00 Demo Accounts
All demo accounts share the password P@ssw0rd123.
In the demo environment the one-time PIN (OTP) is fixed to 1234.
| Username | Role | What to try |
|---|---|---|
| Core Administration | ||
hmsadmin | System Administrator | Full access to every module, user management, settings |
hmssiteadmin | Site Administrator | Site-level settings and users for one hospital site |
| Clinical — Physicians | ||
hmsdoctor | Physician | Admissions, prescriptions, lab/radiology orders, medical records |
hmsanesthesiologist | Anesthesiologist | Anesthesia records, OR documentation, pain management protocols |
hmsnephrologist | Nephrologist | Dialysis patient management, renal prescriptions |
hmsoncologist | Oncologist | Chemotherapy protocols and orders, cancer patient management |
hmscardiologist | Cardiologist | ECG and echocardiogram records, interpretations |
hmsmedicaldirector | Medical Director | Hospital-wide clinical oversight, reports, quality indicators |
| Clinical — Nursing | ||
hmsnurse | Nurse | Vital signs, nurse notes, medication administration (MAR), care plans |
hmsicunurse | ICU Nurse | ICU flowsheets, severity scoring, code blue, ventilator records |
hmsornurse | OR Nurse | Operating room nursing, surgical counts, OR scheduling |
hmswoundcarenurse | Wound Care Nurse | Wound assessments, treatments, progress tracking |
hmsdialysisnurse | Dialysis Nurse | Dialysis sessions, access care, fluid monitoring |
hmsnursingadmin | Nursing Administrator | Shift scheduling, nurse staffing, quality oversight, grievances |
hmsmidwife | Midwife | Maternity care, antenatal visits, labor & delivery, immunizations |
| Allied Health | ||
hmspharmacist | Pharmacist | Pharmacy inventory, dispensing, interaction alerts, verification |
hmslabtech | Laboratory Technologist | Lab order processing, results entry, specimen tracking |
hmsradtech | Radiology Technologist | Radiology procedures, image upload, results entry |
hmsphysicaltherapist | Physical Therapist | PT sessions, functional assessments, rehab goals |
hmsoccupationaltherapist | Occupational Therapist | OT sessions, functional assessments, rehab goals |
hmsdietitian | Dietitian | Diet orders, nutritional screening, meal planning |
hmsnutritionist | Nutritionist | Nutritional screening, diet consultation, nutrition reports |
hmssocialworker | Social Worker | Discharge planning, patient education, social services |
| Support Services | ||
hmsbloodbank | Blood Bank | Blood inventory, cross-matching, transfusion requests |
hmsemttransport | Transport / EMT | Patient transport requests, ambulance dispatch, transfers |
hmsedstaff | Emergency Department | ED visits, triage, emergency queue management |
| Administrative | ||
hmshr | Human Resources | Employees, daily time records, payroll, scheduling, credentialing |
hmsstaff | General Staff | Limited access to basic hospital functions |
hmsadmitting | Admitting / Registration | Patient registration, admissions, bed assignment, OPD queue |
hmscashier | Cashier / Billing | Invoices, payments, PhilHealth claims, statements of account |
hmsmedicalrecords | Medical Records | Records management, chart access, document archival |
hmsfinance | Finance | Financial reports, payroll, billing oversight, procurement |
| IT & Technical | ||
hmsit | IT Officer | Interoperability endpoints, analytics, audit logs, system operations |
hmsbiomedical | Biomedical Engineer | Medical equipment management, calibration, maintenance logs |
hmsmaintenance | Maintenance | Facility maintenance, equipment repair, work orders |
hmsinventory | Inventory Officer | Supplies, procurement, stock tracking |
| Quality, Compliance & Safety | ||
hmsquality | Quality Officer | Quality indicators, patient surveys, incident reports |
hmsprivacyofficer | Privacy Officer | Data privacy compliance, audit trails, access reviews |
hmsinfectioncontrol | Infection Control | Infection surveillance, antibiogram, isolation protocols |
hmsepidemiologist | Epidemiologist | DOH reporting, disease surveillance, outbreak tracking |
hmspatientrelations | Patient Relations | Grievances, complaints, satisfaction surveys, feedback |
| Medical Staff Office & Departments | ||
hmsmedicalstaff | Medical Staff Office | Credentialing, privilege management, CME tracking |
hmsdepartmenthead | Department Head | Department oversight, scheduling, quality reviews |
| Special Programs | ||
hmstbdotsofficer | TB-DOTS Officer | TB-DOTS enrollment, treatment tracking, DOH reporting |
01 System Overview
The Hospital Management System (HMS) is the unified operational platform of Demo General Hospital and its network of district and rural health units across the province. It consolidates clinical, administrative, financial, and logistical processes into a single, role-driven workflow.
The system is structured around the patient journey — from registration and triage, through diagnostics and treatment, to discharge, billing, and reporting — supported by HR, inventory, procurement, and analytics modules.
Core Capability Areas
Patient Care
Registration, demographics, allergies, emergency contacts, and clinical history.
Outpatient & Appointments
OPD queue management, appointment scheduling, walk-in triage, priority lanes.
Inpatient Care
Admissions, wards, beds, vital signs, nurse notes, doctor records, discharge.
Diagnostics
Laboratory orders & results, radiology orders & reports, result validation.
Pharmacy
Prescription writing, dispensing, real-time pharmacy stock deduction.
Surgery & OR
Operating room scheduling, surgery workflow, pre-op and post-op documentation.
Blood Bank
Blood unit inventory, screening, requests, approvals, and traceability.
Referrals
Inter-facility patient transfer and acceptance/decline workflow.
Billing & Revenue
Invoicing, multiple payment methods, PhilHealth handling, official receipts.
Inventory & Procurement
Stock control, supplier management, purchase orders, auto-receipt to stock.
Human Resources
Employee records, DTR (clock in/out), payroll generation, deductions.
Reports & Analytics
Daily census, morbidity, mortality, revenue, bed occupancy, department stats.
Hospital Network
The system is multi-site and serves the following facilities across the demo facility network:
| Facility | Facility Type |
|---|---|
| Demo General Hospital | Main Hospital |
| Demo District Hospital - North | District Hospital |
| Looc District Hospital | District Hospital |
| Demo Community Clinic - West | Municipal Health Center |
| Santa Fe Municipal Health Center | Municipal Health Center |
| San Fernando RHU | Rural Health Unit |
| Magdiwang RHU | Rural Health Unit |
| San Andres RHU | Rural Health Unit |
| Corcuera RHU | Rural Health Unit |
02 User Roles & Access
The system uses role-based access control. Each user is assigned one role; the menu and permitted actions automatically adapt to that role. Site administrators are additionally scoped to a single facility.
System Administrator
Full system-wide access. Manages users, roles, sites, master data, and system settings.
HMS Administrator
Full clinical and administrative access across all sites. Approves discharge summaries and POs.
Site Administrator
Manages a single hospital facility. Reviews reports, approves site-level workflows.
Doctor
Clinical access: patient records, admissions, prescriptions, orders, surgeries, discharge summaries.
Nurse
Vital signs, nurse notes, OPD queue, ward management, surgery assistance.
Human Resources
Employee records, time-and-attendance, payroll periods and computation.
