MiClinic

User Manual

MiClinic Version 2.X

User Manual
Doc Ver : 1.8

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User Manual

MILLENSYS Contacts

Web site
- www.millensys.com

Email
- Sales : [email protected]
- Support : [email protected]

All material contained in this document is copyright MILLENSYS.

MILLENSYS and Vision Tools Logo are trademarks of MILLENSYS.
Microsoft and Windows are trademarks of Microsoft Corporation in the United States and other
countries.
The information presented in this document is correct at time of going to press. However, it is subject to
change without notice.
This document may not be photocopied, reproduced or translated into another language, in whole or in
part, without the consent of MILLENSYS.

Application User Guide.

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Table of Contents
TABLE OF CONTENTS ............................................................................................ 3
1 INTRODUCTION ............................................................................................. 7
1.1 GLOSSARY OF TERMS ........................................................................... 14
1.2 MAIN MENU AND NAVIGATION ......................................................... 16
2 APPOINTMENT SCREEN ............................................................................ 17
2.1 MAIN SCREEN AND NAVIGATION ..................................................... 17
2.2 USING THE CALENDAR ......................................................................... 18
2.3 CUSTOMIZE USER RIBBON .................................................................. 20
2.4 PRINTOUTS ............................................................................................... 21
2.5 EXPORT FUNCTIONS ............................................................................. 22
2.6 BLOCK TIME SLOTS............................................................................... 22
2.6.1 BLOCK ON CLINIC\MACHINE LEVEL ................................... 22
2.7 RIBBON FUNCTIONS .............................................................................. 23
2.7.1 SWITCH TO PHYISICAN VIEW ................................................ 23
2.7.2 CHANGE EXAM STATUS ............................................................ 23
2.7.3 CLIPBOARD FUNCTIONS........................................................... 24
2.7.4 STATUS TRACKING .................................................................... 24
2.7.5 SLOT TITLE ................................................................................... 25
2.7.6 VIEW DOCUMENTS ..................................................................... 25
2.7.7 UPLOAD DOCUMENTS ............................................................... 25
3 WORKLIST MODULE .................................................................................. 26
3.1 MAIN SCREEN AND NAVIGATION ..................................................... 26
3.2 QUICK SEARCH TOOL ........................................................................... 27
3.3 ADVANCED SEARCH FUNCTION ........................................................ 28
3.4 CREATING USER SEARCH FILTERS .................................................. 28
3.5 MANAGING PROCEDURE STATUS ..................................................... 29
3.6 PRINTOUTS ............................................................................................... 30
3.7 EXPORT FUNCTIONS ............................................................................. 30
3.8 CLIPBOARD FUNCTIONS ...................................................................... 31
3.9 OTHER FUNCTIONS................................................................................ 31
3.9.1 OPEN PATIENT VISIT REGISTERATION ............................... 31
3.9.2 SERVICE STATUS TRACKING .................................................. 32
3.9.3 VIEW DOCUMENTS ..................................................................... 32
3.9.4 UPLOAD DOCUMENTS ............................................................... 33
3.9.5 VIEW ICD10S ................................................................................. 33
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3.9.6 SEND MESSAGE ............................................................................ 33
3.9.7 ADD TO NEW ENCOUNTER....................................................... 34
4 CALL CENTER MODULE............................................................................ 36
4.1 MAIN SCREEN AND NAVIGATION ..................................................... 36
4.2 REGISTER INBOUND CALLS ................................................................ 37
4.3 CALL CENTER DASHBOARD ............................................................... 43
5 TEMPLATE BASED REPORTING ............................................................. 44
5.1 MAIN SCREEN AND NAVIGATION ..................................................... 44
6 VIEW EXISTING REPORTS ........................................................................ 45
6.1 WRITE REPORTS USING EXITING TEMPLATE .............................. 46
6.2 TEMPLATE\SECTIONS MANAGEMENT ............................................ 47
6.3 VOICE NOTE RECORDING ................................................................... 48
6.3.1 VOICE PLAYBACK FUNCTIONS .............................................. 48
6.3.2 VOICE RECODING\EDITING..................................................... 48
6.4 MANAGE REPORT VERSIONS ............................................................. 49
6.5 MANGE USER PROFILE SETTINGS .................................................... 50
6.5.1 MANAGE USER PROFILE .......................................................... 50
6.5.2 CUSTOMIZE DEFAULT SETTINGS .......................................... 51
6.5.3 DICTATION TAB, DICTATION SHORTCUTS ........................ 63
7 CLINICAL WORKFLOW ............................................................................. 65
7.1 MAIN SCREEN AND NAVIGATION ..................................................... 65
7.2 PATIENT SUMMARY SCREEN ............................................................. 66
7.3 VITAL DATA AND ALLERGY ............................................................... 67
7.4 PATIENT HISTORY ................................................................................. 68
7.5 COMPLAINT.............................................................................................. 68
7.6 EXAMINATION ......................................................................................... 69
7.7 DIAGNOSIS ................................................................................................ 69
7.8 TREATMENT PLAN ................................................................................. 70
7.8.1 PRESCRIPTION ............................................................................. 71
7.9 TREATMENT PLAN TIMELINE ............................................................ 74
7.10 CLINICAL NOTES ............................................................................... 74
7.11 CLINICAL DOCUMENTS ................................................................... 75
7.12 CLINICAL REPORT EDITOR ........................................................... 76
7.13 CLOSE WORKFLOW .......................................................................... 76
8 CLINICAL WORKSHEET DESIGNER ...................................................... 77
8.1 DESIGNER MAIN SCREEN .................................................................... 77
8.2 LAYOUT ..................................................................................................... 78
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8.3 COMPONENT CONTAINERS................................................................. 78
8.4 COMPONENTS .......................................................................................... 79
8.5 VARIABLES ............................................................................................... 80
8.6 TOOL BOX ................................................................................................. 81
8.7 LOOKUPS EDITOR .................................................................................. 82
8.8 TAGS EDITOR ........................................................................................... 82
8.9 ASSIGNING SHEETS TO CLINICAL WORKFLOW .......................... 83
9 PHARMACY MODULE................................................................................. 84
9.1 OUTPATIENT PHARMACY MANAGER ............................................. 84
9.2 INPATIENT PHARMACY MANAGER .................................................. 85
9.3 WALK-IN PHARMACY MANAGER ..................................................... 85
9.4 INVOICES SEARCH ................................................................................. 86
9.5 DRUG SUBSTITUTION FINDER............................................................ 86
9.6 BUILT-IN DRUG INDEX .......................................................................... 87
9.7 DOSE CALCULATOR .............................................................................. 87
10 ADMIN REPORT............................................................................................ 88
10.1 MAIN SCREEN AND NAVIGATION................................................. 88
10.2 CUSTOMIZE USER FAVORITE REPORTS .................................... 89
10.3 PRINTING REPORTS .......................................................................... 90
10.4 EXPORT REPORTS ............................................................................. 90
10.5 COMMON ADMIN REPORTS ........................................................... 91
11 USER PROFILE .............................................................................................. 94
11.1 VIEW USER PROFILE DEMOGRAPHICS ...................................... 94
11.2 RIBBON MANAGEMENT ................................................................... 97
11.3 MANAGE PREFERRED THEME ...................................................... 99
11.4 SELECT INTERFACE LANGUAGE.................................................. 99
12 INTERNAL MESSAGING MODULE ........................................................ 100
12.1 MAIN SCREEN AND NAVIGATION............................................... 100
12.2 SEND\RECEIVE MESSAGE ............................................................. 101
12.3 REPLY\FORWARD MESSAGES ..................................................... 101
13 WORKFLOWS .............................................................................................. 102
13.1 ADD A NEW PATIENT ...................................................................... 102
13.1.1 USING PATIENT REGISTERATION SCREEN ................. 102
13.1.2 USING ADD NEW JOB ORDER ........................................... 103
13.1.3 USING CALENDER ................................................................ 104
13.2 ADD NEW ENCOUNTER .................................................................. 105
13.2.1 USING NEW JOB ORDER ..................................................... 105
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13.2.2 USING CALENDER ................................................................ 106
13.3 BASIC BILLING ................................................................................. 107
13.3.1 PAYMENTS\REFUND ............................................................ 107
13.3.2 USING CASHIER SCREEN ................................................... 110
13.4 CONSUMABLES MANAGEMENT .................................................. 111
13.4.1 STEPS TO DO CONSUMABLES........................................... 111
13.4.2 VIEW CONSUMABLES ......................................................... 112
13.5 WORKFLOWS PER JOB ROLE ...................................................... 112
13.6 INTEGRATION WITH MEDICAL DEVICES ................................ 114
13.6.1 SETUP MEDICAL DEVICES ................................................ 114
14 INTEGRATION ............................................................................................ 115
14.1 SIMPLIFIED WORKFLOW .............................................................. 116
14.1.1 APPLICATION USED TO DO THE INTEGRATION ........ 118
14.2 OPEN URL TO ACCESS ANOTHER APPLICATIONS ................ 119
14.3 INTEGRATION WITH MIANALYTICS BUSINESS
INTELLIGENT TOOL...................................................................................... 119
15 PARTICIPATION MODULE ...................................................................... 120
15.1 REFERRING PHYSICIAN PARTICIPATION ............................... 121
15.2 PERFORMING USER PARTICIPATION ....................................... 124
15.2.1 MANUAL ASSIGN USER PARTICPTAION ....................... 128
15.2.2 AUTOMATIC ASSIGN USER PARTICIPATIONS ............ 129
16 OTHER TOPICS ........................................................................................... 130
16.1 USER NOTIFICATION MESSAGES ............................................... 130
16.2 NAMES DICTIONARY ...................................................................... 130
16.3 OLD INVOICE\RECEIPT SEARCH ................................................ 131
16.4 DOWNLOADING APPS ..................................................................... 132
16.5 RELEASE NOTES............................................................................... 132
16.6 CLAIMS MODULE ............................................................................. 133

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1 Introduction
MiClinic is a professional workflow and productivity improvement application for any
polyclinic or medical practice, it can be considered as an enterprise practice
management system as well as an EMR / EHR solution. MiClinic handles patients
scheduling,
eduling, admittance, billing, examination procedures and results, prescriptions,
reporting, accounting and material management as well as a full back-office
back financial
management including financial reports, general ledger, account receivables,
account payables,
bles, supply chain management and human resource management.

