Dhanvantri

Hospital Information System

VERSION 2.3
User Guide
About The Tutorial
Dhanvantri is an advanced and most popular HIS (Hospital Information System) & implemented
across all medical units under DGMS (Army) since 2009. This tutorial explains the features and
functionality of Dhanvantri software along with how to get the most value and impact in
functioning of hospital.

Audience
This tutorial has been prepared for beginners as well as advanced learners who want to deal
with functioning of this software.

Prerequisites
Knowledge of basic computers is necessary to follow the contents of this tutorial. This tutorial
assumes some basic knowledge of computers.

Copyright & Disclaimer

© Copyright 2017 by Sansy Technology Pvt. Ltd.

All the content and graphics published in this book are the property of Sansy Technology (I)
Pvt. Ltd. The user of this book is prohibited to reuse, retain, copy, distribute or republish
any contents or a part of contents of this book in any manner without written consent of the
publisher. Sansy Technology (I) Pvt. Ltd. provides no guarantee regarding the accuracy,
timeliness or completeness of this book. If you discover any errors in this book, please
notify us at contact@sansytechnology.com
Dhanvantri
Hospital Information Software - HIS
Hospital Information System, also known as Hospital Management System or Hospital
Management Software, is an element of health Informatics that deals with the administration
and corresponding issues of a hospital. This one-of-a-kind system provides a common source
of information related to the patient’s history, keeps it at a safe place and controls who can
access such information. It also provides for an efficient and accurate administration of finance,
monitoring of drug usage and distribution of medical aid. The system is highly essential for the
smooth functioning of the medical units.
Introduction to Dhanvantri

Dhanvantri is an advanced web-based Hospital Information system (HIS) which is used across
all hospitals and medical units under the Directorate General of Medical Services (DGMS-Army)
since 2009. Developed under the guidance of Col Sanjay Patole, with the team of Sansy
Technology (OEM) headed by Mr. Neeraj Kumar, this software is functional at almost every Army
Hospital now. It is responsible to look after the day-to-day management and administration of
Army hospitals, like Base Hospital, AHRR, Military Hospital and much more. Helping
organizations manage critical data operations, this software aids the flow of data across diverse
hospital departments while timely delivering services to the patients and thus making
healthcare delivery a blissful experience.
Its advance cloud practice, allow users to access information through the connected terminal
anywhere in the hospital. This powerful system aids to get a real-time and clear picture of the
tasks carried out in the hospitals, assisting decision-makers/stakeholders to keep a check on
revenue leakages, therefore proving to be a valuable asset for any healthcare organization
whether big or small.
The software is broadly divided into two major categories:

Clinical Management - which deals with Patient Registration, OPD, Ward Transfer and
other things related to the patient.

Medical Store Inventory Management - which deals with Inventory management and
distribution of drugs and other surgical items to different wards and departments of the
hospital.

This ultimate software has made the administration so simple and has saved significant
productive time of the hospital. Now, you do not require a huge workforce to do the clerical
work of tracking every purchase order and its corresponding details issued by the medical
store. From the transfer of drugs to quality checking, from the tracking of orders issued to
tracking its delivery, from alerting you for expired items well before the expiry date to analyzing
the usage of the drug, the software will effectively perform all the significant tasks on a
day-to-day basis. Unlike the manual records, it offers you an advantage of ‘Item Search’ thus
saving your time and thereby increasing your productivity.
Some of the Major Process of Dhanvantri is:

Indent Management
Supply Order Generation
MMF Management
Inventory Management
Quick Fixing Issue and many more.
 User Manual
This manual guides you on how to use the software to get the maximum productivity out of it.
The user manual is a complete walkthrough across the software’s various parameters, and this
will help the user to quickly adapt to the usability of the software and hence a smooth transition
from the existing system can be done effectively. The manual has been designed specifically for
beginners and can be extremely helpful for a complete understanding of the software and its
functioning. If a user is stuck at any point, he can always refer back to the relevant section of
the manual to solve his query. Every section of the manual has been explained comprehensively
to give the maximum information to the user related to the usage of the software. The manual
is available in the English language. The manual will make you extremely comfortable with the
software usage in just about a day or a two.
In the case where the manual is not answering your queries, then our team is always there to
solve all your queries. You can reach out to us at__________________.
 Table of Contents

About the Tutorial Dhanvantri Medical Store

Audience Login/New User Registration 58

Prerequisites Setting Up Environment 60

Copyright & Disclaimer Ward/Department Management 75

DGMS Message Medical Store 102

Introduction to HIS Procurement Cell 141

Table of Contents Receipt Cell 154

Installation on Windows 1 Backup/Recovery 159

Login/New User Registration 13 Analytics 160

RADT 16
(Registration/Admission/Discharge/Transfer)

Death Certificate 31

Clinical Management 32

Diet Management 43

Pharmacy Management 44

Lab Service 45

Radiodiagnosis Management 46

Kitchen Management 47

Token Display 48

Medical Board 49

Discharge Parade 51

Report Management 52

Control Panel 53
 Chapter 1
Installation on Windows
Steps to Install “Dhanvantri” on Windows
First step is to login to Windows as an administrator user.
Once you are on your desktop, insert the Installer CD in the CD Drive of your computer.
When the computer reads the CD, an automatic popup will appear, asking you to install
the content. Alternatively, you can go to my computer and double click the CD drive to
start installing the software.
To begin with the setup, double click on XAMPP.exe and you will see the screen as
shown below.

Image -1.1

Click on ‘Next’ button, you will see the screen as shown below.
Now you need to uncheck all the checked boxes except Apache, MySql, PHP, Perl.
Again, click on ‘Next’ button and the below screen will appear.

Image -1.2

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 Image -1.3

Verify the path as “C:\xampp” and then again click on the ‘Next’ button. The following
screen will show up:

Image -1.4

Deselect the checkbox on the screen and click on the ‘Next’ button, and the following
screen will show up. Otherwise a browser windows will open to connect xampp
website.

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 Image -1.5

Again Click on ‘Next’ and wait until the installation process is complete and a screen
as shown below appears on your computer:

Image -1.6

Click on ‘Finish’ and restart your computer.

After restarting, open XAMPP Control Panel by clicking on ‘Start’ button and going to
‘All Programs’ option. You will get a screen as shown in the picture below

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In some cases, apache and mysql service doesn’t start due to “PORT” being pre-occupied
by some other application such as internet information server, specifically on Windows
Server.

Image -1.7

Now you need to click on ‘CONFIG’ button and a dialog box as shown below will open:

Image -1.8

Select ‘APACHE’ and ‘MYSQL’ check box under the ‘AUTOSTART OF MODULES’ section
as shown in screen above and click on SAVE button.

It’s a good idea to set ‘APACHE’ and ‘MYSQL’ in auto start mode, avoid manual start of these
services after the Windows restart.

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 Image -1.9

Now click on the ‘START’ button against ‘APACHE’ and ‘MYSQL MODULE’. You will
then see ‘STOP’ button against them as reflected in the screen below:

Image -1.10

If PID’s will appear against the started modules, it signifies that your ‘SERVER SETUP’
is now complete and you can now proceed to the ‘APPLICATION SETUP’. The steps for
which are provided below:

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Application Setup
Remove existing file folder, i.e. default xampp file from c:\xampp\htdocs
You now have to copy all the files and folders from installer CD and paste them into
C:\xampp\htdocs
Now, open any browser (Chrome, Mozilla Firefox etc.) and type http://localhost in
address bar.
Following screen will appear after you will press the enter key:

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Step to enable missing module i.e. mod_expires and com_dotnet

mod_expires

Open xampp control panel.

Move to config button in apache module.
Open file apache(httpd.confg)

Image -1.11

Find EXPIRE using (ctrl+f)

Image -1.12

After finding expire remove # sign from at the line starting. as shown in pic.
Save files and Restart xampp.

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com_dotnet

Open xampp control panel.

Move to config button in apache module.
Open file php(php.ini)
Go to end of file
Add below line
extension=php_com_dotnet.dll

Image -1.13

Save the file.

Open xampp control panel restart(apache) xampp.
Refresh browser windows using F5 or by clicking on refresh button

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 Image -1.14

Verify that the screen contains all ‘GREEN’ check marks as shown in the image above
and then Click on ‘LET’S GO!’ to continue. You will get a screen as reflected below:

Image -1.15

Select ‘English’ as the default language. Click on the ‘Continue’ button and the
following screen will appear

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 Image -1.16

Type ‘root’ as MySQL username.

By default, MySql doesn’t have any password on XAMPP installation. You can leave it
blank until you explicitly set a password.
Host should be localhost or your system IP Address, based on your database
configuration. Finally, click on ‘Submit’ to continue and the following screen will
appear after that:

Image -1.17

Now you need to Click on ‘Run the Install’ button to finish and you will get the
following screen:

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 Image -1.18

Wait for the installation to complete and the following screen will appear:

Image -1.19

Tip : - It usually takes 1-2 minutes based on your hardware configuration.

