Management priorities and operational needs of large hospitals are different from those of other medical institutions. The resources required to access and manage information needed for smooth functioning of day-to-day activities, and to provide optimal patient care, are quite often huge challenges.
Agile Enterprise was specifically designed to overcome these challenges. Agile Enterprise is a Hospital Information Management System (HIMS) that provides information and process flow between departments and varied management functions and imperatives. The clarity and efficiency of the information available makes management and decision making far more effective. In-built scalability allows the system to accommodate the hospital’s future ventures.
Appointments are an important aspect of front office management. Patients must be able to easily and quickly seek appointments from doctors, with the facility of cancelling or rescheduling them too. All of this has been facilitated through the Appointments Module. Both doctors and front office staff can view available time-slots and allocate, cancel or reschedule an appointment using the module. The software captures basic information around the appointment such as patient’s name, type of visit, date, time, department and doctor’s name.
Patient registration is another important aspect of front office management. Patients who visit the hospital must be registered before they avail consultation, treatment or investigation. The Registration Module captures general and demographic information about the patient. Thereafter, the patient is allocated a Unique Patient Identification number which is called as UPID, which remainsthe same for all subsequent visits to the hospital. Subsequently, an admission form and an OPD Card are printed which contain all the registration information.
OPD services like pharmacy, lab tests or radiology investigations are payable and for these services the patient moves to the OPD billing counter. Here the services are charged as per the rates already defined for various categories/insurance/TPA etc to the patient with his patient ID. The payment is collected for the service provided and a receipt is generated. This module works as an interface with the diagnostic modules. All services will be automatically entered into the respective modules wherever required like lab andradiology reporting. The module captures various details related to charges and payment-processing.
The Reports or MIS Module helps department heads as well as the top management of the hospital analyze performance and operational efficiency at various departments in the hospital and take corrective actions wherever required. Data around payments, revenue and KPIs are captured, sliced and diced to provide a holistic view of the hospital. Collection reports include daily collection summary;revenue reports include group wise, department wise, OP revenue bill-wise etc. There are also several lab and radiology reports and finally we have the KPI reports for the top management.
Doctors need to routinely refer to a whole lot of reports, patient information around previous visits etc while providing an appointment. Further, many hospitals are providing the option of prescribing medicines to outpatients online. This removes the hassle of the doctor having to be present every time. The Doctor Workbench Module achieves all of these. Doctor’s Workbench provides for a single point access to current and future appointments, past history, latest laboratory/radiology test results for both outpatients and inpatients. The Doctor can use DMR view or EMR view to browse patient records.
The Emergency Department(ED) at hospitals treat patients suffering from an acute illness or injury that could lead to severe complications if not treated quickly. Further, such cases can present themselves at any time. That is why, EDs must prioritize the cases based on clinical need and this process is called triage. The Emergency Care Module factors the various steps such as a brief assessment, including a set of vital signs, and the assignment of a chief complaint. Thereafter, the ED physician may prescribe blood test, CT scan, MRI, ultrasound ornuclear medicine.
There are many minor procedures or treatments for which patients need not be admitted for overnight hospitalization. Such patients are admitted in to what is called ‘Day Care’. Accordingly, to manage their stay, treatment process and documentation under day care, we have the Daycare Module.
Some treatments or therapies like physiotherapy, dialysis or chemotherapy require multiple cycles of treatment and progress data to be maintained meticulously. Such information can be stored and tracked easily using the Multi-Visit Module.
Ward management or inpatient management deals with the various services and complete treatment meted out to an inpatient after his/her admission. The Ward Management Module captures all the information right from the time an inpatient is admitted and allocated a bed. This includes consultants’ visits, investigations, procedures, medicines & consumable, room services, diet, etc. Nurses at the nursing station can enter all these data online into the module. Further, the module interacts with the diagnostics module, store, and pharmacyto send requisitions to these departments and provides inputs for IPD billing.
Surgeries involve a whole lot of data and records about the patient, surgeons, the OT, pre-operative care and post-operative care. The Operation Theatre Management Module helps you record all these information and also manages the complete sequence of activities involved, seamlessly. Right from taking an electronic consent of the patient or family members to scheduling the surgery, managing the surgical team, recording details of the surgery, documenting pre-operative and post-operative condition of the patient to post-operative therapy, the OTM module covers everything.
The various data that go towards creating a bill are automatically transferred by the respective departments, which provide the service, with the services being charged as per the category/panel/package applicable. So the IP billing module plays a supervisory role. In this module, the bill is compiled and the payment collected as and when applicable. Further, provisional and final bills can be generated which contain complete information about services availed, thecharges, advance collected, mode of payment (cash/card),receipts, refunds, credit notes, discounts, etc.