The multilingual core of MiClinic is very important to have a localized version of

MiClinic to suite every country.

The simple application workflow is as shown below .

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The patient "whom is the major goal of this application" has a unified record of
information and data all over the application with the below contents.

the following paragraphs describes some of the application major modules and
features.

Reception
MiClinic handles all patient check-in/out issues from
reservation to admittance (job orders). Registration is done
based on MILLENSYS Visual scheduler feature which
facilitate and shorten the registration time. the receptionist
view all schedules in the day visually with updated status for
scheduling, admittance, in progress and completed. For
Arabic, non-Latin or multilingual names, MiClinic is provided
with an automatic learning dictionary to translate names
entered from local language (e.g. Arabic) to English. This
enable entering patient name in Arabic at the reception and
dealing with the same patient name in English at the PACS
and modalities at imaging departments.

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Billing
The Key issue in differentiating EHR systems is their
accounting and financial management capabilities. MiClinic
handles multiple payment categories from direct payment,
credit, insurance, etc. Multiple ways to track the cash flow
inside the polyclinic or the medical center. Accounting
reports for performing, referral doctors and insurance
companies.

Examination
The system is designed to represent data that accurately
captures the state of the patient at all times. It allows for
an entire patient history to be viewed without the need to
track down the patient’s previous medical record volume
and assists in ensuring data is accurate, appropriate and
legible. It reduces the chances of data replication as there
is only one modifiable file, which means the file is
constantly up to date when viewed at a later date and
eliminates the issue of lost forms or paperwork. Due to all
the information being in a single file, it makes it much more
effective when extracting medical data for the examination
of possible trends and long term changes in the patient.

E-Prescription
Electronic prescribing and dispensing of medicine is a key
feature of MiClinic aimed at improving the delivery and
quality of health care and achieving better health
outcomes.
Electronic prescribing and dispensing enables all stages of
the prescribing, supply of medicine, and claiming process
to be completed electronically. It provides an alternative
to the current paper based prescription
system. Prescriptions will be created and signed
electronically by prescribers.

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Reporting
MILLENSYS has isolated its reporting module in a stand-
alone and integrated software represents a professional
solution for reporting including all types of report (e.g. word
processor, templates, structured, dictated by either digital
voice recording or speech recognition).

Modality
Using the Dicom worklist/MPPS feature, MiClinic is capable
of handling all modality work lists so that patient data entry
is done only once at the reception and then operators or
technicians on the modalities can retrieve the reserved
patients (work list) and proceed with scanning. Each step in
scanning is transferred to the MPPS server in order to
update the status of the study on the visual scheduler
terminal.

Integration

MiClinic can be integrated with any PACS at the imaging

departments (e.g. radiology , cardiology, OB/GY ,
gastroenterology, dental , ...etc. ) using the DICOM 3.0
protocol. Using dicom management services, MiClinic is
capable of updating the PACS and modalities with the
changes of patient, study, visit and results status. Specially
for Vision Tools Workspace PACS, MiClinic have special
interface to increase speed and performance of the total
EMR/PACS solution.

Using MiBroker (MILLENSYS HL7-DICOM broker), MiClinic

is capable of integrating with any hospital information
system using HL7 protocol. MiClinic can accept orders
from the HIS and transmit the reports and status back to
HIS in a transparent way.

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Administration
MiClinic supports huge data of patients, exams, machines,
performing and referral doctors, insurance companies,
different procedure prices and price lists.
MiClinic also supports distributed database topologies for
multi-site organization or centralized database for
hospitals and medical centers.
Using a single node web administrator makes MiClinic an
enterprise yet easy solution to manage and service.
Using the Web design ease the installation, maintenance
and operations of MiClinic. MiClinic handles polyclinics,
medical centers or medical practices with multiple
branches in a flexible way that can let the administrator
on the main branch to control all data entered for all the
branches.

Inventory
Inventory and material management is a very important
module in all clinical information systems. Each
examination needing any items (e.g. medication, drugs,
bandages, Alcohol, …etc ) must be withdrawn from
inventory and should update the price of the exam if it
is not included already. Also, the Inventory controller
should print outputs from items added, returned,
wasted, etc. MiClinic can do all these features in an easy
and professional way.

MiClinic also can handle dealing with suppliers,

procurement of medications and other needed items,
items expiry, pin cards for items, stocktaking of
inventory, ...etc

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Financial Management
MiClinic is full of printable reports for the administrators
and decision makers of the clinical departments to help
predicting the performance of the work and the financial
situation of their department.

Some of the reports include:

• Income Statement and Cash flow reports

• General Income Report (daily, monthly,etc.).
• Insurance Company Claims report.
• Debtor Patients, Discounts Reports ... etc..
• Referring physicians sent cases.
• Performing physician’s contribution.
• Patient detailed service time breakdown report.
• Multiple statistical analysis charts.
• Customizable user defined financial reports.
• Suppliers and item prices,etc.
• Stocktaking, Request limit, Item Pin card ... etc.
• Inventory returns, Consumption report ... etc.

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The application architecture is shown as below

The following diagram represents the application modules and features.

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1.1 Glossary of Terms
Person — Person demographics

Patient — Patient is the person he will undergo a medical examination he should be

have mandatory person details and linked to medical visits

Patient Account — Unique number for the Patient, Per Branch it is used for financial
consolidation for patient balance.

Encounter — financial opening of a new patient visit, if patient did a visit as a

outpatient followed by another inpatient visit, so the first should have one
encounter id, then the second should have another different ID

Visit — Medical opening of patient attendance for the medical facility to do certain
service

Service — Medical examination that can be provided during the patient Visit

Additional Service — these are charging service which can be done as additional
procedures inside the facility departments, these service will add charge on the
patient but will not increase total number of Services done per
Clinic\Modality\Room

Clinic — this could be physical or logical place where service can be done, commonly
used for Outpatient Clinics

Room — this is physical place where the Inpatient will stay in

Modality — this normally represents radiology machine in the radiology

departments

Worklist — display list of exams to start the departmental workflow with

Scheduler — Appointment screen\ Calendar grid where user can register patient or
schedule new service

Ribbon — toolbox of buttons and tools, normally found in all the modules and it is
main navigation tool inside each module
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Filters — mainly represent search filters saved per user to use instead of selecting
the search criteria every time

CPT — International coding system for the billing services

ICD10 — International coding system diagnosis per specialty

Healthcare Provider — Any person in the facility that have the right to access the
medical record of the patient ex: Referring Physician, Performing Physician,
Assigning Doctor, Nurse, Receptionist is he will access medical record

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1.2 Main menu and navigation

Menu, this is the main navigation tool, it contains link for all the main modules

Internal messages notification, number in the red circle is the number of unread
messages

User Notification, number in red is the number off unread notifications

User name, when clicked sub menu will be displayed to access user profile,
change password, favorite reports

Current interface language, when clicked user can switch program language

Change Themes button, when clicked user can change

hange current theme

Area under the menu, is the module loaded, by default it is the Appointment
Screen or Worklist Screen

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2 Appointment Screen

2.1 Main screen and navigation

Main menu, List of options in this menu depends on the user privileges; this is
the shape of the menu once you hover on it

Ribbon (Tool Box), Group of toolbox containing options and buttons

Search Filters, this is a pre-created

created search filters can be generated by user

Date navigation tool, to select either today or select next\previous

previous days

Display the selected date

Calendar Grid, Display on the top Clinics\Machines\Beds

Beds on the left there is
Time divided in 15 mins duration “this can be modified from site settings”

Slot for each case displaying, Patient Name\ID\Gender\Procedure…etc.

ocedure…etc.

Displaying time in mins:secs

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2.2 Using the calendar
The default date once the appointment module is opened it display
Today’s cases, for the user configured Clinics\Machines\Beds

In order to change the displayed date use to select

previous\next buttons to change date\time

Other option please click on date a calendar will be

displayed select the desired date

It is the shape of the calendar to select

The date from

In order to register a new exam, just double click on the any empty cell
i.e empty cell does not have any details in it

In order to edit existing exam just double click on filled slot this will open the
selected exam in the edit mode

In order to select an exam to apply any

option from the top ribbon just click on the
filled cell, it will be highlighted as follows

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In order to select different clinics\machines\beds press button in
the ribbon
Once clicked you will see list of all enabled resources to select from them select and
then press OK

In order to save a new Tabbed filter just select the

resources and press Save Filter, System will ask for
a name for this new filter just give a name for it and
press Save
In order to make this new filter as the Default Filter
(System will always apply it when you open the Appointment Screen), you can select
the IsDefault Option before the Save button

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2.3 Customize user ribbon
In order to customize the Appointment screen ribbon, first the user should have
the right to modify his current ribbon; the system administrator can modify it
from his screen and assign these changes to your user.