Staff
Front desk and operational staff: appointments, billing, inventory, lab/radiology intake, procurement.
High-Level Access Map
flowchart LR
classDef admin fill:#1565C0,stroke:#0D47A1,color:#fff
classDef clinical fill:#1a73e8,stroke:#1565C0,color:#fff
classDef support fill:#0f9d58,stroke:#0a7d44,color:#fff
classDef ops fill:#f4b400,stroke:#c79100,color:#000
A[System Administrator]:::admin
HA[HMS Administrator]:::admin
SA[Site Administrator]:::admin
D[Doctor]:::clinical
N[Nurse]:::clinical
HR[Human Resources]:::support
ST[Staff]:::ops
A --> AllModules[All Modules]
HA --> AllModules
SA --> SiteScope[Site-Scoped Operations]
D --> Clinical[Patients, Admissions, Prescriptions,
Orders, Records, Surgery] N --> Nursing[Vital Signs, Nurse Notes,
Wards, OPD Queue] HR --> HRMods[Employees, DTR, Payroll] ST --> StaffMods[Appointments, Billing, Lab Intake,
Radiology Intake, Inventory, Procurement]
Orders, Records, Surgery] N --> Nursing[Vital Signs, Nurse Notes,
Wards, OPD Queue] HR --> HRMods[Employees, DTR, Payroll] ST --> StaffMods[Appointments, Billing, Lab Intake,
Radiology Intake, Inventory, Procurement]
Figure 2.1 — Role-to-module access overview.
03 Authentication & Access Flow
Every action in the system is tied to an authenticated user account, with role-based authorization enforced on each module.
flowchart TD
Start([User opens system]) --> Login[Enter Username & Password]
Login --> Verify{Credentials Valid?}
Verify -- No --> Fail[Display Error]
Fail --> Login
Verify -- Yes --> Active{Account Active?}
Active -- No --> Disabled[Show Disabled Notice]
Active -- Yes --> Role[Load User Role & Site]
Role --> Menu[Render Role-Based Menu]
Menu --> Dashboard[Open HMS Dashboard]
Dashboard --> Use([Use System])
Use --> Logout[Logout]
Logout --> End([Session Ended])
Figure 3.1 — Login and session flow.
Security Note: Menu items and module-level actions are filtered by the user's assigned role.
Users will only see modules they are permitted to access. Multi-site users see a facility filter at the top of each list view.
04 Patient Registration & Profile
Every patient interaction begins with a registered patient record. Patients are searchable by ID, name, or contact number.
flowchart TD
Start([Patient Arrives]) --> Existing{Existing Patient?}
Existing -- Yes --> Search[Search by Name / ID / Contact]
Search --> Found{Record Found?}
Found -- Yes --> Open[Open Patient Profile]
Found -- No --> New
Existing -- No --> New[Click + Add Patient]
New --> Capture[Capture Demographics:
Name, DOB, Sex, Address,
Contact, Blood Type, PhilHealth #] Capture --> AutoNum[System Auto-Generates
Patient Number PAT-YYYY-#####] AutoNum --> Save[Save Record] Save --> Open Open --> Tabs[Manage Tabs:
Emergency Contacts · Allergies · History] Tabs --> Proceed([Proceed to Queue / Appointment / Admission])
Name, DOB, Sex, Address,
Contact, Blood Type, PhilHealth #] Capture --> AutoNum[System Auto-Generates
Patient Number PAT-YYYY-#####] AutoNum --> Save[Save Record] Save --> Open Open --> Tabs[Manage Tabs:
Emergency Contacts · Allergies · History] Tabs --> Proceed([Proceed to Queue / Appointment / Admission])
Figure 4.1 — Patient registration workflow.
Patient Number Format
Auto-generated patient numbers follow the format PAT-YYYY-NNNNN, where the running sequence resets each calendar year.
QR Patient Lookup — Scan to Open
Every patient record carries a unique QR code. Staff scan it with a PC webcam or a phone camera to jump straight into that patient — no typing, no searching — then add vital signs, notes, medications, lab orders, or billing. The same code prints on the patient summary as an admission wristband / ID card, so it follows the patient from admission all the way to discharge — a fast, “right patient” safety check wherever care happens.
flowchart TD
Reg([Patient Registered]) --> QR[Patient QR generated
shown on profile and printed on wristband] QR --> Band[Wristband / ID worn by the patient] Band --> Scan{Open 'Scan QR'
from any module} Scan --> Cam[Point a PC or phone camera at the code] Cam --> Resolve[Patient resolved instantly] Resolve --> Card[Confirm: name · number · sex · status] Card --> Act[One tap: Open Record · Vital Signs · Nurse Note
· Admission · Billing] Act --> Done([Right patient, right record — every time])
shown on profile and printed on wristband] QR --> Band[Wristband / ID worn by the patient] Band --> Scan{Open 'Scan QR'
from any module} Scan --> Cam[Point a PC or phone camera at the code] Cam --> Resolve[Patient resolved instantly] Resolve --> Card[Confirm: name · number · sex · status] Card --> Act[One tap: Open Record · Vital Signs · Nurse Note
· Admission · Billing] Act --> Done([Right patient, right record — every time])
Figure 4.2 — Scan-to-open patient lookup, from registration to bedside.
Where you can scan
A Scan QR action sits in the top bar of every page, plus a button on Patients, Admissions, Billing, Vital Signs, Pharmacy, Medication (MAR), Laboratory, OPD Queue, Nurse Notes, Discharge, Appointments, ED Tracking, and Patient Transport — so the right patient is always one scan away.
05 Outpatient (OPD) Queue Workflow
The OPD module manages walk-in consultations, with priority lanes for senior citizens, persons with disability, and pregnant patients.
flowchart TD
Walkin([Walk-In Patient]) --> Reg[Register / Lookup Patient]
Reg --> Queue[Add to OPD Queue:
Department · Doctor · Priority · Complaint] Queue --> AutoQ[Auto-Generate Queue Number QUE-YYYY-#####] AutoQ --> Waiting[Status: Waiting] Waiting --> Call{Doctor Calls Next?} Call -- Yes --> Serving[Status: Serving
Record Called Time] Serving --> Consult[Consultation Performed] Consult --> Outcome{Outcome} Outcome -- Treated --> Complete[Status: Completed] Outcome -- Needs Admission --> Admit[Create Admission] Outcome -- Needs Tests --> Order[Order Lab / Radiology] Outcome -- Prescription --> Rx[Write Prescription] Call -- Patient Absent --> NoShow[Status: No-Show] Complete --> End([End of Visit]) Admit --> End Order --> End Rx --> End
Department · Doctor · Priority · Complaint] Queue --> AutoQ[Auto-Generate Queue Number QUE-YYYY-#####] AutoQ --> Waiting[Status: Waiting] Waiting --> Call{Doctor Calls Next?} Call -- Yes --> Serving[Status: Serving
Record Called Time] Serving --> Consult[Consultation Performed] Consult --> Outcome{Outcome} Outcome -- Treated --> Complete[Status: Completed] Outcome -- Needs Admission --> Admit[Create Admission] Outcome -- Needs Tests --> Order[Order Lab / Radiology] Outcome -- Prescription --> Rx[Write Prescription] Call -- Patient Absent --> NoShow[Status: No-Show] Complete --> End([End of Visit]) Admit --> End Order --> End Rx --> End
Figure 5.1 — OPD queue lifecycle.