The screen as given above confirms the successful installation of Dhanvantri

application. Click on ‘Proceed to Login’ to finish the process.
You can also map Dhanvantri with server IP Address by following the steps given
below: (optional)

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Open XAMPP control panel (START-> ALL PROGRAMS)
Click on ‘Config’ button of Apache module then click on Apache (httpd.conf)
A file will then open in the text editor.
Search for the word ‘Listen 80’.
Now rewrite Listen 80 as Listen < Your IP address>:80 (For Example- Listen 192.168.1.1:80)
Search for the word ServerName localhost and rewrite it as ServerName <IP address> ( For
Example - ServerName 192.168.1.1:80)
Click on ‘Save’ and then close the file
Stop and then ‘Start’ Apache Module.

Now you can always access Dhanvantri application through you browser by entering
your computer’s IP Address from any computer connected to the same network.

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 Chapter 2
Login/New User Registration
Sign In / Sign Up to “Dhanvantri”
New User Signup:
Click on ‘New User Signup’ option given at the bottom of the login screen.
You will then be redirected to the registration form.
Choose the user type you belong to. (For example: A doctor must select the
doctor’s user type and the rest of users must select ‘other’ as their user type).
Enter the service number.
After that, enter the rank.
Enter your first and the last name.
You must now enter your desired user ID and password in the space provided.
Enter the same password against the ‘confirm password’ field.
Finally you need to save your details by clicking on the ‘save’ button.
Now, seek permission from your system administrator to activate your
account.

Note: You will only be able to login to the software after the activation of your account.

(For more details, please refer below screen)

Image - 2.1

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Procedure to login into the software

Type http://localhost or http://<ip address of server> on browser.

The default username has been set as admin and the password as 12345. Enter the
same to login.
Now click on the ‘Log In’ button to proceed.

Image - 2.2

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Post Login:

After you login, you will see various modules (as shown in the screen below), which
have been configured as per the job title or job role of the user.

Image - 2.3

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 Chapter 3
RADT
(Registration/Admission/Discharge/Transfer)
Registration Management
Patient registration process offers healthcare organizations a win-win! The hospital staff no
longer needs to scan and index patient’s data, which allows them to redirect their attention to
higher value tasks like patient service. And, with electronic patient registration, patients spend
less time in the wait-ing rooms, completing redundant forms and entering duplicate data.

New Patient Registration

You can use this section to register a new patient to the Dhanvantri application.
This tab is used for the registration of a service person and his dependent/s for treatment in
the hospital.

Image - 3.1

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2 Search Patient

The ‘search patient’ functionality can be used to search for a patient in the hospital such
as outpatients or inpatients.
You may search for a patient by typing any one of the following:

HID
Service No.
First / Last Name etc.
Any Combination of the search criteria to refine your result.

Follow the steps given below to search for a patient:You may search for a patient by typing
any one of the following:

Click on the ‘SEARCH PATIENT’ tab and you will see a basic search form.

Image - 3.2

Now, enter any of the search criteria, such as first name, last name, service
number, etc.

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 Image - 3.3

Then click on the ‘Search’ button at the bottom to get results.

Click on the ‘Actions’ button to perform the following actions:

O - OPD
A - Admission
P - Patient Dashboard

3 Add New Visit (OPD – Out patient department)

Image - 3.4

Once you have selected O (i.e. OPD) as your action, you will be redirected to ‘Add
new visit’ page for that patient as shown in the screen below:

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 Select the ‘Patient Type’ according to the urgency level and the department for
which the OPD is required.
Fill ‘Referred From’ if the patient is referred from any other unit or hospital and
‘Referred by’, entering the doctor’s name and click on the ‘Save’ button

Once you click on Save, an OPD slip will be generated for the patient for that
particular date and department.
You may also select more than one department.
(You may also check the OPD workload for the day on the right hand side as
reflected in the screen above.)

Image - 3.5

Click on the ‘Print’ button to print the OPD Slip.

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4 Admit New Patient
Following are the steps to admit any Service Person or its dependent/s:
In case the patient is already registered, you can enter the HID or Service no. of
the person in the ‘Old Patient’ tab and click on the ‘SEARCH’ button.
If the patient is for the first time admission, you are then required to click on the
‘NEW’ Registration option.
Fill in all the necessary details of the service person and select encounter type
as ADMISSION.
Now, click on the ‘Save’ Button and fill all the requisite details of the service personnel’s
admission form, and click SAVE again.
You will then automatically be provided with the admission receipt for the particular
ward in the hospital.

Image - 3.6
OR

NOTE: Please advise the patient attendant or Service person to check their particulars and
de-tails properly and edit the data accordingly, in case any change is to be made.

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5 Edit Admit Patient Details (IN PATIENT)

Image - 3.7

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To edit any Service Person or its dependent details, follow the steps provided below:

you need to enter the HID or Service No. or A&D No. of the person in the ‘In-patient’
tab, and click on the SEARCH button.
After that, you need to click on the patient’s dashboard.(D button)
Click on the EA button for any alteration in the patient’s admission details and finally
click on the ‘SAVE’ button to complete the process.

Image - 3.8

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6 Patient Dashboard
Click on the Patient’s dashboard to view the history of the patient and his personal details.
You can also edit the patient’s details by clicking on the option provided at the top of the
page by clicking edit detail button.
(Refer to the screen below)

Image - 3.9

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7 Add Dependent for Service Person:
The first step will be to enter the HID or Service No. of the person in Old Patient tab or
patient dashboard and click on Search.

You can also click on the Patient’s Dashboard and select the ‘Add Family Detail’ [+]
option.
Enter Name of the dependent/s and their age and other requisite details.
Click on Save to save the family details.

Image - 3.10

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8 To Place/Remove Patient on SIL / DIL (IN PATIENT):
Follow the steps given below to place any admit patient on SIL / DIL:

The first step is to enter the HID or Name or A&D No of the patient in the ‘In-patient’
tab, and click on the ‘SEARCH’ button.
Click on “L” icon to open Place/Remove on/from SIL/DIL.
Place the patient on SIL / DIL on a particular date and time.
You can now click on the ‘SAVE & PRINT’ button to generate the SIL / DIL form.

Image - 3.11

Image - 3.12

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 Image - 3.13

Image - 3.14

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9 Remove any admitted Patient on SIL / DIL:
To remove any admitted Patient on SIL / DIL, you are required to follow the
below-mentioned steps:

Search for the patient you want to remove from SIL/DIL.

Enter the HID or Name or A&D No of the patient in the ‘In-patient Tab’, and click on
the ‘SEARCH’ button, in case the patient is already admitted.
Click on the ‘L’ button (as indicated in the screen below) to remove the patient on
SIL/DIL on any particular date and time.
Finally you need to click on the ‘SAVE & PRINT’ button to generate the SIL/DIL form.

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Discharge Patient
Discharge Patient (IN PATIENT)

Below is the procedure to discharge an admitted patient from the hospital:

The first step is to enter the HID or Name or A&D No. of the patient in the 'In-Patient
Tab', and click on the 'SEARCH' button.
Now, fill in all the requisite details in the discharge form.
You are required to click on the 'DISCHARGE' (D) button, and the patient details will
be sent to the Chief Ward Master for Approval.

Step 1: OK
Step 2: You are required to click on the “DISCHARGE” (D) Button, and fill in all the requisite
details in the discharge form.

Step 3: Upon saving the discharge form, details will be sent to the chief ward master for
approval.

Image - 3.15

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Discharge Slip

Image - 3.16

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Ward Transfer (HOME):
To transfer a patient from one ward to another ward:

Click on IPD in top navigation menu and then click on ward transfer.
Enter the HID or A&D No. of the patient and click on Search.
Now change the ward of the patient in which you want to transfer them and Click
‘Save’.

Image - 3.17

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Chapter 4
Death Certificate
Prepare Death Certificate:

The phrase death certificate can refer either to a document issued by a medical practitioner
certifying the deceased state of a person or, popularly, to a document issued by a person
such as a registrar of vital statistics that declares the date, location and cause of a person's
death as later entered in an official register of deaths.

Death certificate of the Patient can only be generated if the patient discharge is prepared as
‘Death’, found dead, brought in dead.

Navigate to IN PATIENT.
Search patient by HID, A&D No., Service No. etc.
Go To Patient Dashboard.
Click on ‘DE’ button to prepare the Death Certificate.
Click on ‘Submit’ button after entering required details, to finally print the Death
Certificate Form.

