EliHIS Configuration

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After completing EliHIS Installation, there is very little configuration that you need to complete before you start using EliHIS.

All configuration is carried out using the web interface.

Open your browser and enter the IP address and server port you defined during the installation.

When you see the login window, enter the default super admin user and password below:

User Name: admin Password : admin

Click on the "Start Menu" button on the bottem left of your screen. Hover the "Administration" menu, then hover the "Authorisation" menu and click on "Users"

Search for "admin" user and click on "Edit" button and enter a new password to change your default super admin password. Changing your default password is strictly recommended.

Using Test Database

If you have installed "Test" database during installation, it will have all necessary configuration to start using and testing EliHIS.

Test database includes following:

  • Test patients whose names, surnames and other information is randomly generated from a list of commonly used English names and surnames.
  • Test Health Unit definitions based on state hospitals in United States of America. Hospitals, states and city names are real data whereas staff and clinics are randomly generated mock datas.
  • Randomly generated staffs and schedules for USA / Alabama / Autauga County / Prattville Baptist Hospital. (This is the first state, county and hospital in the alphabetical order in the Health Unit tree.)
  • Test database does not include any medicine / drug definitions.
  • Test database does not include any medical service definitions.
  • Test database does not include any disease definitions.
  • Test database does not include any clinical units and bed definitions. (Inpatient units)

In order start using and testing EliHIS Outpatient module, appoint patients, add medical services or laboratory tests and add diseases, you have to manually add above definitions.

Creating Necessary Definitions

Adding Medication Definitions

In order to start prescribing medication to patients, necessary medication definitions should be created.

In order to add a new medication, its active substance (generic) should be added. Click on Start Menu and hover to Definitions > Health Definitions > Medication Active Substance

Click on "New" button to create a new active substance.

Medication-active-substance-list.png

Fill in the fields and click "Save" to save active substance.

Medication-active-substance-new.png

After you save new active substance (Penicilin V in this case), it should be added to active substance list. If not, click refresh button placed on the pagination panel of the grid list.

Medication-active-substance-created.png

Click on the start menu on the bottom left, hover Definitions > Health Definitions > Medications. (You can also Drag & Drop this menu item onto the desktop to create a shortcut for fast access.) Click "New" button on the top toolbar of the grid list.

Medications-list.png

After clicking "New", fill in the fields for the medication you want to add. (Penicilin V 250 in this case). Click on the drop down button on the "Active Substance" field. Select the newly created active substance for this medication. (Penicilin V in this case) To select active substance from the selector modal list, double click on the active substance. Modal window should close and "Active Substance" field should be filled with the name of the selected active substance. Click on "Save" button inside the bottom toolbar panel.

Medications-new.png

Medication list should be populated with the new medication created. If not, click on the refresh button placed on the pagination panel of the grid list.

Medications-created.png

We have successfully created a medication definition and now we can prescribe this medication to patients in outpatient and inpatient modules.

Adding Disease Definitions

In order to add a disease to a patient and complete diagnosis steps in outpatient and inpatient, we need to add disease definitions.

To add a new disease definition, click on the start menu on the bottem left of the page and hover to the Definitions > Health Definitions > Diseases. Click on "New" button on the top toolbar of the disease tree. If the tree is empty and no disease node is selected, creating a new disease will add this definition as a top level disease node. Since ICD-10 (International Codes for Diseases version 10) diseases are grouped as a tree, EliHIS embraces the same approach for disease definitions thus diseases are defined in a tree structure rather than a flat list.

Now, we will add a new disease definition described in ICD-10 list. This disease will be Acute tonsillitis, unspecified

"Acute tonsillitis, unspecified" is defined in ICD-10 list with the hiearchical tree as below:

  • J00-J99 - Diseases for the respiratory system
    • J00-J06 - Acute upper respiratory infections
      • J03 - Acute tonsillitis
        • J03.9 - Acute tonsillitis, unspecified

Reference: | ICD-10 Database - Acute tonsillitis, unspecified

First, we will add the top level node for the disease, which is "J00-J99 Diseases for the respiratory system". Click on the "New" button without selecting any node to add a new top level disease node.

