Health Management System

Health Management System Guide#

About the Module#

Health Module Overview:#

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 platform for managing patient information, memberships, appointments, medical inventory, prescriptions, dispensary operations, and other healthcare-related activities.

HMS is designed for use by Health Administrators, Doctors, Pharmacists, and other authorized personnel, enabling them to efficiently manage healthcare services for employees, students, dependents, and guest users in a secure, organized, and paperless environment.

The system digitizes the complete healthcare workflow—from member registration and appointment scheduling to patient consultation, prescription management, medicine dispensing, and reporting—thereby improving operational efficiency and ensuring accurate medical record management.

Key Features of Health Management Moudle#

• Patient Registration

Register and maintain records of employees, students, dependents, pensioners, guest users, and other eligible beneficiaries. The system stores essential demographic and contact information to facilitate seamless healthcare services.

• Doctor Management

Create and manage doctor profiles, departments, specializations, consultation schedules, and availability. This enables efficient appointment scheduling and resource management.

• Electronic Medical Records (EMR)

Maintain a comprehensive digital health record for each patient, including medical history, diagnoses, consultations, laboratory findings, treatments, and follow-up visits. EMRs ensure continuity of care and quick access to patient information.

• Prescription Management

Generate and manage digital prescriptions linked to patient health records. Prescriptions include medicine details, dosage, frequency, duration, and additional instructions, ensuring accurate treatment and record keeping.

• Pharmacy Management

Manage medicine inventory, stock availability, dispensing, batch details, expiry dates, and pharmacy transactions. The system automatically updates stock levels whenever medicines are dispensed.

• Membership Card Management

Generate and manage digital health membership cards for eligible beneficiaries. Membership cards can be configured with QR Code or Barcode support for quick identification and verification during healthcare services.

• Referral Management

Record and track patient referrals to external hospitals, specialists, or healthcare facilities for advanced consultation or specialized treatment while maintaining a complete referral history.

• Role-Based Access Control (RBAC)

Ensure secure access to the Health Management System by assigning permissions based on user roles and responsibilities. Different users, such as Health Administrators, Doctors, Pharmacists, and other authorized personnel, can access only the features relevant to their assigned roles.

By integrating these functionalities, the Health Management Module ensures that all healthcare processes are managed efficiently, reduces administrative overhead, and enhances the overall patient experience within the campus health ecosystem.

Prerequisites to Initiate the Health Management System#

Before implementing the Health Management System (HMS) in SAMARTH ERP, ensure the following prerequisites are completed:

• Institution & Organizational Setup – Configure the institution, campus, health center, and organizational units in the ERP.
• User & Role Assignment – Create user accounts and assign roles such as Health Administrator, Doctor, Pharmacist, Receptionist, and Laboratory Staff.
• Beneficiary Data Availability – Ensure employee, student, pensioner, and dependent records are available and synchronized with the system.

Note:

• These configurations must be completed by the HR Administrators or users assigned the admin role for the respective modules in the Samarth Suite.
• Accurate and complete data entry is crucial to ensure smooth functioning of the Health Module.

Roles in Health Management Module#

Health Administrator’s Guide (health_admin)#

Health Management Dashboard:#

The Health Management Dashboard provides a centralized overview of all healthcare-related activities within the institution. It enables administrators to monitor health centres, memberships, doctors, medical records, medicine inventory, and facility utilization through real-time statistics and graphical reports.

Dashboard Overview#

The dashboard displays a summary of the Health Management System, including:

• Total Health Centres/Hospitals
• Active Membership Plans
• Health Records
• Registered Doctors
• Medicine Inventory Status
• Health Centre-wise Analytics
• Membership Statistics
• Facility Usage Reports

This enables administrators to monitor the overall performance of the health centre from a single screen.

Key Dashboard Features#

• Provides a real-time overview of healthcare operations.
• Enables quick monitoring of hospitals, doctors, memberships, and patient records.
• Tracks medicine inventory and expiry status efficiently.
• Supports data-driven decision-making through graphical analytics.
• Monitors facility utilization and member enrollment across health centres.
• Improves healthcare administration through centralized reporting and insights.