Image - 4.1

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 Chapter 5
Clinical Management
Clinical Management
The clinical management is a type of health care service management that probably will
develop in the next future. It is a powerful tool that can offer a better health assistance (in its
technical, economic and patient's satisfaction components). The health manpower formation in
the basic theory of clinical management is necessary today. But it is also important to establish
a correct information health system previously to start any clinical management pathway. These
information systems are now developed to the quantification of hospital activity, and not to
clinical department level (micro-management). It is also necessary to collect indicators of
clinical departments. These indicators would be relevant and we could compare them between
different hospitals. The development of standarized process activity, and relevant process
indicator is probably a responsibility of scientific societies in the future. Now in our country, the
development and introduction of clinical management is not the same between different
geographical regions, hospital and clinical departments. We think that it is necessary to use
more this tool in daily clinical practice, because it is a very good opportunity to improve the
quality of our health assistance.

Clinical Management for Doctors

This function will help the doctors/healthcare professional to view and record electronic
medical record (EMR) of patient’s and make clinical decisions according to diagnosis and
treatment provided.
This module also help doctors to maintain queue of the patient that can further integrated
to digitial/electronic calling system/token display system.
This is also linked with realtime inventory of pharmacy/dispensary/medical store.
One can see the stock position of any medicine and prescribe accordingly.

Image - 5.1

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To start with the treatment, click on patient icon in action column.

Below screen will appear.

Image - 5.2

Enter all the details shown in the screen above and click on “Save”
Updating vital
Click on vital “+” button, it will expand as show below:
Fill in all the information as asked, and click on “Update”.

Image - 5.3

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 Image - 5.4

Updating General Medical Conditions.

Image - 5.5

Adding any sensitive / very important information – “system will notify on next visit”

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Document Upload

Image - 5.6

If patient is carrying any medical record, same can be uploaded in document upload section in
two ways

Image - 5.7

Capture Document: Document can be scan with web camera attached to computer system

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 Image - 5.8

Upload Document: Document can be uploaded using general file upload

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Radiodiagnosis

Image - 5.9

This section can be use to place/view radio diagnosis order

Image - 5.10

Image - 5.11

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Lab Services

Image - 5.12

This section can be use to place/view lab investigation order

Image - 5.13

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Image - 5.14

Image - 5.15

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Image - 5.16

Image - 5.17

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Prescription

Image - 5.18

This section can be use to prescribe the medicine/view medicine history

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Referrals

Image - 5.19

This section can be use to refer patien from one OPD department to another, i.e. inter
department referrals

Finally click on checkout to complete the treatment and redirect back to doctor dashboard for
next patient selection.

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Chapter 6
Diet Management
Diet Requisition

This function is used while placing the diet order for the patients to the central kitchen

Image - 6.1

The “New Diet Requisition” can be used by the ward staff for placing daily diet orders for
the patient.

Image - 6.2

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 Chapter 7
Pharmacy Management
 Pharmacy Management

Image - 7.1

This function has been designed for executing ‘paperless’ management of the patient’s
medicines by the pharmacist.
The pharmacist needs to fill in either of the following: Patient’s HID, Date, Service Number or
Token Number to refer to the patient’s information in this section, as shown below:
Pharmacist can view/see the patient prescription much before patient reaches to coutner for
collection of medicine.
They can pre pack the medicine before patient come to counter this certainly increase the
patient satisfaction level and reduce waiting time

Image - 7.2

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Chapter 8
Lab Service
Lab Service Management

This feature is used for maintaining a record of the patient’s lab services which includes all
their tests. You just have search, putting in the information, as shown below and click on the
‘Search’ button.
All wards/department can see patient lab investigation, they can print report, if required
same can be given to patient on demand.

Image - 8.1

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 Chapter 9
Radiodiagnosis Management
Radiodiagnosis Management

The patient’s lab reports are uploaded here to keep a record. Just fill in the information
asked below and click on search.

Image - 9.1

Image - 9.2

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 Chapter 10
Kitchen Management
Kitchen Management

Kitchen management is a very useful feature for identifying and classifying the placing of
department-wise ‘diet order’ for the patients. This automatically sort and arrange the total
demand diet wise such a as s diet, o diet, N diet and further classify into veg, non veg and
ova. Total demand as well as ward wise

Image - 10.1

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Chapter 11
Token Display
Token Display

Image - 11.1

Token Display System

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Chapter 12
Medical Board
Medical Board & Statistics Section
Medical Board

Image - 12.1

Image - 12.2

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 Image - 12.3

Image - 12.4

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Chapter 13
Discharge Parade
Discharge Parade

Discharge parade is performed by the Stats section officer. The steps for the same have
been provided below:

Firstly, go to the ‘Stats Section Menu’ and select ‘Discharge Patient’ as the sub
menu.
Now select the appropriate date and discharge type.
Lastly, click on the relevant action - to approve or disapprove.

Image - 13.1

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 Chapter 14
Report Management
Report Management
Report
This feature will help you in the management of various types of reports in the hospital
which are as follows:
For Ex: To prepare an admission report, there are all the reports prescribed by AFMSF.
The various forms are:

Bed State
State SIL
State DIL
State SIL/DIL Admission
Daily Admission Report
Daily Discharge Report
Monthly Admission Report
Monthly Discharge Report
30 Days Old Patient
Daily Death Report
ECHS Patient
Admission
Evacuation – InPatient

Image - 14.1

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Chapter 15
Control Panel
Control Panel
User Management

The procedure to access the ‘User Management’ page is provided below:

The first step is to go to the Control Panel.

You will find a dashboard with various modules as provided in the image below.
Now, click on the ‘User Management’ tab.
This sub-module consists of 2 options, User List and Add New User.
The User List option allows you to access the details of the existing user by
entering the requisite information. You may refer to the screenshot below.
The ‘Add New User’ Option shows a form that has to be filled and saved for
creating a new user.

Image - 15.1

Image - 15.2

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Access Management
To go to the Access Management Module, you need to follow the steps given below:

The first step is to go to the Control Panel.

You will find a dashboard with various modules.
Now, click on the ‘Access Management’ tab.
You will then be redirected to the page as shown in the image below.
This sub-module consists of two options – ‘Group List’ and ‘Add New Group’.
Group List shows the details of the groups and provides the options of editing
and deleting them.
The ‘Add New Group’ option is used to create new groups, select the group
name and their status and access privileges to them.

Image - 15.3

Image - 15.4

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Department Management
The procedure to access the ‘Department Management’ page is provided below:

The first step is to go to the Control Panel.

You will find a dashboard with various modules as provided in the image below.
Now, click on the ‘Department Management’ tab.
You will then be redirected to the page as shown in the image below.
The Department Management sub-module consists of two options, namely
‘Department List’ and ‘Add New Department’.
Ward list contains details of the Ward/Departments, their Name and the Type
and also provides for two options to edit the Details and Delete the
Department/Ward.
The ‘Add New Department’ Option consists of a form for adding a new
Department that needs to be filled by entering the appropriate details.

Image - 15.5

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Ward Management
To access the Ward Management Module, you need to follow the steps given below:

The first step is to go to the Control Panel.

You will find a dashboard with various modules.
Now, click on the ‘Ward Management’ tab.
You will then be redirected to the page as shown in the image below.
The Ward Management sub-module consists of two options, namely ‘Ward
List’ and ‘Add New Ward.
Ward list contains details of the Ward/Departments, their Name and the Type
and also provides for two options to edit the details and delete the
Department/Ward.
The ‘Add New Ward Option' consists of a form for adding a new Ward that
needs to be filled by entering the requisite details.

Image - 15.6

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Export MISO Data:
About MISO - MISO collects, compiles and collates data on personnel, transport, materials,
and health care. The data on health care is being received directly from the medical units.
This data is used to generate morbidity, mortality and health care services utilization
reports.
The Export Miso Functionality can be used to generate the MISO compatible format of
patients' data of the hospital for the given date range.
All the data collected will then be sent to the MISO in external media such as CD/DVD or
directly through AWAN.
This data also assist them in preparing the Annual Health Report of ARMY. It is thus, one of
the most prominent and important features of the application.
The procedure to access Export MISO Data is provided below:

The first step is to go to the Control Panel.

You will find a dashboard with various modules as provided in the image below.
Now, click on the ‘Export MISO’ tab.
You will then be redirected to the page as shown in the image below.

Image - 15.7

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 Chapter 16
Login/New User Registration
How to create new user account:
How to create new user account:
New user account can be created in two ways:

Click on New User Signup link on the login screen

A Registration form will now open
Now, you need to Select your Ward/Dept.
Enter the Service Number.
Enter the Rank.
Enter your First Name and Last Name in appropriate columns.
Enter your User Id and Password in the space provided.
Enter the same Password in the Confirm Password field.
Lastly, click on the ‘Save’ button to save your details
Ask your system administrator to Activate your account

Note: You cannot login to software until your account has been activated by the
administrator.

