Referral System

User Manual
Table of Contents
Step 1: One-time patient accommodation count to be entered into the system. .............................. 3
1.1 Log In to the System ............................................................................................................. 3
1.2 Ward Department Wise Patient Admission Capacity .......................................................... 4
Step 2: One time Shift Master to be entered into the system. ............................................................ 6
2.1 Create Shift Master ............................................................................................................... 6
2.2 Update Shift Master.............................................................................................................. 7
Step 3: Emergency Duty Roster ............................................................................................................. 8
3.1 Create Emergency Duty Roster............................................................................................. 8
3.2 Update Emergency Duty Roster ........................................................................................... 9
Step 4: How to Refer out a patient ...................................................................................................... 10
4.1 Facility Login........................................................................................................................ 10
4.2 Patient Attending to Emergency ........................................................................................ 11
4.3 Update Patient Attending to Emergency ........................................................................... 15
Step 5: How to get the list of patient referred to your hospital ......................................................... 19
5.1 Facility Login........................................................................................................................ 19
5.2 Emergency Patient Approval .............................................................................................. 20
5.3 Patient Attending to Emergency ........................................................................................ 21
Step 6: How to know the status of the patient that I have referred to other hospital ..................... 25
6.1 Facility Login........................................................................................................................ 25
6.2 Patients Referred In or Referred Out Status ...................................................................... 26
Step 7: How to Add New Ward ............................................................................................................ 27
7.1 Facility Login........................................................................................................................ 27
7.2 Department Type Master ................................................................................................... 28
7.3 Create Department Master ................................................................................................ 29
Step 8: How to Add New Ward ............................................................................................................ 32
8.1 Facility Login........................................................................................................................ 32
8.2 WARD Type Master............................................................................................................. 33
8.3 WARD Master...................................................................................................................... 34
Step 9: How to map Ward and department ........................................................................................ 37
9.1 Facility Login........................................................................................................................ 37
9.2 Department Wise Ward Mapping ...................................................................................... 38
Following steps to be followed as a pre-requisite for smooth functioning of the referral system:

Step 1: One-time patient accommodation count to be entered into

the system.

This will allow the user to enter the maximum number of patients that a hospital can accommodate
and the total number of patients that it can accommodate now.

In the referral system of each facility, accurate calculation of patient accommodation depends on
the facility's accommodation capacity and the number of additional patients it can accept. This
should be determined initially for each facility. For example, in an emergency ward, the total patient
accommodation capacity and current patient count should be updated at the beginning. After that,
it will be locked and auto-calculated based on patient admissions and discharges from the system.

1.1 Log In to the System

The facility user will log in using their facility's 'Masters' user credentials.

The page will be redirected to the facility's 'Masters' home page.

1.2 Ward Department Wise Patient Admission Capacity

The facility user will click on “Ward Department Wise Patient Capacity” from ‘HMIS’ Main menu.

The page will be redirected to the “Ward Department Wise Patient Capacity” page where ward and
department wise patient accommodation and patient availability are captured.

➢ The facility user must update the patient accommodation capacity and available beds for
each department.
o There are two types of beds: emergency beds (for patients coming from the
emergency department) and cold beds (for patients admitted through non-
emergency pathways).
o Each type of bed, both emergency and cold, is separated by male and female
accommodation. Accommodation may include multiple patients per bed, on a
trolley, or on the floor, within either the male or female ward.
o For example, if a ward has a capacity of 10 for male patients and the current
availability is 2, it means that out of the 10 male patient slots, 2 more male patients
can be admitted. The same criteria apply for female patients.
o In another scenario, such as in a pediatric ward where male and female patients are
not separated and can be admitted in the same room, the user should use the same
count for both male and female capacity but should also select the "Emergency
Both" checkbox. For example, if a pediatric ward has an accommodation capacity of
8 and an availability of 2, the user should enter 8 for both male and female capacity,
with 2 available for each. Then, by selecting the "Pediatric Both" checkbox, it will
mean that out of a total of 8 patients (male and female), 2 patients (of either
gender) can be admitted—not out of 16, allowing for 4 admissions.
➢ Once the details are captured, the page will be locked.
➢ The information will then update automatically based on patient admissions and discharges
in each department.

➢ If you are not able to view your ward please go to Step 7

➢ If you are not able to view your department please go to Step 8

➢ If you are not able view the combination of department and ward mapping please go to Step
9
Step 2: One time Shift Master to be entered into the system.

