ERP for Doctors

Management Software for Clinic / Nursing home

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Hospital Administration

Digital Nervous System

Includes complete accounting module

Outline

Major ERP modules Integration of the Clinical data and the Management data Presentation for Doctor as well as for IT Professionals Some use case (case study) used to discuss details

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About the author: Jyoti Zaveri

Broad techno/commercial background, with over 36 years experience in Information Technology. Worked on the Internet since its dawn period. Specializing in Digital Platforms, Internet Marketing, E-business, E-commerce and ERP solutions. IT professional since ..1975. Computer Engineer (Germany).

About Author Zaveri

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What is ERP FOR DOCTORS?

Enterprise Resource Planning software is a fully integrated business management software, to link business processes automatically, and gives real time information to authorized users. ERP is a multi-user system of management. ERP backed processes enable Doctors to network 24 X 7 X 365 to access critical information across multiple clinics, irrespective of geographical location of Doctor or clinics. ERP for Doctors is the software designed and developed by Jyotindra Zaveri, Pune, India.

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There is too much of unstructured data in most clinics, in the form of prescriptions. ERP for Doctors captures the entire cycle of a patients treatment right from prescription to treatment and the follow ups.

Hospital/Clinic Management System attempts to answer following questions How many patients in last month? How many OPD? How many were indoor (admitted )? What is our Resource utilization: Rooms, ECG, consultations? Stores: Are the Medicine given to patient billed to patient? Are they accounted properly? How many outside Doctors Visited? Are their visits recorded and billed to the patient? Who are the Doctors referring to our clinic?
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ERP software for Doctors

o Fully comprehensive software for Doctors, Hospitals, and Clinics including prescription writing and storing, Electronic case papers records and medical practice management. o ERP for medical professional focuses on helping the doctor and automating tasks. o ERP is simple to use, customizable to your workflow and suitable for both Specialists and General Practitioners.

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Client / Server Architecture

Server computer
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Server is always on Connect to static IP All data is saved on the server LAN or Wi-Fi LAN

Dr. One Reception

Dr. Two

Dr. Three Senior Doctor

USERS COMPUTERS ARE CALLED CLIENT PC

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Clinic Management concept

E-Case Papers
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Senior Doctor 1 Reception

Dr. One First interview

ERP Server computer

Take medicine & payment

Senior Doctor 2

C O M P L E T E

M A N A G E M E N T

S O F T W A R E

Security

Case paper

CRM PATIENTS DATA

Prescription
writing

PURCHASE

Accounts

Appointment management

PAYROLL

Cash management

HR Special units (Cancer Center) Indoor patients Multi-user AUDIT TRAIL

OPD

Medicine Management

Multi-location

Doctor Master

Automatic E-Mail

Resource Management

Alerts Send / Receive data SMS alerts Resource Matrix Website Diagnosis records

Business Automation
Traditional accounting packages are Financial reports-centric. They are primarily designed to inform the management about the companys financial condition long after it has conducted its business. On the other hand, ERP adopts a day-to-day perspective. It provides strategic information and tools in REAL TIME, when you need it the most.

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Audit Trail
What is audit trail? Software will capture users information automatically from login ID and secret password Purpose Management will know Who entered? When the transaction was saved? Who printed? Full accountability and full responsibility comes because mistakes can be traced easily
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Advantages

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Multi-user Access by password. Simultaneously any number of people can use the program on the network. CRM better health care for patient Paperless case gives improved and efficient patient monitoring system Faster patient discharge time Great help in case of emergencies. Account integration ensures accurate billing. Integration with inventory management of medicines ensures availability of critical items such as oxygen, life saving drugs, etc. Doctor Master helps identifying specialists especially in case of large hospitals.

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Clinical Masters
Doctor Master.
Complete details about attending doctors. Complete details about referring/referral hospital.
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Hospital Master. Service Master.

Details about type of service availed in the hospital.

Resource Master.
Details about type of resource e.g., ECG, Pathology, Sonography, etc.

Account Master Item Master.