Image - 16.1

58
How to login into software:
Type http://localhost/sansyms from server or http://<ip address>/sansyms
of server from client machine. You will be redirected to a page as shown in the
image below
The default username is set as admin and the password as 12345. Enter the
same in the while Login-in to the software
Click on the Login button to proceed

Image - 16.2

When you have successfully login to the software, you will be redirected to
another page as shown in the image below.

Image - 16.3

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 Chapter 17
Setting Up Environment
Setting Up Environment:
The first step is to click on the control panel from the menu bar.
Then, click on the dashboard menu.

Image - 17.1

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1 Global Management Configuration

This module contains core configuration

You need to fill all the requisite details as shown in the image provided below
under the sub-heads such as General Information, Financial information,
Delivery dates configuration, MSPC and Medical store
After entering all the requisite details, you are now required to save them by
clicking on the ‘save’ button

Image - 17.2

61
2 Adding a New Ward/Dept.:

This section can be used to add/update/remove a ward, department,

dispensary, polyclinic, out mi room, issue section, medical store, and
procurement cell.
Click on the Ward/Department Management tab.
Select the option of ‘Add New Ward/Dept.’ from left hand side panel. You will
then be redirected to the page as shown in the image below.
Now enter your Department Name and Select the Department type from the
drop-down menu.
Lastly, Click on the ‘save’ button to save your details.
You can search from the saved Dept./Ward by clicking on Ward/Dept. list and
entering the required Department Name and Department Type. For reference.
You may refer to image 7.

Image - 17.3

Image - 17.4
62
3 Adding/ Updating Accounting Unit:

Accounting unit is the smallest unit in which item procured in hospital.

To add a new accounting unit, you need to follow the below-mentioned steps:

From Control Panel, Go to ‘Accounting Unit Management’ and click on ‘Add

new Accounting Unit’ option from left-hand side. You will then see the page as
shown in image 8
Enter the new accounting unit name in the space provided and finally click on
the ‘Save’ button
You may also search from the accounting unit list after saving the newly added
unit by entering the required unit and clicking on the ‘Search Button’

Image - 17.5

Image - 17.6

63
4 Add/edit/listing item catalogue:

To add/edit an item catalogue, you need to follow the steps mentioned below:
From Control Panel, Go to ‘Catalogue Master’ and click on ‘Add new Item
catalogue’ option from left-hand side, as shown in image 10
Enter the ‘Item name’, ‘Short Name’, PVMS/NIV/Other No and Dhanvantri
Barcode
Select the appropriate option from the drop-down menu for PVMS Section,
PVMS/NIV type and Accounting Unit
Select the ‘Procurement Type’, Item Category, Controlled Item, VED
Category, ABC Category, Specialty and Controlled Group from the drop-down
menu.
Lastly, click on the ‘Save’ button

Image - 17.7

64
You may also search from the item catalogue list after saving the newly added
catalogue by entering the required items and clicking on the ‘Search Button’
as provided in image 11 below

Image - 17.8

65
5 Add/edit/listing item master:

To add a new item master, you need to follow the below-mentioned steps:
From Control Panel, Go to ‘Item Master’ and click on ‘Add new Item’ option
from left-hand side. You will then see the page as shown in image 12
Enter the fields provided, namely ‘Search item catalogue’, ‘Item catalogue’,
‘Ledge type’, ‘Ledger No.’, ‘Rack No.’, Page No. and MMF
After entering all the requisite fields, you need to finally click on the ‘Save’
button to save all the details
You may also search for the newly added master item by entering the required
fields as shown in image 13 below and clicking on the ‘Search Button’.
It will then display the results matching your search

Image - 17.9

66
You may also search for the newly added master item by entering the required
fields as shown in image 13 below and clicking on the ‘Search Button’.
It will then display the results matching your search

Image - 17.10

67
6 Add/Edit/Listing Supplier:

To add a new supplier, you need to follow the below-mentioned steps:

From Control Panel, Go to ‘Supplier Master’ and click on ‘Add new Supplier’
option from left-hand side, as shown in image 14
Enter all the requisite details such as Supplier Name, Supplier Type and
other additional details
Lastly, click on the ‘Save’ button

Image - 17.11

68
You may also search from the Supplier List after saving the newly added
Supplier by entering the ‘Supplier Name’ and selecting the ‘Supplier Type’
and clicking on the ‘Search Button’ as provided in image 15 below
It will then display the results matching your search

Image - 17.12

69
7 Ledger Management:

Image - 17.13

Image - 17.14

70
8 Access Management:

71
9 User Management:

Login to the software using the default ‘username’ and ‘password’.

The first step is to click on the control panel from the menu bar.
Then, Click on the dashboard link.
Click on the User Management tab.
Click on the Add New User from left navigation.
Fill the New User Form.
Select appropriate Ward/Dept.
Select appropriate Group based on User Type.
Select Active in status.
Click on Save button.

72
Once your account has been activated and you have successfully logged into the system
using your credentials, the below screen is the home page with the confirmation of your
successful login.

Image - 17.18

73
Ward/Dept. Indent Management
The Nursing Officer-in-charge of ward/dept will submit online indents based on their
requirements (routine indent/urgent indent) and MMF to the medical stores and further
approved by Medical Officer of ward/dept.
The hard copy, duly counter-signed by the ward/dept MO will accompany the online indent.
The indent will be issued based on available stock as per schedule in the hospital part I
order and then approved by the OIC medical stores. The medicines will be charged off from
medical store stock and added to concerned ward/dept stock against system generated
voucher number.
The medicines once received in the ward/dept will be checked by the nursing
officer-in-charge and acknowledge the receipt of items.
In the event of non acknowledgement of recieved indent, option to raise new indent will be
blocked.

Image - 17.19

74
 Chapter 18
Ward/Department Management
Ward/Dept. Indent listing:
This will show you the History of indent raised
On the Ward/Dept. Dashboard, click on Indent Listing as shown in the image
19.
You will then be redirected to a new page as shown in the image 20
Select the Dates from when to when you require the Indent against the
appropriate columns
Select the Issue Dates, i.e from when to when the indent is issued
Select Issue Status from the drop-down menu
Enter Indent Number, Nomenclature and Voucher Number.
Lastly, click on the ‘Search’ button.

Image - 18.1

75
Raise a new indent:
Login into Software
Click on “Indent Management” Tab
Ward/Dept. Indent Dashboard page will open
Click on “Raise New Indent” Tab.

Raise New Indent to Medical Store page opens,

screenshot given below.

Image - 18.2

76
 Image - 18.3

The name of Department will be auto updated.

Indent Date will be set as the Current Date; the user may change it later on by
clicking on the Calendar Control.
Select ‘Indent from Head’ from the drop-down menu. For e.g. REGULAR/ECHS
Select the ‘Indent Request Type’ namely Routine or Urgent.
Select Issuing Department (Medical store / Issue section).
Item can be selected by entering PVMS/Nomenclature. The system will
however suggest the possible options based on the text entered.
Select appropriate Item Name from drop down menu.
A/U will be auto updated.
MMF, stock held of corresponding item need to be entered manually. (Please
Note that if MMF module is enabled it will auto update, otherwise the user has
to enter MMF for the first time)
Quantity demanded will be calculated by the software automatically.
Stock column will be auto filled by software based on the availability of stock
in the medical store. Possible values are either NIL or Available.
Click on Plus icon to add more items in your indent.
Lastly, click on the ‘Save’ button once you are done with selection of items.

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View Indent:

Image - 18.4

78
Edit Indent:
To Edit Indent to Medical Store, you need to follow the steps mentioned below:
From Home, Go to Ward/Dept. Dashboard and then click on Edit Raised Indent.
You will then be redirected to the page as shown in image 24 below.
Enter the Name of the Department and Indent No. in the spaces provided.
The Indent Date will be auto-updated.
Select ‘Indent Request Type’ and ‘Indent from Head’ from the drop down menu.
Finally select the ‘Issuing Department’ and then click on the Update Button provided
towards the end.

Image - 18.5

79
Approve indent:
Login into software
Click on “Indent Management” Tab
Ward/Dept. Indent Dashboard page will open
Click on “Raise New Indent” Tab.

Ward/Dept Indent approve page will open as shown in the

image below.

Select the Indent dates (From and to) from the calendar.
Enter Indent Number and select the Approval Status.
Lastly, click on the Search button to complete the process.

Image - 18.6

80
Click on View Icon to open indent detail popup, which contain all information pertaining to
raised indent.

Image - 18.7

81
Click on “Approve Indent” button to approve indent and made available to
medical store for further action. Please note that once the indent gets
approved, any sort of further modification of the indent gets blocked / disabled
by system.

Image - 18.7

82
 Acknowledge Indent
To Acknowledge Indent, you need to follow the steps mentioned below:
The first step is to login into the software.
Then, click on the “Indent Management” Tab.
Ward/Dept. Indent Dashboard page will then open.
Click on Indent Listing, Ward/Dept. Indent Listing page will be open as shown
in the image below.
Select the Indent dates (From and to) from the calendar.
Enter Indent Number and select the Issue Status.
Lastly, click on the Search button to complete the process.

