type
Steps to configure
- Go to Settings
- Click on Types Of Memberships
- Click on Add Membership Type
- Fill the required details
- Click on Add
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name for the membership type | Yes | — |
| Member Type | Type of member (selected from dropdown) | Yes | — |
| Health Center | Name of the Health Center (selected from dropdown) | Yes | — |
| Benefits | Applicable benefits available for the membership type | No | — |
| Validity Type | Duration type for which the membership is active | Yes | — |
| Validity Days | Number of validity days | Conditional | Required if Validity Type = Valid Till |
| Validity Months | Number of validity months | Conditional | Required if Validity Type = Valid Till |
| Validity Years | Number of validity years | Conditional | Required if Validity Type = Valid Till |
| Status | Indicates whether the membership type is active | Yes | — |
| Fee Applicable | Indicates whether a fee needs to be collected | Yes | — |
| Fee Amount | Fee amount to be collected | Conditional | Required if Fee Applicable = Yes |
Membership Card Templates
Defines templates for generating membership cards in PDF format.
Add membership card templates
You can add referral template by filling out the following details
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name of the membership card template | Yes | — |
| Template Body | Body of the template, customizable using the editor | Yes | — |
| Background Color | Preferred background color for the membership card | No | — |
| Status | Indicates whether the template is active or inactive | Yes | — |
Impact
- Customization of health membership cards is possible by defining a membership card template.
- A membership card template must be present to print the membership card.
Subscribed Membership Only
Restricts users to viewing only their subscribed memberships.
Impact
- If this option is turned on, then the employee will only be able to view memberships assigned by the admin.
- Otherwise, the employee will also be able to view all other available memberships
To create a membership following steps have to be followed
- Click on Membership
- Click on Add Membership
- Fill appropriate details
- Click on Add Membership
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Member Type | Type of member for which the membership is created | Yes | — |
| Member | Name of the member | Yes | — |
| Program | Program in which the student is enrolled | Yes | — |
| Academic Year | Academic year of the student | Yes | — |
| Academic Session | Session in which the student is enrolled | Yes | — |
| Academic Section | Academic section in which the student is enrolled | Yes | — |
| Health Centre | Name of the health center (selected from dropdown) | Yes | — |
| Membership Type | Type of membership (selected from dropdown) | Yes | — |
| Membership Date | Date on which the membership is issued | Yes | — |
| Valid From | Date from which the membership becomes active | Yes | — |
| Validity Type | Type of validity (selected from dropdown) | Yes | — |
| Valid Till | Date until which the membership is valid | Conditional | Required if Validity Type = Valid Till |
Health Record
Health record refers to a document that contains details of an Employee health when he visits a health center. Health record for an employee/student/guest can be created once an appointment is done or a health facility is availed by the benificiary. Health record can be created by a person with health_admin, health_doctor roles
Before creating a Health Record for a member following settings must be configured
- Map Health Center Key
- Types of Unit
- Facility Master
- Types of Facility
- List of Hospitals
- Doctor Speciality
- Details of Doctor
- Add Health Record Days
- Referral Templates
- Prescription Control
Health Center Key
Steps to configure
- Go to settings
- Click on Map Health Center Key
- Click on Update Health Center Key
- Select the appropriate key
- Click on save
Impact
- Mapping the Health Center Key enables the system to generate and display the list of health centers.
- Select the appropriate organizational unit type from the dropdown and update accordingly.
Types of Unit
Defines health unit categories. Administrators may:
- Add new unit types
- View details
- Edit entries prior to submission
Add unit type
Steps to configure
- Go to settings
- Click on Types Of Unit
- Click on Add unit type
- Fill the required details
- Click on Add Type
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Type | Name of the unit type | Yes | — |
| Description | Brief description of the unit type | No | — |
| Status | Indicates whether the unit type is active or inactive | Yes | — |
Impact
- These unit types will be available later when adding a hospital to the module.
- The Unit Type dropdown will list all the added unit types when adding a hospital.
Facility Master
Defines the category of facility that can be mapped to a health center
Add facility master
To add a facility master following steps should be followed
- Go to Settings
- Click on Facility Master
- Click on Add Facility
- Fill the required details
- Click on Add Facility
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name of the category for the facility | Yes | — |
| Description | Description about the category | No | — |
| Status | Indicates whether the category is active or not | Yes | — |
Impact
- These facilities will be available in the
Facilitydropdown while adding a hospital later.