Note:
This dashboard serves as the central monitoring interface of the SAMARTH Health Management Module, offering administrators a comprehensive view of institutional healthcare services, medicine inventory, membership statistics, and operational performance.

Settings#

The Settings module is used to configure the Health Management System before it is operational. It allows administrators to define hospitals, membership types, doctors, pharmacy masters, templates, and feature-level controls.

The Settings module is divided into five major configuration categories:

• General Configuration
• Doctors Management
• Templates
• Pharmacy Master
• Feature Settings

1. General Configuration#

The General Configuration section contains the basic master settings required for the Health Management Module.

1.1 Map Health Center Key#

Maps the Health Centre with the corresponding organizational unit or campus.

• Enables the system to identify the appropriate health centre for members.

1.2 List of Health Centres#

The List of Health Centre section displays all the Health Centres mapped to the selected Health Centre Key configured in the previous setting.

• The list of Health Centres is automatically populated based on the Health Centre Key selected in the Map Health Center Key setting.
• Only the Health Centres associated with the selected key will be displayed in this section.
• This mapping ensures that users can view and manage only the relevant Health Centres configured for their institution.

1.3 Types of Unit#

In this section, the admin needs to add all the unit types in which the hospitals are registered, like:

• CGHS Panel
• etc.

1.4 Types of Membership#

Create and manage membership plans available in the health system.

Examples:

• Monthly
• Annual
• Lifetime Employee Membership
• Student Membership

1.5 Facility Master#

Create the list of healthcare facilities available in the institution as well as in Attached/Affiliated Hospitals.

Examples:

• X-Ray
• ECG
• Dental Clinic
• CT Scan
• Laboratory
• Physiotherapy

1.6 Facilities in Health Centre#

Map facilities available in the health centres from the Facility Master.

• One health centre can have multiple facilities.

1.7 Details of Hospitals#

Configure Attached/Affiliated hospital information.

Includes:

• Hospital Name
• Address
• Contact Details
• Registration Information

1.8 Prescription Codes#

Configure standard prescription or diagnosis codes used during patient consultation.

• Ensures consistency in prescriptions.

2. Doctors Management#

This section is used to configure doctors and their appointment settings.

2.1 Doctor Speciality#

Create doctor specializations masters.

Examples:

• General Physician
• Dentist
• Orthopedic
• Cardiologist
• ENT Specialist

2.2 Details of Doctor#

Register doctors in the system.

Configure:

• Doctor Name
• Qualification
• Specialization
• Department
• Consultation Charges
• Availability

2.3 Doctor Appointment Control#

Configure appointment rules.

Manage:

• Appointment Slot Duration
• Maximum Appointments per Day
• Consultation Timing

3. Templates#

This section is used to design printable templates used throughout the module.

3.1 Membership Card Templates#

Design health membership cards for different member types like employees, students, guests, pensioners, and dependents.

Configure:

• Logo
• Member Details
• QR Code
• Barcode
• Card Layout

3.2 Referral Templates#

Configure the referral letter format.

• Used when referring patients to another hospital or specialist.

4. Pharmacy Master#

The Pharmacy Master contains all medicine-related master data.

4.1 Medical Stores#

Create and manage pharmacy/store locations.

Examples:

• Main Pharmacy
• Emergency Pharmacy
• OPD Pharmacy

4.2 Medicine Brands#

Maintain the master list of medicine brands.

• Helps standardize medicine entries.

4.3 Medicine Companies#

Configure pharmaceutical companies or manufacturers.

• Used during medicine procurement and inventory management.

4.4 Medicine Salts#

Maintain generic medicine compositions.

Examples:

• Paracetamol
• Amoxicillin
• Cetirizine

4.5 Medicine Stock Types#

Define medicine categories for inventory management.

Examples:

• Tablet
• Capsule
• Syrup
• Injection
• Ointment
• Drops

5. Feature Settings#

This section controls the operational behavior of the Health Management Module.

5.1 Prescription Control#

In this section, the admin can define whether the name of the Medical Officer will be displayed on the OPD slip generated by the system or not.

5.2 Dispensary Control#

In this setting, the admin can specify whether medicines should be dispensed through the system.

