Professional Documents
Culture Documents
Users Guide
CliniSYS GP
Document Version: v4.0.1
CliniSYS
MedexOne CliniSys GP program v7
CliniSYS is a trademark of MedexOne Global Sdn Bhd in Malaysia and other countries. Other
products and certain terms mentioned herein may be trademarks of their respective owners.
The examples companies, organizations, products, people and events depicted herein are fictitious.
No association with any real company, organization, product, person or event is intended or should
be inferred.
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CHAPTER 7: SETTING...................................................................96
7.1 FORM PRINTER SETUP ................................................................................................................... 96
7.1.1 Workstation ........................................................................................................................................ 96
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Overview of CliniSYS
Introduction
The Clinic Management System is a fully functional medical operation application system
with extensive interactive data entry, maintenance, inquiry and reporting functions.
Medical center or clinic can eliminate traditional cards system by using the system's
unique hand written technology and thus save cost by the means of paperless and
streamlining the business operation.
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Patient Management
- Support smart card reader to ease user in data entry for new patient
- Support credit control over individual patient and corporate client
- Alert user on outstanding balance
- Allow user to blacklist patient based patients credit status.
- Allow user to in-activate corporate client due to the credit status of corporate client.
- Allow user to set VIP status for individual patient.
- Allow user to mark patients record as and when medical charges entitlement has
exceeded for the year.
- Drug allergy information: Alert user if the patient is allergic to the dispensed drugs.
- Provide Appointment Management function.
Inventory Management
-
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Security
-
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*Login based on your setting, refer to System setting. Different user has different login. Please refer to User
Profile Setup.
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Chapter 2: Operation
2.1 Registraton
2.1.1 Cash Patient
1. First, click Patient Registration.
3. You may key in the detail of the patient by manual or using MyCard Reader.
* Insert the mycard into mycard reader then click Read Smart Card
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Click Save
to save the
patient
record
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3. Click Ok to proceed
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3. Click ok to save
2. Select Relationship
or
2. A window will pop out.
a. This is the section you can search the existing patient
b. There are several ways to search the patient. Example: by patient Name, IC Noetc
or you may search it by alphabetical order by click on it.
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Consultation Page
It consists of few main features:-
2. Pen function
4. Prescription
page
5. Visit history
3. Note for
doctor, either
typing or writing
6. Sub function
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Detail info
Select pen mode and then write on the blank page
Eraser to erase the words.
Highlighter, use to perform colouring high light
Select a mouse mode and type the notes using keyboard
Selection, make selection on object and use to move the image
Cut, use to cut object select by Selection
Undo
Redo
Red Color, apply color for pen and highlighter. (c/w black, yellow, blue, etc)
Insert image to insert the image
Print to print consultation notes.
Extend page down to extend the page
Patient Summary is a static page with means whatever doctor writes inside there, it will
appear every time doctor open the patients consultation notes. It can be used for entering
the patient history.
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Charges Item
Searching area
Selected charges
/ orders
The usage of drug ordering is an important task which will help Doctor operate and organize a clinic business
under control .Peace of mind for long team.
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Method 2
Key in searching command with % will help to search wording in between description.
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1. Link to Fomema data entry table, may view Medical Report Notes
2. Link to Patient Info
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2. Patient Biodata
- Link to open patients biodata.
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Figure 1.1
2. For the first time user, you need to go to Immunization Setup to setup the pre-chart before use. As
shown at figure 1.2
Figure 1.2
3. You will see Immunization Master Setup after you press Immunization Setup. As shown at figure
1.3. Add for adding new Immunization Type, Edit for change existing Immunization Type, Delete for
delete unused Immunization Type.(p/s: Failed to delete already use record)
Figure 1.3
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Figure 1.4
Figure 1.5
Figure 1.6
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11. Double click the Yellow colour cell to add the details. Click ok to save.
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*This feature requires Microsoft Office (legal version) or Open Office. Please contact your hardware
vendor if you dont have any of it.
1. Key in the detail as screen below.
3. Select template
4. Create the
document
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3. Click print to preview the MC (figure 1.7) or click close to save the record.
Figure 1.7
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Enter consultation
amount only
FOC mean no
consultation charges
Figure 1.8
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Prepare
Check
Dispense
2. Then move the mouse pointer to Dispensary, and click to perform Dispensary
Prescription Note by
writing or typing
Charge Items
searching area
Order items
Function button
You cannot go into dispensary function if the status is not FCON or above (FDIS, BILL and etc). Ask the doctor to
complete the consultation notes if you see the patient came out to dispensary and yet the status still not change to
FCON
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2. Nurses are either double click the selected medicine or drag from left to right.
3. Selected medicine detail screen will appear. Edit the dispense quantity, dosage,
frequency, instruction, precaution and indication. And very important is double check the
Total Price. Finally, click Confirm this transaction.
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Sample Info
Medication
Investigation
Treatment
Examination
Other
5. At this point, user will prepare all drugs / medications that been dragged / ordered by
doctor for particular patient.