This will allow the user to Create / Modify different shift that are available in the facility with
different shift timing

2.1 Create Shift Master

The facility user will click on “Shift Master” from ‘HMIS’ Main menu.

The page will be redirected to the “Shift Master” page.

➢ Select New Entry button if the shift master is not created

➢ Enter Shift name as (Morning /Afternoon/ Evening/Night) etc.
➢ Enter ‘Shift From’ Time (date:hh:mm)(AM/PM)
➢ Enter ‘Shift To’ Time (date:hh:mm)(AM/PM)
➢ Select Active button to make the shift enable
➢ Click on the “save” to create new shift

Note: click “Export to Excel” to download the shift master sheet

2.2 Update Shift Master

The facility user will click on “Shift Master” from ‘HMIS’ Main menu.

The page will be redirected to the “Shift Master” page.

➢ Select Already Exist button if the existing shift needs to be edited or updated
➢ Select existing Shift name from the dropdown
➢ Edit/update “Shift From & To” timings
➢ Select Active button to enable/disable shift
➢ Click the update
Step 3: Emergency Duty Roster

This will allow the user to create or modify the duty roster for doctors associated with the
emergency department. The user can schedule the emergency doctors' duty roster for the upcoming
7 days from the date the duty roster is set.

3.1 Create Emergency Duty Roster

The facility user will click on “Emergency Duty Roster” from ‘HMIS’ Main menu.

The page will be redirected to the “Emergency Duty Roster” page.

For creation of new emergency duty roster

➢ Select the doctor's name from the dropdown list.

➢ Choose the shift details associated with the selected doctor.
➢ Set a date range, up to 7 days from the current date.
➢ Click the "Show" button to display the duty roster for the selected dates.

➢ Click the "Checklist" button to activate the selected dates, making the doctor available on
those days.
➢ Click "Save" to create the Emergency Duty Roster.
The duty roster for the selected doctor in the emergency department has been generated. Repeat
this process for each doctor to complete the duty roster for all doctors for the week.

3.2 Update Emergency Duty Roster

The facility user will click on “Emergency Duty Roster” from ‘HMIS’ Main menu.

The page will be redirected to the “Emergency Duty Roster” page.

For Update of a existing emergency duty roster:

➢ Select the existing doctor's name from the dropdown list.

➢ Choose the same shift details associated with the selected doctor.
➢ Set the existing date range of up to 7 days from their scheduled date.
➢ Click the "Show" button to display the Duty Roster for the selected dates

The existing duty roster of the selected doctor will appear accordingly.
The user can update fields such as the "Is Active" checkbox or the shift according to the doctor's
requirements and then click the "Save" button.

The duty roster for the existing doctor will be updated successfully.

Step 4: How to Refer out a patient

A patient referral system is a process where a patient is transferred from one healthcare facility to
another for specialized medical care or additional treatment that cannot be provided at the current
facility. It ensures continuity of care by transferring both the patient and their medical records.

4.1 Facility Login

The facility user will log in using their facility's 'IPD' user credentials to access the emergency and IPD
admission modules.
The page will be redirected to the facility's 'IPD' home page. On the home page, if a new referral
request arrives from another facility, or a referral request rejection is received for a request sent
from this facility, an alert message will appear with a siren sound. The alert will not stop until action
is taken on these requests.

4.2 Patient Attending to Emergency

The facility user needs to click on the menu "Patient Attending to Emergency" under "Transaction"
to open the page from where he or she can refer a patient to other hospital or can refer in a patient
from another hospital.

The page will be redirected to the “Patient Attending to Emergency” page. User have to click on Add
button for activating all the fields.

After activation of all the fields, User can enter the patient details.

➢ Enter Patient Information

o In the "Name" field, enter the patient's name.
o Select the patient's gender from the "Gender" dropdown.
o Enter the patient's age and the mobile number of either the patient or a relative
who needs to be contacted by the hospital.
 o Provide the patient's full address in the "Address" field.
➢ For Non-Residents of India
o If the patient is not a resident of India, select their country from the "Country"
dropdown.
➢ Location Details
o Select the patient's district from the "District" field.
o Choose the appropriate Police Station from the "P.S." dropdown.
o Enter the patient's PIN code in the "Pin" field.
➢ Brought By
o Enter the name of the person who brought the patient to the hospital in the
"Brought By" field.
➢ Family Information
o Enter either the patient's father's name in the "Father" field or the husband's name
in the "Husband" field, as applicable.
➢ Shift and Doctor Selection
o Select the shift (Morning, Afternoon, or Night) during which the patient arrived from
the "Shift" dropdown.
o If the registration occurs before the doctor's check-up, the system will display all
available doctors for that shift, concatenated with a '/'. The user cannot select a
specific doctor at this stage.
o If the registration occurs after the doctor's visit, select the specific doctor who
treated the patient from the "Doctor" dropdown.
➢ Medication
o If the patient has been prescribed medication, enter the medicine name, dosage,
frequency, instructions, and the number of days in the provided grid.
o To add multiple medications, click the "Add" button.
➢ Tests
o Enter all medical tests prescribed by the doctor in the "Test" field.
o Click the "Add" button to include multiple tests.