Queue Status Legend
Waiting Serving Completed No-Show
06 Appointments
Scheduled visits are managed separately from the walk-in queue. They can be created in advance, rescheduled, completed, or cancelled with a reason.
flowchart LR
A([Patient Calls / Requests]) --> B[Staff Opens Appointments]
B --> C[New Appointment:
Date · Time · Dept · Doctor · Reason] C --> D[Auto Number APT-YYYY-#####] D --> E[Status: Scheduled] E --> F{On Visit Day} F -- Patient Attends --> G[Complete] F -- Patient Reschedules --> H[Reschedule] F -- Cancels --> I[Cancel with Reason] H --> E G --> End([Done]) I --> End
Date · Time · Dept · Doctor · Reason] C --> D[Auto Number APT-YYYY-#####] D --> E[Status: Scheduled] E --> F{On Visit Day} F -- Patient Attends --> G[Complete] F -- Patient Reschedules --> H[Reschedule] F -- Cancels --> I[Cancel with Reason] H --> E G --> End([Done]) I --> End
Figure 6.1 — Appointment lifecycle.
07 Inpatient Admission Workflow
Patients requiring inpatient care are admitted to a ward and assigned a bed. Bed availability and occupancy are tracked in real time.
flowchart TD
Need([Admission Required]) --> CreateAdm[Create Admission:
Patient · Date · Complaint ·
Diagnosis · Attending Doctor] CreateAdm --> SelBed[Select Available Bed] SelBed --> CheckBed{Bed Available?} CheckBed -- No --> Wait[Place on Bed Waitlist] CheckBed -- Yes --> AssignBed[Assign Bed] AssignBed --> AutoNum[Auto-Generate ADM-YYYY-#####] AutoNum --> BedOcc[Bed Status → Occupied] BedOcc --> Active[Admission Status: Admitted] Active --> Care[Ongoing Inpatient Care:
Vitals · Nurse Notes · Orders ·
Medical Records · Prescriptions] Care --> Outcome{Outcome} Outcome -- Recovered --> Discharge[Discharge Patient] Outcome -- Transferred --> Transfer[Mark as Transferred / Referral] Outcome -- Expired --> Expired[Mark as Expired] Discharge --> Release[Bed → Available] Transfer --> Release Expired --> Release Release --> Summary[Generate Discharge Summary] Summary --> Bill[Generate Final Bill] Bill --> End([Episode Closed])
Patient · Date · Complaint ·
Diagnosis · Attending Doctor] CreateAdm --> SelBed[Select Available Bed] SelBed --> CheckBed{Bed Available?} CheckBed -- No --> Wait[Place on Bed Waitlist] CheckBed -- Yes --> AssignBed[Assign Bed] AssignBed --> AutoNum[Auto-Generate ADM-YYYY-#####] AutoNum --> BedOcc[Bed Status → Occupied] BedOcc --> Active[Admission Status: Admitted] Active --> Care[Ongoing Inpatient Care:
Vitals · Nurse Notes · Orders ·
Medical Records · Prescriptions] Care --> Outcome{Outcome} Outcome -- Recovered --> Discharge[Discharge Patient] Outcome -- Transferred --> Transfer[Mark as Transferred / Referral] Outcome -- Expired --> Expired[Mark as Expired] Discharge --> Release[Bed → Available] Transfer --> Release Expired --> Release Release --> Summary[Generate Discharge Summary] Summary --> Bill[Generate Final Bill] Bill --> End([Episode Closed])
Figure 7.1 — Inpatient admission lifecycle.
08 Vital Signs & Nursing Documentation
Nurses record vital signs and clinical observations throughout the patient's stay. Each entry is timestamped and attributed.
flowchart LR
Patient([Inpatient / OPD Patient]) --> Vitals[Record Vital Signs:
Temp · BP · PR · RR · SpO2 · Wt · Ht] Patient --> Notes[Add Nurse Note] Notes --> Note[Note Type: Assessment / Intervention /
Monitoring / Medication / Education] Note --> SOAP[SOAP Fields:
Subjective · Objective ·
Assessment · Plan] Vitals --> Log[Auto-Logged with Nurse & Time] SOAP --> Log Log --> Chart[Visible on Patient Chart]
Temp · BP · PR · RR · SpO2 · Wt · Ht] Patient --> Notes[Add Nurse Note] Notes --> Note[Note Type: Assessment / Intervention /
Monitoring / Medication / Education] Note --> SOAP[SOAP Fields:
Subjective · Objective ·
Assessment · Plan] Vitals --> Log[Auto-Logged with Nurse & Time] SOAP --> Log Log --> Chart[Visible on Patient Chart]
Figure 8.1 — Nursing documentation flow.
09 Laboratory Workflow
Lab orders flow from doctor request through specimen collection, result entry, and physician validation.
flowchart TD
Order([Doctor Orders Lab Test]) --> Sel[Select Patient & Tests
from Test Catalog] Sel --> Priority[Set Priority:
Routine / Urgent / STAT] Priority --> AutoNum[Auto-Generate LAB-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Collect[Lab Staff Collects Specimen] Collect --> Process[Tests Processed] Process --> Enter[Lab Staff Enters Results:
Value · Unit · Normal Range · Flag] Enter --> Ready[Status: Results Entered] Ready --> Validate{Doctor Validates?} Validate -- Yes --> Validated[Status: Validated
Validator & Timestamp Stored] Validate -- Reject --> Rerun[Request Re-Run] Rerun --> Process Validated --> View[Available on Patient Record] View --> End([Doctor Reviews & Acts])
from Test Catalog] Sel --> Priority[Set Priority:
Routine / Urgent / STAT] Priority --> AutoNum[Auto-Generate LAB-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Collect[Lab Staff Collects Specimen] Collect --> Process[Tests Processed] Process --> Enter[Lab Staff Enters Results:
Value · Unit · Normal Range · Flag] Enter --> Ready[Status: Results Entered] Ready --> Validate{Doctor Validates?} Validate -- Yes --> Validated[Status: Validated
Validator & Timestamp Stored] Validate -- Reject --> Rerun[Request Re-Run] Rerun --> Process Validated --> View[Available on Patient Record] View --> End([Doctor Reviews & Acts])
Figure 9.1 — Laboratory order-to-result workflow.
10 Radiology Workflow
Imaging orders are routed to the radiology team for execution and reporting by a radiologist.
flowchart TD
Req([Doctor Requests Imaging]) --> Build[New Radiology Order:
Exam · Modality · Body Part ·
Indication · Priority] Build --> AutoNum[Auto RAD-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Schedule[Radiology Schedules Patient] Schedule --> Exam[Patient Undergoes Exam] Exam --> Report[Radiologist Adds Result:
Findings · Impression ·
Recommendation] Report --> Complete[Status: Reported] Complete --> Doctor[Ordering Doctor Reviews] Doctor --> End([Action / Treatment])
Exam · Modality · Body Part ·
Indication · Priority] Build --> AutoNum[Auto RAD-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Schedule[Radiology Schedules Patient] Schedule --> Exam[Patient Undergoes Exam] Exam --> Report[Radiologist Adds Result:
Findings · Impression ·
Recommendation] Report --> Complete[Status: Reported] Complete --> Doctor[Ordering Doctor Reviews] Doctor --> End([Action / Treatment])
Figure 10.1 — Radiology workflow.