Various types of medicines, Injections, etc to be stored in item master, with sale price.
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Doctors ERP captures: (1) Clinical Master data & (2) Accounts master data

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Both master information is linked for getting real-time MIS

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Patient master Information tab

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Patient master Address tab

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Patient master Allergy tab

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OPD Patient Capture Visit charges, etc.

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Why ERP for Doctors?

ERP software will automate your daily activities, tasks, record your clinical tasks without any extra effort. assists you access easily clinical and medicine related decisions, provide you with integrated accounting and make your practice much more systematic, and error free. As a byproduct your patients will get a better sense of professionalism and confidence in your practice.

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Doctor master
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Resource Master
Master data, one time entry required
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To entered the detail of any new resource like consultation etc. This will be used at the time of patient treatment detail entry.
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Item Master Item type drop down list

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Item Master includes items which are from the stores & gets consume during the treatment. For e.g. capsule, injection etc. Stores expiry date information to generate NEAR EXPIRY REPORT
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Patients scheme master (optional)

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Useful for clinics where prolong treatment is given to patient. E.g. Patient need not pay for every visit, if covered under monthly scheme.
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Treatment detail is captured

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Enter details of medicine (Items) given Resources used Date & Time of admission Date & Time of discharge Visiting Doctors details Treatment records

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Breakup of medicine and treatment

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Overall summary Indoor + OPD

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Indoor Patients Daily Treatment Entry - 1

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Indoor Patients Daily Treatment Entry - 2

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Discharge Detail

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You can go home

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Automatic Accounting

ERP software captures data online.

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Summary of money received by cash / check. Outstanding balance computed . Real time reports / outputs. Prepare Patients Bill ensures all the charges are properly included in the bill.

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Management wants to know Daily collection or Amount received for a given period
Save in excel

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All reportsFrom date To date Display report for specific time period
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Case-paper Data Record - 1

1. Complains 1. Chief Complaints 2. Associated Complaints 2. Appearance 1. Height, Built, Gait, Comments 3. Mind 1. Emotional 2. Subconscious 3. Intellectual 4. Mental State 1. Anger, Love, Fear, Anxiety Agitate, Anxiety Depression, Conflict 5. General 1. Appetite, Habits, Aversion, Flatulence 2. Stool, Perspiration, Dreams, Others

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Case Paper Data Record - 2

1. Systemic 1. Head, Eyes / Vision, Nose, Teeth / Gums 2. Respiratory, Extremities 2. Thermal 1. Weather / Season, Ice, Cold Water, Hot Water 3. Fever 1. Chill, Heat, Sweat, thirst, Periodicity 4. Female 1. Menses: Menarche/ Menopause /Cycle 2. Menses Before, Menses During, Menses After, Leucorrhoea 5. Life Space 1. Developmental Landmarks 2. Life Situation

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Case Paper Data Record - 3

1. History 1.Past History 2.Family History 2. Examination 1.General 2.Systemic 3. Investigation 4. Notes / Observations

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Diagnosis & prescription

Entering Prescription in the ERP. In for Dr. there are two formats: 1). Free format like a notepad 2). Structured format.

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Diagnosis & prescription

Example of the free format is given below: Note: commands like bold, italics, font size etc., are available.

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Diagnosis Master: Add, Update, export to MS excel

Acidity Deafness Fever Heart complains Kidneys Inflammation Disease 1 Disease 2 Disease 3

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Case Report
Page 1
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Case Report
Page 2
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Case Report

Page 3

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Patients Bill

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Case taking
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Note patients AGE & Gender displayed automatically

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Case paper 1 Senior Doctor - Prescription details

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Case paper 2 Senior Doctor Billing details

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Case paper in free format

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Money collection report

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Bill data entry

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PATIENT ACCOUNTS LEDGER

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Money outstanding report

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Security Module: Access and password

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SECURITY

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Security in ERP
Authentication and Authorization is important in ERP
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The user-manage menu allows the ERP coordinator to allow or deny access to the user Each individual is given a unique log-in id and password Each menu and sub-menu can be mapped with the individual User rights should be assigned depending on the role and responsibility matrix Authentication and Authorization is important in ERP

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Email alert module

Email id Master for sending auto emails Daily collection (Rs. Or $) or daily Patient count, to TOP Management. Near expiry date medicines stock report Alerts user for items falling below ReOrder Level (ROL) Pending Purchase Order since defined days. Pending customer outstanding Bills since defined days/Months. Bank balance going below defined amount. Non-Moving Items. Automatic EMAIL Alerts to users

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Automatic email alert from ERP Enter email of Doctor who will receive instant email.