In case the right to modify the ribbon, from the

menu, when you hover your user name you can
see something like this
Press the User Profile

You will see the following screen

Press Ribbon Management, and then select Scheduler as shown in with the
arrows
Select and select the options
enabled in the tree of check
boxes, You can even change
the location of the buttons by
click on the label, drag it to the
desired location on the same
tree and just release the
mouse
Once you do all modification press the Save button

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2.4 Printouts
To print list of printouts that is related to the selected exam
Step 1, Select the slot that contains data as shown previously in the Using the
Calendar section

Then select any of the printouts from the ribbon once press the Print Button

Select any of the print out options, once

clicked a preview of the report selected will
be previewed

Press either to export or print to appropriate printer

Note: all buttons in the ribbon can be enabled\disabled by applying the user
rights, please refer to your system administrator for more details

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2.5 Export Functions
In order export the whole calendar we have two options,
Either to export it in Excel Format or PDF Format

Press Export button in the

ribbon to select either one of
export function

Once clicked system will

download the list of cases
either in both formats

2.6 Block time slots

In order to block time slot for any purpose either on clinic\machine
machine\beds level
or on service provider level (Attending Doctor) we have a tool to be used for
these purpose

2.6.1 Block on clinic\machine level

In order to block time slot

over clinic\machine\bed
From the Menu, Select
Provider Schedule

Press Add Schedule

Add New time block

List of blocking rules

Display list of clinics affected by the blocking

rule

You will select clinics to add blocking clinics

Select Date From, Start Time\End Time
Either to it wil be repeated select Repeat
Press Add
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2.7 Ribbon Functions

2.7.1 Switch to Phyisican View

In Order to switch to Physician View, Physician view is view when the calendar
will be drawn and displaying doctors names at the top instead of
Clinic\machine\beds resources

To activate this view press on Physician View button

2.7.2 Change Exam Status

From the scheduler the user can change the exam status to some predefined
statuses
In order to modify the status, Select Exam as shown previously in the Using the
Calendar section, and then from the ribbon press Status button select the
desired status

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2.7.3 Clipboard Functions

Cut: will cut this exam time slot; give the ability to paste
the exam in another date in the future
Note: Status should be scheduled exam only

Paste: Paste exam that have been cut from previous step
Note: Status should be scheduled exam only

Copy to Existing Visit: In case of copy using this option

when we Double Click on Empty Cell we will add new
exam during the same Encounter\Visit

Copy to New Visit: In case of copy using this option when we Double Click On
Empty Cell we will add new exam in a new Encounter\Visit

Copy Patient Name: this will copy the patient name; show a dialog with patient
name to copy to clipboard

Copy Account Service ID: this will copy the Exam Account Service ID\Accession
Number; show a dialog with number to copy to clipboard

Copy Patient Code: this will copy the Patient’s Medical Record Number; show a
dialog with number to copy to clipboard

2.7.4 Status Tracking

In order to see the changes of the exam status and see this status have been
done by which user
Select Exam as shown previously in the Using the Calendar section, and then
from the ribbon press Status button select the desired status
Press Status Tracking this will give list of statuses

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2.7.5 Slot Title

In order to change the displayed data in the Schedule Cell, from this option user
can change what need to be displayed and what is not needed

2.7.6 View Documents

In order to view documents scanned for the certain exam visit use this option to
view the documents

2.7.7 Upload Documents

In order to upload documents\scan documents for the certain exam visit use
this option to upload them

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Either press Select Files to browse windows folders and upload the selected file or
o
press Scan button to open external tool that we can scan documents using the
scanner connected to current PC

3 Worklist Module

3.1 Main screen and navigation

Main menu, List of options in this menu depends on the user privileges; this is
the shape of the menu once you hover on it

Fast search option, depending on the user profile, you will have some fields to
search by Date and Branch and Clinic\Machine
Machine or Performing Physician

Ribbon (Tool Box), Group of toolbox containing options and buttons

Search Filters, this is a pre-created

created search filters can be generated by user

Grid that display search results

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3.2 Quick Search Tool
This is the tool that is used to quickly search either by Code\Name\Date

User can combine multiple search criteria in order

Ex: search by Code: 123 and Patient Name contains: John
To start the search either by pressing the enter button, or press Search
button

Options under the Date Field search field are

Either Today\Yesterday\Before Yesterday….etc.
Note: This list of options can be configured by
application setup to define this list

In order to search for the patient using

Patient Code\Patient Name in the whole
branches and the whole time period use the
Root Search Button

In order to clear the search criteria user Clear Button

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3.3 Advanced Search Function
In order to make an advanced search criteria combined data entry fields press
The Advanced Button

This popup will be displayed

Select combination for any of the field displayed fields then press the
Search Button
In order to clear the search criteria defined, please use the Clear Button

3.4 Creating user search filters

Using the same last module in order to create a filter that can be recorded per
logged in user
Example of saved filters yesterday + Completed Cases, Tomorrow Scheduled
Cases or any combinations required
Fill fields required to search with, then press Save Filter button
Then fill in the Filter Name
Press Save button

In order to make this filter as

default filter and it will be used to
load the page with whenever this
user will login to this Page
Enable IsDefault checkbox
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3.5 Managing procedure status
In order to modify exam status there are two different methods to modify the
status
Step 1: Select the desired record by clicking
on the row
Step 2: Either uses the ribbon change status
tool

Or

Step 2: use the build in Combo box inside the grid to change the status

Once the status is modified, the status displayed text will be changed and the
row status color might change corresponding as well

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3.6 Printouts
To print list of printouts that is related to
the selected exam
Step 1: Select the desired exam row
Then select any of the printouts from the
ribbon once press the Print Button

Select any of the print out options, once

clicked a preview of the report selected will
be previewed

Press either to export or print to appropriate printer

Note: all buttons in the ribbon can be enabled\disabled by applying the user
rights, please refer to your system administrator for more details

3.7 Export Functions

In order export the whole list we have many options,
Either to export it in Excel Format or PDF Format

Export Services, This will export the whole list in

excel format

Export PDF, this will export the whole list in PDF

format

Export Reports DOCs, this will export the verified

reports in doc format

Export Reports PDF, export the verified reports in PDF format

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3.8 Clipboard functions
Copy Patient Code: this will copy the
Patient’s Medical Record Number; show a
dialog with number to copy to clipboard

3.9 Other Functions

3.9.1 Open Patient Visit Registeration

In order to open patient visit registration from the work list, there is two
different ways to do this

Step 1: Please select desired row from the grid

Step 2: Either press the Visit Registration Button in the ribbon

Or
Step 2: Adjust the double click of on the any desired row to open the visit
registration form

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System will show the patient selected Visit, display list of the services registered
in this Visit.

Display patient demographics registered

Display visit details

Display list of exams inside this visit

Billing\Payments details
3.9.2 Service Status Tracking

In order to see the changes of the exam status and see this status have been
done by which user
Select Exam
xam by selecting desired row, then from the ribbon press Other button
select the desired status
Press Status Tracking this will give list of statuses

3.9.3 View Documents

In order to view documents scanned for the certain exam visit, select desired
exam then from Other Ribbon, select View Documents
This will display list of the scanned of saved documents

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3.9.4 Upload Documents

In order to upload documents\scan documents for the certain exam visit use
this option to upload them

Either press Select Files to browse windows folders and upload the selected file
or press Scan button to open external tool that we can scan documents using
the scanner connected to current PC

3.9.5 View ICD10s

In order to view saved ICD10 codes at this exam during the registration phase
Select the exam, press the View ICD10s
This will display list of ICD10 saved

3.9.6 Send Message

In order to send an instance message for the

patient, select the patient then press Send
Message button

Enter subject, select template message if

exists in the setup then select either to send
SMS\Email
Then modify the message content
Then press Send
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3.9.7 Add To New Encounter

In order to create a new encounter for the patient and using the same selected
patient to enter new services
Select desired patient from the list by selecting any of patients exams
Then press Add To New Encounter

This will open the Visit Registration Form

And only patient section is field by patient data, fill missing data and save

In case patient have got a press scheduled exam, a message with the details will
be displayed as highlighted in the image

Press continue, to fill in the details for the new encounter

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Screen with only patient demographics displayed, every other data entry is
missing

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4 Call Center Module
4.1 Main screen and navigation
This module is designed to record call center calls results either inbound or
outbound, with the Operation of orders inside the facility

Call center module can handle\record call center calls

Gives statistics on the different aspects,

s, agents average call time, statistics on
daily calls per call type

Classification of the types of inbound and outbound calls is dynamic depending

On the call center department tasks

Register inbound call, press Inbound Call

Register outbound call, press Out Bound Call

View Queue from Mobile Application\Web

Web Site requests

Dashboard of the call center module

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4.2 Register Inbound Calls
Once agent selects inbound call, system will start grapping the time of the start,
it is always displayed in front of the agent

Agent need to search using patient Mobile Number\Person Demographics,

As a result of the search he can see last call center results for this person

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If the person is not there in the system will ask to add this new person data again as
follows

elect Type of action needed, this list of actions can be changed as per workflow
Select
Note: this list of actions can be modified during our system implementation phase

Depending on the types of activities carried out in the call center department

Once click on each one of the main types, system will give sub types
Once click on the sub type system will give you the appropriate entry form

Agent will fill the details in the appropriate entry form then once done he will end
the call
Depending on the Type of call select,
Agent will have ending call by press

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Summary page after the end of the call

Example of different Inbound Call Types

1- Schedule service
2- Call Transfer
3- Complaints
4- Ask for service prices
5- Ask for result time
6- Ask for certain Doctor

We will take an example of them

1- Schedule service
Once click on
Reservation Button from
the selection types,
system will open the
scheduling screen to
reserve the time, select
time and double click

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System will open the Visit registration form,

rm, notice that the patient section is hidden
now, since patient was already selected from the beginning of the call

Fill service details, one or more service can be added and press save, then end call

2-Call transfer
This service is used in case
ase call center agent do a call transfer request
System display following screen
Agent is requested to select the call will be transferred to whom and select the
branch name

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3-Complaints
This service is used to register patient’s complaints
System display following screen

4-Ask for service prices

This service is used to register what are the types of service requested on the phone
calls by the patients

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Agent can search for the desired service, press add button, system will record all the
list of requested services, tell the agent the total amount requested by the patient
In order to tell the patient how much required from him
Also this module support to provide the Service Instructions for the service

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4.3 Call Center Dashboard
o see the total number of activities online in the module, there is a
In order to
dashboard once line updated once user end the call
To give full details for the daily activities in call center department

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5 Template based reporting
5.1 Main screen and navigation

Add Signature button

Click on this button to add the signature

Clinical Notes button

Click on this button to view the clinical notes of the study

Print report button

Click this button to print the report.

Save Report
Click this button to save the report partially
ally (Report work flow)

Need Verification Button

Click this button to save the report after editing and waiting for verification
(Report work flow)

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Verified Button
Click this button to verify the report (Report work flow ).

Image Tab
ab to view a thumbnail of the images or key images to add it to the report.
Click this tab

Templates Tab
Click on this tab view, add, edit or delete the templates of the report.

Reports tab
Click this tab to view the status of the report for the study.