Diagnostic tests are at the heart of any prognosis or treatment as they provide an accurate picture of the patient’s condition. Every test has a certain process followed and various test parameters, formulae and interpretation involved. The Laboratory Module helps you store this data for reference and also manages the entire process around reports. The request for investigation can be automatically generated from the OPD billing or IPD billing departments. The test results can be manually entered into this module or captured automatically from diagnostic equipment and a smart report generated thereafter.
Imaging techniques such as X-ray radiography, ultrasound, Computed Tomography (CT), nuclear medicine including Positron Emission Tomography (PET) and Magnetic Resonance Imaging (MRI) are routinely called for as a part of diagnosis and treatment. These techniques come under the purview of the radiology department. The Radiology Module helps manage waiting time and helps in optimizing patient workflow in the department. Requisitions for these tests are auto-generated by the OPD or IPD departments, while test data can be manually entered or auto-captured from radiological equipment.
Discharge Summary is an important record that contains a whole lot of information about the patient at the time of discharge and must be stored for future reference. The Discharge Summary Module provides a set of templates that the hospital administrator and/or the concerned department can choose to issue the discharge summary. Further, the user can modify the template by adding or removing fields.
Features Include: Configuring the discharge summary template and editing the discharge summary template.
Medical Records Data (MRD), also called Electronic Medical Records (EMR) or Electronic Health Records (EHR), are increasingly replacing multiple paper records, documents and reports of the patient. They capture the complete medical history of a patient in electronic form and can be shared between hospitals or between doctors. Accordingly, the MRD Module can be used to document the course of the patient's illness and treatment, communicate between healthcare professionals providing care to the patient and collect health statistics for continuing care of the patient and pre-emptive screening for diseases.
The admin department and pharmacy at a hospital routinely need to procure stocks. The Procurement Module is quite comprehensive and covers the generation of a requisition, requisition approval and purchase order. Once the goods are delivered, it can generate a goods received note and manage reconciliations as well as payment thereafter.
Inventory Management Module complements the Procurement Module and records inventory details of all hospital equipment, materials, consumables, medicines, implants and asset across departments, along with purchase and supplier details.
The Pharmacy Module enables complete control ofthe pharmacy including purchase andissue of medicines to IPD or OPD Patients along with retail sales. The module is comprehensive and covers online drug prescription, inventory management and billing of drugs as well as consumables. This module is closely linked to the Billing Module and In-patient Module. All the drugs required by the patient can be indented from internal stores of each department. Details of all the vendors and history of transactions are also maintained for financial settlement and statutory procedures.
Asset management refers to the process of managing the lifecycle of physical assets at the hospital in order to maximize their utility, reduce operating costs or hassle, improve quality or efficiency of assets and safeguard health and safety of the people there.
The Asset Management Module has three main functions:Documentation of all devices within an organization, identifying location of these devices at any point of time, scheduling maintenance and calculating depreciation of these assets. Further, assets can be classified by category, sub-category and location for effective management.
There are various risks and dangers lurking in a healthcare environment. Either due to human error or mere coincidence, actions or activities, or some deficiencies in the hospital, an unfortunate incident can be triggered. It’s good to pre-emptively identify any such possibilities and track the details when such incidents occur. This will help in root cause analysis and corrective action thereafter. All this is managed using the Incident Tracker Module. The module tracks two kinds of incidents that can occur within the hospital: clinical incidents that can harm a patient and non-clinical incidentwhich can harm others.
Patients, their visitors, employees, vendors and any other entity often have feedback or complaints about the hospital. It’s important to document these complaints, track the status of their resolution, and then store all these data for a root-cause-analysis later. This is precisely what the Complaint Tracker Module helps you achieve. The module also documents the process that must be followed in order to raise complaints. Featuresinclude: Viewing complaints, changing their status, generating TAT reports and generating statistical reports.
Healthcare administrators need to constantly identify ways of improving internal processes that will generate a better outcome for their patients and pave the way for accreditations such as NABH or JCI and uphold the same. This calls for capturing and managing a whole lot of QC data which is what the QCM Module achieves. Accordingly, the sub-modules are: quality indicators, continuous quality improvement, clinical audit, incident reporting, Failure Modes and Effects Analysis (FMEA), Root Cause Analysis (RCA), Corrective and Preventive Action (CAPA), committees &meetings, licenses and policies and manuals.
Sterilization is a recurring activity and central to all diagnosis and treatment procedures. This is generally handled by the Central Sterilization & Supply Department (CSSD) at most hospitals. The CSSD deals with distribution and sterilization of different types of linen packs and instrument packs. It distributes sterilized linen packs to TSSU on a daily basis and to different wards on a requirement basis. It also distributes various instrument packs for longer periods to different wards. Accordingly, the CSSD module deals with sterilization of equipment used in Operating Theatres (TSSU) and all other locations.