5.3 Subscribed Membership Only#

In this, the admin can restrict the members from choosing the membership type on their own.

5.4 Add Health Record Days#

Define the number of days for which health records can be be visible at the employee’s login.

• Helps control backdated or future-dated entries in health records.

Key Benefits#

• Centralized configuration of the Health Management Module.
• Standardized master data for hospitals, doctors, medicines, and memberships.
• Flexible appointment and prescription management.
• Easy customization of membership cards and referral formats.
• Controlled pharmacy and prescription workflows.
• Secure access through configurable operational settings.
• Ensures consistency and efficient administration across all health centres.

Note:
This Settings module acts as the foundation of the SAMARTH Health Management System, ensuring that all master data, workflows, templates, and operational controls are configured before the module is used by doctors, pharmacists, and administrators.

Membership#

The Membership section allows the Health Administrator to assign memberships to eligible members based on their category. The system provides two methods for assigning memberships:

• Assign Membership Individually
• Bulk Membership Assignment

Option 1: Assign Membership Individually#

To assign a membership to an individual member, follow the steps below:

1. Navigate to the Membership section.
2. Click the Add Membership button available at the top-right corner of the screen.
3. Select the Member Type.
4. Choose the Member from the dropdown list.
5. Select the Membership Type.
6. Choose the Membership Date.
7. Enter the Validity From date.
8. Select the Validity Type from the following options:
   • Lifetime – Membership remains valid for the lifetime of the member.
   • Superannuation – Membership remains valid until the member’s retirement/superannuation date.
   • Valid Till – Membership remains valid for a specific duration defined by the administrator.
9. Set the Status to Active.
10. If a membership fee is applicable, select Yes under Fees Applicable and enter the Amount in the next field.
11. Click Save to assign the membership.

Note: If Valid Till is selected as the Validity Type, the administrator can define the membership validity in Days, Months, or Years according to the institution’s requirements.

Option 2: Bulk Membership Assignment#

The Bulk Membership Assignment feature enables the Health Administrator to assign memberships to multiple members simultaneously, reducing manual effort and saving time.

To assign memberships in bulk, follow these steps:

1. Navigate to the Membership section.
2. Click the Bulk Membership button available at the top-right corner of the screen.
3. Download the Excel Template provided by the system.
4. Fill in the required member details in the template as per the instructions.
5. Click the Proceed button.
6. Upload the completed Excel file.
7. After successful validation, the system will assign memberships to all eligible members in a single operation.

Note: Ensure that the Excel file is filled in the prescribed format. Any missing or incorrect information may result in validation errors during upload.

Inactivate Membership#

The system also allows the Health Administrator to deactivate memberships for one or more members whenever required.

To inactivate memberships:

1. Navigate to the Membership section.
2. Select the member(s) whose membership needs to be deactivated.
3. Click the Inactive button available at the top-right corner of the screen.
4. Confirm the action to mark the selected membership(s) as Inactive.

Note: Once a membership is marked as Inactive, the member will no longer be able to avail services associated with that membership until it is reactivated by the administrator.

Health Record#

The Health Record section enables the Health Administrator or authorized medical staff to create, manage, and maintain patients' medical records. It also provides quick access to previously generated health records for future reference and follow-up treatment.

Add a New Health Record#

To generate a new health record, follow the steps below:

1. Navigate to the Health Record section.
2. Click the Add Record button available at the top-right corner of the screen.
3. Enter all the required patient and medical details.
4. Verify the information and click Save.

The health record will be successfully created and stored in the system.

View Previous Health Records#

The Health Record page provides multiple search filters that allow administrators and medical staff to quickly locate previously generated patient records.

Using the available filters, you can:

• Search and view a patient’s previous health records.
• Open and review complete consultation details.
• Print the health record for documentation or future reference.
• Prescribe medicines based on the patient’s previous medical history.
• Refer the patient to a hospital directly from the existing health record, if required.

Note: Maintaining complete and accurate health records helps ensure continuity of patient care and enables doctors to make informed treatment decisions during future consultations.