User may use function button to perform Edit item, Remove item and print Drug Label.
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b. Edit Item
Use to edit medication detail, such as dispense quantity, dosage, frequency, instruction,
precaution, indication, etc.
Dispensed
Quantity
Unit price
Prescription
information
c. Drug Label
Click this button, system will preview and print all current patient prescription drug label which
order by Doctor.
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*Please refer to the Regime Setting on how to setup regime group and regime item at page 41.
e. Repeat Medication
Repeat medication according to the previous visit.
1. Select
visit date
2. Select
medication
3. Confirm
selection
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1. By Details
Provide a feature allow user receipt payment collection with proper record in transaction.
Every changes of the total amount will involve editing charge item in detail.
2. By Summary
System will perform the first calculation base on Doctors charges order. Upon payment
collection, user is flexi allow perform changes on the charge total. No detail record is request
to edit. This is a easy and simple solution.
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3. Payment Receive
4. Print Receipt
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b. Click ok to preview
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Chapter 3: Inventory
3.1 Master file setup
3.1.1 Stock Master Setup
Step by step
1. Click Inventory ->master files->stock master
For Searching
Product Master List
Prescription
information
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b. Stock reorder quantity to alert USER when stock level is hit a certain quantity
c. UOM Unit of measurement, it is advisable to key in the smallest UOM example,
tablet
d. Unit cost base on the UOM
Reorder Quantity
setting
Base UOM setting
Unit cost per base UOM
Prescription
information of the
drug
f.
Supplier Information
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* For multiple pricing setup, please refer to the pricing policy setup
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Supplier list
2. Click
Code
Active check box
Address, phone number, contact
person, remark and credit term
1. Click
, then click
4. Our system already pre-set few regime groups. But user are allows to add in accordingly.
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to add a new item. The code and description will become editable.
7. Then click
8. The CODE will become gray color which mean cannot be edit.
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6. Key in the detail accordingly. (Dispense Quantity, Dosage, Frequency and etc.). The click
Confirm
7. Item selected will add into the list (bottom panel).
8. Repeat the step 4 6 to add a new drug. After finish, user can proceed to other Regime
Group.
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For Searching
PO header
PO detail
2. Click new
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5. Select the item from the master list. Then click Select
1. Enter quantity
2. Enter unit cost
For Searching
GRN header
GRN detail
2. Click new
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5. Select the item from the master list. Then click Select
PO detail
Quantity Received
Subtotal
Location
11. Click Yes when confirm all the data entered is correct. The quantity entered will be
updated into the system.
*Editing or deleting is not allow after user confirm the GRN. For any amendment, please go to stock
adjustment.
12. Check Stock Status After Receive: Go to Inventory Master File Product Master
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For Searching
2. Click new
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5. Select the item from the master list. Then click Select
6. Choose the batch of the drug that ready to return (if more than 1 batch)
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11. Click Yes when confirm all the data entered is correct. The quantity entered will update
into the system.
13. Check Stock Status After Receive: Go to Inventory Master File Product Master.
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2. Click new
5. Select the item from the master list. Then click Select
Expiry date
Batch no
Unit cost
Enter
actual
balance
Difference
between book
Qty and real Qty
UOM
Location
Normally only 1 line appear. If appear more than 1, mean it have more than 1 batch in the
system.
7. Enter actual on-hand quantity in the column Enter Actual Qty here.
8. Repeat step 4-7 to adjust other item.
9. Click Update when confirm all the quantity entered correct.
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11. Click Yes of confirm the detail entered is correct. An Update Successful message box
will pop out.
*Editing or deleting is not allow after user confirm the INTER-BRANCH TRANSFER OUT. For any
amendment, please go to stock adjustment.
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3. Enter Quantity
4. UOM conversion
(optional)
5. Click Issue stock
to transfer the
quantity
5. Click Confirm to
update in stock master
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*Please key in branch detail in the Corporate Setting. For more detail, please refer to the Corporate
Setting user guide.
For Searching
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5. Select the item from the master list. Then click Select
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13. Check Stock Status After Receive: Go to Inventory Master File Product Master.
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1. Click on
1. Click on Corporate Setting again
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Few important field need to setup to able corporate invoicing execute smoothly.
Field
Detail
Sample
Credit Term
30days
Default
Consultation Fee
RM30
Invoice Closing
Date
Default Invoice
Format
Invoice Summary by
Total Amount
Default Invoice
Layout
Charge Total
*Please refer to the pricing policy setup for the panel multiple pricing setting.
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Function
Button
c. Function Button
Use to auto generate invoice base on monthly 31st cut-off.
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f.
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h. After generating the invoices, user can double check the amount and transaction for
each individual invoices.
i.
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Edit the information accordingly. Update the Chit number if being provided.
- Click Confirm Changes after finish.
- Click
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4. Click OK to continue
Ad Hoc Invoice
Generation
9. Then, select date range and company name, then click OK.
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Apply payment
7. Click OK
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2. If the particular panel does have invoice amount to be knock off, the following screen will
appeared.