➢ Select 'Discharged'

o To refer a patient to another hospital, select 'Discharged' from the 'Patient Status'
dropdown.
➢ Choose 'Referred Out'

o Once 'Discharged' is selected, the 'Discharge Type' dropdown will appear.

o Select 'REFERRED OUT' from the 'Discharge Type' dropdown.

➢ Enter Provisional Diagnosis

o After selecting 'Referred Out,' enter the Provisional Diagnosis in the "Provisional
Diagnosis" field.
o A green panel will open to capture the referral details.

➢ Referral Chain Map

o Referrals are typically made according to a pre-defined Referral Chain Map unless no
beds are available, or the case requires specialized care.
o A local Specialist (if available) will ascertain the need for super-specialty care.

➢ Referring Within Chain Hospitals

o If referring within the chain, click "Within Chain Hospital."

o The "Refer To" dropdown will populate with the names of the Chain hospitals mapped
with the referring hospital, along with emergency bed availability.
o Select the hospital name from the "Referred To" dropdown.
o If no beds are available, only the hospital name will appear in the "Referred To"
dropdown (without bed availability).

➢ Referral Details

o The "Refer Out Date" will default to the current date, but it can be changed if needed.
o Select the appropriate referral reason from the "Reason for Refer" dropdown.
o Enter a detailed explanation for the referral in the "Describe Reason" text box.
o Fill in the patient's case history in the "Case History" text field (mandatory).

➢ MO List

o Once the "Refer To" hospital is selected, a "MO List" button will appear.
o Click on "MO List" to view a page displaying doctors' availability by date and shift, along
with their contact numbers and specializations.

➢ Referring Outside Chain Hospitals

o If the referral cannot be made within the chain due to non-availability of beds or
services, select "Out Side Chain Hospital."
o A "District" dropdown will appear. Select the district where you wish to refer the
patient.
o After selecting the district, choose the name of the outside hospital from the "Refer To"
dropdown.
o Provide a mandatory explanation in the "Reason for outside Chain" text box.
 ➢ Save Referral Details

o Click the 'Save' button to save the referral details.

o A referral slip will be generated.

MO List
Discharge Slip

4.3 Update Patient Attending to Emergency

The facility user needs to click on the menu "Update Patient Attending to Emergency" under
"Transaction" to open the page from where they can find the referred patient's name in the
Rejected Patient List dropdown, as their referral request has been rejected by the referred hospital.
The page will be redirected to the “Update Patient Attending to Emergency” page. User have to click
on Add button for activating all the fields.

User will search the rejected referral patient from Rejected Patient List dropdown.

Once selecting the rejected referral patient from Rejected Patient List dropdown, patient details will
be populated.

User will select the new facility to be refrred as the previous reffred facility requested their request.

➢ Referral Details

o The "Refer Out Date" will default to the current date, but it can be changed if needed.
o Select the appropriate referral reason from the "Reason for Refer" dropdown.
o Enter a detailed explanation for the referral in the "Describe Reason" text box.
o Fill in the patient's case history in the "Case History" text field (mandatory).
➢ MO List

o Once the "Refer To" hospital is selected, a "MO List" button will appear.
o Click on "MO List" to view a page displaying doctors' availability by date and shift, along
with their contact numbers and specializations.

➢ Referring Outside Chain Hospitals

o If the referral cannot be made within the chain due to non-availability of beds or
services, select "Out Side Chain Hospital."
o A "District" dropdown will appear. Select the district where you wish to refer the
patient.
o After selecting the district, choose the name of the outside hospital from the "Refer To"
dropdown.
o Provide a mandatory explanation in the "Reason for outside Chain" text box.

➢ Save Referral Details

o Click the 'Save' button to save the referral details.

o A referral slip will be generated.
New referral slip generated successfully.
Step 5: How to get the list of patient referred to your hospital

When a patient is referred to a hospital, then the referred hospital need to accept or reject the
referral request.