11 Prescription & Pharmacy Workflow
Prescriptions written by doctors are dispensed through the pharmacy. Stock is deducted automatically on dispensing.
flowchart TD
Rx([Doctor Writes Prescription]) --> RxRec[Capture Patient,
Prescriber & Medication Details] RxRec --> AutoNum[Auto RX-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Pharmacy[Pharmacy Receives Request] Pharmacy --> Stock{Stock Available?} Stock -- No --> OutOfStock[Mark Out-of-Stock ·
Notify Prescriber] Stock -- Yes --> Dispense[Dispense Medication] Dispense --> Deduct[Pharmacy Stock
Auto-Deducted] Deduct --> Done[Status: Dispensed] Done --> Patient[Hand Over to Patient] Patient --> End([Counseling & Take Home])
Prescriber & Medication Details] RxRec --> AutoNum[Auto RX-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Pharmacy[Pharmacy Receives Request] Pharmacy --> Stock{Stock Available?} Stock -- No --> OutOfStock[Mark Out-of-Stock ·
Notify Prescriber] Stock -- Yes --> Dispense[Dispense Medication] Dispense --> Deduct[Pharmacy Stock
Auto-Deducted] Deduct --> Done[Status: Dispensed] Done --> Patient[Hand Over to Patient] Patient --> End([Counseling & Take Home])
Figure 11.1 — Prescription and dispensing flow.
12 Surgery & Operating Room Workflow
Surgeries are scheduled against operating rooms with assigned surgeons and anesthesiologists, and tracked from pre-op to post-op.
flowchart TD
Need([Surgery Required]) --> Sch[Schedule Surgery:
Patient · Admission · OR ·
Surgeon · Anesthesiologist ·
Date / Time · Procedure] Sch --> AutoNum[Auto SUR-YYYY-#####] AutoNum --> Scheduled[Status: Scheduled] Scheduled --> PreOp[Pre-Op Assessment &
Diagnosis Documented] PreOp --> Start{Proceed?} Start -- Cancel --> Cancel[Cancel with Reason ·
OR Released] Start -- Yes --> InProg[Status: In Progress ·
OR → Occupied ·
Start Time Logged] InProg --> Procedure[Procedure Performed] Procedure --> Done[Status: Completed ·
End Time & Duration Logged ·
OR → Available] Done --> PostOp[Post-Op Diagnosis &
Notes Captured] PostOp --> Recovery[Patient to Recovery / Ward] Cancel --> End([Closed]) Recovery --> End
Patient · Admission · OR ·
Surgeon · Anesthesiologist ·
Date / Time · Procedure] Sch --> AutoNum[Auto SUR-YYYY-#####] AutoNum --> Scheduled[Status: Scheduled] Scheduled --> PreOp[Pre-Op Assessment &
Diagnosis Documented] PreOp --> Start{Proceed?} Start -- Cancel --> Cancel[Cancel with Reason ·
OR Released] Start -- Yes --> InProg[Status: In Progress ·
OR → Occupied ·
Start Time Logged] InProg --> Procedure[Procedure Performed] Procedure --> Done[Status: Completed ·
End Time & Duration Logged ·
OR → Available] Done --> PostOp[Post-Op Diagnosis &
Notes Captured] PostOp --> Recovery[Patient to Recovery / Ward] Cancel --> End([Closed]) Recovery --> End
Figure 12.1 — Surgery scheduling and execution flow.
13 Blood Bank Workflow
The blood bank tracks units from donation through screening to clinical use, with priority handling for emergencies.
flowchart TD
subgraph Inventory[Blood Unit Inventory]
Donor[Donor / Source] --> Collect[Collect Blood:
Type · Component ·
Volume · Collection Date] Collect --> Screen[Screening Status:
Pending / Cleared / Rejected] Screen --> Tag[Auto BAG-YYYY-#####] Tag --> Store[Store with Expiry & Location] end subgraph Request[Blood Request] Doctor([Doctor Requests Blood]) --> NewReq[New Request:
Patient · Type · Units ·
Indication · Priority] NewReq --> AutoR[Auto BRQ-YYYY-#####] AutoR --> Pending[Status: Pending] Pending --> Approve{Approved?} Approve -- Yes --> Issued[Status: Approved ·
Units Released] Approve -- No --> Denied[Decline with Reason] end Store --> Issued Issued --> Transfuse[Patient Receives Transfusion] Transfuse --> End([Documented in Record])
Type · Component ·
Volume · Collection Date] Collect --> Screen[Screening Status:
Pending / Cleared / Rejected] Screen --> Tag[Auto BAG-YYYY-#####] Tag --> Store[Store with Expiry & Location] end subgraph Request[Blood Request] Doctor([Doctor Requests Blood]) --> NewReq[New Request:
Patient · Type · Units ·
Indication · Priority] NewReq --> AutoR[Auto BRQ-YYYY-#####] AutoR --> Pending[Status: Pending] Pending --> Approve{Approved?} Approve -- Yes --> Issued[Status: Approved ·
Units Released] Approve -- No --> Denied[Decline with Reason] end Store --> Issued Issued --> Transfuse[Patient Receives Transfusion] Transfuse --> End([Documented in Record])
Figure 13.1 — Blood bank inventory and request flow.
14 Discharge Summary Workflow
On discharge, the attending doctor prepares a structured summary. The summary is reviewed and approved before final printing.
flowchart LR
Disc([Patient Discharged]) --> Draft[Doctor Drafts Summary:
Admitting & Final Diagnosis ·
ICD-10 · Procedures ·
Discharge Meds · Instructions ·
Follow-Up · Condition] Draft --> AutoNum[Auto DIS-YYYY-#####] AutoNum --> Status1[Status: Draft] Status1 --> Final[Doctor Finalizes] Final --> Status2[Status: Finalized] Status2 --> Review{Admin Approves?} Review -- Yes --> Approved[Status: Approved] Review -- Revise --> Draft Approved --> Print[Print on Letterhead] Print --> End([Given to Patient])
Admitting & Final Diagnosis ·
ICD-10 · Procedures ·
Discharge Meds · Instructions ·
Follow-Up · Condition] Draft --> AutoNum[Auto DIS-YYYY-#####] AutoNum --> Status1[Status: Draft] Status1 --> Final[Doctor Finalizes] Final --> Status2[Status: Finalized] Status2 --> Review{Admin Approves?} Review -- Yes --> Approved[Status: Approved] Review -- Revise --> Draft Approved --> Print[Print on Letterhead] Print --> End([Given to Patient])
Figure 14.1 — Discharge summary lifecycle.
Rule: Only one discharge summary may exist per admission. Final approval is reserved to Site Administrators and HMS Administrators.