Diseases-tree.png

Fill in the fields for the disease's top level node. Check that "Parent Disease" field is empty. This means that this disease node will be a top level node in the tree. After filling in the fields, click "Save" button on the bottom toolbar of the panel. Node should be added to tree. If not, please close the Disease window and re-open it.

Diseases-new.png

Click on the newly added disease node on the three and click "New" button to create a new disease node under the selected node. Fill in the next disease node details. Click "Save" again. Do this multiple times to create a disease hierarchy above.

Diseases-tree-sub.png

Diseases-new-sub.png

Diseases-new-sub2.png

Diseases-new-sub3.png

Finally, you should be seeing a node hierarchy like below. If not, please repeat the steps above with care.

Diseases-tree-sub3.png

Adding Medical Service Definition

Medical services are heart of an Hospital Information System. A medical service is a service that is carried out on the patient in the hospital. If an hospital is desribed as a facility that gives service to patients, than a medical service is the final "product" that is offered to patient. Thus, all the medical services offered by the hospital should be defined in this module. Without defining a medical service, no medical operations such as examinations, laboratory tests, radiological imaging and surgical operations can not be applied over HIS and can not be billed to patient.

Now, we will add a new medical service definition. The most basic medical service offered by any hospital is "Medical Examination" or "Medical Inspection". When an outpatient is first registered and admissioned, it will be redirected to an outpatient unit (outpatient units will be referred as polyclinic throughout EliHIS). In order to carry out an Medical Examination on the patient, we will first create a medical service for it.

Click on the start menu on the bottom left of the screen, hover Definitions > Health Definitions > Medical Services

Click on the "New" button on the top toolbar of the medical services list.

Medical-services-list.png

Fill in the fields as described below and click "Save" button inside the bottom toolbar. In order for EliHIS to calculate appointment times and arrange time slots for appointments, it is quite important to create a new medical examination definition for each medical profession and set a time (in minutes) for each medical examination. For example, a psychological medical inspection might require more than 30 minutes for each patient whereas a medical examination can take less time for dermotology. Also, over time, EliHIS will calculate the average time required for a medical examination for each medical profession as more and more data accumulates in the database.

You can also set limits for a medical service such as limiting the service for a specific gender or age group. Not all medical services are offered to all genders or ages. Limiting a medical service for a specific gender and age group will decrease the chances of mis-conducts. For example, limiting all medical services for gyneacology to female gender will ensure that these services will not be applied or billed to a male patient, decreasing the chances of mis-conduct or wrong data entry.

Medical-services-new.png

After saving a new medical service definition, it should populate the medical services list. If not, click on "Refresh" button inside the bottom pagination toolbar of the medical services list.

Now we have created a medical service that hospital offers and we can carry out medical examinations in outpatient health units (polyclinics).

Medical-services-created.png

Configuring Health Units

Health Units are another key definition for EliHIS to operate properly. You should define all health units (hospitals, outpatient units, polyclinics, laboratories, inpatient units, admissions desks, clinics, storage rooms, operation theaters that surgical operations carried out, information terminals, day care centers, health rooms, kiosks and pharmacies ie.) in an hierarchical tree. EliHIS can only know the health institution's as you define it in health units. Hiearchical node tree has importance. For example, an admission desk can only accept admissions to polyclinics in the same node level it is placed. Also, patient can only be hospitalized in a room that has beds defined under that tree node. A patient can only be sent to a laboratory that is placed in the same region of the sending health institution. So, health unit hiearchical definitions have quite impact on the workflow of EliHIS and it is highly recommended that you define health units properly in this hiearchical tree. Once properly defined, EliHIS will run smoothly and hassle free minimizing the data and operation errors.

Test Database has sample Health Unit definitions in a hiearchical tree starting from the top level node as country, that is United States. Under this top level node, states are placed. Under states, counties and cities are placed. Test Database also includes all hospitals in USA. However, all the sub-level health units below hospitals such as medical professions, clinics, polyclinics, admission desks and laboratories are mock data that are randomly generated. You can pick an hospital and start testing EliHIS as if it is running in the hospital that you selected.

Here, we will start testing EliHIS as United States > Alabama > Autugua County > Prettville Baptist Hospital as this is the first hospital that you can see alphabetically ordered in this hiearchical tree.