5.1 Facility Login

The facility user will log in using their facility's 'IPD' user credentials to access the emergency and IPD
admission modules.

The page will be redirected to the facility's 'IPD' home page. On the home page, if a new referral
request arrives from another facility, or a referral request rejection is received for a request sent
from this facility, an alert message will appear with a siren sound. The alert will not stop until action
is taken on these requests.
5.2 Emergency Patient Approval

The facility user needs to click on the menu "Emergency Patient Approval" under "Transaction" to
open the page from where facility User can approve or reject a referral request from another
hospital.

The page will redirect to the "Emergency Patient Approval" page, where the user can find a list of
patients referred to this hospital from other facilities.

This list will display details of referred patients, including:

• Name
• Gender
• Age
• Registration No.
• Serial No.
• Referring Hospital Name: The name of the hospital from which the patient was referred.
• Diagnosis: The provisional diagnosis of the patient.
• Case History: The case history entered by the referring hospital.
• Doctor Name: The name of the doctor who referred the patient.
• Doctor No.: The phone number of the referring doctor

The user needs to either click 'Accept' or 'Reject' the request for treatment of the patient referred
from another hospital.

If the user rejects the referral request, they must provide a detailed reason for the rejection in the
"Reason for Rejection" column. This reason will be visible to the referring hospital's login.

Once the user accepts the request and there is no pending request to accept or reject, the alarm and
alert will be disabled.
Once the user accepts the request and there are no pending requests to accept or reject, the alarm
and alert will be disabled.

5.3 Patient Attending to Emergency

Once the referral request is accepted by the referred hospital and the patient arrives physically, the
facility user needs to click on the "Patient Attending to Emergency" menu under "Transaction" to
open the page where they can search for the referred patient accepted by the facility.

The page will be redirected to the “Patient Attending to Emergency” page. User have to click on Add
button for activating all the fields.
➢ After activation of all the fields, the user needs to select the name of the patient referred to
this hospital from the "Referred Patient Name" dropdown in the green top section of the
page. This selection will populate the patient's demographic details.
➢ If the patient's name does not appear in the "Referred Patient Name" dropdown, the user
should search for the patient details using the "Outside Registration No.," which will fetch
the patient’s information.
➢ The user then must check the box labeled “Is Referred In” to indicate that the patient is
referred from another facility.
➢ Additionally, facility users can use a scanner to search for an outside registered patient by
placing the cursor in the "Outside Registration No." field and scanning the patient's Outside
OPD slip. This will retrieve the patient's details and track referral information, avoiding the
need for new registration.
➢ Never register a referred-in patient as a new patient, as newly registered entries do not
capture referral details, leading to a loss of the patient’s referral information.
➢ Therefore, please search for the referred-in patient either from the "Referred Patient Name"
dropdown or by using the "Outside Registration No." to ensure the referred patient can be
tracked.
➢ The user must select the shift (Morning, Afternoon, or Night) from the "Shift" dropdown
corresponding to when the patient arrived at the hospital. Upon selecting the shift, the
names of the doctors available in that shift will be displayed under the "Doctor" field,
concatenated with a '/'.
➢ If the registration occurs before the doctor's check-up, the user will not know which doctor
will see the patient, so a specific doctor cannot be selected. Instead, all doctors available in
the selected shift will be listed under the "Doctor" field.
➢ If the patient registration occurs after the doctor's visit, the user will know the exact name of
the doctor who treated the patient. The user should follow the same steps outlined earlier
under the "Patient Attending to Emergency" menu in the "Transaction" section
Emergency slip generated.
Step 6: How to know the status of the patient that I have referred
to other hospital

This will allow the user to know the status of referred in and referred out patient.

6.1 Facility Login

The facility user will log in using their facility's 'IPD' user credentials to access the emergency and IPD
admission modules. User can view the status of referred patient.

The page will be redirected to the facility's 'IPD' home page. On the home page, if a new referral
request arrives from another facility, or a referral request rejection is received for a request sent
from this facility, an alert message will appear with a siren sound. The alert will not stop until action
is taken on these requests.
6.2 Patients Referred In or Referred Out Status

The facility user will click on the menu ‘Patients Referred in or Referred out Status’ under
‘Transaction’ to open the page where they can track patients who are either referred into the
hospital or referred out from it.

The page will redirect to the ‘Patients Referred In or Referred Out Status’ page.

