ERP software for Doctor. Complete management software for hospital.

ERP for Doctors

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Management Software for Clinic / Nursing home

Digital Nervous System

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Hospital Administration

Includes complete accounting module

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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

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?

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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 patient’s treatment – right from prescription to treatment and the follow ups.

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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? 5

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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 is always on • Connect to static IP • All data is saved on the server

Server computer www.dnserp.com

• LAN or Wi-Fi LAN

Dr. One Reception

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Dr. Two

Dr. Three

USERS COMPUTERS ARE CALLED CLIENT PC

Senior Doctor

Clinic Management concept

E-Case Papers www.dnserp.com

Senior Doctor 1 Reception

ERP Server computer

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Dr. One First interview

Take medicine & payment

Senior Doctor 2

C O M P L E T E

M A N A G E M E N T

Security

Case paper

Prescription writing

PURCHASE

Accounts

Appointment management

S O F T W A R E

CRM PATIENTS DATA

PAYROLL

Cash management

HR Special units (Cancer Center) Indoor patients

Medicine Management

Multi-user

OPD

Multi-location

AUDIT TRAIL

Doctor Master

Automatic E-Mail

Resource Management

Alerts Send / Receive data SMS alerts

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Diagnosis records

Resource Matrix Website

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Business Automation • Traditional accounting packages are ‘Financial reports-centric’. They are primarily designed to inform the management about the company’s 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

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• 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 11

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Advantages •

Multi-user – Access by password. Simultaneously any number of people can use the program on the network.

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CRM – better health care for patient – Paperless case gives improved and efficient patient monitoring system – Faster patient discharge time

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Great help in case of emergencies.

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Account integration ensures accurate billing.

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Integration with inventory management of medicines ensures availability of critical items such as ‘oxygen’, life saving drugs, etc.

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“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. www.dnserp.com

• 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. 13

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Doctor’s ERP captures: (1) Clinical Master data & (2) Accounts master data

Both master information is linked for getting real-time MIS 14

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 20

Resource Master

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Master data, one time entry required

To entered the detail of any new resource like consultation etc. This will be used at the time of patient treatment detail entry. 21

Item Master

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Item type drop down list

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’ www.dnserp.co m 22

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Patient’s scheme master (optional)

• Useful for clinics where prolong treatment is given to patient. E.g. Patient need not pay for every visit, if covered under monthly scheme. 23

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 Patient’s Daily Treatment Entry - 1

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Indoor Patient’s Daily Treatment Entry - 2

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Discharge Detail

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You can go home

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Automatic Accounting

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• ERP software captures data online. • 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. www.dnserp.com 30

Management wants to know ‘Daily collection’ or Amount received for a given period

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Save in excel

All reportsFrom date To date Display report for specific time period www.dnserp.com 31

Case-paper Data Record - 1

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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

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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

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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

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• 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

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• •

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

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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• • • • •

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Case Report

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• Page 1

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Case Report

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• Page 2

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Case Report

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• Page 3

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Patient’s Bill

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Case taking

• Note patient’s 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

SECURITY

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Security in ERP Authentication and Authorization is important in ERP www.dnserp.com

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.

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Automatic EMAIL Alerts to users

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 www.dnserp.com 55

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Accounts Module

Accounts

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Accounts and Inventory is tightly integrated www.dnserp.com

• 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

• 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

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• • • • • • • • • •

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

• 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

• • • • • •

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

BACKUP

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• Purpose: To keep additional copy of database and ERP EXE program in case of computer server breakdown. • 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

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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

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• Training ERP user –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

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ERP Training

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

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Patients Records

Medicine

Nursing staff

PATIENT DNS

DNS ERP

Hospital

DOCTOR www.dnserp.co m 66

ERP

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

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Think of ERP for medical colleges too Presentation by Jyotindra Zaveri Main ERP e-Learning site http://www.dnserp.com • Your feedback will be appreciated [email protected] • Hope you Like this presentation. • If you find these tip useful please share with others.

Health is Wealth Thank you 69

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ERP Concepts by Prof. Jyoti

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