6 View existing reports

In order to open exiting written reports, click on
Reports tab
You will see already written report; you can see also
report last Status

Partial: Just saved and not finished yet

Complete Not Verified: Completed but not verified yet
Verified: Report was verified by doctor

By default first report will be loaded in the Report

Editor section
Double click on any other report to view the report

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6.1 Write reports using exiting template
In order to open write reports using
existing template, click on Templates
tab
You will see list of sections, this is the
way to group the template

Under the Section Grid, once you

select one of the sections

List of all associated templates will be

displayed

Search for the template desired either by scrolling between themem or by writing its
name or part of its name and system will filter the list of templates

To use the template double click on it, to load in the word editor

In Order Merge template to the existing word editor content select the template you
need to merge its content, then press right click then press Merge Template to
Current

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6.2 Template\Sections Management
In order to manage sections or template
Right click on section list press Add\Edit
Sections

A new form will be displayed to enter

sections or templates needed

In order to add new section follows these

steps

- Write section name

- In order you need another user
Access the same section check his
name from the right list
- Click the top Add button.

In order to add templates to exiting section

- Select section
- Click the template section Add
button.
- Browse to select templates from
local network or local PC.

In order to share with other

- Select section.
- Mark authorized users.
- Click Edit button.

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6.3 Voice note recording
6.3.1 Voice Playback Functions

Voice recording window is found under

Reports tab

Double click on the recorded voice note to

start playing, or select and press Play button

System have ability to auto replay by enable

Auto Replay check box

Use Play\Stop\Forward\Rewind for play back

functions

Note: Voice recording module could be integrated with Phillips Mike and foot pedal.
For recording and transcript functions

6.3.2 Voice recoding\Editing

In order to start recording either press on Record button, or keyboard shortcut can
be assigned from the profile settings in order to start recording.
Once start recording, recoding minutes counter will be displaying total time during
your recording session
Once finished press Stop Button, system
stem will then upload the voice note file to the
server and refresh the list with new Voice Note line, with its time

Recorded voice could be edited after saving where user can play the recorded voice,
stop at the point from which record needs to be edited,, start recording over it.

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6.4 Manage report versions
Once save report, system keep track for the report versions, so each save click
system will save this report with single entry
In order to review if needed for the sack of review and comparison

Each saved version is saved by the name of the User who saved this version, time
and the status of the report while saving this version

To view these version check the reports grid, as the left there is Versions button

Double Click on Versions the button to view the versions section

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6.5 Mange user profile settings
6.5.1 Manage user profile

User profile contains header & footer settings,

toolbar settings, page setup settings and
shortcut settings.

In order to change user profile follow these steps

- Press options button on the right top
corner
- A list of options will be displayed
- Select Settings

After changing profile settings it should be

uploaded: Click “Options” button then select
“Upload user profile”.

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6.5.2 Customize default settings

After pressing Settings button a popup of settings will be displayed

Consisting of tabs for the different settings options

After changing the settings press save button

Note: some settings need the restart of the Reporting tool in order to apply the
settings

General Tab, Application Options

Use Microsoft Word, checked to use Microsoft Word Editor as our word processor if
not checked system will use built in word processor

Download Templates (Automatic at startup), this option will cache list of templates
assigned to the login user at the startup of the application, if not enabled the
template section will be empty list

Download Study Status (For Report Status like study status), this will download the
translated names of the Partial\Complete Not Verified\Verified

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Download Chosen Templates and Doctor Procedure, this will cache predefined
templates linked to certain procedure codes, this option is not used unless we did
the configuration and link certain procedures to load certain templates

Download Signature, when this option is enabled, at the startup of the application
system will download user’s signature, the signature is used in the Verify Process

Prompt to save while template navigation, this option will save the current written
report incase user start loading another template to avoid losses of written report.

Template Override Current Report, using this option if template is loaded it will
replace curent written report

Remove report temp file if the report uploaded successfully, option to save local
computer storage area, once report was uploaded successfully system will delete the
local cached report Default Location for local cache is
C:\MILLENSYS\MiWebView\Reports

Make Mireport Application always on top, this will make the application to be on the
top of all other application on the user desktop.

Send Report as HL7(in case of HIS Integration), option in case user need to send the
verified report to another third party application such as HIS or PACS system

Template search by beginning of template name, if enabled the search on template

name in the template name search tool, will be always start with written word not
contains text

Update Vtools/Workspace Study Status, incase of launching reporting tool from

C:\MILLENSYS\MiWebView\Reports Vtools, once report status is changes this will
notify opening application to change status instead of pressing refresh button to
update

Prompt on Re-Printing Printed Reports, this option is enabled it will notify user when
printing already printed report, that the report was already printed

Default Report file type, This defines the Microsoft Word File type used incase we
have MS Word 2003 and Less, Only valid format is .doc, starting from 2007 version
we can use .docx version, please take in consideration that if you have only one PC in

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your network uses old version like 2003 or less you will need to make the settings
.doc to fit all PCs, or upgrade the PCs to newer version

General Tab, Graphics Option

Patient Panel Color, This is the background color under the patient name in the main
report interface

Speed buttons Panel, This number of rows for the toolbar tools on the main report
interface, One Row is the default option, it can be increased

It can be increase by two\three rows

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Speed Panel Width, This is the width in pixels for the toolbox window, default is 300 ,
it increased by 100 you can see the toolbox width is enlarged ex:

General Tab, Monitor Options

Active Monitor, This is the default monitor user needs the report to start on,
specially designed incase local computer having multiple monitors attached to it

General Tab, Tabs Manager

Enable History Mode, This option will enable the prior reports tab, once enabled a
new tab will be displayed after next startup of the application, showing the patient
old written reports

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Print Tab, Printing Options

Prompt if the printing report is not verify, this option will notify user if he try to print
a report which is not saved yet

After print close file and return to patients list, this option is enabled once print
report tool will be minimized and give user ability to return again to launching
system with website or another application

Save before print, this option will trigger the save option before printing to avoid
printing unsaved reports

Print Tab, Picture Options

Use default Image Format, if enabled inserted image from clipboard will be inserted
in its default width\height this option is not recommended since sometimes the
pasted images are big

It this option is No, so the image will be resized before adding to the report
Layout, define the image style in the word
Width, define max width for the image, system will calculates the height
Resolution, this is the inserted image resolution in dot per inch (DPI)

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Report Tab, Page Setup

In this setup page user can define the Word Page, Custom Setup
Define default header and footer distances from edges
Define either page is Landscape or Portrait (Default portrait)

Report Tab, Report Header

In this setup screen user can define the Patient Header, header displayed at the top
of the report
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The settings are divided into three sections
- Text before Patient Data
- Patient Data
- Text after Patient Data
Report Header, Text before patient data

Insert Line before header, if this option is enabled a line will be drawn using the
Height settings, and color settings

Insert File, this settings is used to put logo or preceding text at the top of the header,
what is written in the textbox is the location where the file of the header should be
located at the local computer, make sure that the file is always located in this
location on all PCs is used by this user
Text, in this text box user can but instead of file some text to be added at the top of
the header in order to have enter some text and you need new line please put #13 it
will be replaced by New Line in the header

Ex:
If we need to make report text as follows

Radiology Department
Patient Report

Patient Name: Pat Name

I will put in the Text Field,

Radiology Department#13Patient Report

I will put lines after text 1

So this will put text and add line after the text before the header
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Report Header, Patient Data

Insert Patient header automatically, if this option is enabled the system will insert
header at the top of the report, if not enabled nothing will be inserted at the top

Headers and footers different first page, if enabled first report page header will have
the header and other pages will not contains the report header (this is not
recommended)

Patient Info in table\Patient Info In Lines, select which is desired either to display
patient data in the header in a table view or just write data in lines and no outer
table desired
In case Patient Info in table is enabled some settings can be then defined
Show Inner Lines, Either displays Inner border for the table
Show Outer Borders, either display table outer border of not
Table auto Fit behavior, either fit content to the table or fit table to the window
% Width of the first column, this is the percentage of the first column, this is used if
the information displayed in the first column is larger in width to the data displayed
in the second one
Background color, is the color of the table background
Table Style, these settings is to apply table styles in Microsoft word, when style 1 is
the first table template style in Microsoft word

In case of Patient Info in Lines is enabled some settings can be then defined
Shift Header Content by, this is no of pixels to shift header with while displayed in
lines this is used to center the header at the middle of the page
Line Spacing, this define the spacing between patient header lines

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Report Header, Text before patient data

Insert Line after header, if this option is enabled a line will be drawn using the Height
settings, and color settings

Text, in this text box user can add after the header and you need new line please put
#13 it will be replaced by New Line in the header

Ex:
If we need to make report text as follows

Patient Name: Pat Name

Radiology Department
Patient Report

I will put in the Text Field,

Radiology Department#13Patient Report

I will put lines before the text 0

So this will leave no lines and put text after that

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Report Tab, Report Header Customized Fields

Select Fields from left column and add it to right column

Columns on the right are the columns that will be displayed in the report header
To modify Prefix of the word like, changing Pat . Name to Name:

1- Select the Pat.Name from the left panel

2- Click one click on the Pat.Name, it will be changed to edit mode inside the
grid, write Name: then click again to exit edit mode
3- Select the Name: from left grid and press > arrow to add to right side

In order to modify the order of fields in the patient header

1- Press << to move fields from right to left and reset the order
2- Select each field and press > to add them to the right grid
3- Make sure you are putting them in the order desired

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4- Put in consideration normally the Patient Header Normally display two data
fields per line, so first two fields will be inserted to the first line of the
header and so on.

