Learn how to get the best out of CivisHealth with our easy-to-follow getting started guides.
Chapter 1
Introduction
Welcome to CivisHealth Solution! This guide is designed to help you get started with our Hospital Management Information System (HMIS) application. We aim to provide you with a smooth and efficient experience in managing your healthcare operations. Let's walk through the steps to help you make the most of Civis Health Solution
Chapter 2
To access Civis Health Solution, follow these steps:
Chapter 3
Essential tasks to have seamless experience using this solution.
Congratulations on completing the initial setup. You can now see your Medical Institution name and Id at the top right corner of your screen. To have a seamless experience using this application, it is important to complete the initial setup including:
As part of our KYC policy and in compliance with regulation, clients are required to verify their phone numbers via OTP sent to the registered phone number provided during account creation.
Choose a currency for your medical institution. You can modify your currency under settings: Settings>>Inventory Settings>>Currency Settings and/or under billing module: Billing & Collections > Change Currency.
Civis Health Solution supports role-based access control and requires the onboarding of staff in your medical institution to handle various functions. You can also create user under settings: Settings>>Users>>New User
HMO/HPP is a billing option that allows you to onboard and manage patients under HMO/HPP. You can also create HMO/HPP and/or upload the list of HMO/HPP under settings: Settings>>Health Plan Partners.
To stock your inventory, you need to have at least one vendor registered on Civis Health Solution. You can also add vendor under the vendor module: Vendor>>Add New Vendor
Now that you have added a vendor, you can now stock up your inventory. You can also add products to the inventory under the You can also add products and/or upload a list of products into the inventory under the Inventory Module: Inventory>>Add New Item
Chapter 4
Enhance your potentials with our incredible range of customisable settings and features.
Congratulations on completing the initial setup. You can now access various functionalities without needing to worry about other settings. Nevertheless, you will need to access the settings module for other operations or to modify existing setup. Below are available functionalities under the settings:
As an administrator, you can create new user accounts for your medical institution staff, granting them access to the system. To ensure security and proper authentication, a new user account is activated through an activation link sent via email. Upon receiving the activation link, the user is required to click on it, and this action triggers the account activation process. During this activation process, the user will set up their password, completing the activation of their account. As a result of successful activation, the user's status within the system transitions from "Inactive" to "Active," signifying that they are now an active user with access to the Civis Health Solution. Administrators can also disable a user from the medical institution. When a user is disabled, they lose their access privileges to the Civis Health Solution. This may be necessary in cases where an employee leaves the organization, no longer requires system access, or due to other administrative reasons. By disabling the user, the medical institution ensures that the former user can no longer log in or access any data or functionalities within the system.
In Civis Health Solution, you are provided with a list of departments that the system believes are available in your medical institution. However, you have the flexibility to customize and expand this list by adding more departments or creating your own custom departments to suit your specific needs. One of the key functionalities within the system is the Queue Management System (QMS). As an administrator, you have the authority to grant or restrict access to the QMS for different departments based on their level of involvement with patients and their interaction with the queue management process. By default, the system may have already set certain departments with access to the QMS, but these permissions can be modified as per your requirements. You can customize which departments are allowed or disallowed access to the QMS based on their responsibilities and patient-related activities. When a department is granted access to the QMS, all users within that department who have the necessary permissions will be able to utilize the QMS functionality. This means that they can check patients into the system and manage the patient queue effectively. Patients can be assigned or checked into the specific department granted access to the QMS, streamlining the patient flow, and ensuring a smooth experience throughout their interactions with your medical institution.
Within the system, users can be assigned various roles based on their respective responsibilities. Each role is associated with specific permissions that govern and restrict the user's access to specific data and functionalities. Civis health solution comes with default roles that have pre-defined permissions. These default roles cannot be edited or have their permissions altered. However, administrators have the option to create custom roles derived from these default roles, inheriting their permissions, which can then be modified to suit specific requirements. Alternatively, administrators can create roles without any pre-assigned permissions and subsequently add and assign permissions to these custom roles as needed. This allows for a flexible and tailored approach to managing user access and responsibilities within the system.
Civis health Solution allows you to add Health Maintenance Organization/Health Provider Plan (HMO/HPP) that you partner with. By adding HMOs or HPPs to the system, you can efficiently manage patient billing in relation to such HMO/HPP.
To handle the admission and management of inpatients within your medical institution using Civis Health Solution, you must first represent the physical building/blocks and rooms within the system through the room management feature. To achieve this, make sure you create the necessary block(s) and room types beforehand, as both are essential prerequisites when setting up individual rooms.
Inventory settings allow you can set and modify currency, create and manage brands, medication types and medication categories. While there are default medication types and categories on Civis Health Solution, there are no default brands and you are required to add the specific brands you work with into the system. The solution requires that you select vendor, brand, medication type and category to complete product creation.
Civis health Solution allows you to create lab or radiology test and test categories. The system comes with an extensive list of over 159 lab tests and over 79 radiology tests, providing a comprehensive starting point for medical institutions. The flexibility of the solution allows you to modify these existing tests and their categories to align with the specific operations and requirements of their healthcare facility. This customization ensures that the tests and categories accurately reflect the services offered and the terminology used within the institution. You can add new tests and categories to the existing list, accommodating any unique or specialized tests that may not be present in the default offering. This capability enables your medical institutions to tailor the system to your precise needs and enhance the range of services you can provide to patients. You can also modify the price of each test from the default price of zero to reflect the actual price the test is offered to patients.
Chapter 5
Effortlessly manage your operations with our exceptional features and modules.