3. Click Auto Allocation if want to perform FIFO (First In First-Out) manner, or want key
in the amount manually in the column.
4. Click Apply Payment.
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Chapter 5: Reporting
5.1 Sales & Collection Report
User can view the sales in the center by viewing this report. Below are the formats of the
report.
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->
2. Click user profile to see available user ID in the system. A screen as below will appear.
Current
USER profile
1. Click New to
create new login
ID
3. Click Save to
save it
Inactive ID is
allow to delete
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->
2. Click user profile to see available user ID in the system. A screen as below will appear.
1. Select
the ID
2. Type new
password.
Retype to
confirm
3. Click Save
to save it
->
1. Enter current
password
2. Type new password
3. Retype to confirm new
password
4. Click OK to save
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->
2. Click user access group to see available access group in the system. A screen as below
will appear.
Current
access group
1. Click
New to
create new
access group
3. Click
Save to
save it
2. Enter
group ID and
description
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4. Click
Access
Right to edit
the access
right of the
group
Level One is for access on operation and main function. Mostly on this level is to control on
main page system:
a) Operation
Registration
o Access to Registration and delete from queue
o Access to Cancel Registration
o Access to Consultation and sub functions
o Access to Dispensary and sub functions
o Access to Bill & Payment
b) Main Function
Access to Patient Management
Access to Appointment
Access to Corporate Functions and sub functions
Access to Inventory and purchasing, and sub functions
Access to Reports and sub functions
Access to System Setting ,change password and sub functions
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a) Corporate Information:
Receivable
o Invoice
o Payment
o Pending Invoice
o Basic Setup
Corporate Setting
o Corporate Setting
o Invoice Ageing Periods Configuration
Reports
o Corporate Sales
o Account Status
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b) Inventory:
Transaction
o Purchase Orders
o Good receive
o Stock Adjustment
o Stock Issuing
Master Files
o Product master
o Supplier Master
o Product Group
o Product Type
o Generic/Scientific Name
o Unit Of Measurement
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o Drug Dosage
o Drug Frequency
o Drug Precaution
o Drug Instruction
o Drug Indication
o Drug Duration
o Regime Items
Inventory Reports
o Purchase Orders
o Goode Receive Notes
o Good Return Notes
o Stock Status
o Stock Expiration
o Quantity Adjustment
o Product Profiles
o Stock Balance
o Received Items
o Returned Items List
o Stock Movement
o Stock Transfer Summary
o Product Listing
o Drug Issued Analysis
c) Reports:
Sales & Collection : include sub function
o Patient Outstanding : include sub function
o Revenue Analysis: include sub function
Master List
o Patient: include sub function
o Corporate: include sub function
Patients Analysis: include sub function
o Diagnosis Analysis: include sub function
Inventory Reports: include sub function
o Drug Issued Analysis
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d) Setup:
System Setup: include sub function
Patient Basic Setup: include sub function
Inventory Setup: include sub function
o Master File Setup: include sub function
o Basic Setup: include sub function
Corporate Data Setup
o Master File Setup: include sub function
o Basic Setup: include sub function
User Maintenance
o Master File Setup: include sub function
o Basic Setup: include sub function
Doctor Maintenance
o Master File Setup: include sub function
o Basic Setup: include sub function
Pricing Setup
o Master File Setup: include sub function
o Basic Setup: include sub function
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d)
e)
f)
g)
h)
i)
j)
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Chapter 7: Setting
7.1 Form Printer Setup
7.1.1 Workstation
1. Click Setting
Item
1. Choose Print
Preview, Print Dialog
or Print Direct
2. Choose printer
4. Click save
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If there are no price type set for the panel, system will default the panel price type to price 1
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2. Click save
Price
Pricing type
While dispensing medication, unit price will base on the pricing type and select correct
figure. Pricing policy will display above the stock balance.
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1. Select item
3. Click Save
2. Set the price
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Pricing type
While dispensing charge item, unit price will base on the pricing type and select correct
figure. Pricing policy will display below the charge description.
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5. Locate the picture file from the computer. Logo will appear as below:
6. Choose the picture size mode: Stretch, Clip or Zoom. By default, system will choose
Zoom
7. Click Save to save the setting.
8. Open reports or document in the system (MC, official receipt, etc) to view the letter head.
Letter head with logo appear as below:
Logo
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Chapter 8: Appointment
8.1 Create Appointment
Step by step
1. Click appointment -> new appointment
1. Select Doctor
2. Select Patient
3. Select date and time
4. Enter the contact no.
*Contact no will be appear if you have
register patient HP no.
5. Enter the purpose
6. Click Save
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User may also filter the particular doctor to view their appointment. Tick the box
and click Refresh, specify doctor appointment will appear in the appointment list.
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GST registration no
and relevant info
* Please take note that, upon the activation of the GST, all billing will be changed to Tax
Invoice.
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