15 Referrals & Transfers Workflow
Patients can be referred between facilities in the hospital network with full clinical context preserved.
flowchart TD
Need([Patient Needs Transfer]) --> Create[Referring Doctor Creates Referral:
Patient · Source · Destination ·
Reason · Notes · Urgency ·
Transport Mode] Create --> AutoNum[Auto REF-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Dest[Destination Facility Reviews] Dest --> Decide{Accept?} Decide -- Yes --> Accept[Status: Accepted ·
Receiving Doctor Recorded] Decide -- No --> Decline[Status: Declined ·
Reason Recorded] Accept --> Transport[Patient Transferred] Transport --> Complete[Status: Completed] Decline --> Alt[Source Considers Alternative] Alt --> Create Complete --> End([Care Continues at Destination])
Patient · Source · Destination ·
Reason · Notes · Urgency ·
Transport Mode] Create --> AutoNum[Auto REF-YYYY-#####] AutoNum --> Pending[Status: Pending] Pending --> Dest[Destination Facility Reviews] Dest --> Decide{Accept?} Decide -- Yes --> Accept[Status: Accepted ·
Receiving Doctor Recorded] Decide -- No --> Decline[Status: Declined ·
Reason Recorded] Accept --> Transport[Patient Transferred] Transport --> Complete[Status: Completed] Decline --> Alt[Source Considers Alternative] Alt --> Create Complete --> End([Care Continues at Destination])
Figure 15.1 — Inter-facility referral workflow.
16 Billing & Payments Workflow
Charges accrue against an admission or episode of care and are settled through cash, PhilHealth, or other accepted methods.
flowchart TD
Episode([Episode of Care]) --> NewInv[Create Invoice:
Patient · Admission ·
Invoice Date · Due Date] NewInv --> AutoInv[Auto INV-YYYY-#####] AutoInv --> Items[Add Line Items:
Description · Qty · Unit Price] Items --> Total[Auto-Calc Subtotal & Total] Total --> Status1[Status: Pending] Status1 --> Pay{Payment Received?} Pay -- Partial --> AddPay[Add Payment:
Method · Amount · Reference] AddPay --> Receipt[Auto RCP-YYYY-#####] Receipt --> Recalc[Balance Auto-Updated] Recalc --> Status2[Status: Partially Paid] Status2 --> Pay Pay -- Full --> Paid[Status: Paid] Paid --> End([Episode Settled])
Patient · Admission ·
Invoice Date · Due Date] NewInv --> AutoInv[Auto INV-YYYY-#####] AutoInv --> Items[Add Line Items:
Description · Qty · Unit Price] Items --> Total[Auto-Calc Subtotal & Total] Total --> Status1[Status: Pending] Status1 --> Pay{Payment Received?} Pay -- Partial --> AddPay[Add Payment:
Method · Amount · Reference] AddPay --> Receipt[Auto RCP-YYYY-#####] Receipt --> Recalc[Balance Auto-Updated] Recalc --> Status2[Status: Partially Paid] Status2 --> Pay Pay -- Full --> Paid[Status: Paid] Paid --> End([Episode Settled])
Figure 16.1 — Invoicing and payment flow.
Invoice Status Reference
Draft Pending Partially Paid Paid
17 Inventory Management Workflow
The inventory module tracks consumables, pharmaceuticals, lab supplies, and medical equipment. Stock movements are logged as transactions.
flowchart LR
NewItem[Add Inventory Item:
Name · Category · Unit ·
Reorder Level · Cost] --> ItemNo[Auto ITM-YYYY-#####] ItemNo --> Active[Item Active] Active --> Tx{Transaction Type} Tx -- Receipt --> Add[Stock +] Tx -- Issue --> Sub[Stock -] Tx -- Adjustment --> Adj[Correct Stock] Tx -- Return --> Ret[Stock +] Add --> Log[Auto TXN-YYYY-#####] Sub --> Log Adj --> Log Ret --> Log Log --> Status{Stock Level} Status -- Above Reorder --> Avail[Status: Available] Status -- At / Below Reorder --> Low[Status: Low Stock] Status -- Zero --> Out[Status: Out of Stock] Low --> Reorder[Flag for Procurement] Out --> Reorder
Name · Category · Unit ·
Reorder Level · Cost] --> ItemNo[Auto ITM-YYYY-#####] ItemNo --> Active[Item Active] Active --> Tx{Transaction Type} Tx -- Receipt --> Add[Stock +] Tx -- Issue --> Sub[Stock -] Tx -- Adjustment --> Adj[Correct Stock] Tx -- Return --> Ret[Stock +] Add --> Log[Auto TXN-YYYY-#####] Sub --> Log Adj --> Log Ret --> Log Log --> Status{Stock Level} Status -- Above Reorder --> Avail[Status: Available] Status -- At / Below Reorder --> Low[Status: Low Stock] Status -- Zero --> Out[Status: Out of Stock] Low --> Reorder[Flag for Procurement] Out --> Reorder
Figure 17.1 — Inventory transaction flow.
18 Procurement & Purchase Orders
Procurement raises Purchase Orders against approved suppliers, then receives goods which automatically increase inventory stock.
flowchart TD
Need([Stock Reorder Need]) --> Sup[Select / Add Supplier]
Sup --> NewPO[Create Purchase Order:
Supplier · Order Date ·
Expected Delivery] NewPO --> AutoPO[Auto PO-YYYY-#####] AutoPO --> AddItems[Add Line Items:
Item · Qty · Unit Price] AddItems --> Draft[Status: Draft] Draft --> Submit[Staff Submits for Approval] Submit --> Submitted[Status: Submitted] Submitted --> Decide{Admin Decision} Decide -- Approve --> Approved[Status: Approved] Decide -- Cancel --> Cancelled[Status: Cancelled · Reason] Approved --> Deliver[Supplier Delivers] Deliver --> Receive[Click Receive] Receive --> StockUp[Linked Inventory
Auto-Updated] StockUp --> Done[Status: Received] Done --> End([Procurement Closed]) Cancelled --> End
Supplier · Order Date ·
Expected Delivery] NewPO --> AutoPO[Auto PO-YYYY-#####] AutoPO --> AddItems[Add Line Items:
Item · Qty · Unit Price] AddItems --> Draft[Status: Draft] Draft --> Submit[Staff Submits for Approval] Submit --> Submitted[Status: Submitted] Submitted --> Decide{Admin Decision} Decide -- Approve --> Approved[Status: Approved] Decide -- Cancel --> Cancelled[Status: Cancelled · Reason] Approved --> Deliver[Supplier Delivers] Deliver --> Receive[Click Receive] Receive --> StockUp[Linked Inventory
Auto-Updated] StockUp --> Done[Status: Received] Done --> End([Procurement Closed]) Cancelled --> End
Figure 18.1 — Purchase order lifecycle.
Approval Rule: Only Draft POs can be deleted. Approval requires administrative authority. Receipt of goods automatically updates the linked inventory stock.
