INTRODUCTION

Thank you for using CarePro. This is the page for documentation, support and user manual that will help you to get started and understand all the functionalities of CarePro.

CarePro is a comprehensive end-to-end health information management solution for Hospitals, Clinics and Medical Centers. It connect all health center departments, processes and workflows enabling swift, effective and efficient managemement of health related information and data such as patients records, billing, appointments, consultation, prescription, documents, reports and more.

Functionalities and modules to be discussed in this documentation include patient management, calender management, workbench management, service transactions, billings and payments management, product management, and contact management.

If you already have a CarePro account click here to login. If you are new to CarePro click here to sign up for a free trial, request a quotation or demonstration or request for account setup.

DASHBOARD

The dashboard on CarePro is the page you are redirected to once you successfully login. The page gives you summary of useful metrics to track key performance indicators. These are figures that speaks volume about the critical operation of your medical centre.

Useful Metrics

At the top of the dashboard page, there are some key useful numbers that show the state of your company as a whole. The following key numbers are shown on the dashboard.

Patients - Shows the number of patients registered at your medical centre.
Visits - Shows the number of visits.
Bills - Shows the number of bills.
Consult - Shows the number of consultations.
Revenue - Show the amount of revenue.

Graphical Data

There are pie charts and bar charts on the dashboard to represent some key performance metrics of your operation.

Patients - Pie chart that shows the ratio of male to female patients.
Invoices - Pie chart that shows the ratio of paid to unpaid invoices.
Departments - Pie chart that shows the departments.
Visits - Graph that shows the volume of visits for each day.

Invoices

This shows a list of all invoices

PATIENTS

This is the page to add or manage a patient. On this page, all patients are displayed, and you can search for a patient using the card no., patient no, phone number, or name. Selecting a patient takes you to the patient overview page

Create New patient

On this page you can create a new patient by filling in the following details, as applicable:

Card No. - This is automatically generated.
Card Type - The type of card whether individual, family, or group
Salutation
Full name - The name of the patient
Gender - The patient's gender
Marital Status - The patient's marital status
Date of birth

Contact Details

Phone no - The patient's mobile number
Email Address- The patient's contact email address
Contact Address - The patient's contact address

Other Details

Ethnicity - The patient's ethnicity
Religion - The patient's religion
Nationality - patient's nationality
Place of origin
Occupation - Patient's occupation

Next of Kin

Full name - The name of the patient's next of kin
Phone no - The next of kin's mobile number
Contact Address - The next of kin's contact address
Relationship - The next of kin's relationship with the patient

All created patients will be displayed on the Patients page, along with the following options:

Overview
Visit
Billing
Appointments
Notes
Medication
Document
Consents

Patient Overview

This page shows an overview of the patient's information. You are directed to this page after clicking on the patient's name or the 'Overview' button next to a patient. The following details are shown on this page:

Patient's Details

Patient's name - The name of the patient
Patient's age - The age of the patient
Sex - The patient's sex
File No.
Patient ID
Email Address- The patient's contact email address
Phone no - The patient's mobile number
Contact Address - The patient's contact address
Blood Group - The patient's blood group
Allergy - The patient's allergies
Genotype - The patient's genotype
Occupation - Patient's occupation
Ethnicity - The patient's ethnicity
Religion - The patient's religion
Last visit - Patient's last visit
Next appointment - Patient's next appointment
Account balance - Patient's account balance

The following details of the patient's medical history are also shown:

Patient's vitals
Prescription
Medication
Admission
Fluid intake
Fluid output chart
Billings
Payments
Visits
Appointments
Procedures. Click on the 'View All' button to add a new procedure, and view all procedures.
Documents
Lab scans/reports

The patient's last consultations can be seen as well. Click on the 'View All' button in the consultations section to add a new consultation and view all consultations. The last consultation is shown with the following details:

Date
Consultant
Finding
Condition
Complaint
Diagnosis
Treatment
Prescription
Lab test/image
Surgery
Admitted

Health Chart

Visits

This page is used to register patient visits. The steps to register a visit are:

Select the visit type
Select the department
Enter the visit date and time
Select the clinician overseeing the visit
Attach reference form, if needed
Click on 'Submit Only' to proceed without billing the patient or 'Submit and Bill Patient' to register the visit as well as bill the patient

Billing

This page is used to bill a patient. The steps to create a new billing are:

Select the referring entity

Select the billing ref, i.e, the patient or some other referring entity
Select the referring organisation or click on "Add Organisation" to add a new organisation
Select the referring doctor or click on "Add Physician" to add a new physician.