Click on View Icon to open Indent Detail Popup, which contain all information pertaining to
raised indent.

83
Lastly, click on the “Acknowledge Indent” button to acknowledge the indent and the same
will be notified to medical store.

84
Print Indent
To Acknowledge Indent, you need to follow the steps mentioned below:
The first step is to Login into the software.
Then, click on the “Indent Management” Tab.
Ward/Dept. Indent Dashboard page will then open.
Click on the Indent Listing, Ward/Dept. Indent Listing page will be open as
shown in the image below.
Select the Indent Dates (From and to) from the Calendar.
Select the Issue Dates (From and to) from the Calendar.
Enter Voucher Number and Indent Number and select the Issue Status.
Lastly, click on the Search button.

Image - 18.8

85
To print the searched document, follow the steps given below.

Click on the Print Icon to open the document in a printable format

Click on the Print Button to issue print command to printer as shown in the
image below.

Image - 18.9

86
Issue to patient
To issue medicine to the patient, the first step is to Search for the patient.
You may search for the patient by entering any of the three details as follow: (Image 28)

Search by HID of the patient.

Search by the Service Number of the patient.
Search by the Mobile Number of the Patient.

Image - 18.10

After entering any of the details as written above, you need to click on the Search button
to know about the patient. For instance, in Image 29, on entering the HID Number of the
patient, all the necessary details related to the patient can be seen on the screen.

Image - 18.11

87
Medicines issue to patient
The Ward departments have already taken indent from the store and have got the required
medicine.
Now the medicines which will be issued to patient you have searched and will be consumed
by him. (Image 30)

Image - 18.12

Before recommending the medicine to patient, you may also check the availability of the
medicine by entering the Nomenclature/RCN Barcode of the medicine. The available set of
medicines can be seen on the screen as shown in image 31.

Image - 18.13

88
You now need to select the Quantity of the medicine you want to issue to the patient. For
Instance: The Quantity issued in screen below is 10, now as soon as it will be issued to the
patient; the stock of the medicine will be reduced by that amount issued. (Image 32)

Image - 18.14

After successfully issuing the medicines, you can now view the complete ‘Patient medicines
Issue Details’ specifying the Quantity issued and the date of Issue as shown in the image 33.

Image - 18.15

89
MMF management
To add new MMF, you need to follow the steps giving below:
The first step is to, click on ‘Ward/Dept. Dashboard’.
Then go to ‘MMF Management’.
Now click on the ‘New MMF’ button from the left-hand side panel. You will then
see the screen as shown in image 34 below.
Enter the Name of the Department.
Select Financial Year and Ledger from the drop-down menu.
Lastly, click on the ‘Save’ button to save your details.

Image - 18.16

90
You may also check the newly saved MMF by going to ‘MMF List’ option. It will then show you the
list of all the MMF’s added. (Refer to image 35)

Image - 18.17

91
To print the required MMF,
Click on the Print Icon. You will then be redirected to the page as shown in the
image 36 below.
Finally, click on the Print button at the top right corner to take the print.

Image - 18.18

Image - 18.19

92
Demand management

Image - 18.20

To search for the new demand raised:

Go to Ward/Dept. Dashboard.
Click on the ‘Demand List’ option from the left hand side column. You will then
see the screen as shown in the image.
Select the Date from which and to which date you need to search.
Enter the Demand Number.
Finally click on the ‘Search’ option.

93
 Image - 18.21

To raise new demand, you need to follow the steps mentioned below:
Go to Ward/Dept. Dashboard.
Then click on ‘Raise New Demand. You will then be seeing the screen as
shown in the image.
Enter the Name of the Department.
The date will be Auto Updated. The user may however change it from the
calendar provided.
Select ‘Department Type’ and ‘Demand from Head’ from the drop-down
menu.
Lastly, click on the ‘Save’ button the save the new demand raised.

94
Image - 18.22

95
Demand Details
It shows the common drug list, such as paracetamol and other drugs. The medical store
regularly procures these drugs for different departments like eye dept., skin dept., etc.
By knowing the demand details, you can procure in advance if the minimum number of medicine
is not kept in stock. Hence this is very important section that helps you to meet the regular
demand of the medicines and keeping a check on the quantity of medicines.

Image - 18.23

Image - 18.24

96
Report

Image - 18.25

You may also get the Stock Status Report, Custom Report and Expiry Report by following the
steps mentioned below:

Go to Ward/Dept. Dashboard.
Then click on Report. You will then see the screen as shown in the image 40
above.

97
Stock Status Report
For Stock Status Report:

Click on the Stock Report option.

Then Select the ‘Stock Status’ option. You will then be redirected to the image
as shown in the image 41 below.
Enter the Name of the Item.
Select the ‘Stock Value’ from the drop-down menu.
Finally click on the Search button to see the list of items matching your search.

Image - 18.26

98
Expiry Report
For Expiry Status Report:

Click on the Stock Report option.

Then Select the ‘Expiry Status’ option. You will then be redirected to the image
as shown in the image 42 below.
Enter the Name of the Item.
Select the ‘Expiring Month’ of the item from the drop-down menu.
Finally click on the Search button to see the list of items matching your search.

Image - 18.27

99
Please note that the Items have been given different colors according to the time of their
expiry. For instance:

Black color indicates the medicines that have ‘Already Expired’.

Red color indicates the medicines that will be ‘Expiring within 2 months’.
Dark Yellow color indicates the medicines that will ‘Expire within 2 to 6
months’.
Yellow color indicates the medicines that will ‘Expire within 6 to 9 months’.
Green color indicates the medicines that will ‘Expire after 9 months’.

100
Custom Report
You may also get your Customized Report according to your preference by following the
steps given below:

Click on the Stock Report option.

Then Select the ‘Custom Report’ option. You will then be redirected to the
image as shown in the image 43 below.
Enter the Starting and Ending date for which you need the report.
Enter the Requisite Item in the ‘Search Item’ field.
You may choose from the Options given below indicating the type of report you
want, namely:

Daily Expense Summary

Monthly Expense Summary
Item Wise Issue
Controlled from Report.

Image - 18.28

101
Chapter 19
Medical Store
Medical Store (Expendable) Module (DGLP/ECHS)
The medical store module includes receiving indents from ward/dept., checking stock
balance based on stocking policy, ability to generate demands for medicines and
consumables to MSPC (Medical store procurement cell popularly called DGLP/ECHS cell)
based on MMF, stock held and generation of various reports and returns.
The admin rights of the entire software will also be with the OIC medical stores.
The demands raised by the OIC medical stores to the MSPC will be separate for central Rate
Contract (RC) items, Purchase Preference Policy (PPP) items, Annual Price Agreement (PA)
items and items for RE/ emergency procurement, based on the correct MMF and
nomenclature.
The frequency of demand will be quarterly for qty 03 x MMF as per the existing policy on the
subject.
The medical stores will fulfill the indent demand of the ward/dept or ECHS polyclinic based
on stock availability and ensure that bulk packages are scanned by the PDT / normal
barcode scanner before issue of the same.
The medicines that are for issue to patients at the dispensary will be sent after affixing
primary bar code label by staff at the medical stores. The responsibility of ensuring the
same is with the OIC medical stores and OIC dispensary. The bar code label paper will be
procured based on anticipated requirement and accounted for.
In this manner, there will be complete real-time inventory and stock management of
medicines and consumables at each point in the entire chain of the medical stores complex.

102
Ward/Dept Indent Management
The section can be used for processing of indent raised by the ward/dept. and it also
lists the entire approved indent.
To open Ward/Dept. Indent Issue, follow the steps provided below:

Log into Software.

Click on the “Medical Store” Tab.
The Medical Store Dashboard page opens as shown in the image 44.
Click on “Ward/Dept Indent Management” Tab.

Image - 19.1

103
Ward/Dept. Issue Management page will open as shown in the screenshot given below.
(Image 45)

Image - 19.2

104
Filtering / searching specific indent
This section list all indent. However one can also apply /use the search option to find
specific indent based on various parameters, such as Indent date, Issue date,
department/ward wise, etc.

105
View indent (Read only)
This feature can be used to quickly see the details of indent such as nomenclature,
MMF, stock help by ward/dept., quantity demanded by ward/dept, etc.
Click on Magnifier Glass Icon to see the Indent Issue Details as show in Image 46.

Image - 19.3

106
How to process indent / issue indent
Click on the Edit Icon to open the indent.
This page contains all the information pertaining to the processing of indent such as
nomenclature, MMF of the ward/dept., A/U, Stock held by ward/dept., quantity demanded
by ward/dept. and the most important of all; total stock held (batch number wise) by the
medical store. This section will also highlight the months left for the expiry, of the item on
the top.