19 Human Resources, DTR & Payroll
Employee records feed time-and-attendance, which in turn drives payroll computation.
flowchart TD
Hire([New Hire]) --> Employee[Add Employee Record:
Number · Name · Position ·
Department · Status · Salary] Employee --> Link[Optionally Link to
User Account] Link --> Active[Employee Active] Active --> ClockIn[Clock In:
Time · GPS · IP Captured] ClockIn --> Shift[Shift in Progress] Shift --> ClockOut[Clock Out] ClockOut --> DTR[DTR Log Created] DTR --> Review[HR Reviews DTR Logs] Review --> Period[Create Payroll Period:
e.g. 1st-15th] Period --> Generate[Generate Payroll:
Auto-Calc Basic + OT -
Lates / Absences] Generate --> Edit[Review & Adjust Lines] Edit --> Finalize[Finalize Period] Finalize --> End([Payroll Locked & Filed])
Number · Name · Position ·
Department · Status · Salary] Employee --> Link[Optionally Link to
User Account] Link --> Active[Employee Active] Active --> ClockIn[Clock In:
Time · GPS · IP Captured] ClockIn --> Shift[Shift in Progress] Shift --> ClockOut[Clock Out] ClockOut --> DTR[DTR Log Created] DTR --> Review[HR Reviews DTR Logs] Review --> Period[Create Payroll Period:
e.g. 1st-15th] Period --> Generate[Generate Payroll:
Auto-Calc Basic + OT -
Lates / Absences] Generate --> Edit[Review & Adjust Lines] Edit --> Finalize[Finalize Period] Finalize --> End([Payroll Locked & Filed])
Figure 19.1 — HR, attendance, and payroll flow.
20 Reports & Analytics
Operational and clinical analytics are generated on demand from live data.
flowchart LR
User([Authorized User]) --> Reports[Open Reports Module]
Reports --> Pick{Select Report}
Pick --> R1[Daily Census]
Pick --> R2[Monthly Morbidity]
Pick --> R3[Monthly Mortality]
Pick --> R4[Revenue Summary]
Pick --> R5[Department Statistics]
Pick --> R6[Bed Occupancy]
R1 --> Filter[Apply Filters:
Date / Range / Facility] R2 --> Filter R3 --> Filter R4 --> Filter R5 --> Filter R6 --> Filter Filter --> Render[Generate & Display] Render --> Action[Print / Export / Share]
Date / Range / Facility] R2 --> Filter R3 --> Filter R4 --> Filter R5 --> Filter R6 --> Filter Filter --> Render[Generate & Display] Render --> Action[Print / Export / Share]
Figure 20.1 — Reporting workflow.
Available Reports
| Report | Purpose |
|---|---|
| Daily Census | Daily admissions, discharges, OPD volume, and bed occupancy. |
| Monthly Morbidity | Top diagnoses for the period, with gender breakdown. |
| Monthly Mortality | Mortality cases recorded during the month. |
| Revenue Summary | Revenue breakdown by category, payment method, and PhilHealth share. |
| Department Statistics | OPD by department, lab by category, radiology by modality. |
| Bed Occupancy | Per-ward occupancy percentages for a selected date. |
21 Document Management & E-Signature
Documents can be uploaded against patients, employees, or modules. Authorized signatories can digitally sign documents; signed copies expose a public verification URL.
flowchart TD
Upload([Upload Document]) --> Category[Select Category]
Category --> File[Choose File · Add Description]
File --> Saved[Document Stored]
Saved --> Sign{Requires Signature?}
Sign -- No --> List[Listed in Documents Module]
Sign -- Yes --> Open[Authorized User Opens Document]
Open --> Click[Click Sign Document]
Click --> Title[Enter Position / Title]
Title --> Confirm[Confirm Sign]
Confirm --> Hash[System Records:
Name · Position ·
Date · Verification Hash] Hash --> Public[Public Verification URL Generated] Public --> Verify([Anyone Can Verify Authenticity]) List --> End([Available to Permitted Users])
Name · Position ·
Date · Verification Hash] Hash --> Public[Public Verification URL Generated] Public --> Verify([Anyone Can Verify Authenticity]) List --> End([Available to Permitted Users])
Figure 21.1 — Document upload & e-signing flow.
22 AI-Assisted Capabilities
The system is augmented with an embedded AI assistance layer that supports clinicians and staff throughout the patient journey. AI features are decision-support tools: every output is a suggestion that must be reviewed, verified, and finalized by a qualified user before it is acted on or committed to the medical record.
Capability Map
AI Assistant Chat
In-system assistant for operational and clinical reference questions, available to authorized roles from the main interface.
Patient Intelligence Summary
One-click summarization of demographics, allergies, vitals, lab results, and medication history for quick clinical review.
Discharge Summary Draft
Generates a structured discharge summary draft from the admission record for the physician to refine and finalize.
Nurse Note Drafting
Suggests SOAPIE-formatted content (Subjective / Objective / Assessment / Plan / Intervention / Evaluation) for nursing documentation.
Referral Letter Drafting
Produces a draft referral letter from patient and admission data for inter-facility transfers.
Patient Discharge Instructions
Generates patient-friendly post-discharge guidance in English and Filipino, covering medications, warnings, and follow-up.
Triage (ESI) Suggestion
For ED intake, suggests an Emergency Severity Index level with clinical rationale based on complaint, vitals, and arrival mode.
Lab Result Interpretation
Flags abnormal and critical values, surfaces clinical patterns, and proposes appropriate follow-up tests.
Radiology Findings Templates
Structured reporting templates by modality and indication to standardize radiologist reports.
Prescription Safety Review
Flags drug–drug interactions, dosing concerns, allergy contraindications, and required monitoring.
Care Plan & Pain Management
Suggests nursing interventions, expected outcomes, and multi-modal pain management plans aligned with the assessment.
Dietary & Wound Care Guidance
Recommends therapeutic diets sensitive to local food availability, plus structured wound-care assessments.
ICU Trend Analysis
Surfaces concerning vital-sign trends and early indicators of sepsis or organ dysfunction for ICU patients.
Medical Coding Support
Suggests ICD-10 diagnosis and procedure codes from free-text clinical narratives.
Voice Synthesis
Text-to-speech for hospital announcements and patient-facing audio instructions.
How AI Fits Into a Clinical Action
flowchart TD
User([Clinician / Staff]) --> Action[Begin a Clinical or
Administrative Action] Action --> Choice{Use AI Assistance?} Choice -- No --> Manual[Proceed Manually] Choice -- Yes --> Invoke[Invoke AI Capability:
Summary · Draft · Suggestion ·
Interpretation · Flagging] Invoke --> Context[System Gathers Patient Context:
Vitals · Allergies · Labs ·
Medications · History] Context --> Generate[AI Produces Draft / Suggestion] Generate --> Display[Output Shown In-Line
with a Verification Banner] Display --> Review{Clinician Reviews} Review -- Edit --> Refine[Edit / Refine Output] Refine --> Approve Review -- Discard --> Manual Review -- Accept --> Approve[Save / Finalize] Approve --> Record[Stored in Patient Record
with User Attribution] Manual --> Record Record --> End([Action Complete])
Administrative Action] Action --> Choice{Use AI Assistance?} Choice -- No --> Manual[Proceed Manually] Choice -- Yes --> Invoke[Invoke AI Capability:
Summary · Draft · Suggestion ·
Interpretation · Flagging] Invoke --> Context[System Gathers Patient Context:
Vitals · Allergies · Labs ·
Medications · History] Context --> Generate[AI Produces Draft / Suggestion] Generate --> Display[Output Shown In-Line
with a Verification Banner] Display --> Review{Clinician Reviews} Review -- Edit --> Refine[Edit / Refine Output] Refine --> Approve Review -- Discard --> Manual Review -- Accept --> Approve[Save / Finalize] Approve --> Record[Stored in Patient Record
with User Attribution] Manual --> Record Record --> End([Action Complete])
Figure 22.1 — AI assistance pattern: AI proposes, a qualified user disposes.