Click on 'Continue' to bill the patient or organisation

Add Services

In this section, add the services to bill the patient. To add a service to bill,:

Select the department
Select the service name
The cost for the service is shown
Click on 'Add Service'

Add Products

In this section, add the products to bill the patient for. To add a product,:

Select the product category
Select the drug name
The unit cost for the product is shown
The available quantity for the product is shown
Enter the quantity issued
Click on 'Add Product'

The added services and products are shown, as well as, the invoice total. To submit the bill, click on 'Submit Billing'. You will be asked to confirm the payment

Payment Confirmation

To confirm the payment,:

Select the payment mode
Enter the amount paid
Enter the discount amount, if any
Select the ledger income account
Click on 'Post Payment'

Appointments

This is the page to create a new appointment. Previous appointments are shown here as well, To create a new appointment,:

Select the appointment date
Enter the appointment start time
Enter the appointment end time
Select the consultant
Provide a note, if needed.
Click on the 'Submit' button.

Notes

This is the page to record and view any additional information about the patient.

To create a new note:

Enter the note in the provided field.
Click on the 'Add Note' button.

Medication

This is the page to record all medication administered or dispensed to the patient patient

To record administered medication, provide the:

Name of the administerer
Date and time of administration
Name of the drug given
Drug's dose
Frequency of use
Duration of use
Route of administration

Then, click on 'Submit medication'

Documents

This is the page of to upload or download patient documents. To upload a new document,:

Select the document type
Enter a description of the document
Select the file to upload
Click on the 'Upload' button

Consents

This is the page to view a patients consent forms, and create new ones. Click on 'Create New Consent Form' to create a consent form.

Create New Consent Form

This page allows you to create a new consent form for patient surgery and procedures. To create a new consent form, provide the:

Surgical procedure to be carried out
Anesthetic type to be used
Clinician carrying out the procedure
Clinician's designation
Consented by, i.e, the person consenting to the procedure
Relationship - The relationship of the consenting party to the patient
Contact address of the consenting party
Phone number of the consenting party
Additional notes

Then click on 'Submit Consent'

CALENDAR

This page is the appointment dashboard. Pick a date from the calender to see the appoinments for a period.

WORKBENCH

This is the page to see and manage all waiting patients. On this page, all waiting patients are displayed, and you can search for a patient using the card no., patient no, phone number, or name. Selecting a patient takes you to the patient overview page

All waiting patients will be displayed on the Workbench page, along with the following options:

Overview
Vitals
Consultation
Skin analysis
Medication
Procedure
Antenatal
Immunization

Patient Overview

This page shows an overview of the patient's information. You are directed to this page after clicking on the patient's name or the 'Overview' button next to a patient. See patient overview for more details

Vitals

This page is used to view or record the results of a patient's physical examination. Click on 'New Physical Examination' to get started.

New Physical Examination

This is the page to record patient physical examination such as vital signs, skin assessment, head, eye, lung, etc

To create a physical examination record, provide the following:

Examination date
Clinician performing the examination

The following can be recorded:

Step 1 - Vital Signs

Weight(in kg)
Height(m)
Blood pressure(mmHg)
Pulse(bmp)
Respiration(bmp)
Temperature(deg C)

Step 2 - Skin Assessment.

Choose one of the options

New bruises
Rashes
Swelling

Step 3 - Head, eyes, ears, nose and throat assessment

Assess and enter your findings for the following

Head
Eyes
Ears
Smell
Throat

Step 4 - Neck

Assess pain with rotation, jugular venous distention, corrigan's pulse and record observations

Step 5 - Lung

Patient deeply inhales and hold; observe wheeing and tachypnea

Step 6 - Heart

Assess pulse; incorporate data from wearables

Step 7 - Abdomen

Assess if abdomen is firm, tender, or distended

Step 8: Extremities

Press thumb into pre-tibial area and assess edema perceived temperature

Step 9: Neurological

Assess speech, gait, Romberg, stand from seated position

Step 10: Social Determinant of Health

Record diet, physical activity, sleep, stress, housing, transportation, safety, mood, past and current disease, previous operation, family history, etc

Consultation

This page is used to view or record patient encounter with a doctor. Click on 'New Consultation' to get started.