Types of Facility
Add facility type
Defines facilities included under memberships. Entries may be edited or updated based on administrative permissions
Steps to configure
- Go to Settings
- Click on Types Of Facility
- Click on Add Facility Type
- Fill the required details
- Click on Add Facility
You can add a facility type by filling the following details
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Health Centre | Name of the health center (selected from dropdown) | Yes | — |
| Facility Name | Name of the facility | Yes | — |
| Details of Facility | Brief description of the facility | No | — |
| Status | Indicates whether the facility is active or inactive | Yes | — |
Impact
- These facility types provide the base for adding facilities, which will then be added to the hospital.
List of Hospitals
Hospitals that are affiliated to university
Add hospital
Steps to configure
- Go to Settings
- Click on List of Hopsitals
- Click on Add Hospital
- Fill the required details
- Click on Add Hospital
You can add a Hospital by filling the following details
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name of the hospital | Yes | — |
| Registration No | Hospital registration number | Yes | — |
| Affiliation | Select from the list: Affiliated or Attached | Yes | — |
| Unit Type | Type of unit available in the hospital (selected from dropdown) | Yes | — |
| Facility | Name of facility (selected from dropdown) | Yes | — |
| Contact No | Phone number of the hospital | Yes | — |
| Address | Official address of the hospital | Yes | — |
| Status | Indicates whether the hospital is active or inactive | Yes | — |
| Remarks | Any notes regarding the hospital | No | — |
Impact
- The list of hospitals will be available for selection when a health record is referred to another hospital.
Doctor Speciality
Defines specialty categories that may be mapped to doctor profiles
Add speciality
Steps to configure
- Go to Settings
- Click on Doctor Speciality
- Click on Add Speciality Type
- Fill the required details
- Click on Add Type
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Speciality | Name of the speciality (e.g., Physician) | Yes | — |
| Description | Description about the speciality | No | — |
| Status | Indicates whether the speciality is active or inactive | Yes | — |
Impact
- Doctor specialty is required at the time of adding doctor details; it is not possible to add a doctor without a specialty.
Details Of Doctor
Stores and manages doctor profiles
Add doctor details
To add the doctor details following steps should be followed
- Go to Settings
- Click on Details of Doctor
- Click on Add Doctor Details
- Fill the required details
- Click on Add Doctor
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Whether University Doctor or Not? | Select Yes if the doctor is a university doctor, otherwise select No | Yes | — |
| Name of the University Doctor | Select from dropdown | Conditional | Required if University Doctor = Yes |
| Profile ID | Enter doctor profile ID/number | Conditional | Required if University Doctor = No |
| Name of Doctor | Name of the doctor | Conditional | Required if University Doctor = No |
| Contact Details of Doctor | Official phone number of the doctor | Yes | — |
| Contact Address | Official contact address of the doctor | Yes | — |
| Hospital Name | Name of the hospital with which the doctor is associated | Yes | — |
| Official email address of the doctor | Yes | — | |
| Gender | Gender of the doctor | Yes | — |
| Experience in Years | Total years of experience | Yes | — |
| Visiting Hours Start | Visiting hours start time | Yes | — |
| Visiting Hours End | Visiting hours end time | Yes | — |
| Visiting Days | Days on which the doctor is available | Yes | — |
| Visiting Status | Select visiting status from dropdown | Yes | — |
| Speciality | Type of speciality the doctor belongs to | Yes | — |
| Any Other Information | Additional information about the doctor | No | — |
| Status | Indicates whether the doctor is active or inactive | Yes | — |
Additional Information
- Fields marked with
*are mandatory. - Bulk import via Excel template is supported.
Impact
- The doctors will be available when creating a health record later
Add Health Record Days
Defines the number of days after which health records become visible to employees or students.
Impact
- This directly impacts the time after which an employee can view their health record.
- If the number of days is set to 10, then only after 10 days will the employee be able to view their health record.
Referral Templates
Manages referral letter templates used when transferring health records to external hospitals.
Add referral templates
You can add referral template by filling out the following details
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Name | Name of the referral template | Yes | — |
| Template Body | Template body, customizable using the text editor | Yes | — |
| Background Color | Preferred background color of the template | No | — |
| Status | Indicates whether the template is active or not | Yes | — |
Impact
- Only these templates will be available for selection when a health record is referred to a hospital.