This is the core module that allows patient and dependant registration and management in your medical institution, including a 3600 view of patient vitals, allergies/pre-existing conditions, and consultation information from various medical institutions where the patient is registered.
Patients phone numbers and emails are considered as unique identifiers to onboard patients. Email is not required to register new patients, but it becomes a secondary identify if provided. Because Civis Health Solution is a central system, the unique identifiers ensure that patients already registered on Civis Health Solution are not re-registered but can be added to another medical institution as new patients. Please see new patient registration scenarios below:
The solution only allows the registration of patients that are 12 years and above as regular patients, patients below the age of 12 should be registered as a dependant under a regular patient. Email and phone number are not required for dependant registration. The system allows you to seamlessly activate the dependants of a patient registered in another medical institution on Civis as new patients in your medical institution with just a click. You can also upgrade a dependant to a regular patient when they are 12 years and above. Dependant onboarding and management can be done using the “Dependant” tab under the parent/guardian profile.
Patient billing method can be set to Self, HMO/HPP or Sponsor. Please note that you can only select from the list HMOs/HPPs that are already registered in the system (check Health Plan Partner Management ) Where a patient in your medical institution agrees to pay the bills of another patient, you can select the sponsor billing option, selecting the patient as the sponsor to the beneficiary. Please note that the sponsor is required to approve the sponsorship request via email and select sponsorship duration. The parent/guardian of a dependant is automatically set as the sponsor for the dependant. However, the dependant billing option can be changed to HMO/HPP or to another sponsor.
The Appointment Module offers a comprehensive set of functionalities to efficiently manage appointments and queue management in your medical institution. You can schedule appointments for already registered (internal) and unregistered (external) patients in your medical institution. The module has a wide range of appointment types to properly categorize patient visit and functionality to check patient into a department or unit and for actions in the Queue Management System. The Queue Management System can be accessed by clicking on the people Icon or the QMS button at the top right of the screen. It enables you to streamline patient flow and effectively manage patients across departments. Overall, this module plays a crucial role in optimizing patient visit to your medical institution and enhancing overall patient experience.
The Inventory Module offers a comprehensive set of functionalities for stock keeping and management within your medical institution. This module plays a pivotal role in ensuring the availability, tracking, and efficient utilization of medical supplies, medications, and other inventory items critical for patient care and daily operations. The key functionalities of the module include product creation, stock tracking, product restocking, expiry tracking, and low stock notification amongst others. (Check Inventory Settings ) for seamless experience on the Inventory Module.
This module ensures seamless onboarding and management vendors in the medical institution. It allows you to view vendors’ offerings and rate each vendor based on their performance in meeting the needs of your medical institution.
This module allows your medical institution to effectively manage patient’s prescription and therapeutic administration. It plays a vital role in ensuring patient safety, accurate medication dispensing, and effective treatment management. Some of its key functionalities include prescription management, medication dispensing and order management, dosage administration and frequency management, as well as seamless interaction with the inventory module for proper stock management. Ensure products are available in your Inventory for seamless experience using the Medication Module
The Laboratory Module empowers your medical institution to efficiently manage lab tests requests, facilitating a streamlined and accurate process for diagnostic testing and patient care. The system automates the testing workflow, minimizing manual intervention and human error, and expediting the delivery of test results. This module allows you to place test orders for both internal and external patients, collect and track test samples, add and manage results. It also supports result verification processes, allowing authorized personnel to review and approve test results before release.
Below are the unique identifiers used in the Laboratory Module to identify each test request:
The Radiology Module empowers your medical institution to efficiently manage radiology tests requests, facilitating a streamlined and accurate process for diagnostic testing and patient care. The system automates the testing workflow, minimizing manual intervention and human error, and expediting the delivery of test results. This module allows you to place test orders for both internal and external patients, collect and track test samples, add and manage results. It also supports result verification processes, allowing authorized personnel to review and approve test results before release. Below are the unique identifiers used in the Radiology Module to identify each test request.
The Admission Module allows you to effectively manage inpatients throughout their stay in your medical institution. Its key functionalities include patient admission, bed allocation and tracking, patient discharge and release. The release functionality enables you to finalize billing for already discharged patients while enabling you to admit and allocate another patient to the same bed. Ensure that you have created rooms in the system for seamless experience using the Admission Module. Please check Room Management for more information.
The PBM module allows you to effectively manage blood bank in your medical institution. Its key functionalities include blood donor onboarding and management, blood acquisition and management, and patient blood request management. This module facilitates the acquisition and tracking of blood units from various sources, such as voluntary donors, directed donors, and blood component suppliers. It allows you to validate acquired blood, track blood inventory levels, and ensure an adequate supply of blood products. It also facilitates efficient matching of the patient's blood type with available blood units.
Follow the steps below for seamless experience using the PBM Module.
The Billing Module streamlines your billing process, ensuring accurate and timely management of financial transactions. Its key functionalities include billable items management, bills management, invoice generation, payment processing, payment tracking, discount administration as well as external patient billing management.
Chapter 6
We are always available to assist you.
If you encounter any difficulties or have questions while using Civis Health Solution,
don't worry! You have a helpful resource at your fingertips.
Admission Module. Please check Our Frequently Asked Questions (FAQ)
section is here to assist you.
If you cannot find the answer to your question in the FAQ, remember that you can always
reach out to our dedicated support team on info@flexipgroup.com for
personalized assistance. Our team is ready to provide prompt and reliable support to
ensure you have a smooth and productive experience with Civis Health Solution.