Where AI Plugs In Across the Workflow
flowchart LR
subgraph Intake[Intake & Triage]
T1[Triage ESI Suggestion]
T2[Patient Summary]
end
subgraph Diag[Diagnostics]
D1[Lab Interpretation]
D2[Radiology Templates]
end
subgraph Care[Care Delivery]
C1[Nurse Note Drafts]
C2[Care Plan & Pain Mgmt]
C3[Dietary & Wound Care]
C4[ICU Trend Analysis]
end
subgraph Meds[Medication Safety]
M1[Prescription Safety Review]
end
subgraph Doc[Documentation & Coding]
DC1[Discharge Summary Draft]
DC2[Discharge Instructions EN / FIL]
DC3[Referral Letter Draft]
DC4[ICD-10 Coding Support]
end
subgraph Cross[Cross-Cutting]
X1[AI Assistant Chat]
X2[Voice Synthesis]
end
Intake --> Diag --> Care --> Meds --> Doc
Cross -. Available Everywhere .-> Intake
Cross -. Available Everywhere .-> Care
Cross -. Available Everywhere .-> Doc
Figure 22.2 — AI capabilities mapped to phases of the patient journey.
AI Capability — Module & Role Reference
| AI Capability | Used In | Primary Users |
|---|---|---|
| AI Assistant Chat | System-wide | All authorized roles |
| Patient Intelligence Summary | Patient Profile | Doctor, Nurse |
| Triage (ESI) Suggestion | OPD / ED Intake | Nurse, Doctor |
| Lab Result Interpretation | Laboratory | Doctor, Lab Staff |
| Radiology Findings Templates | Radiology | Radiologist, Doctor |
| Prescription Safety Review | Pharmacy / Prescriptions | Doctor, Pharmacy Staff |
| Nurse Note Drafting | Nurse Notes | Nurse |
| Care Plan & Pain Management | Inpatient Care | Nurse, Doctor |
| Dietary Recommendations | Inpatient Care | Nurse, Doctor |
| Wound Care Guidance | Inpatient Care | Nurse |
| ICU Trend Analysis | ICU / Inpatient | ICU Nurse, Doctor |
| Discharge Summary Draft | Discharge | Doctor |
| Patient Discharge Instructions | Discharge | Doctor, Nurse |
| Referral Letter Draft | Referrals | Doctor |
| Medical Coding Support | Medical Records / Discharge | Doctor, Records Staff |
| Voice Synthesis | Announcements / Patient Audio | Staff |
Governance: Every AI-generated output is presented with a verification notice and saved to the
medical record only after explicit acceptance by a licensed user. AI outputs are decision-support
aids and do not replace professional clinical judgment. The accepting user remains
accountable for the final content.
23 End-to-End Patient Journey
The diagram below ties the major workflows together into a single, end-to-end view of the patient's journey through the hospital.
flowchart TD
classDef ai fill:#fef2cb,stroke:#c79100,color:#5c4500,stroke-dasharray: 4 3
Start([Patient Arrives]) --> Reg[Patient Registration]
Reg --> Type{Type of Visit}
Type -- Walk-In --> OPD[OPD Queue]
Type -- Scheduled --> Appt[Appointment]
Type -- Emergency --> ER[Emergency Triage]
ER -. assist .- AI1[AI: Triage ESI Suggestion]:::ai
OPD --> Consult[Doctor Consultation]
Appt --> Consult
ER --> Consult
Consult -. assist .- AI2[AI: Patient Summary]:::ai
Consult --> Decision{Clinical Decision}
Decision -- Tests Needed --> Diag[Diagnostics:
Lab · Radiology] Decision -- Medication --> Rx[Prescription & Pharmacy] Decision -- Admission Needed --> Admit[Admit to Ward] Decision -- OPD Only --> Disc1[Treated & Released] Diag -. assist .- AI3[AI: Lab Interpretation /
Radiology Template]:::ai Rx -. assist .- AI4[AI: Prescription Safety Review]:::ai Diag --> Consult Rx --> Disc1 Admit --> Inpatient[Inpatient Care:
Vitals · Nurse Notes ·
Doctor Orders · Medical Records] Inpatient -. assist .- AI5[AI: Nurse Note Draft ·
Care Plan · ICU Trends]:::ai Inpatient --> NeedSurg{Surgery Required?} NeedSurg -- Yes --> Surg[Surgery Workflow] NeedSurg -- No --> Cont[Continued Care] Surg --> Cont Cont --> NeedBlood{Blood Required?} NeedBlood -- Yes --> BB[Blood Bank Request] NeedBlood -- No --> Outcome BB --> Outcome Outcome{Outcome} -- Improved --> DischargeFlow[Discharge Summary] Outcome -- Needs Higher Care --> Ref[Referral to Other Facility] Outcome -- Expired --> Mort[Mortality Record] DischargeFlow -. assist .- AI6[AI: Discharge Draft ·
Patient Instructions ·
ICD-10 Coding]:::ai Ref -. assist .- AI7[AI: Referral Letter Draft]:::ai Ref --> Ext([Care Continues Elsewhere]) DischargeFlow --> Bill[Billing & Payments] Mort --> Bill Disc1 --> Bill Bill --> Reports[Episode Data Feeds Reports] Reports --> End([Patient Journey Closed])
Lab · Radiology] Decision -- Medication --> Rx[Prescription & Pharmacy] Decision -- Admission Needed --> Admit[Admit to Ward] Decision -- OPD Only --> Disc1[Treated & Released] Diag -. assist .- AI3[AI: Lab Interpretation /
Radiology Template]:::ai Rx -. assist .- AI4[AI: Prescription Safety Review]:::ai Diag --> Consult Rx --> Disc1 Admit --> Inpatient[Inpatient Care:
Vitals · Nurse Notes ·
Doctor Orders · Medical Records] Inpatient -. assist .- AI5[AI: Nurse Note Draft ·
Care Plan · ICU Trends]:::ai Inpatient --> NeedSurg{Surgery Required?} NeedSurg -- Yes --> Surg[Surgery Workflow] NeedSurg -- No --> Cont[Continued Care] Surg --> Cont Cont --> NeedBlood{Blood Required?} NeedBlood -- Yes --> BB[Blood Bank Request] NeedBlood -- No --> Outcome BB --> Outcome Outcome{Outcome} -- Improved --> DischargeFlow[Discharge Summary] Outcome -- Needs Higher Care --> Ref[Referral to Other Facility] Outcome -- Expired --> Mort[Mortality Record] DischargeFlow -. assist .- AI6[AI: Discharge Draft ·
Patient Instructions ·
ICD-10 Coding]:::ai Ref -. assist .- AI7[AI: Referral Letter Draft]:::ai Ref --> Ext([Care Continues Elsewhere]) DischargeFlow --> Bill[Billing & Payments] Mort --> Bill Disc1 --> Bill Bill --> Reports[Episode Data Feeds Reports] Reports --> End([Patient Journey Closed])
Figure 22.1 — End-to-end patient journey across the hospital management system.