New Consultation

This is the page to record patient encounter with doctor such as clinical findings, diagnosis, treatment, medication etc

To create a consultation record, provide the following:

Examination date
Consultant's name
Consultation status

The following data should be provided:

Step 1 - Condition

Assess and record the patient condition such as diseases, lesions, and disorders

Step 2 - Complaints

Record all patient complains

Step 3: Clinical and Paraclinical findings

Record all clinical examination and paraclinical findings

Step 4 - Diagnosis

- Indentify and record nature of illness or other problem by examination of the symptoms

Step 5 - Treatment

- Record possible care to improve patient condition as per the nature of illness recorded

Step 6 - Prescriptions

- Recommend and record drugs and dossages to cure, treat or prevent patient illness as per diagnosis recorded

Step 7 - Lab Test / Image Scan

Recommed if any lab test, x-ray scan, ct scan, mri scan etc is/are needed

Step 8 - Surgery

Record if need surgeries to be carried out on the patient

Step 9 - Recommendation

Record all recommedation giving to the patient

Step 10 - Admission

Indicate if patient need to be admitted into the facility for proper treatment. If yes, provide the:

Admission date
No. of days
Discharge date

Skin analysis

This is the page to view or record skin analysis result. Click on 'New Skin Analysis Result' to get started.

New Skin Analysis Result

This is the page to record skin analysis result. To create a skin analysis record, select from the provided options for the following categories:

Diagnosis

Bacteria Infection
Parasite Infection
Systemic Medical Condition
Viral Infection
Severe Skin Condition
Fungal Infection
Eye Infection
Watery Eyes

Skin Condition Characteristics

Senditive
Hypopigmentation
Milie
Dehydrated
Ingrowing hairs
Comegones
Broken Capillaries
Psedeofolloues
Papcles
Hyperkeratosis
Dermatitis papulosa nigra
Puslsies
Hyperpigmentation
Manure
Keloics

Skin Type

Oily
Dry
Normal
Combination

Recommended Products/Services

Cleanser
Face cream
Facial treatment
Toner
Eyfolian
Mask setting
Mask non setting
Special soap
Body scrubbing
Body shampoo
Cryotherapy
Acne theraphy
Cauterization
Spot remover
Chemical peels
Moisturizer
Burn therapy

Contraindiction which restrict service

Cuts & abrasion
Skin allergies
Watery eyes
Bruising & swelling
Eczema
Styles
Recent scar tissue
Vitiligo
Prescription
Dietary recommendation
Remarks

Then, click on 'Submit Physical Examination'

Medication

This is the page to record all medication administered or dispensed to the patient patient

To record administered medication, provide the:

Name of the administerer
Date and time of administration
Name of the drug given
Drug's dose
Frequency of use
Duration of use
Route of administration

Then, click on 'Submit medication'

Procedure

This is the page to view or schedule new surgical procedure for patient. Click on 'New Surgical Procedure' to get started.

New Surgical Procedure

This is the page to schedule new surgical procedure for patient. To schedule a surgical procedure, provide the following details:

Step 1 - Procedure

Select the surgical procedure
Enter the reason for the procedure
Select the surgery type
Select the surgery category
List the body parts or organs involved
List the resources needed
Enter the physicians involved
Select the operating theatre

Step 2 - Assessment

Provide the chance of success
List the associated risks
Determine whether or not anesthetic is required
Select the anesthetic type
Select the state of the surgery - schedule, stated, or completed
Enter the schedule date
Enter the duration in hours

Step 3 - Consent

Enter the name of the consenting party
Select the relationship of the consenting party with the patient
Enter any additional notes

Then, click on 'Submit Surgical Procedure'

Antenatal

This is the page to book and update antenatal record for pregnancy. Click on 'Create New Antenatal Booking' to get started.