Study Date, This option define the way to display study date, either display day and
time of just the Day Only

Patient Name, the way of displaying the patient name, settings to make name all in
capital or first character is only capital or all small or leave as it is

Hide ref. phy. Field if no data in it, this option when enabled, if the report data does
not include referring physician name, so the filled will be displayed in the grid as
empty filed, or it can show the Ref.Phy. Prefix with no data after that

Show warning Message for Empty Header Content, this option will give warning
message to the user when creates new report for the patient, incase settings of the
header is enabled but no field was defined to be inserted automatically

Report Tab, Report Body

Defined report font settings such as , Paragraph Alignment, Text Direction, Text Font

Lines before text, no of lines added at the top of the body before the text

Write “Not Approved” word while printing “Unverified Report” , this will write the
word not approved at the end of the report, just before printing and it will be
removed after wards

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Report Tab, Report Footer

Same as report header, you can define fields that can be displayed in the Footer
Section, define what should be added in the Footer Section

Insert Page Number, this will automatically insert page number in footer section

Insert Signature, if enabled system is asking when to add signature, you can define
ether by Verify Action or with Complete Not Verified and with Partial Save

Report Tab, Report Printing

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In these settings, will pressing print, does system automatically print all report pages
or just select the current page or custom selection by the mouse

Dictation Tab, Dictation Options

Save temporary voice notes in voice dictation tool, if enabled system will just save
voice notes and it will not be saved on the server, I will be just saved in the location
defined
F/R Step, this is the playback speed factor, 1 is default without slowness or
speediness

6.5.3 Dictation Tab, Dictation Shortcuts

Enable shortcuts, this will enable the Play\Record\Stop shortcuts

To define the shortcuts define the shortcuts in the text box

Manage Toolbars
To manage toolbar click Options and select Customize Toolbar
Just drag and drop required function from “Actions” menu to the toolbar

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7 Clinical Workflow
7.1 Main screen and navigation
The application allows for creation of customized workflows that suits each
department, stuff type or user work, example for that, we can create a specific
clinical workflow for the nurse staff, assistants, doctors… and sure for different
specialties as well.

To open the clinical workflow screen, from the worklist screen just double click on
the patient record you need to examine (you should have adjusted in the user profile
that double click open clinical workflow ref to section User Profile), this will show up
the clinical workflow screen.
Using doctor workflow as example, we can see
1- The left Panel which lists the items available on this workflow, these items is
customizable per clinic\specialty\user and ordered according to the
workflow steps.
2- Patient identification top panel, showing the patient basic data you can
notice the background Red color of this panel indicating notification like
existence of allergy.
3- The main area which shows the details of the workflow item selected as
shown here we are on the patient summary item, so it displays the patient
summary widgets.

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7.2 Patient Summary Screen

1- As a first step in the doctor workflow, showing the doctor a full brief for all
patient medical data including his previous visits, history, diseases,
medications, treatments, operations…

2- Summary widgets: this tab include all patient summary data in an organized
entities, each widget includes a set of patient data, i.e. widget includes a
grid showing all patient visits, another includes his allergies, previous
medications and so on…

3- Tags widgets: This tab includes all widgets that created and customized by
the user (doctor) to show important tagged data from the clinical sheets i.e.
if you want to trace hypertension on all clinical sheets for this patient on all
of his visits, we just tag the component used for hypertension in the clinical
sheets, and this will be automatically organized in a grid widget showing all
data entered for this tag.

4- Patient Time Line: This panel shows all previous visits and service done by
this patient ordered chronologically, giving the user a fast preview for all
patient history and conditions.

5- Widgets panel: this is a customizable view which allows the user to select
from a full list of patient medical data widgets and put on his summary page
according to his need.
Vitals

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7.3 Vital data and allergy

In this screen the assistant (Nurse) will measure all vital data of the patient
(pulse, blood pressure…)…) and just type them and the screen will be doing
automatic interpretation and shows a comment in red if the value is
abnormal and in green if the value is normal

Allergy screen: here the assistance (Nurse) can add any history of allergic
reaction happened
pened to the patient before, this include drug and food
allergies…, and also the screen allows for detailed description of the allergy
types and reactions happens and the severity…
Note:
If there is a drug allergy mentioned here, an automatic notification will be
shown of the doctor tried to prescribe any of these listed drugs.

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7.4 Patient History

Patient History is presented in a customizable worksheet, at which the user can

customize the shape, items, questions
He can find better for his specialty and usee for each history type, each sheet will be
presented in a separate tab on the top and user can create as many sheets as he
wants and assign to the History workflow item
The application is pre-installed
installed with a full set of ready History sheets for all
specialties,
alties, from which users can build up their customized sheets.

7.5 Complaint

It is also a customizable worksheet sheet from which the user (doctor) can take the
exact complaint details according to his specialty and Save the Sheet.
The complaints can be tagged
agged and presented back in patient summary page as
tagged widget.

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7.6 Examination

Doctor examination can be presented as a customized worksheet; each

user\clinic\specialty
specialty can have their own customized examination sheets that suit
their work.

7.7 Diagnosis

After the doctor already get the history and complaint from the patient and did his
examination, it is now the time for diagnosis In this screen the user can select the
diagnosis from a full set of ICD10 codes and add to the user data.

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The Left Panel contains a list of all ICD10 standard codes and this list can be filtered
out to show only the list needed by this doctor according to his specialty and his
preferences.

Then from the top Panel the doctor can select the diagnosis attributes like type of
the diagnoses, severity…

Once done, the user should press add to append the diagnosis to the diagnosis list,
user can add multiple diagnosis on the same session.

Diagnosis list can be printed once saved.

7.8 Treatment Plan

Once the doctor reached his diagnosis, he will need to plan the treatment for his
patient (In case it is required).

In this screen the doctor can select the service required for the patient for his
treatment either medications, operations, follow up visits, physiotherapy sessions…
From the top panel the user select the service type he wants and the date time and
frequency of this service if it is multiple

Example 1:
To add a prescription as a part from the treatment plan, the users selects the
pharmacy then select prescription as a service type and choose the start date/time
of it then press Add
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7.8.1 Prescription

A prescription screen will be shown for the doctor to choose and add drugs to the
prescription list, once saved, a new record will be added to the patient treatment
plan
In prescription screen, you can select the drug; add the route of administration, dose
interval, and instructions…. Then press add to add a drug to the prescription list, if
this prescription is common, you can save it as template to be used later with other
othe
similar cases.
1- Template section (group) and templates, from which you can easily add,
predefined prescription to the case.
2- Prescription attributes panel, from which user can add drugs with its
attributes to the prescription list.
3- Prescription list will contain
ontain all added drugs to compose a prescription.

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7.8.1.1 Drug substitution

For the doctor to search for drug substitutes, he first select a drug then press the
substitutes button which will show a list of possible substitutes of this drug, the
application supports two types of drug substitutes;
1- It lists all drugs with the same ingredient but in different brand name. e.g.
Abimol as a substitutes for Panadol.
2- It lists all drugs that are included on the same pharmacological group. e.g.
erythromycin as a substitutes for penicillin

7.8.1.2 Drug interaction

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When the user choose a drug from the drug dropdown list, it checks the prescription
list and drug allergy list for possible interaction
If there is any possibility for interaction, a warning message will show up notifying
the user about the possible interaction.
Example 2:
To add follow up, physiotherapy, radiotherapy, inhalation… visits for the patient, we
select the service type from the top panel and start date time, then choose the
frequency e.g. 10 visits one each 2 days. Then press Add

A group of records will be added to the patient treatment plan each one with the
expected date/time for this service.

Example 3:
To Add Orders (Radiology, lab, pathology…), the user selects the service from the top
panel and the expected date/time for this order and press add
A new record will be added to the patient treatment plan list showing its expected
date/time.

This treatment plan is now ready to be delivered to the patient, once the patient
back to the reception he will be scheduled for these added service if already found
on the facility or will be printed out to the patient to be done outside (external
order) and the results will be brought back by the patient.

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7.9 Treatment plan timeline

The added treatment planan can be presented in a time line style which will be either
to be tracked by the patient and the provider
As shown in the plan timeline, each group of services is presented vertically with
some details about the service and their date/time.

Each group off service is presented horizontally according to their expected

date/time.
Each service node has a color representing its status, either not scheduled,
scheduled, passed the expected date time…

A customized notification can be set to notify the patient\provider

ovider about the
overdue services.

7.10 Clinical Notes

From this screen, the Provider cans view\add

add clinical notes of this patient.

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7.11 Clinical Documents

Upload document

In this screen the user can capture and attach a new document to the patient record,
it supports most of the common document\images\video\voice voice formats
The user just selects the type of the document then browse to select it and press
upload to add it.
Or to capture a new object by using externally attached clinical devices (otoscopy,
ophthalmoscopy,, dermatology camera, ECG…) the integrated device will add the
objects automatically to the patient record after being reviewed.

Note: The “MiDoctorProtal” Mobile app also has the ability to capture all type of
patient documents and attach to the patient record. It is available for free download
from Google play store and App store.
View document:

Allows the provider to review all patient documents attached to his medical record,
viewer supports most common document types.

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7.12 Clinical report editor

In this screen the doctor can write a free test style report for the patient case, preset
templates can be added and used to facilitate reporting

7.13 Close workflow

Once the provider is done with his patient workflow he can ends his case pressing
this button which will update the status of the service according to the customized
status workflow (i.e. service status will be “vital taken” if it is nurse workflow or
“check out” if it is a doctor workflow…)

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8 Clinical Worksheet Designer
8.1 Designer Main screen
Worksheet designer is a completely flexible utility allows the user to create and
customize his own worksheets according to the specialty or his special medical
needs, the application is preloaded with a complete collection of worksheets that
covers most
ost of the clinical specialties, and using this utility you can edit and re
customize them and also to create a new collection.

Main screen:

1- Tools Panel: from which you can create a sheet layout create components
container, and place components according ng to the need
2- Preview button: at any step you can preview your work sheet while
designing it to have a real look about it running shape.
3- Save button: to save a sheet template to be used in the clinical workflow
steps.
4- Clear button: to clear the template contents
5- Template dropdown. This will include all save templates
6- Font spin button: to change the base font for the sheet template
7- Lookups: used to add, edit lookup lists used to fill in dropdown lists in the
sheet template
8- Delete button to delete a worksheet template.
9- Export: to export a worksheet template as xml file
10- Import: to import a template from an exported xml file
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8.2 Layout

Layout subpanel allows for putting a base layout for the template and for any
component container as well.
The Idea is that we divide
ivide the sheet work area into12 columns, and you can select
how many columns per each division you want.
Example: if you select 12 from the first item, it will create a single layout for the
whole work area, if you select the 2nd one 6 6, it will create twowo equal
compartments each one will have 6 columns, from the last item, you can customize
it by writing the number of columns in each compartment.
8.3 Component Containers

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Container is a parent placeholder which can contain as many child components like
Panel or in tabs
To create a container, just drag it to the sheet compartment you want, it will
automatically fits.