Health Guest User#

The Health Guest User section allows the Health Administrator to manage guest users who are eligible to avail healthcare services without being regular members of the institution. Administrators can view existing guest users as well as register new guest users in the system.

Add a New Guest User#

To add a new guest user, follow the steps below:

1. Navigate to the Health Guest User section.
2. Click the Add Guest User button available at the top of the screen.
3. Enter the required guest user details, including:
   • Full Name
   • Phone Number
   • Email Address
   • Date of Birth
   • Gender
   • Blood Group
   • Status (Active/Inactive)
   • Remarks (if applicable)
4. Verify the entered information and click Save.

The guest user will be successfully added to the system and will be available for future healthcare services.

View and Manage Guest Users#

The Health Guest User page displays the list of all registered guest users. Administrators can use the available search and filter options to quickly locate specific guest users and review their details.

Note: Ensure that the guest user’s contact information and other personal details are entered accurately to facilitate proper identification and communication whenever healthcare services are required.

Doctor Time#

The Doctor Time section enables the Health Administrator to view the availability schedule of all registered doctors. It provides information about which doctors are available on specific days and at particular time slots, making it easier to manage patient appointments and consultations.

View Doctor Availability#

The Doctor Time page displays the schedule of all available doctors along with their assigned timings. Administrators can use the available filters to quickly search for doctors based on specific criteria.

Available Filters#

• Day – View doctors available on a particular day.
• Time Slot – Search for doctors available during a specific time.
• Specialization – Filter doctors based on their medical specialty.

These filters help administrators identify the appropriate doctor for patient consultations efficiently.

Note: All doctor schedules displayed in this section are automatically fetched from the Doctors section under Settings. Any doctor details, availability, or schedules added or updated in the Doctors settings will be reflected automatically in the Doctor Time section.

Details of Subscription#

The Details of Subscription section allows the Health Administrator to view and manage all membership subscription records. It provides complete information about memberships that require a subscription fee, along with their payment status and transaction details.

View Subscription Details#

The Details of Subscription page displays the subscription records of members whose memberships are associated with a payment.

Administrators can review the following information:

• Member Details
• Membership Type
• Subscription Amount
• Payment Status
• Transaction Details (if available)

Payment Status#

The payment status is displayed as:

• Paid – The subscription fee has been successfully received.
• Unpaid – The subscription fee is pending.

Update Payment Details#

If the payment status is Unpaid, the administrator can update the payment information by following these steps:

1. Locate the member’s subscription record.
2. Click the Pencil (Edit) icon corresponding to the record.
3. Enter the required transaction details.
4. Save the changes.

Once the transaction details are saved successfully, the payment status will be updated accordingly.

Note: Only memberships configured with a subscription fee will appear in this section. Memberships without any payment requirement will not be listed in the subscription records.

Appointment#

The Appointment section allows the Health Administrator to view and manage all doctor appointments scheduled through the Health Management System. This section provides a centralized view of appointment records, helping administrators monitor consultation schedules and patient visits.

View Appointment Details#

The Appointment page displays the details of all scheduled appointments.

Administrators can review information such as:

• Appointment Number
• Patient Name
• Doctor Name
• Appointment Date
• Appointment Time
• Department/Specialization
• Appointment Status (Scheduled, Completed, Cancelled, etc.)

The available search and filter options enable administrators to quickly locate specific appointments based on different criteria, such as doctor, patient, date, or appointment status.

This section helps administrators efficiently monitor doctor schedules, track patient appointments, and ensure the smooth functioning of the appointment management process.

Note: The appointment details displayed in this section are generated automatically when appointments are booked in the Health Management System. Any updates made to an appointment, such as rescheduling or cancellation, are reflected here automatically.

Medical Stocks#

The Medical Stocks section enables the Health Administrator to maintain and manage the inventory of medicines available in the Health Management System.

The system provides two methods for adding medicine stock:

• Add Medicine Individually
• Add Medicine in Bulk

Option 1: Add Medicine Individually#

To add a medicine stock manually, follow the steps below:

1. Navigate to the Medical Stocks section.
2. Click the Add button available at the top-right corner of the screen.
3. Enter all the required medicine details, such as medicine name, category, quantity, batch number, expiry date, manufacturer, purchase details, and other applicable information.
4. Verify the entered details.
5. Click Save.