Image - 19.4

107
Steps
Select Voucher Type from the drop-down menu. For eg:
‘Voucher’ for regular items.
‘Issue Voucher’ stands for Specific/controlled items such as x-ray films.
‘Certified Issue Voucher’ stands for specific items such as hearing aid.
Name, PVMS/NIV No., Accounting Unit, MMF, Stock held and Quantity
demanded will be auto updated.
You need to check manually/tick the checkbox against Batch No. and Enter
the Quantity to be issued in Issue Quantity column.
Please note : **medical store can issue quantity less than, greater than or
equal to the quantity demanded from the Dept./Ward.
Quantity can be issued from different batches by checking more than one
batch.
The Quantity Issued is calculated automatically by the software.
‘Stock Not Available’ is displayed below those Batch Numbers where the
Medical Store does not have stock.
Issue the quantity for all desired items.
You also need to enter the Name of the Person who will come to collect the
indent and click on Save.

After completing the above-mentioned steps, the system will automatically generate the
voucher / issue voucher / certified issue voucher number

Note** – Above-mentioned steps doesn’t deduct quantity from medical store stock
balance and stock transfer can only happen once the indent have been approved by OIC
medical store.

108
Indent Approval
For the purpose of Indent Approval, follow the steps mentioned below:

You need to Login to the software.

Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Now, click on “Ward/Dept Indent Approval page”.

The Ward/Dept Indent Issue Approval page will now open as shown in the image below.

109
Click on the ‘View’ Details icon to open Indent Details popup that contains information
pertaining to issue of indent as shown in the image below.

Image - 19.5

Now, Click on the “Approve” button.

The Stock has now being updated at both ends, namely ward/dept. and medical store.
Once the indent gets approved, any kind of further modifications of the indent will be disabled by
the system.

Note: The moment OIC Medical Store will approve the indent; stock of respective item will get
deducted from the Medical Store stock and will get transferred to the respective
Ward/Department.

110
Voucher / Issue Voucher / Certified Issue Voucher Printing
To print the Voucher/ Issue Voucher/ Certified Issue Voucher, you need to click on the
Print Icon at the top right hand side corner of the screen as shown in the image 48.
The first printer icon will print all the Indent items while the second printer icon as shown
in image 48 will print the Issue receipt only.

Image - 19.6

Image - 19.7

111
Issue to patient
To issue medicine to the patient, the first step is to Search for the patient.
You may search for the patient by entering any of the three details as follow: (Image 28)

Search by HID of the patient.

Search by the Service Number of the patient.
Search by the Mobile Number of the Patient.

Image - 19.8

After entering any of the details as written above, you need to click on the Search button to
know about the patient. For instance, in Image 29, on entering the HID Number of the
patient, all the necessary details related to the patient can be seen on the screen.

Image - 19.9

112
Medicines issue to patient
The Ward departments have already taken indent from the store and have got the required
medicine.
Now the medicines which will be issued to patient you have searched and will be consumed
by him. (Image 30)

Image - 19.10

Before recommending the medicine to patient, you may also check the availability of the
medicine by entering the Nomenclature/RCN Barcode of the Medicine. The available set of
medicines can be seen on the screen as shown in image 31.

Image - 19.11

113
You now need to Select the quantity of the medicine you want to issue to the patient. For
Instance: The Quantity issued in screen below is 10, now as soon as it will be issued to the
patient; the stock of the medicine will be reduced by that amount issued. (Image 32)

Image - 19.12

After successfully issuing the medicines, you can now view the complete ‘Patient medicines
Issue Details’ specifying the Quantity issued and the date of Issue as shown in the image 33.

Image - 19.13

114
Upload Offline Indent
To upload offline indent, you need to follow the steps mentioned below:

The first step is to Login into software.

Then, Click on the “Medical Store” Tab.
The Medical Store Dashboard page will then open.
Click on “Upload Offline Indent” Tab.
The Upload Offline Indent page will open.

Image - 19.14

115
 Select Upload Offline Indent on the left menu, the Upload Offline Indent form
will then open as shown in the image 52.
Select the option of ‘Polyclinic’ in the ‘Indent on behalf of’ column.
Select User and Indent from Head from the drop-down menu.
Indent Date will be automatically set as the Current Date. The user may
change it later by clicking on calendar control icon.
Select Request Type. (Routine/Urgent)
Upload the order of the Polyclinic in the Select File column.
Lastly, Click on the Save Button once you are done with filling of the form.

Note: The Item master list can be downloaded from the left menu by clicking on the
‘Download Item List’ tab.

Image - 19.15

116
Ward/dept. Demand Management
This section can be used for sending demand of ward/dept. to the medical store for
procurement of the items required.
To check for the demand, follow the steps given below:

Firstly, Login into the software

Click on the “Medical Store” Tab.
The Medical Store Dashboard page of the Ward/Department will open.
Click on the “Ward/Dept. Demand” Tab.
The Ward/Dept. Demand Management page will be opened as provided in the
screenshot below. (Image 53)

Image - 19.16

117
 Enter the Dates from when to when you need to check the demand.
Select the Ledger Type and Department from the drop-down menu.
Enter Demand Number.
Finally click on the Search option to search for demand details.
You will then be redirected to the page as shown in image 54 with complete
details of the Medicine.

By knowing the demand details, you can procure in advance if the minimum number of
medicine is not kept in stock.

Image - 19.17

118
Indent to Procurement Cell
For accessing ‘Indent to Procurement Cell’, you need to follow the steps mentioned
below:
Login into the software
Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Click on the “Indent to Procurement Cell” Tab.

Indent to Procurement Cell page will now open as provided in the screenshot below.

Image - 19.18

119
Raised new indent / creating IoN to procurement cell
The listed details of the raised Indents can be seen as provided in the image 55.
Select the option of ‘Raise New Indent’ from the left menu. The Raise New Indent to
Procurement Cell page opens as shown in the screenshot below. (Image 56)

Image - 19.19

The columns for Department, Indent from Head and Indent Type will be
updated automatically.
Indent Date will be automatically set as the current date; the user may change
it by clicking on calendar control.
Item can be selected by entering PVMS/NIV Nomenclature, system will
suggest possible option based on enter text.
Select appropriate Item Name from the drop down menu.
A/U, MMF, Stock Held in Med Store, Stock Held in Issue Section, and Stock
Held in Dispensary, Stock held in Departments, Total Stock Held and
Quantity demanded will be updated automatically.
Click on the Plus Icon to add more items in your indent.
Lastly, click on the Save button once you are done with selection of items.

120
Approve Indent/ION
Login into the software
Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Click on the “Approve Indent” Tab.

Medical Store Indent Approval page will now open as provided in the screenshot
below:

Image - 19.20

121
Click on the View Icon to open indent detail popup, which contain all information
pertaining to raised indent as provided in the screenshot below: (Image 59)

Image - 19.21

Then, Click on “Approve Indent” button at the bottom to approve indent and make
available to the Procurement Cell for further action. Once the indent gets approved, any
sort of further modification of indent will be disabled by the system.

Note: When Receipt Cell issues the stock against the demand/indent raised, the
reception of the stock has to be acknowledged by the OIC.

122
Print indent/ION
To Print Indent/ION, you need to follow the steps provided below:

Firstly, Login into software.

Then, Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Click on “Indent To Procurement Cell” Tab.
The Indent to Procurement Cell Listing page will open.

Image - 19.22

123
Click on the Print Icon to open the document in a printable format.
Click on Print Button at the top right hand side to issue print command to the printer.
Your document will now be printed.

Image - 19.23

124
Report
The first step is to Login into the software.
Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Now, click on the “Report” Tab.
Medical Store Report Management page will then open as shown in the
screenshot below. (Image 65)
You will now see Different Types of Reports on the screen. The same have
been explained in detail below.

Image - 19.24

125
Stock Report
Stock Status - This Report reflects the stock count of each item in the inventory of a
unit. A sample of the report has been provided in the screenshot below. (Image 66)

Expiry Stock - This Report is used for knowing expiry status of the medicines/items.

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Expiry Stock - This Report is used for knowing expiry status of the medicines/items.
The items/medicines in the list are categorized on the basis of their expiry period. A
colour coded scheme has been followed depending on the months left for the expiry of
the medicine.

The colour code followed is explained below:

Red colour indicates that the medicine is expiring within 2 months.

Orange colour indicates that the medicine is expiring within 2 to 6 months.
Yellow colour indicates that the medicine is expiring within 6 to 9 months.
Green colour indicates that the medicine is expiring after 9 months.

A sample of the same has been provided in the screenshot below. (Image 67)

Note: Same items/medicines of different batches may be listed with different colour
codes.

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Item below Reserve Stock- It is a report of listed details of those items for which
the stocking level is less than 3 times the monthly monetary fund.
Note: The number 3 is dynamic, configured for a unit in Global Configuration
Management.
A sample of the same has been provided in the screenshot below. (Image 68)

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Item above Reserve Stock- It is a report of listed details of those items for which
the Stocking Level is more than 6 times the monthly monetary fund. These items have
to be consumed as early as possible; else they will get expired soon.