8.4 Components

User can select from a wide range of gui components the fit his sheet data entry, the
list includes text area, checkboxes, lists, date time picker, image…
To add a component, just drag it from the list and put on the required place inside
the container.

For combo box and all list, we will need to set the attributes for data source as
shown in the below image.
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Also you can assign “Tag” for any components, this tag can be used to collect and
show up the results of this field in summary widgets as well as for analytics

8.5 Variables

A variable allows the user to add predefined keys to the sheet like the patient name,
code, service name…
To add a variable to the sheet just drag it and put on the desired place.

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8.6 Tool Box

Toolbox can be elicited on containers as well as on components allowing some

additional functionality
1- Reformat the compartments (columns) of the sheet orr a container
2- Copy: if applied to a container it will copy it including all of its child
components
component
3- Paste: it will paste the already copied container\component
4- Clone: it will create a replica of the container\component
component on the same
place.
5- Expression editor:: allows one component to have a result from other
components (e.g a component will have a sum of other two components)
6- Delete: this will delete the container\component
7- Event builder: allows one component to be show\hide hide according to a value
of other component.
8- Cascade Builder: create a cascade from a component to another.

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8.7 Lookups Editor

From this screen you can add, edit, assign Lookup lists which will be used on the
sheet comboboxes and list boxes…
To add a new list, just press add lookup type button then add the list items from the
right side panel.
Any added lookup will be automatically shown up as a new entry in the sheets
designer lookup combobox.

8.8 Tags Editor

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Tags are a mark for an entry on the sheet which will be used to define it, and collect
all entries for this field, to be use in analytics, reports and to create values in tags
widgets in patient summary page.
To add a new tag, please add its name and description then press save.
All added tags will be available instantly on the sheets designer page to be applied to
any components.

8.9 Assigning sheets to clinical workflow

From the user profile workflow tab, a list of available workflow items is already
available, you can create a new workflow step and assign sheet to it or assign sheets
to an existing workflow item as shown in the image above.

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9 Pharmacy Module
Pharmacy Module manages all levels of pharmacies in the hospital; Outpatient,
Inpatient, Walk-in pharmacies and support all daily pharmacy functionalities
including inventory management, pricing and barcoding, dispensing, drug index, and
substitution finder, e-prescription integration…

9.1 Outpatient Pharmacy Manager

As a continuation of the outpatient workflow mentioned above, the patient have a
pharmacy order for his prescription add by the doctor.
Pharmacist user will have all prescription orders assigned to his pharmacy from
which he can search and retrieve the required prescription to dispense for the
required patient

Clicking on this patient record will display the required prescription to dispense

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Using barcode reader or manually entry of the drug code, the user can dispense all
required drug of the patient and printout the invoice.

All dispensed drugs will be deducted from the inventory considering the batch
number, expiration date…
All inventory settings can be adjusted from the admin application.

9.2 Inpatient Pharmacy Manager

Inpatient pharmacy work flow is nearly identical to the outpatient one except that
there is no direct invoice for the patient and the nurse is the one who is responsible
on dispensing the prescription to here local store and then to administer the drug to
the patient.

Inpatient pharmacy also allows for partial drug dispensing in case of emergency,
then the prescription can be fully dispensed later.

9.3 Walk-in Pharmacy Manager

Walk-in pharmacy manager supports the complete pharmacy workflow for walk-in
patients including different payment methods, insurance, invoices…

The module can be integrated easily with e-prescription hub to participate in e-

prescription workflow

The module supports partial and combined payments with different payment
methods.

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9.4 Invoices search
For review and refund abilities, user can look for an invoice using this screen by
patient code, invoice number…

9.5 Drug Substitution Finder

Similar to the drug substitution functionality for prescriber, the pharmacy module is
equipped with this functionality to facilitate easy finding of drug substitutes in case
of lake of any drug in the pharmacy inventory.
There are two level of substitution;
1- Same Ingredient but different trade names
This can be done safely by pharmacists without need of doctor approval
except if the facility roles prevents so.
2- Different ingredient name but similar group:
This will give broader search abilities but will require doctor approval before
dispensing of the drug to the patient.

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9.6 Built-in drug index
To facilitate drug look up especially in walk-in pharmacy manager, the application
allows for predictable search method in a drug index to facilitate drug finding.

9.7 Dose Calculator

For some medications like pediatric and vials

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10 Admin Report
10.1 Main screen and navigation
Open admin reports link, Menu->Reports->Reports

Select from the left menu Group of templates by pressing the template group combo
box
This is an example of the template
groups

Once select any of them, a list of

reports associated to this group will
be listed

Click on the desired report the report search criteria will be displayed on the right

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Enter the search criteria and press the Print Report Button to preview a display of
the report preview, you can then press print\export functions
Press Print button to start printing
Press export button in order to export in multiple formats such as
PDF\Excel\Word\Image
rder to refresh to recalculate the report results again press the refresh button
In order

10.2 Customize user favorite reports

In order to select some reports as favorite reports to be printed quickly
First of all favorite report can be found in the menu, under the User Name->Favorite
Name
reports

Once click on the name of the Favorite report name,

system will open this report displaying search
criteria

And follow steps by selecting search criteria and

press Print Report

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In order to link this Favorite Report, for the current user follow following steps

- Click user name at menu

- Press User Profile
- Click Favorite Reports,
select template groups
- List of reports will be
displayed

- Press add button

10.3 Printing reports

Enter the search criteria and press the Print Report Button to preview a display of
the report preview, you can then press print\export functions

Press Print button to start printing

10.4 Export reports
Enter the search criteria and press the Print Report Button to preview a display of
the report preview, you can then press print\export functions

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Press export button in order to export in multiple formats such as
PDF\Excel\Word\Image
10.5 Common admin reports
In this section are some examples of reports that can be generated from the system,
sy
the customization of these reports is done in the implementation phase

General Income Report

This is summary report get total income per clinic\modality\room
room
For each single facility branch

General Income detailed report

This report gives detailed
iled list of cases done today, their prices and total amount paid

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Discounts Report
This report gets all the cases that have Discount amount, discount reason for the
sake of reviewing

Procedures Statistics Report

This report print a statistics per each
h type of service during the search period how
many time this service was done, as Cash\Insurance

Assign doctor details report

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This report print detailed list of cases assigned for performing physicians, display
each doctor in a single page

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11 User Profile
User profile is the settings for the current logged in user, settings changed to the
user account only
Administrator, can change user profile settings incase the user does not have the
right to modify it

11.1 View user profile demographics

In order to open the user profile settings under
the user name
Press User Profile

Note: you might not see the user profile button,

if the administrator is disabling it

Here is the view displayed once click user profile

Profile main categories, Account Settings\Ribbon

Ribbon Management\Favorite
Management Reports
Tabs sub categories under the main categories

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Personal Tab
Display only user demographics, Full name, Email\Phone
Phone Numbers
In case your demographics is incorrect please report to system admin to modify

Change Password
User can change his current logged in password enter the old password and the
new one , if the old password match current used password, system will change the
user password

Profile Settings Tab

Settings in this tab controls the default
lt parameters used once user is logged in, such
as

Default Branch, default selected

branch in Scheduler\Worklist

Home Page, default module to open

once logged in

Language, preferred interface

language

Default Service Status, default status used in the Visit Registration Form

Default Scheduler, View of the scheduler screen either load Clinic\Room

Clinic View or
Physician View

Default Payment Type, Select default user Payment method, Cash\Visa\Mobile

Cash
Money

Default Doc Type, Default category for scanned or uploaded

loaded documents

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Worklist Hidden Fields, Field defined in this setting will be hidden from the worklist
fast search tools

WorkList Max row numbers per page, max number of rows displayed per worklist
grid per page

able the client side Automatic Printing Module

User Print Client, this option will enable
for this user (This option to work probably need setup for the printer)

Show Color Map, Display a legend for the status color map

Show TimeLine, in the patient summary module this shows visit timeline in order
ord to
see all the visits and once click on it, visit details will be displayed

User Rights Tab

Display list rights enabled the current user

Status Workflow Tab

This status workflow tab is used to override the default Service Status workflows
For this particular user.

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11.2 Ribbon Management
In this management section user can modify toolbars for all different modules such
as Scheduler\Worklist , also user can modify list of displayed columns for each of the
modules

Manage Ribbon Tab

In this section user can

check\uncheck different options

Press on arrow beside option name

to expand list of options under this
category

To modify the place of any of the button, press left mouse click and drag to another
location

In order to change Icon assigned beside each button, click on the button name, to
highlight it, drag from the icons on the right over this highlighted button

Once done press Save button in order to apply

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Manage Worklist Column Tab\Manage
Manage Insurance Column

In this view used can

hide\show columns in the
worklist grid

In order to show a column

press on the Visible button
until shape convert to Green
Arrow

In order to hide the column press until convert to Red Button

In order to change of the displayed width, this width is in Pixels

In order to modify the sort order, modify the values in the sort columns,
Converting this into 1, means system will sort the data of this filed after retrieving
the data

Filters Tab
Display list of the user Scheduler\Work list..ect saved filters ,
Rule of this view to modify the order filters displayed in the module
Just click filter name , drag it up of down and leave it in the desired place in order to
keep this order press Save button to apply the settings

Refresh the module screen in order to see the applied order

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11.3 Manage preferred theme
In order to change the default color theme of the application, system is pre equipped
with list of themes to select from
Press the button Change Theme to select the theme

Selecting any of the theme colors this will be applied directly on the application to
view it, to keep last theme just press again to the Change Theme
This theme will be saved directly to profile settings

11.4 Select interface language

In order to change the default interface language use the language menu on the
right side

Once select the language the screen will be

reloaded with the desired language
This language will be saved directly to user
profile settings

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12 Internal Messaging Module
This module is used send internal messages between user in the system
Once message is sent the recipient will be alerted with the no of unread messages in

his inbox the icon on the internal messaging system is

12.1 Main screen and navigation

Module consists of Inbox Tab, displaying received messages, Sent Displaying sent
message and write Tab to write new message

Inbox Tab

Reply, Reply to sender only

Reply All, Reply to all included in the internal email recipients
Forward, this will send a received message to another user
Print, in case user need to print the received message
Delete, to hide the message from my inbox