Option If Doctor has Blackberry enabled mobile, will get report on the move.

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Email alerts material manager item < ROL

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Appointment Management

Appointment Management
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Accounts Module

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Accounts

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Accounts and Inventory is tightly integrated

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Ensure that closing balance of asset and liability is entered, debtor (patients) balance, supplier balance, etc. as on given date. Bank and cash balance is required to start the cash book and bank book. Physical stock has to be taken and entered for the same cut-off date. Take location wise inventory.

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Accounts Masters

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Account Group Master. Subgroup Master. General Ledger Account Head Master. Narration Master. Detail Account Master. Supplier Master Supplier Type Master TDS (Tax Deducted at Source) and % fields in the vendor / address masters. Automatic posting in GL. ERP will create a TDS JV automatically.

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Accounts Transactions
Cash receipt voucher. Bank receipt voucher. Cash payment voucher. Bank payment voucher. Journal Voucher. Contra-entry voucher. Credit Note. Debit Note. Expense PO (for service provider, optional). Expense voucher (for service provider bill booking).

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Accounts Transactions

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Adjust unlink receipt with open bills. Adjust unlink payment with open GRN (Purchase bill / expense bill). Closing balance for master data (debtor, creditor, and GL accounts). Rate of depreciation (as per company act). Rate of depreciation (as per I-Tax act). Asset installations slip. Asset sale transaction. (for asset register and deprecation register).

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PURCHASE MODULE

Purchase Order Goods Receipt Note Vendor Payment Vendor Ledger Automatic updating Stock Credit / Debit Note

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BACKUP
Purpose: To keep additional copy of database and ERP EXE program in case of computer server breakdown.
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This is a routine operation carried out by the ERP coordinator or IT support person. By clicking on the backup button, ERP will automatically create a database backup. A pop up message is displayed Backup is taken successfully. Backup can be taken by authorized person only.

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KEY BENEFITS
Reduced waiting time for patient Improved inventory management Accurate and fast billing at the time of discharge Hospitals can run in an efficient and cost-effective manner ERP puts clinical and financial information at the fingertips Helps Doctors and administrators in critical decision making Improved efficiency results in a better experience for the patients as well
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Training

Training ERP user

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Jyoti Sir will give necessary hand holding support. Train users at various levels to give them necessary confidence in using the integrated system. Yes, implementing a new system is a challenging task, one that mandates changing existing mindsets and procedures.

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Use Internet to manage your clinics / hospitals

ERP Training
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Doctor can have CLINICS anywhere in INDIA and yet be connected from anywhere anytime.

Affordable technologies
Fix (static) IP address With email send and receive data using standard dialup modem or USB modem

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MANAGEMENT INFORMATION SYSTEM FOR DOCTORS

Patients Records
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Nursing staff

Medicine

PATIENT
DNS ERP DNS ERP

Hospital

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CONCLUSION: TOTAL FINANCE MANAGEMENT

ERP FOR HEALTHCARE ENTERPRISE

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AND TOTAL CLINIC MANAGEMENT

ERP FOR HEALTHCARE ENTERPRISE

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The Digital Nervous System is the backbone for your patient management
Think of ERP for medical colleges too
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Presentation by Jyotindra Zaveri Main ERP e-Learning site http://www.dnserp.com Your feedback will be appreciated j.zaveri@dnserp.com
Hope you Like this presentation. If you find these tip useful please share with others.

Health is Wealth Thank you

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