New Surgical Procedure

This is the page to book and update antenatal record for pregnancy. To create an antenatal record, provide the following details:

Booking Details

Date of first appointment
EDD
Height(cm)
Weight(kg)
BMI
Smoking status
Weekly alcohol use
Substance use at booking
Prescription drug
Maternal illness
Folic acid usage status
Assisted conception (whether or not an assisted conception took place)
Type of assisted conception
Number of previous live births
Number of previous still births
Number of previous losses
Number of previous neonatal deaths
Previous congenital anomalies
Father's age at booking
Family history of anomalies(Maternal)
Family history of anomalies(Paternal)
Consanguinity status

Pregnancy Details

No. of foetus
Twin type/chorionicity

Diagnostic Test Detail

Date
Procedure
Sample
Result
Karyotype/microarray

Antenatal Scan Detail

1st trimester (dating) scan

Date
USS Findings
NT measurement (mm)
Note

Fetal anomaly (18+0 - 20+6) scan - 1st attempt

Date
USS Findings
NT measurement (mm)
Note

Fetal anomaly (18+0 - 20+6) scan - 2nd attempt

Date
USS Findings
NT measurement (mm)
Note

ECHO/MRI/Other

Date
Scan name
Findings

Then, click on 'Submit Antenatal Detail'

The antenatal detail is created, and added to the 'Antenatal' page, where any detail can be added or update by clicking on 'Manage Antenatal'.

ADMITTED

This is the page to see and manage all admitted patients. On this page, all admitted patients are displayed, and you can search for a patient using the card no., patient no, phone number, or name. Selecting a patient takes you to the patient overview page

All admitted patients will be displayed on the admitted page, along with the following options:

Vitals
Medication
Lab/Scan
Fluid intake
Fluid output

Vitals

This page is used to view or record the results of a patient's physical examination. See vitals for more information.

Medication

This is the page to record all medication administered or dispensed to the patient patient. See medication for more details.

Lab/Scan

This takes you to the page to view or schedule new surgical procedure for patient. See procedures for more details

Fluid Intake

This is the page to record all all fluid intake. To add a new record, provide the following:

Clinician
Date and time
Nature of fluid
Oral intake
Intake Route
Other route, if not provided
Total intake

Then, click on 'Submit Intake'

Fluid Output

This is the page to record all all fluid output. To add a new record, provide the following:

Clinician
Date and time
Urine output
Vomit output
Output from other routes
Total output
Balance of fluid
Amount of Chloride in urine

Then, click on 'Submit Output'

BILLINGS

This is the page to manage invoices, print invoice, and post payment received on an invoice.

Create New Billing

To create a new billing, see patient billings.

On the billings page, all invoices are shown, with the option to filter them by payment status or date. You can also search for an invoice using the invoice id

The invoices are displayed with the following options:

Post Payment

To post a payment, enter the following details:

Payment mode
Amount paid
Discount, if any
Income account - The book keeping account to be credited
Send Alert - Select this option to send a notification of the payment to the necessary parties.

Then, click on post payment to update the invoice.

Print Invoice

Click on this button to print the invoice

Manage Invoice

The 'manage invoice' button takes you to the invoice management page which allows you to delete invoice items, view payment summary, and history, as well as, update the invoice status.

Export Report

CLick on this to export the report of all invoices.

PAYMENTS

This is the page to view all payments for a specific day. To view payments for a day, select the date, and click on 'Search'

All payments for that day are shown, as well as, a summary of the payments which inludes:

Total payments
POS payments
Transfer payments
Cash payments
Cheque payments

CONTACTS

On this page, you'll be able to create new and find all contacts and be able to send sms and email communications to them. Contacts can be filtered by category, and can also be managed by clicking on the 'edit/update/delete' button to edit or add details to the contact.

Add Contact

Click on the 'Add Contact' button to add a new contact. On the new contact detail page, add a new contact by providing the contact's:

Catgory
Full Name
Company
Job title
Email Address
Phone number
Contact address
Note

Then, click on the 'Submit' button

Communication can be done in two ways:

Email Communication

From this page you can send an email to contacts by:

Filtering the contacts by category or property
Providing the email addresses to send the mail to, by typing them in the provided textbox or by selecting the contacts you want and clicking on the 'extract emails' button
Entering the subject of the email
Clicking on 'send'

SMS Communication

From this page you can send an SMS to contacts by:

Filtering the contacts by category or property
Providing the mobile numbers to send the mail to, by typing them in the provided textbox or by selecting the contacts you want and clicking on the 'extract numbers' button
Entering the message
Clicking on 'send'

SETTINGS

This is the page for administrator setting to setup and manage the system. Here, you can setup the departments, products, services, etc that you'll need while using the software

User setup

The user setup is where you can create user accounts and manage user accounts. To create a user account the following fields are required.