Prescription Control
Controls whether the signature of medical officer will be shown on prescription slip or not
Impact
- If this setting is turned off, then the signature of the Medical Officer will not be visible on the prescription slip
To create a health record following steps have to be followed
- Click on Record
- Click on Add Record
- Fill appropriate details
- Click on Add Record
Membership
Refers to the membership for which you want to create Health Record If there are no memberships shown in the dropdown then you might have to create some memebrship before creating a health record Select one of the membership shown in the dropdown
Impact
The selection of membership will populate the following fields based on the details of memberships for that employee/student
- Member Name
- Membership Type
- Health Center
- Facility Avail (Only visible after the Membership is selected)
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Member Name | Name of the member selected when creating the membership | Yes | — |
| Membership Type | Type of membership selected when creating the membership | Yes | — |
| Health Center | Name of Health Center in which the membership is created | Yes | — |
| Are you a dependent of the member or not? | Select Yes if the health record is for a dependent member, otherwise No | Yes | — |
Impact
If the record is for dependent member then the name of the dependent and dependent relation should be specified in the dependent field and the dependents and relation list will be fetched from the dependents that were added when creating the membership, if the dependents are not listed then you might have to add the dependents in the membership
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Dependent | Name of the dependent added in the membership (required for Dependent Member) | Conditional | Required if Dependent Member = Yes |
| Dependent Name | Auto-fetched from the selected dependent | Conditional | Required if Dependent Member = Yes |
| Dependent Relation | Relation of the dependent added in the membership (required for Dependent Member) | Conditional | Required if Dependent Member = Yes |
| Date of Visit | Date of visiting the Health Center | Yes | — |
| Time of Visit | Time of visiting the Health Center | Yes | — |
| Height (in cm) | Height of the member in centimeters | No | — |
| Weight (in Kg) | Weight of the member in kilograms | No | — |
| Blood Group | Blood group of the member | No | — |
| Past Medical or Surgical History (if Any) | Any records related to past medical or surgical history | No | — |
| Any History of Intake of Regular Medicine | Specify any regular intake of medicines | No | — |
| Any History of Drug Allergy | Specify if any medicine/drug allergy | No | — |
| Purpose/Chief Complaint | Purpose of the visit | Yes | — |
| Examination Findings (for Doctor’s Reference only) | Details of findings for the member’s health | No | — |
| Prescription | Any prescription notes given by the doctor | No | — |
| Clinical Noting | Any other clinical noting | No | — |
| Referred to Another Hospital | Select Yes if referred to another hospital, otherwise No | Yes | — |
Impact
If this field has selected yes then adjacent field List of Approved Hospital and Referral Template is required
List of Approved Hospital
Name of the approved hospital in which the member is referred to
Referral Template
Name of the template for referrals
Doctor Time
Displays doctor availability schedules by specialty, user can view doctor schedule based on the following search fields
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Speciality | Name of the speciality | Yes | — |
| Doctor Name | Name of the doctor | Yes | — |
| Gender | Gender of the doctor | Yes | — |
| Experience | Experience in years | No | — |
| Visiting Hours | Visiting hours of the doctor | No | — |
Details of Subscription
Tracks paid membership subscriptions and transaction records
Following steps can be followed to view details of subscriptions
Health Guest Users
Records all users who are not employees/students. Admin can add health guest users by following the steps
- Go to Health Guest Users at the left sidebar
- Click on Add Guest User
- Fill the required details
- Click Submit
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Member Name | Name of the member | Yes | — |
| Official email of the member | No | — | |
| Mobile No | Mobile number of the member | No | — |
| Date of Birth | Date of birth of the member | No | — |
| Gender | Gender of the member | No | — |
| Blood Group | Blood group of the member | No | — |
| Status | Indicates whether the member is active or inactive | Yes | — |
| Remarks | Any other information/notes about the member | No | — |
Appointments
Tracks appointments scheduled by employees, Employees can view their appointments scheduled with the doctors by click on the view button in the actions tab
Medical Stock
Manages medicine inventory across health centers, including expiry tracking and threshold alerts Admin can add stocks in the health module. Before adding stocks to the health module the following settings should be configured
- Medicine Brands
- Medicine Companies
- Medicine Salts
- Medicine Stock Types
Medicine Brands
Name of the brand for the medicine. To add a medicine brand folllwing steps should be followed
- Go to Settings
- CLick on Medicine Brands button
- CLick on Add button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Brand Name | Name of the brand | Yes | — |
| Brand Remarks | Remarks by admin | No | — |
Medicine Companies
Name of the company for the medicine. To add a medicine company folllwing steps should be followed
- Go to Settings
- CLick on Medicine Companies button