The medicine stock will be added successfully and will be available in the inventory.

Option 2: Add Medicine in Bulk#

The Bulk Upload feature allows administrators to add multiple medicine records simultaneously, making it convenient when importing a large inventory.

To add medicine stock in bulk, follow these steps:

1. Navigate to the Medical Stocks section.
2. Click the Add Multiple button available at the top-right corner of the screen.
3. Download the provided Excel Template.
4. Fill in the medicine details in the template according to the prescribed format.
5. Return to the same page and upload the completed Excel file.
6. After successful validation, the system will import all the medicine stock records into the inventory.

Note: Ensure that the Excel template is filled in the required format. Incorrect or incomplete data may result in validation errors during the upload process.

View and Manage Medical Stock#

The Medical Stocks section also allows the Health Administrator to monitor the current inventory of medicines and verify their availability in the pharmacy.

Administrators can use this section to:

• View the complete list of available medicines.
• Check the current stock quantity of each medicine.
• Verify the availability of medicines before dispensing them to patients.
• Review medicine details such as batch number, expiry date, category, manufacturer, and stock status.
• Use the available search and filter options to quickly locate specific medicines.

This section helps administrators maintain accurate inventory records and ensures that medicines are available whenever required for patient treatment.

Note: The stock availability displayed in this section is updated automatically based on medicine stock entries, bulk uploads, and medicines issued during patient consultations. Regular monitoring of stock levels helps prevent medicine shortages and ensures efficient inventory management.

Prescriptions#

The Prescriptions section allows the Health Administrator or Doctor to prescribe medicines to patients based on their existing health records. This ensures that every prescription is linked to the patient’s consultation history for accurate medical documentation and future reference.

Prescribe Medicines#

To prescribe medicines to a patient, follow the steps below:

1. Navigate to the Prescriptions section.
2. Click the Prescribe Medicine button available at the top-right corner of the screen.
3. Select the relevant Health Record of the patient.
4. Choose the required Medicine(s) from the available list.
5. Enter the prescription details, such as dosage, frequency, duration, and any additional instructions (if applicable).
6. Review the entered information and click Submit.

The prescription will be successfully linked to the selected health record and stored in the system.

View Prescription Records#

The Prescriptions page allows administrators and doctors to view all previously generated prescriptions. Using the available search and filter options, they can quickly locate prescriptions for a specific patient or health record and review the prescribed medicines whenever required.

Note: Medicines available for prescription are fetched from the Medical Stocks section. Only medicines that are available in the inventory can be prescribed to patients. All prescriptions remain linked to the corresponding health record, ensuring complete and traceable patient treatment history.

Dispensary#

The Dispensary section allows the Health Administrator or authorized pharmacist to dispense medicines to patients against their prescribed prescriptions. It also provides the flexibility to substitute medicines when the prescribed medicine is unavailable in stock.

Dispense Medicines#

To dispense medicines, follow the steps below:

1. Navigate to the Dispensary section.
2. Select the patient’s Prescription from the available list.
3. Review the prescribed medicines and their quantities.
4. Verify the availability of the medicines in the inventory.
5. Click Dispense to issue the prescribed medicines to the patient.
6. Confirm the dispensing details and save the transaction.

The system will record the dispensed medicines and automatically update the available stock in the inventory.

Substitute Medicines#

If a prescribed medicine is unavailable, the system allows the administrator or pharmacist to replace it with an alternative medicine, subject to availability.

To substitute a medicine:

1. Open the patient’s prescription.
2. Select the prescribed medicine that needs to be replaced.
3. Choose an alternative medicine from the available stock.
4. Save the updated prescription and proceed with dispensing.

This feature ensures that patient treatment is not delayed due to the unavailability of a particular medicine.

View Dispensing Records#

The Dispensary page also maintains a record of all medicines dispensed to patients.

Administrators can use the available search and filter options to:

• View dispensing history.
• Verify issued medicines.
• Track pharmacy transactions.