Note: The number 6 is dynamic, configured for a unit in Global Configuration

Management.
A sample of the same has been provided in the screenshot below. (Image 69)

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Custom Report
Ward/Dept. Issue - This report contains the items/medicines issued to different
Ward/Departments between a specified range of date and Department Name. You may
select the department name and range of dates, the report will be generated as per you
requirement.

Item wise Issue - It is a report of items/medicines issued on the basis of specified

item name within a specific date range.

Voucher wise Issue - This is a report of items/medicines issued to the specific

Ward/Departments between a specified range of date and specified Voucher Number.

Expense Voucher - This is a report of items/medicines expensed at the end of a

month on the basis of specified year and month.

This section is very useful in recording the most important incidents related to demand
such as AON Date, IFA Vetting Date, TE Date, PNC Date etc.

It is advisable to regularly update this field so that other departments such as medical
store will be on the same page.

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Stock receive from receipt cell / CRV generation
The first step is to Login into the software.
Click on the “Medical Store” Tab.
The Medical Store Dashboard page will open.
Now, click on the “Receive from Receipt Cell” Tab.
Receive from Receipt Cell page will then open as shown in the screenshot
below. (Image 60)
Select the Specified Range of Dates.
Select Receipt Type, Receipt Mode, Ledger Type and Approval Status from
the drop-down menu.
Lastly, click on the Search Tab. You will now see a list of items matching your
result as shown in the image below.

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To Receive to Medical Store
Click on the ‘Stock Receipt’ option from left panel.
Receive to Medical Store will now open as shown in the screenshot below.
(Image 61)
You may see the details of the medicine to be received.
Choose RV/CRV date
Do not enter CRV number as will be auto generated by system
Lastly click on the Receive tab at the bottom to receive the Stock of medicines/
generate the RV/CRV

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Print
Click on the Print Icon to open the document in a printable format.
Click on Print Button at the top right hand side to issue print command to the
printer. Your document will now be printed.

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Receipt Approval
For Medical Store receipt approval, follow the steps as provided below:

From the medical Store Dashboard, click on the Medical Store Receipt
Approval. The Medical Store Receipt Approval page will now open as provided
in the screenshot below. (Image 63)

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134
 Select the Range of Dates from the Calendar.
Select the Range of Supply Order Dates from the Calendar.
Select Receipt Type and Receipt Mode from the drop-down menu.
Enter the Supply Order Number and CRV Number.
Click on the Search tab. You will now see a list of items matching your result.
You can click on the Search (Magnifier glass) icon to get Receipt issue Details.
You will see a pop-up as shown in the image provided below. (Image 64)
Lastly, click on the ‘Approve’ button to approve the receipt issues details.

Please note that once it has been approved, any sort of further modification is disabled
by the system.

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Procurement Cell Module
This section is concerned with receiving Demand / ION from medical store, get a AON from
CFA, creating multiple RE of as per the demand of procurement type such as normal RE, IFA
and finally to generate Supply Order/Purchase Order.

Medical Store Indent Management:

This section lists the Demand/ION raised by medical store to procurement cell for
procuring items. To access it, you need to follow the steps provided below:

Firstly, you need to Login into software.

Then, click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open as provided in the
screenshot below. (Image 72)
Click on “Medical Store Indent Management” Tab.

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 The Medical Store Indent Listing page will open as shown in image 73.

Image - 19.35

Click on the ‘View’ icon to open indent detail popup, which contain all information
pertaining to raised indent.

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Image - 19.36

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RE Generation (Rate Enquiry)
You can access any demand by following the above-mentioned steps from
previous topics.
Tick all the Check Boxes that you want to include in RE.
Then, click on “Click to Generate RE” link, given on the left panel of the page
as shown in the screenshot below. (Image 75)
You will be redirected to ‘New Rate Enquiry’ page as provided in the
screenshot 76.
Enter RE Number and RE Date.
Select the concerned Department and Ledger.
Finally, click on the ‘Save’ button.

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139
This module enables users to generate Annexure‘B’ of RFP as provided in the Screenshot
below (Image 77).

Click on the Print Button to print the Annexure.

Image - 19.38

Image - 19.39

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Chapter 20
Procurement Cell
Supply Order Management
A Purchase Order (PO) is a first ever official document issued by the buyer of goods to its
seller providing details of Quantity, Quality and Agreed Price for goods and services.

To access the Supply Order Management Section, you need to follow the below mentioned
steps:

The first step is to Login into software.

Click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on the “Suppy Order Management” Tab.
Go to Supply Order List as provided in the screenshot below. (Image 79)

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Supply Order List
This section is used to see supply order generated by concerned department. It provides the
user with multiple filter options and helps to see specific supply orders as per the user’s
requirement.
You may enter the requisite details as provided in screenshot below and can access the
specific order list you wish to see.

Image - 20.2

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Place new supply order
Click on the ‘Place New Supply Order’ on the left menu to open the Place new Supply page
as provided in the screenshot below. (Image 80)

Image - 20.3

Select the Procurement Type from the drop-down menu.

You don’t have to enter the Supply Order Number as it is automatically
generated after submission.
Select the Ledger Type.
Enter the Supply Order Date. The user may change it by clicking on the
Calendar Control.
Enter the Date of Delivery.
Select the Supplier from the drop down menu options.
Enter the Manufacturer’s name.
Item can be selected by entering PVMS/Nomenclature. The system will
however suggest you the possible options based on text entered.
Select Appropriate Item Name from drop down menu options.
A/U will be automatically updated.
Enter the Quantity and Rate manually.
The Gross Amount will be calculated automatically by the software.
Lastly, Click on the’ Save’ Button.

Note: Following the above-mentioned steps will result in generation of the supply order,
sanction of CFA and other important documents. Hence it is advisable to Cross check it before
clicking on the Save button.

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Supply Order Approval Management
This section is used explicitly by the OIC Procurement Cell and can be used to approve all
supply order which has been approved by CFA/IFA or given to supplier.
To access this section, you need to follow the steps provided below:

Firstly, you need to Login into the software.

Then, click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on “Supply Order Approval Management” Tab.
The Approve Supply Order page will open as provided in the screenshot below.

Image - 20.4

144
Click on View icon to open supply order detail popup, which contains all the necessary
information pertaining to the supply order. The same has been provided in the
screenshot below.

Image - 20.5

Click on the“Approve” button to approve supply order. Once Supply Order has been
approved, any sort of further modification of the Supply Order gets blocked / disabled by
system.

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Print Supply Order
To print the Supply Order, you need to follow the steps provided below:

Firstly, you need to Login into the software.

Click on the “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on the “Supply Order Management” Tab.

The Supply Order List page will open as provided in the screenshot below.

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146
Click on the Print Icon to open in the document in a printable format.

Click on the Print Button at the top right corner to issue print command to printer.
Refer to the screenshot below.

Image - 20.8

Image - 20.9
Image - 20.7

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LPR/LPP Management
LPR stands for Last Purchase Rate and LPP stands for Last Purchase Price.
This section is useful in determining the purchase history of the required items, such as, its
Last Purchase Date (LPD), Supplier Information, Quantity and most importantly, the Last
Purchase Rate (LPR).
To access the LPR/LPP Management Section, you need to follow the below mentioned steps:

The first step is to Login into software.

Click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on the “LPR Management” Tab.The LPR Management page will open as
provided in the screenshot below. (Image 84)

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Click on the view icon to see details. A popup will open with all the requisite details as
shown in the screenshot below.

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149
To add last purchase details of another unit for benchmarking
Click on the Add New LPR Icon. The Last Purchase Rate History popup will open as provided
in the screenshot below.

Image - 20.13
Select the Ledger Type from the drop-down menu options.
Select the S.O Date; the user may however change it later by clicking on the
Calendar Control.
Enter the Quantity, Rate and Unit Name.
Click on the ‘Save’ button to save the record.
The LPR can be viewed by clicking on the View Details icon.

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Procurement Cell Setting
This module can be used to override default terms and conditions and can also be used to
update system as per the fund allotted, so that system can analyze and generate the
appropriate fund status.

To access this section, you need to follow the steps provided below:

Firstly, you need to Login into the software.

Then, click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on the “Setting” Tab.
The Setting page will open as provided in the screenshot below.
Enter all the requisite details in the form and clearly mention all the terms of
Supply order.
Lastly, click on the Save button to save the record.

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Fund Management
This section is useful in case of adding/updating the fund allotted against DGLP/ECHS fund.
To access this section, you need to follow the steps provided below:

Firstly, you need to Login into the software.