Hospitals utilize a wide variety of linen including mattresses, pillow covers, blankets, bed sheets, towels, screens, curtains, doctor coats, theatre cloths and table cloths. These must be changed and washed frequently for better physical and mental health of patients. Accordingly, the Linen & Laundry Module captures a whole lot of information such as setting up linen configuration by the Procurement Department, daily routine of collecting dirty linen from different wards, supplying clean linen back to them, acknowledgement from each ward about the quantity of linen received versus that issued.
A customized diet based on the prognosis and health condition of the patient is vital for his/her treatment. The diets are prepared by a dietician in close consultation with the physician(s) involved. Accordingly, the Diet & Canteen Module allows meal scheduling, customizing meals as per patient meals, recording of individual meal orders, capturing of nutritional value for all food items, etc. The diet department can automatically receive dietary orders from the ordering physician or ward nurses. The module also interfaces with patient billing for automatic billing of meals served to the patients.
A healthcare enterprise like a large hospital is replete with medical, biomedical, engineering and infrastructure-related equipment. You can now manage their maintenance end-to-end using the Equipment Maintenance Module. All these equipment can be tracked for routine activities or breakdown and a record of the same is automatically generated. This in turn leads to better management of your assets. Features include easy management of assets, preventive maintenance, maintenance and repair history and recurring services alerts. Technologies to identify or track assets include barcode, QR code and RFID.
Payroll processing is the most frequent and recurring activity in any hospital. Further, payroll must comply with statutory norms of the state/country. Agile’s end-to-end Payroll Management Module makes payroll processing hassle-free and on-time for HR departments of large hospitals. It covers the entire gamut of activities such as employee on-boarding, automated payroll calculations, compliance updates, TDS statements, and employee separation which includes the full and final settlement. There are various reports for the hospital administrator and self-service features for employees.
Large hospitals are completely dependent on large teams of employees. The general upkeep and operational efficiency at a hospital is a result of seamless management of its human resources. This is precisely what Agile’s HRM module offers. It covers the four broad areas of a good HRM system, such as employee information management, recruitment &hiring, talent management and benefits management. The module also factors time & attendance management and learning or professional development of employees. Information from the HRM module flows seamlessly into the finance and payroll modules.
Managing communication with patients, doctors, vendors and statutory bodies can be very cumbersome at large hospitals. Most hospitals do this randomly, with each department having its own set of rules and preferred mode of communication. Quite often, there is no record of the conversation which leads to communication gaps and interpersonal conflicts.
To overcome these challenges, we have integrated e-mail and SMS communication into our software. Users of the software can initiate e-mail or SMS interactions with anybody and the full history of the interaction is stored in the module for future reference.
The Finance Module within our software helps hospitals manage a whole lot of finance related information and processes. However, if the hospital has centralized financial management that involves Tally software, data between the two softwares can be exchanged seamlessly. Tally Integration Module makes it easy to import and export data between our finance module and Tally. For example, the Finance Module has provision to export ledger details as per structure used in Tally. Using export file feature, the required data / information is exported to and then imported in Tally.
Large Hospitals are high on both OpEx and CapEx. Expenses and purchases must be monitored closely to prevent any revenue leakage and to have a clear picture of the financial health or profitability of the hospital. Agile’s Financial Management Module helps top management of hospitals achieve all of these goals. The module ensures smooth recording of transactions, cash/fund flow, account payables and account receivables. It gives the flexibility to configure your own report formats within the statutory parameters and enhance internal financial control.
Documentation is a significant part of patient care especially when claims and reimbursements are involved. Patientsmay want to make claims or provide bills to their insurance company, corporate employer or TPA (Third Party Administrators) companies. The hospital must work closely with the patient and these entities while submitting patient related documents which are then verified by these entities. To manage this entire process, we have created a customer portal where all insurance / corporate / TPA related documents arestored. Users can download these documents at any point of time.
Vendors are significant stakeholders in the running or management of a large hospital. Purchase orders must be initiated for vendors from time to time and a record of the same maintained for future reference. Most hospitals print these documents and file paper copies over the years. Searching through or managing these files can become a hassle with time. That is why we have introduced the Vendor Portal where purchase order of all vendors will be stored permanently. Vendors can login to the portal at any point of time, track the status of their purchase orders and download them if required.
Patients with frequent health issues or a medical history must save these records for future reference. Further, for every course of treatment, there are bills, receipts and discharge summaries to be maintained. To simplify this process, we have specially designed the Patient Portal where patients can view or download all documents related to their treatment. On the portal, patients can view their EMRs (Electronic Medical Record) which includes laboratory reports, radiology reports, prescriptions, discharge summaries, bills, receipts, etc. The patient can selectively download any document at any point of time.
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