Note: Medicines can only be dispensed against a valid prescription. Whenever medicines are dispensed or substituted, the inventory is updated automatically to reflect the current stock availability.

Logs#

The Logs section provides a complete audit trail of all activities performed within the Health Management Module. It enables the Health Admin to monitor system operations, track changes made by users, and maintain transparency in administrative processes.

View Activity Logs#

The Logs page displays the history of actions performed across different sections of the Health Management System.

Administrators can review activities such as:

• Membership Subscription
• Membership Cancellation
• Membership Updates
• Creation and Modification of Health Records
• Medicine Prescriptions
• Medicine Dispensing
• Medical Stock Updates
• Other Administrative Actions Performed Within the Module

The available search and filter options allow administrators to quickly locate specific log entries based on criteria such as date, user, or activity type.

Benefits of Activity Logs#

The Logs section helps administrators to:

• Track all user activities performed in the Health Management Module.
• Monitor changes made to records over time.
• Verify administrative actions for auditing and compliance purposes.
• Maintain accountability by identifying when and by whom a particular action was performed.

Note: The activity logs are generated automatically by the system whenever an action is performed. These records serve as an audit trail and help ensure data integrity, transparency, and effective system monitoring.

Email Logs#

The Email Logs section allows the Health Administrator to monitor all emails sent through the Health Management System. It maintains a record of prescription slips that have been emailed to employees or patients, enabling administrators to verify successful email delivery and troubleshoot communication issues.

View Email Logs#

The Email Logs page displays the history of prescription slips sent via email.

Administrators can review details such as:

• Recipient Name
• Recipient Email Address
• Prescription/Health Record Reference
• Date and Time of Email
• Email Status (Sent/Failed/Pending)
• Delivery Details (if available)

The available search and filter options help administrators quickly locate specific email records based on recipient, date, or email status.

Benefits of Email Logs#

The Email Logs section helps administrators to:

• Verify whether prescription slips have been successfully sent to employees or patients.
• Monitor the status of email communications.
• Identify failed or pending email deliveries.
• Maintain a record of all prescription-related emails sent through the system for future reference.

Note: An email log is generated automatically whenever a prescription slip is sent through the Health Management System. These logs provide a complete history of email communications and help administrators monitor and troubleshoot email delivery when required.

Reports#

The Reports section enables the Health Administrator to generate and export various reports related to memberships, subscriptions, and patient health records. These reports help institutions monitor healthcare services, analyze membership data, and maintain accurate records for administrative and audit purposes.

The Health Management System provides the following six types of reports:

1. Membership Type Report
2. Membership Report
3. Membership Subscription Report
4. Health Record Report
5. Membership Expiry Report
6. Membership Dependents Report

1. Membership Type Report#

The Membership Type Report provides a summary of all membership types configured in the system. It helps administrators review the available membership categories along with their respective details.

2. Membership Report#

The Membership Report displays information about all members who have been assigned memberships. Administrators can review member details, membership type, validity period, and current membership status.

3. Membership Subscription Report#

The Membership Subscription Report provides details of memberships that require a subscription fee. It includes information such as subscription amount, payment status (Paid/Unpaid), transaction details, and other related payment records.

4. Health Record Report#

The Health Record Report contains the medical records of patients generated through the Health Management System. It allows administrators to review consultation details, treatment history, prescriptions, and other health-related information for reporting and analysis.

5. Membership Expiry Report#

The Membership Expiry Report helps administrators identify memberships that are nearing their expiry date or have already expired. This report assists in timely membership renewal and ensures uninterrupted healthcare services for members.

6. Membership Dependents Report#

The Membership Dependents Report displays details of dependents linked to a member’s health membership. Administrators can review information about registered dependents and verify their eligibility to avail healthcare services under the primary member’s membership.

Export Reports#

All reports can be generated using the available search and filter options and can be exported for documentation, record-keeping, auditing, or further analysis.

Note: The data displayed in each report is generated dynamically from the Health Management System and reflects the latest information available in the respective modules.

Workflow Diagrams#

Activity Diagram#

Use Case Diagram#

External Resource#

📹 Module Training Video ⤤

FAQ#

Frequently Asked Questions

Glossary#

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