- CLick on Add button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Company Name | Name of the company | Yes | — |
| Company Remarks | Remarks by the admin | No | — |
Medicine Salts
Name of the salt for the medicine. To add a medicine salt folllwing steps should be followed
- Go to Settings
- CLick on Medicine Salts button
- CLick on Add button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Salt Name | Name of the salt | Yes | — |
| Salt Remarks | Remarks by admin | No | — |
Medicine Stock Types
To add a medicine stock types folllwing steps should be followed
- Go to Settings
- CLick on Medicine Stock Types button
- CLick on Add button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Name | Name of the stock type | Yes | — |
| Description | Brief description about the stock type | No | — |
| Disabled | Indicates whether updates are disabled for this stock type | No | — |
Prescriptions
Manages prescriptions linked to health records. Admin and Doctor can prescribe medicine against a health record. To prescribe medicines following steps should be followed
Before prescribing medicine, following setting should be configured
- Prescription Codes
Prescription Codes
The code corresponds to frequency of medicine intake, to add a prescription code following steps should be followed
- Go to Settings
- CLick on Prescription Codes button
- CLick on Add button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Code | Code for the frequency | Yes | — |
| Dose Quantity | Quantity of the medicine with respect to the code | Yes | — |
| Description | Brief description | No | — |
To prescribe medicines following steps have to be followed
- Click on Prescriptions
- Click on Prescribe Medicines
- Fill appropriate details
- Click on Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Health Record ID | Health record for which the prescription is generated | Yes | — |
| Prescribed On | Date on which the prescription is issued | Yes | — |
| Patient Details | Name of the patient | Yes | — |
| Remarks | Remarks by admin or doctor | No | — |
| Item | Medicine from the medical stock | Yes | — |
| Dose | Quantity to be taken according to the frequency | Yes | — |
| Frequency | How many times the medicine should be taken according to the dose | Yes | — |
| Duration | Actual duration till which the medicine is to be taken | Yes | — |
| Declaration | Declaration certifying that the medicines do not have any side effects | Yes | — |
Dispensary
Manages medicine dispensing operations. Admin, Doctor and Pharmacist can dispense medicines against a health record. To dispense medicines following steps should be followed
- Go to Dispensary
- CLick on Dispense Medicines button
- Fill the required details
- Click Save
| Field Name | Description | Mandatory (*) | Conditional Dependency |
|---|---|---|---|
| Health Record ID | Health record for which the prescription is generated | Yes | — |
| Dispensed On | Date on which the prescription is dispensed | Yes | — |
| Patient Details | Name of the patient | Yes | — |
| Remarks | Remarks by admin or doctor | No | — |
| Item | Medicine from the medical stock | Yes | — |
| Dose | Quantity to be taken according to the frequency | Yes | — |
| Frequency | How many times the medicine should be taken according to the dose | Yes | — |
| Duration | Actual duration till which the medicine is to be taken | Yes | — |
| Declaration | Declaration certifying that the medicines do not have any side effects | Yes | — |
Logs
Displays system activity logs for monitoring and audit purposes.
Reports
The system supports CSV and PDF export for:
- Membership Type Report
- Membership Report
- Membership Subscription Report
- Health Record Report
- Membership Expiry Report
- Membership Dependents Report
Specific filters are also available while exporting the reports.
Roles and Permissions
| Role Name | Description |
|---|---|
| health_admin | Full configuration and monitoring access |
| health_view | Read-only access to health records |
| health_administrator | Health record operational management |
| health-head | Department-level management |
| health-super-head | Parent department management |
| employee-health | Employee-level access |
| health_doctor | Appointment management and record creation |
| health_pharmacist | Medicine dispensing and stock management |
Workflow Diagrams
Activity Diagram
Use Case Diagram
External Resource
FAQ
Glossary
| Term | Definition |
|---|---|
| Affiliation | The official association of a hospital or health center with the University. |
| Appointment Control | Configuration that defines patient limits, online booking availability, and scheduling rules. |
| Clinical Notes | Observations and medical remarks recorded by the doctor during consultation. |
| Dependent | A family member linked to a primary member’s health membership. |
| Dispensary | The unit responsible for dispensing prescribed medicines to patients. |
| Health Center Key | A configuration setting used to map organizational units as health centers in the system. |
| Health Record | A documented medical entry containing patient details, diagnosis, prescription, and clinical findings. |
| Membership Type | A predefined category of health membership with specific validity, benefits, and fee structure. |
| Medical Stock | Inventory of medicines maintained across health centers, including batch and expiry details. |
| Prescription Code | A standardized code used by doctors to prescribe medicines with predefined dosage instructions. |
| Referral Template | A predefined letter format used when referring a patient to another hospital. |
| Unit Type | A category defining the classification of a health facility (e.g., hospital, clinic, dispensary). |
| Validity Type | Defines the duration of a membership (Lifetime, Valid Till, or Superannuation). |