The User will first select the specific date range if they want to view all referred patients within that
range. Users can also filter their search using three options: ‘Rejected’, ‘Accepted’, or ‘Pending’,
which are stored in the ‘Select Status’ drop-down menu.

After providing the required date range and status, the user will click the populate button. It will
populate all the patients within the selected date range. The user can also download referred
patient details in Excel format by clicking the ‘Export to Excel’ button.
Step 7: How to Add New Ward

This will allow the user to Add a new ward.

7.1 Facility Login

The facility user will log in using their facility's 'Masters' user credentials.

The page will be redirected to the facility's 'Masters' home page.

7.2 Department Type Master

Users must click on the Department Type Master from the HMIS main menu.

After clicking on the ‘Department type Master’, the department type master page will open. Here
users can click on ‘New entry’ Check box to create new entry, or they can click on ‘already exists’
check box if department type is already created.
Users must click on ‘New entry’ Check box to create new ‘Department type’. A ‘Department Type
Code’ is automatically generated then add the ‘Department Type name’ and tick on the Active box,
and then click on the Save button. This is applicable for those facilities for which department types
are not created.

After clicking on the ‘Save’ button. A pop up will arise, then user will click on the 'OK' button to
successfully save the record.

7.3 Create Department Master

Users must click on the ‘Department Master’ from the HMIS main menu.
After clicking on the ‘Department Master’, the ‘department master’ page will open. Here users can
click on ‘New entry’ Check box to create new entry, or they can click on ‘already exists’ check box if
department name is already created.

Users must click on ‘New entry’ Check box. A ‘Department Code’ is automatically generated then
add the ‘Department Name’, tick on the Active box and select the ‘Department type’ from the drop
down.

After select the ‘Department Type’ and then click on the Save button. This is applicable for those
facilities for which department are not created.
 After clicking on the ‘Save’ button. A pop up will arise, then user will click on the 'OK' button to
successfully save the record.
Step 8: How to Add New Ward

This will allow the user to Add a new department.

8.1 Facility Login

The facility user will log in using their facility's 'Masters' user credentials.

The page will be redirected to the facility's 'Masters' home page.

8.2 WARD Type Master

Users must click on the ‘Ward Type Master’ from the HMIS main menu.

After clicking on the ‘Ward type Master’, the ward type master page will open. Here users can click
on ‘New entry’ Check box to create new entry, or they can click on ‘already exists’ check box if ward
type is already created.
Here users must click on ‘New entry’ Check box. A ‘Ward Type Code’ is automatically generated then
add the ‘Ward Type name’ and tick on the Active box, and then click on the Save button. This is
applicable for those facilities for which ‘Ward types’ are not created.

After clicking on the ‘Save’ button. A pop up will arise, then user will click on the 'OK' button to
successfully save the record.

8.3 WARD Master

Users must click on the ‘Ward Master’ from the HMIS main menu.
After clicking on the ‘ward Master’, the ‘ward master’ page will open. Here users can click on ‘New
entry’ Check box to create new entry, or they can click on ‘already exists’ check box if ward name is
already created.

Users must click on ‘New entry’ Check box. A ‘Ward Code’ is automatically generated then
add the ‘Ward Name’ and select the ‘ward type’ from the drop-down list.

After selecting the ‘Ward Type’, select the ‘Bed Type’ from the drop down.
Users must select the ‘Active’ check box and then click on the Save button. This is applicable
for those facilities for which ‘Ward master’ are not created.

After clicking on the ‘Save’ button. A pop up will arise, then user will click on the 'OK' button
to successfully save the record.
Step 9: How to map Ward and department

This will allow the user to map a ward with department.

9.1 Facility Login

The facility user will log in using their facility's 'Masters' user credentials.

The page will be redirected to the facility's 'Masters' home page.

9.2 Department Wise Ward Mapping

Users must click on the ‘Department Wise ward mapping’ from the HMIS main menu.

After clicking on the ‘Department wise ward mapping’, new page will open. Here users can click on
‘New entry’ Check box to create new entry, or they can click on ‘already exist’ check box if
‘Department wise ward Mapping’ is already created and users wants to edit it.

This is applicable for those facilities for which ‘Department wise ward mapping’ are not created.
Click on the ‘New entry’ Check box and add the ‘Department Name’ from the drop-down list.
Add the ‘Ward Name’ from the drop-down list.

After selecting ‘Department Name’ and ‘Ward Name’, select the ‘Active’ check box and click on the
‘save’ button.

After clicking on the ‘Save’ button. A pop up will arise, then user will click on the 'OK' button to
successfully save the record.