Full Name - The full name of the user
Email - The email address of the user
Password - The default password to be set for the user
Mobile No - The telephone number of the user
User Category - The category of access level to be given to the user

Departments Setup

This is the page to setup your operating departments. Select and add department from the dropdown list provided. Contact the administrator your department is not included in the list

Services Setup

This is the page to setup the services you offer. See services for more information

Products Setup

This is the page to setup products or drugs. See products for more information

Organisations Setup

This is the page to add and manage all referring Hospital, HMO, NGO, Insurance Company, etc. Click on 'Create New Organisation' to add a new referring organisation.

To add a new organisation,:

Select the organisation tyoe
Enter the organisation's name
Enter the organisation's address
Click on 'Submit'

Referrals Setup

This is the page to manage all referring physicians or doctors. All referrals can be filtered by organisation, To add a new referral, click on the 'Create New Referral' button

To create a new referral,:

Select the referral's organisation
Enter the referral's name
Enter the referrals's telephone number
Enter the referrals's email address
Click on 'Submit'

Wards Setup

This is the page to setup the wards. Enter the ward name, and click on the 'Submit'

Rooms Setup

This is the page to setup the rooms. Select the room's ward, enter the room name, and click on the 'Submit'

Beds Setup

This is the page to setup the beds. Select the ward, room, enter the bed name, and click on the 'Submit'

Surgical Procedures Setup

This is the page to add and manage all surgical procures available in your facility. To add a new procedure, enter the procedure name, enter a description of the procedure, and click on 'Add Procedure'

Operating Theatres Setup

This is the page to add and manage all operating theatress available in your facility. To add a new theatre, enter the theatre name, enter the theatre location, and click on 'Add Theatre'

Manage Account

On the Settings page, you can also see your account details, as well as update the information of your hospital or healthcare centre, such as the:

Business name
Contact address
Contact phone no
Account email
Contact email
Business website
Company Logo

All your invoices will also be shown here.

REPORTS

On this page, you'll find all relevantreports, graphs and data analysis relating to your hospital/healthcare centre.

The following reports can be found:

Department Report - Shows a report of all services and pricing for all departments.
Patient Report - Shows all the information you need about a patient.
Visits Report - Shows a report of all visits.
Appointments Report - Shows a report of all appointments.
Consultations - Shows a report of all consultations.
Services - Shows all services and their pricings.
Billing - Shows all invoices.
Payments - Shows a report of all payments.
Sales report - Shows a report of all income.
Stock report - Shows a report of all available stock and their quantity.
Inventory report - Shows a report of all stock in and stock out for a specified period.
Theatre list - Shows a list of all operating theatres
Admitted patients - Shows a list of all admitted patients
Death record - Shows the record of all deaths
Procedure Report - Shows a report of all surgical procedures.
Antenatal Report - Shows a report of all antenatal procedures.
Immunization Report - Shows a report of all immunization procedures.

PRODUCTS

This is the page to create and manage all drugs that are available for prescription to patients.

Create New Product

To create/add a new product, provide the:

Category of the drug
Name of the drug
Description of the drug
Quantity in stock
Unit cost of the drug
Expiry date of the drug

Then click on submit to add the product

Manage Product

To manage a product, click on the 'Manage' button next to it. On the management page, the product code is shown, and the following details can be updated:

Category of the drug
Name of the drug
Description of the drug
Available Quantity
Total Quantity Stock In
Total Quantity Stock Out
Unit cost of the drug
Expiry date of the drug

The details of all stock in and stock out of the product are also shown.

Stock In

This is the page to add item to store and update inventory. Here, the drug code, name, category, and quantity available are shown.

To enter stock in of a product, click on the 'Stock In' button next to it. On the stock in page, the following details are to be entered

Supplier
Quantity Supplied
Order No
Expiry date of the drug

SERVICES

This is the page to add services offered by you, and manage services categories, department and service pricing. Services can be filtered by department.

Create New Service

This is the page to add new services. To add a new service, provide the: <

Department
Service Name
Service Cost
Referral Commission

Then, click on submit to add the service

The created services are shown on the 'Services' page, and to manage them, click on the 'Manage' button next to them.

Manage Service

This is where you update the details of the services you created.