Sent Tab

Reply, Reply to sender only

Forward, this will send a received message to another user
Print, in case user need to print the received message
Delete, to hide the message from my inbox

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12.2 Send\Receive message

In order to send messages,

Write Subject, Select recipients from the left either by searching on them, or use the
filter by user groups
Also you can include attachments, press Send Button

12.3 Reply\Forward messages

Same send message you can either reply to or forward to others

Select Message, press either reply\forward

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13 Workflows
13.1 Add a new patient

13.1.1 Using patient registeration screen

In order to register a new patient using the registration form
Open patient search form
Menu->Patient Management->Patient Search

In order to search if this patient was exists before or not

User can search either by Patient Code\Name\Gender\Mobile\MRN
If patient was not exists press the Add Patient button

An entry screen will be displayed to enter the patient details; items highlighted by
yellow background are field that is mandatory
Make sure to fill all the mandatory fields before saving

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13.1.2 Using add new job order

In order to register a new patient using the Visit Registration screen

Menu->Patient Management->Visit Registration

In order to search for the patient press Search Glass, press on the search patient
glass this will open up on new search window

Search by patient name\code\mobile number\birthdate..etc

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Once searched system will show patient with its details and demographics, once
clicked in the below grid showing Patients Visits once click any Visit system will show
services done in this Visit
If the patient does not exists then, close this search screen enter the mandatory
fields in the visit registration screen

13.1.3 Using calender

In order to register a new patient from the Scheduler Screen

Menu->Patient Management->Scheduling

Double click on any time slot where you need to register the patient at this select
time slot
Once opened it will display the same visit registration please follow same
instructions defined in section “Using add new job order” to add new patient

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13.2 Add new encounter

13.2.1 Using new job order

In order to register a new patient using the Visit Registration screen

Menu->Patient Management->Visit Registration

This screen consists of different sections

Patient Section, when you either search for existing patient or enter new patient
directly please ref to section “Using add new job order”

Visit Section, where are details on the visit level like,

Referring Physician
Admission Date (Captured Automatically)
Branch (Healthcare Facility) where the service will be done at.
Clinic\Modality\Room when the service will be scheduled

Service Section, where service name, service code\CPT code, price, performing
doctor are selected with some details over the medical insurance coverage plans

Once add details on service level, user can press Add button to add this service,
service panel is cleared in order for the user to add another service and so on.

Payments Section, is used to select the payment method (Visa\Cash\Mobile

Money…etc) , write down the amount and press add, user can pay the dues using
different payment methods.

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Once done press Save,
13.2.2 Using calender

In order to register a new

encounter from the Scheduler
Screen
Menu->Patient Management-
>Scheduling

This will open the visit registration as previously done, the main difference you will
find the
Clinic\Modality\Room is filled by the cell you clicked at the schedule
Also the approximate date for the service will be filled by the time slot you selected
from the calendar

Please follow ref 13.2.1, Add new

encounter using new job order for
the details to fill the order and once
save process is done
The double clicked cell selected will
be filled the schedule of the visit
entered

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13.3 Basic Billing

13.3.1 Payments\Refund

Payments
In order to do payments, either by edit visit registration,
gistration, from scheduler double click
on a reserved cell or from directory select the service and press visit registration
This will open visit registration

In order to do the payments, system display summary payments done

Where
Remainder; is due amount
Total Paid; payments done so far
Patient Balance; is amount money reserved in our system for this patient from old
payments
Old Remainder; due amounts for this patient from old services

Once click on the service grid, select one service system willl display,

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Price of this service, what have been paid, remaining values
Ex:
Service Price 1.00 Total Paid 0 Remainder 1
This means Service Price is 1.00 $
Total Paid 0$

Remainder (Due) 1.0 $

To do the payments, using Payments Section, select the payment method
(Visa\Cash\Mobile Money…etc) , write down the amount and press add, user can
pay the dues using different payment methods.

You can pay by different methods at the same time example 50 in Cash, 70 in Visa
In the same transaction

User selects the service to pay its due from the Payment section

Add as many payments as required to reach due amount then save

Once saved user can print Invoice\Receipt for the patient as hardcopy reference

Refund
In order to do refund, either by edit visit registration, from scheduler double click on
a reserved cell or from directory select the service and press visit registration
This will open visit registration

Press button Transactions in the Payment Section

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This will open previous payments transactions done for this visit

In order to do the refund, select the service you need to refund its payments
Partial Return\Full Return, In case of full return no need to send the return amount
But for Partial Return, you will need to enter the amount of money to return

You should enter why you need to return the amount of money
You can also change the Safe in the return process, so we can pay to one safe and
return is done from another safe this will help in some detailed financial reports

Return is displayed in the grid as Return, Payment is displayed as Payment

In case of refund the user can print a refund receipt as well as hardcopy document

Select refund line, press Print Button, at the top of the grid, ex: of return receipt

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13.3.2 Using cashier screen

Cashier screen is designed to display only the due cases, we can have a separate
cashier box office so this cashier can use this module to do the payments and refund

Displaying for payment details and due amount for today’s cases
In order to add new payments press Add Payment

Fill payments parameters press Save

In case of refund, Press Refund button

Fill refund parameters press Refund

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13.4 Consumables Management

13.4.1 Steps to do consumables

In order to add exam consumptions, first open worklist,

Menu->Clinic Worklist->Worklist

Search for the case to record the consumption, from the ribbon select
Additional -> Consumables

Fill which inventory, item and quantity needed then press Add
You can add multiple items at the same time, then press Save button

This workflow is the manual workflow

This is another workflow, Semi-Automatic, where we set up for the specific service
we will always use this consumption.
Once I open the consumption screen, we will have rows in the grid displaying was is
expected as consumption
All the user need to do it to define actual quantity used and press Save button

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13.4.2 View consumables

In order to view exam consumptions, first open worklist,

Menu->Clinic Worklist->Worklist

Search for the case to record the consumption, from the ribbon select
Additional -> Consumables

Pre saved consumabled will be displayed in green

You still add new consumptions and Save again

13.5 Workflows per Job Role

In this section we will try to give an overview for the important sections describe the
main workflows needed for each job role in the healthcare facility
Provided references is a guidance to start the navigation of the system

Receptionist
Check sections
- Workflows Chapter-> Add new encounter
- Workflow Chapter-> Basic Billing
- Appointment screen
- Worklist Module

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- Admin Report
Cashier
Check sections
- Workflow Chapter-> Basic Billing
- Worklist Module
- Old Invoice\Receipt Search
- Admin Report

Accountant
Check sections
- Workflow Chapter-> Basic Billing
- Worklist Module
- Old Invoice\Receipt Search
- Admin Report
- Participation Module
- Claims Module

Radiologist
Check sections
- Worklist Module
- Template based reporting
- Open URL to access other applications

Clinician\Doctor
Check sections
- Worklist Module
- Clinical Workflow
- Clinical Worksheet Designer

Nurse (Medical Assistant)

Check sections
- Worklist Module
- Managing procedure status
- Clinical Workflow
- Workflow Chapter-> Consumables Management

Inventory House Keeping

Check sections
- Worklist Module

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- Workflow Chapter-> Consumables Management
- Admin Report
Call Center Agent
Check sections
- Call Center
- Appointment screen
- Worklist Module

IT Admin
Check sections
- Clinical Worksheet Designer
- User Profile
- Participation Module
- Integration
- Template based reporting-> Mange user profile settings
- Downloading apps
- Release Notes

Technician (Operator)
Check sections

- Worklist Module
- Managing procedure status
- Clinical Workflow
- Consumables Management

13.6 Integration with medical devices

13.6.1 Setup medical devices

In order to setup medical devices, and upload documents automatically from them
There are some requirements
- Program that is integrated, should be capable of save the output files in
specific windows folder
- Files exported can be either Jpg ,Pdf ,Word ,Excel…etc.
- Location of the medical device location is known to make the configuration
To do the setup, first the setup link the device with the resource like Clinic\Room

Once linking is done, using the External Application link inside the Ribbon

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Other->External Application
This will launch application, with a Tab for the device used to open the application of
the device, upload documents once the application is closed

14 Integration
Integration between other systems and our MiCLinic solution, could be either
1. Integrate to other Hospital Information System (HIS), with another RIS\PACS
2. Integrate to Billing system

Integration Methods
1. Integration using standard protocols DICOM\HL7
2. None standard integration this can be defined case by case depending on
the amount of data defined how we can export or import them.

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14.1 Simplified workflow
Common workflow between MiClinic Systems inside any the hospital (Simplified
workflow)
• First step as Out Patient\Working Patient, he will go to the reception
desk to make a reservation for an appointment for a new service from
Radiology Department.
• First step as Inpatient Patient, he will use the inpatient order system
make order request for a new service from Radiology Department.
• When the date of the exam is due, patient come to healthcare facility to
perform his exam\or as an Inpatient Patient will be transmitted to the
Radiology department to do his exam.
• At this time the scheduled Exam is converted to Job Order (Arrived
Patient Status)
• Patient waits in the waiting area before doing his exam
• When the patient enter to start doing his examination, Technician Set
the study to In-Progress
• Once the exam is finished successfully, Technician Set the study to
Examined
• or the exam could be discontinued due to any problem with the patient,
Technician Set the study to Discontinued\Cancelled
• If Exam is finished successfully, Doctor can view the images on the PACS
System to start writing the report.
• The reporting could move on three phases, Primary Report (Not
Completed), then another one or same doctor review the report convert
it to (Complete but not Verified), last step the verifier review the last
report and convert it to Verified
• Once report is verified this report can be handled to the patient,
receptionist set the status to Handle Report\Films to patient
• Reception might need to update Patient Demographics
Reception might need to merge data of duplicated patient

Standard integration method

• HIS, Orders that have been scheduled for department, same order will
be forward to MiCLinic System
o Order Message will be sent (HL7 ORM O01)

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• HIS, Can modify order request by resending the ORM message with
Update Flag, in order to update the order details
o Order Message will be sent (HL7 ORM O01)

• HIS, Can modify Patient Demographics prior the exam or after the exam
is done
o Patient Demographics Update Message (HL7 ADT A08)