24 Auto-Generated Number Reference
All key records carry a unique, year-scoped sequence number of the form PREFIX-YYYY-NNNNN, regenerated annually.
| Record Type | Prefix | Example |
|---|---|---|
| Patient | PAT | PAT-2026-00001 |
| Admission | ADM | ADM-2026-00001 |
| Appointment | APT | APT-2026-00001 |
| OPD Queue | QUE | QUE-2026-00001 |
| Prescription | RX | RX-2026-00001 |
| Lab Order | LAB | LAB-2026-00001 |
| Radiology Order | RAD | RAD-2026-00001 |
| Invoice | INV | INV-2026-00001 |
| Payment Receipt | RCP | RCP-2026-00001 |
| Inventory Item | ITM | ITM-2026-00001 |
| Inventory Transaction | TXN | TXN-2026-00001 |
| Blood Bag | BAG | BAG-2026-00001 |
| Blood Request | BRQ | BRQ-2026-00001 |
| Referral | REF | REF-2026-00001 |
| Discharge Summary | DIS | DIS-2026-00001 |
| Surgery | SUR | SUR-2026-00001 |
| Purchase Order | PO | PO-2026-00001 |
25 PhilHealth eClaims Transmission Readiness (PECWS 3.0)
PhilHealth claims are encoded once and validated continuously against the requirements of PhilHealth's electronic claims gateway (PECWS 3.0). For every claim, a View eClaims Data button shows exactly what will be transmitted — before anything leaves the hospital.
flowchart TD
Enc[Encode Claim:
Member · Patient · Admission Dates ·
Diagnosis · Case Rate · Professionals] --> Ready[Automatic Readiness Review
~25 field-level checks] Ready --> Gap{All requirements met?} Gap -- Missing / Warning --> Fix[Complete the flagged details,
guided by per-field hints] Fix --> Ready Gap -- Ready --> View[View eClaims Data:
Claim Document · Eligibility Check ·
Sealed Envelope · Gateway Endpoints] View --> Elig[Pre-Check Member Eligibility
with PhilHealth] Elig --> Env[Seal the Claim in an
Encrypted Transmission Envelope] Env --> Up[Transmit to the
PhilHealth Gateway] Up --> Map[Receive Claim Mapping &
Tracking Numbers] Map --> Stat[Monitor Claim Status
until Payment or Return] Stat -- Returned --> Fix
Member · Patient · Admission Dates ·
Diagnosis · Case Rate · Professionals] --> Ready[Automatic Readiness Review
~25 field-level checks] Ready --> Gap{All requirements met?} Gap -- Missing / Warning --> Fix[Complete the flagged details,
guided by per-field hints] Fix --> Ready Gap -- Ready --> View[View eClaims Data:
Claim Document · Eligibility Check ·
Sealed Envelope · Gateway Endpoints] View --> Elig[Pre-Check Member Eligibility
with PhilHealth] Elig --> Env[Seal the Claim in an
Encrypted Transmission Envelope] Env --> Up[Transmit to the
PhilHealth Gateway] Up --> Map[Receive Claim Mapping &
Tracking Numbers] Map --> Stat[Monitor Claim Status
until Payment or Return] Stat -- Returned --> Fix
Figure 25.1 — eClaims preparation, readiness review, and transmission flow.
What the eClaims Data Viewer Shows
| Tab | Contents |
|---|---|
| Readiness | Field-by-field validation (facility credentials, member, patient, claim, attending professionals) marked ready / warning / missing, each with a hint on where the value comes from. |
| eClaims Document | The exact electronic claim, built live from the claim record in the official PhilHealth format — with one-click copy. |
| Eligibility Check | The pre-submission request used to confirm the member can claim before transmitting. |
| Transmission | The PhilHealth gateway endpoints, the facility's credentials (masked), and a preview of the sealed, encrypted envelope. |
Go-live requirements: PhilHealth issues each accredited facility its accreditation number,
software certificate, and cipher key. Once entered in system settings, the same viewer shows
production-ready payloads — nothing else changes for the encoding staff.
26 Notifications & Live Updates
The system is live by design. When anyone saves a record — the front desk, a ward nurse, the laboratory, the cashier, or a submission coming in from the mobile app — every signed-in screen that displays that data refreshes itself within moments. Nobody presses refresh, and nobody works from a stale list.
flowchart LR
subgraph From[Data Comes From Anywhere]
direction TB
W1[Front Desk / Admitting]
W2[Ward & Nursing Stations]
W3[Laboratory · Pharmacy · Billing]
M[Mobile App Submissions]
end
W1 --> Save([Record Saved])
W2 --> Save
W3 --> Save
M --> Save
Save --> Push[Instant Push to All
Signed-In Screens] Push --> G1[Open Lists & Boards
Refresh Themselves] Push --> G2[Dashboards & KPIs
Update in Place] Push --> G3[Notification Bell
Updates Instantly]
Signed-In Screens] Push --> G1[Open Lists & Boards
Refresh Themselves] Push --> G2[Dashboards & KPIs
Update in Place] Push --> G3[Notification Bell
Updates Instantly]
Figure 26.1 — Live update flow: one save, every relevant screen current.
Notification Bell
The header bell carries a red unread-count badge and a panel of the latest alerts. The system watches its own data and raises notifications for things that need attention:
| Severity | Examples |
|---|---|
| Critical | STAT laboratory orders waiting, critical medication alerts, code blue events, urgent blood requests |
| Warning | Low / out-of-stock items, equipment maintenance due, professional license expiry approaching |
| Info | Today's scheduled surgeries, draft PhilHealth claims awaiting completion |
Each notification links straight to the page where it can be acted on. A green pulsing dot beside the bell shows the live link is active; if the connection drops, the system quietly falls back to periodic checking and reconnects on its own.
27 Team Chat & Calls
Staff communicate without leaving the console. The built-in messenger supports one-to-one and group conversations with file & image attachments, emoji and audio/video calls. The chat can be popped out to a second monitor — charting on one screen, the conversation on the other — and administrators get a live call monitor to see and, if needed, end active calls.
| Capability | Detail |
|---|---|
| 1:1 & group chat | Message any colleague, or a team channel (ER, Pharmacy, Lab shift…). |
| Files & images | Share documents and photos inline — images preview, files download. |
| Emoji | Quick, friendly acknowledgement without typing a sentence. |
| Audio / video calls | Start a voice or video call from any conversation. |
| Open in new window | Pop the chat to a second screen for dual-monitor workstations. |
| Unread badges | Circular header badge and per-conversation counts — nothing missed. |
| Live call monitor | Administrators view active calls and can force-end them. |
Conversations and messages stay inside HealthCore's own database — clinical discussion remains within the hospital's secure system.
28 Search Filters & PDF Export
Every list in HealthCore — patients, admissions, appointments, laboratory, billing, pharmacy, inventory, payroll and roughly ninety more — carries the same comprehensive toolbar: a free-text search plus the drop-down filters that matter for that data. Filtering runs in the database over the entire table, not just the rows currently on screen, so a search returns every match across all pages.
| On every grid | What it does |
|---|---|
| Free-text search | Matches across the meaningful text columns for that list. |
| Column filters | Status, type, department, site, blood type, dates — whichever apply. |
| Server-side & paged | Filters and paging are applied in the database, so large tables stay fast. |
| Download PDF | Exports the exact filtered view as a branded, print-ready report. |
Because the filters and the PDF share the same query, the report always reflects exactly what is on screen — the same rows, the same order — with the facility name and timestamp in the header.