Then, click on “Procurement Cell” Tab.
The Procurement Cell Dashboard page will open.
Click on the “Fund Management” Tab.
The Fund Management page will open as provided in the screenshot below.
(Image 88)
Select the Ledger Type and Financial Year from the drop-down menu options.
Lastly, click on the Search button to proceed.

Image - 20.15

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ADD/EDIT FUND
This section is useful in case of adding/updating the fund allotted against DGLP/ECHS fund.
To access this section, you need to follow the steps provided below:

Click on the ‘ADD FUND’ option from the left panel to Add/Edit the fund. You
will see the screen as shown in the image below. (Image 89)
Select the Ledger Type and Financial Year from the drop-down menu and
enter the fund allotted.
Lastly, click on the ‘Save’ button to save all the details.

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Chapter 21
Receipt Cell
Receipt Cell
Receipt cell is one of the most important departments and acts as a link between the
Procurement Cell and the Medical Store. It is responsible for receiving supplies from various
vendors and check for the quality and quantity of the items received.
After validating the items, it then hands it over to the medical store for CRV.
Another important function of this cell is to check the Shelf life of items. Shelf Life is the
length of time that an item can be stored before it expires or becomes unfit for human
consumption. By keeping a check on the shelf life (expiry) of items, the Receipt cell prevents
early expiry of items. For more details on shelf life refer SOP of unit

Receipt from Supplier

To access Receipt Cell, you need to follow the steps provided below:

The first step is to Login to the software.

Then, click on the Receipt Cell icon.
The Receipt Cell Dashboard will open.
Click on the ‘Receipt from Supplier’ tab. The Stock Receipt Management page
will open as provided in the screenshot below.

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Click on the Edit Icon and you will then be redirected to the page as given below.

Image - 21.2

Enter the Receipt date. The user may, however, change it by clicking on the
Calendar Control.
Select the Receiving Method, namely Manual or Barcode. For barcode, a text
file that stores the barcode needs to be uploaded to the page.
A/U and Quantity Order will be updated automatically.
The Quantity Received and Batch No. has to be entered manually.
Select the Expiry Date and Manufacturing Date. The user may, however,
change it by clicking on the Calendar Control.
Click on the ‘Plus (+)’ icon to add multiple batches of items. (optional)
Lastly, click on the ‘Receipt’ tab after filling the entire form.

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Stock Receipt Approval
To Approve the Stock Receipt, you need to follow the steps provided below:

The first step is to Login to the software.

Then, click on the Receipt Cell icon.
The Receipt Cell Dashboard will open.
Click on the ‘Stock Receipt Approval’tab. The Stock Receipt Approval page will
open as provided in the screenshot below.

Image - 21.3

156
Click on View icon to open the Receipt Detail popup, which contains all the requisite
information about the Receipt Order as shown in the image below.

Image - 21.4

157
Lastly, click on the ‘Approve’ button at the bottom for further action to be taken by the
medical store.

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Chapter 22
Backup/Recovery
Backup & Recovery Management
Backup and recovery Management describes the process of creating and storing copies of
data that can be used to protect organizations against data loss. This is sometimes referred to
as operational recovery. Recovery from a backup typically involves restoring the data to the
original location, or to an alternate location where it can be used in place of the lost or
damaged data.
A proper backup copy is stored in a separate system or medium, such as tape, from the
primary data to protect against the possibility of data loss due to primary hardware or
software failure.

Image - 22.1

To generate the backup of your data, you need to follow the steps provided below:

The first step is to click on the ‘Backup management’ tab as shown above.
It might take some time to create the backup, based on the size of data
It is advisable to store the backup data on a different PC or external drive
regularly. This will help you in case of a data loss or system crash.

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Chapter 23
Analytics
Analytics
Inventory optimization is a provision of the right inventory, in the right quantities and at the
right locations, to meet the supply and demand of parts and materials in the enterprise.
Significant benefits exist for organizations that optimize their inventory by reducing inventory
items and stock levels, thus avoiding associated carrying costs and obsolescence
write-downs. Indirectly, organizations can generate a huge amount of savings by spending
some time on inventory management to ensure physical assets’ reliability and availability.

Dashboard
This module shows the following:

Item Expiry Status for both DGLP and ECHS Store.

Procurement Wise Expenditure of funds.
Month-wise Trends of Expenditure of funds.

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To access the Analytics Dashboard, you need to follow the steps provided below:

Login into the Software.

Go to the Home page and click on the ‘Report’ tab.
From the left panel, click on Dashboard.
You will then be redirected to a page, as shown in the image below.
Select Start Date and End Date from the calendar as per your requirement.

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Item transaction
It is the second analytic tool provided in the report tab as shown in the image below.
This module can be used to track the overall workload and efficiency of manpower. Some of
the factors taken into consideration are; Indent raised by various ward/dept, the Best practice
followed by the medical store to avoid expiry of items, Supply order generated by the
procurement cell, Overdue item to be delivered by vendors and item received by the receipt
cell.

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MMF Management
It is the third analytic tool provided in the report tab as shown in the image below.
MMF is a prediction of items/consumables based on their history i.e. the consumption pattern
of last 6-8 months, trend factor(s), and/or known future usage of items/consumables in
various wards of the hospital. The Inventory Control Team in our hospital is responsible to
prepare and maintain MMF.
This module gives the end user a scientific way to calculate actual MMF based on various
parameters, such as item demanded / item issued / item procured
Enter the Starting and Ending Date and Select the Ledger from the drop-down menu options
and the Nomenclature of what you want to search. Then click on the Search button to see
results as shown in the image below.

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ABC Analysis
In materials management, the ABC Analysis is an inventory categorization technique. ABC
analysis divides an inventory into three categories—"A items" with very tight control and
accurate records, "B items" with less tightly controlled and good records, and "C items" with
the simplest controls possible and minimal records.
The ABC Analysis provides a mechanism for identifying items that will have a significant
impact on overall inventory cost, while also providing a mechanism for identifying different
categories of stock that will require different management and controls. The ABC Analysis
suggests that inventories of an organization are not of equal value. Thus, the inventory is
grouped into three categories (A, B, and C) in order of their estimated importance.
'A' items are very important for an organization. It is because of the high value of these 'A'
items, frequent value analysis is required. In addition to that, an organization needs to choose
an appropriate order pattern (e.g. 'just-in-time') to avoid excess capacity. 'B' category items
are important but are ofless importance than 'A' items and more important than 'C' items.
Therefore, 'B' items are intergroup. 'C' items are of marginal importance.

164
ABC Analysis Category
There is no fixed threshold for each class, the different proportions can be applied based on
objective and criteria. ABC Analysis is similar to the Pareto principle in the sense that, the 'A'
items will typically account for a large proportion of the overall value but a small percentage
of the number of items.
Examples of ABC Class are

'A' items – 20% of the items account for 70% of the annual consumption value
of the items
'B' items – 30% of the items account for 25% of the annual consumption value
of the items
'C' items – 50% of the items account for 5% of the annual consumption value of
the items

Another recommended breakdown of ABC Classes:

"A" approximately 10% of items or 66.6% of the value.

"B" approximately 20% of items or 23.3% of the value.
"C" approximately 70% of items or 10.1% of the value.

165
It is the fourth analytic tool provided in the report tab as shown in the image below.
Select the Sarting and Ending Date by clicking on the Calendar icon.
Select Ledger from the drop-down menu options and then click on the Search button to see
results. A sample of which is provided in the screen below.
Please note that different colours have been assigned to differentiate between different
categories. For instance, Red Colour shows A and V, Yellow Color is for B and E and Green
Color for C and D category. The same can be seen in the image below.
Finally, click on the Search button to see the results.

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Vendor Performance
Vendor Performance Management (VPM) is the tool to monitor and analyse the Reliability,
Quality and Performance of Organization Vendors.
It allows the organization to improve its Efficiency and Profits, Reduces Stock Levels and
Inventory Costs and leads to more Customer Satisfaction.
You need to select the Starting and Ending Date from the Calendar and Select Supplier from
the drop-down menu options to see results as shown in the image below.

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Key features of VPN

It will shown the on-time ratio of overall orders i.e to known how the overall
delievery have been. (On time or Late)
Helps in vendor wise procurement of items.
Helps in ascertaining the vendor wise status of an order placed.
Helps in locating the least efficient vendor/Worst performing vendor.
You will get to know the on-time ratio by the vendor’s name in percentage. It
means you will get to know whether the order was received early or after the
due date.
Also helps in ascertaining the overdue orders.

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Item Procurement Track
It is the last analytic tool provided in the report tab as shown in the image below.
This module highlight the trends of item procured. It will help in ascertaining as to how much
order has been received on time and how much has been late. All you need to do is enter the
Starting and Ending Date by clicking on the Calendar button and enter the nomenclature of
the item you want to search. Lastly, click on the ‘Search’ button to see results as shown in the
image provided below.

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Technology Pvt. Ltd.
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