• HIS, when require to merge data of duplicated patient Demographics (If

this is acceptable in the hospital workflow)
o Merge 2 patient information into one record, Merge Message
will be sent to HIS (HL7 ADT A40) (Merge Patient)

• HIS, Can transfer the patient Location (For InPatient) to another location
from ward to ward, from bed\to bed, From Building to another
o Patient Transfer Message to modify patient location (HL7 ADT
A06\A07\ A02)

• Modality\PACS, When the patient enter to start doing his examination,

Technician Set the study to In-Progress on the modality, it is transmitted
to the PACS using MPPS message , PACS Can notify the HIS with these
changes
o PACS Receive the In-Progress status from modality (DICOM
MPPS Message)
o Order Message will be sent to HIS (HL7 ORM O01) (Update
Status In-Progress)

• Modality\PACS, Once the exam is finished successfully, Technician Set

the study to Examined on the modality so the PACS can send to the HIS
that the exam is completed
o PACS Receive the Examined status from modality (DICOM
MPPS Message)
o Order Message will be sent to HIS (HL7 ORM O01) (Update
Status Examined)

• MiClinic, In some cases the Automatic Dicom MPPS is insufficient

method to inform that the exam have been finished successfully, so it is
better to manually do this function from the MiClinic, So the operator
once start-end exam he will manually change this status from the RIS

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o Order Message will be sent to HIS (HL7 ORM O01) (Update
Status Examined)

• MiClinic \PACS, User might need to update Patient Demographics, in

case he have the authority to do this (If this is acceptable in the hospital
workflow)
o Update Patient Information Message will be sent to HIS (HL7
ADT A08) (Update Patient Demographics)

• MiClinic \PACS, User might need to merge data of duplicated patient

Demographics (If this is acceptable in the hospital workflow)
o Merge 2 patient information into one record, Merge Message
will be sent to HIS (HL7 ADT A40) (Merge Patient)

• PACS\MiClinic, Once doctor view case, Write and Approve the report ,
MiCLinic will send report back to the HIS on the same order request sent
o Report message back to the HIS (HL7 ORU R01)

• HIS, to view images\approved reports from the PACS, HIS, need to add
rule in their software to launch our software using URL Integration

14.1.1 Application used to do the integration

We normal install a separate service or application to do the integration with

other parties
Service Name is Called, MILLENSYS Broker Service, it acts as gateway between our
system and other systems

It receives and send HL7 messages to other parties

Also I send Dicom Worklist to the Dicom compatible devices

Please refer HL7 Conformance statement for more details

Please refer Dicom Conformance statement for more details

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14.2 Open URL to access another applications
Opening PACS URL from MiCLinic application ,
please follow following steps
1- Select case row from worklist
2- Ribbon->Clinical->Press Advanced Viewer
3- This will open the PACS Viewer

In order to open PACS Clinical Viewer\VNA

Universal Viewer
1- Select case row from worklist
2- Ribbon->Clinical->Press Clinical Viewer
3- This will open the PACS\Vna Viewer

14.3 Integration with MiAnalytics Business Intelligent tool

Miclinic can be integrated with BI Tool from MILLENSYS to present Dashboards for
management and line managers and normal reporting

If MiAnalytics is purchased with the MiClinic, during the implementation period we

show customer default dashboards and he can take disussion either to modify or not

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15 Participation Module
Participation module is designed to build plan for the referring physician\system
users when the cases are assigned to them; system can calculates shares of
procedures prices to the linked referring physicians \ system users

This module we build the plan, and activate this plan to our system once we have a
referring physician\System User linked to a case during the same period of the plan
the report grab the cases link it to its percentage as per defined in the plan show the
share

The share can be either constant amount from the exam price either over credit or
cash cases or the share can be percentage from the case prices

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15.1 Referring Physician Participation
Referring Physician Participation the plan will be linked to referring physician list
Steps of creating the plan

1- Create Plan Name, Add Services and their shares over cash\credit
cash cases
2- Link Plan with the Credit Customers
3- Link Plan to the Referring Physician

Creating Referring Physician Participation Plan

From menu->Participation Ref->User Participation Settings

In order to add new Participation, Press

this button to enter participation name

Select participation plan, Edit Exiting

Participation Name, Press this button to
enter participation name

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Select participation plan, Delete Exiting Participation Name, Press this button to
delete participation plan

Select Service Categories, to filter list of services

Search for services using service name, also I order to reach select service

Select status which the plan will be applied with

Cash share percentage or value

Credit share percentage or value

Batch Save in order to add the selected rule to the plan

Save the plan

Steps to create plan

1- Press (1) Add, Enter Plan Name
2- User filter method (4),(5) to select services under the plan
3- Select Status at which the plan will be applied (7)
4- Finally specify Cash\Credit shares (7),(8)
5- Press (9) Batch Save in order to queue settings
6- Press (10) Save settings
7-
Link plan for credit customer

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Select plan to edit its linked contacts

List of credit customers in the system

Batch Save in order to link selected customers to the activated plan

List of linked contacts with the participation plans

Incase of delete contact, select contact and delete it

Link Plan for Referring Physicians

Select participation plan

Select branches that will be applying this plan

Select Referring Physicians or use filter to search by name of the ref phy.

Batch save in order to queue them for saving

Add Lines in the grid to be queued for saving

Save the queued data in the grid

In orderr to delete linked referring physicians, use this button

Edit Selected; select some lines edit time of applying the plan From\To
From Period

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15.2 Performing user Participation
Performing User Participation the plan will be linked to user list
Steps of creating the plan

1- Create Plan Name, Add Services and their shares over cash\credit cases
2- Link Plan with the Credit Customers
3- Link Plan to the Users

Apply of rule in case of user participation, can be either automatic or manual

Automatic means, once the user do the action on the application, and there is an
active plan defined to him, system will apply the rule automatically

Manual means, someone will manually assign cases to the users from certain
interface once user is linked to the cases the report will show the user’s share per
case

Reports of the participation module is designed either to work from automatic or

manual feeding

Creating User Participation Plan

From menu->Participations->User Participation Settings

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In order to add new Participation, Press
this button to enter participation name

Select participation plan, Edit Exiting

Participation Name, Press this button to
enter participation name

Select participation plan, Delete Exiting Participation Name, Press this button to
delete participation plan

Select Service Categories, to filter list of services

Search for services using service name, also I order to reach select service

Select status which the plan will be applied with

Cash share percentage or value

Credit share percentage or value

Batch Save in order to add the selected rule to the plan

Steps to create plan

1- Press (1) Add, Enter Plan Name
2- User filter method (4),(5) to select services under the plan
3- Select Status at which the plan will be applied (7)
4- Finally specify Cash\Credit shares (7),(8)
5- Press (9) Batch Save in order to queue settings
6- Press (10) Save settings

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Link plan for credit customer

Select plan to edit its linked contacts

List of credit customers in the system

Batch Save in order to link selected customerss to the activated plan

List of linked contacts with the participation plans

In case of delete contact, select contact and delete it

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Link Plan for Users

Select participation plan

Select branches that will be applying this plan

Select users or use filter to search by name of the user name.

Batch save in order to queue them for saving

Add Lines in the grid to be queued for saving

Save the queued data in the grid

In order to delete linked users, select the lines need to be deleted, press this
button

Edit Selected; select some lines edit time of applying the plan From\To
From Period

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15.2.1 Manual assign user particptaion

Manual apply done through the URL From

Menu->Participations->Apply User Participation

Steps to apply manual participation

modality
1- Search for the desired exam using patient code\name\modality
name\procedure date..etc
2- Press View Participation in order to show its linked users
3- Select user from the dropdown combobox
4- Select either will apply share either as “Per defined Values” (From the plan)
pla
or New Values, Enter new values
5- Press Add button to add new

Search for the exam to add its participation

Select the desired line to edit its participation

View participation in order to view what was linked to this exam

Select user name to link to the exam

Specify as predefined values, or select new values (enter

enter share values)

Press Add Button, repeat steps from point 4 in order to add multiple users

Once done press save in order to save all lines

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15.2.2 Automatic assign user Participations

he automatic assign the user don’t do this manually, he just build the plan and
In the
the system will automatically link the user to the exam when the user make action
on the study to change its status to the plan service status

Auto linked participation can be viewed from

Menu->Participations->Apply User Participation

Search for the exam to add its participation

Select the desired line to edit its participation

View participation in order to view what was linked to this exam

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16 Other Topics

16.1 User Notification Messages

Notifications sections there always in the interface
to tell the user, last actions done by him or
notification need to be read
Notifications are displayed in the menu using Icon

Once we hoover over this Icon

You will see list of pending notifications

The notification can be disabled from the site

general settings, so you might not find them unless
they are enabled

16.2 Names Dictionary

Dictionary tool to edit the names dictionary
In order to open the dictionary
Menu->Patient Management->Dictionary

You normally have source and destination words

Source word is the dictionary Word, the translated word is the Display Name
To update an existing word press Update button
In order to delete name, select it, press Delete
Button

To add new name, press New button

Fill in the Name, Display name and press Add
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16.3 Old Invoice\Receipt Search
In order to print already generated Receipt either open the Visit Registration
For specific service and press Receipt\Invoice to reprint

Another method
od there is a dedicate search module to search for receipts and
invoices and print then

In order to open the dictionary

Menu->Patient Management->Receipt Search

Search by Receipt Number Patient Code, Name to reprint press print button

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16.4 Downloading apps
In order to download some of the client side tools
There is a link in the program to download from the entire files

Menu->Help->Download Apps

Miclinic Setup, setup for advanced reporting tool, Scanner Tool

Card Reader, tool to read patient demographics
Print Client Installer, used for automatic windows printing function
Advanced Report Exe, only update for the Advanced Report Executable file

16.5 Release notes

In order to see all the modifications in the application by the version number

Menu->Help-
>Release Notes

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16.6 Claims module
System is pre equipped with claims module, which helps the user to generate a claim
for each insurance company for any period of cases

Cases created and will be paid in credit by insurance company is marked as ready for
claims module

Claims module group all these cases under one claim with one serial number

Once claim is approved it is sealed and no one can modify or change it unless user
have specific privilege

Full details for this module please refer to the ERP\Claims module section

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