To see the health units defined in this hospital, click on start menu and hover Definitions > Health Definitions > Health Units. Click on the plus sign on the left of United States (top level node) and you will see states under that node. Click on the plus sign on the left of Alabama > Autugua County > Prettville Baptist Hospital. There you will see randomly generated health units such as admission desks, polyclinics, clinics and laboratories. You can add new health units by selecting Prettville Baptist Hospital node and clicking "New" button on the top toolbar of the tree.

Health-units-sample-tree.png

Configuring Staff

Hospital Information and Management Systems are actually specialized ERP (Enterprise Resource Planning) softwares for hospitals. A hospital is an institution that offers medical or health services to patients (customers). In order for an ERP to operate successfully, it has to know resources to plan production. Just like an ERP, HIS needs to know about all resources to plan and offer health services in an hospital. The most important resource to produce a health service in an hospital is the human resource that is linked to health units. A physician without a health room (in this case a polyclinic) can not offer an health service. Also, a health room can not offer an health service without a physician. So, the most important resource and hospital needs to offer a service is the correct relation and gathering of staff and health unit on a time basis (shifts and working schedules).

Now you have a through understanding of why EliHIS needs proper definition of health units as well as staffs that are assigned to health units on a proper time basis. Without these definitions, EliHIS can not appoint patients and will not be able to offer any health and medical service.

A health unit without a staff will mean "out of service" by EliHIS and can not accept any appointment.

Here we will relate a staff to the admission desk (Front Desk) so that this admission desk can start accepting patient admissions.

Open the Health Units module as described in "Configuring Health Units". Go to Prattville Baptist Hospital node on the health units and select this hospital. You will see all staff registered in this hospital. Test Database has randomly generated staffs from a list of common first names and surnames in English. You should see 6 staff assigned to this hospital. On the staff list on the right panel, you will see the names, surnames and which health unit the listed staffs are assigned to. Select "Front Desk" node on health unit tree under Prattville Baptist Hospital. You will see that staff list on the right is refreshed and only the staff assigned to "Front Desk" is listed with the name "Tremaine Duh". Click on staff "Tremanie Duh" and click on "Add Schedule" button on the top toolbar of the staff list to see shifts and working schedule of "Tremaine Duh".

Health-units-adding-schedule.png

After clicking "Add Schedule" button, a new window open to add and edit shifts to selected staff. In this window, you can add or delete staff shifts. One important point in understanding how scheduling works is that, you do not need to define schedule for each day. You can define recurring shifts and working schedule will be created automatically by EliHIS according to this recurring working shifts. As an example, you will see that there are two recurring shifts defined for staff "Tremaine Duh". The first recurring shift is described as:

  • Tremaine Duh works every working day (Monday to Friday inclusive) and it's shift starts at 8:00 am and finishes at 19:00 pm.
  • Tremaine Duh works every 6th week day (Saturday) and this shift starts at 8:00 am and finishes at 12:00 pm.

You can also seperate shifts such that daily first shift starts at 8:00 and finishes at 12:00. And again second shift starts at 13:30 pm and finishes at 17:00 pm. If you define a shift this way, "Tremaine Duh" can login to system any time but it can not accept admissions between 12:00pm and 13:30pm since EliHIS regards Tremaine Duh as "not working" during this period every day.

Health-units-new-staff-shift.png

Now we have defined working shifts for staff "Tremaine Duh" and we are ready to tell EliHIS to automatically create working schedule for this staff according to specified recurring working shifts. To do this, we need to tell EliHIS to create recurring schedule over a date span. Click on "Create Work Schedule" and you will see that Start and Finish date selectors becomes visible. We want to create a working schedule for this staff for whole 2020. Select the starting date as 1st January of 2020 and Finisih Date as 31 December 2020 and click on button with right arrow to start creating working schedule.

Health-units-creating-schedule.png

EliHIS generates a draft working schedule throughout the date span we specified. You can select different views such as dail, weekly and monthy views on the calendar, edit single shifts cells by dragging or extending the cells on the calendar. After previewing the schedule, click on the "Save" button on the bottom toolbar of the window and click "OK" to proceed the warning displayed.

Health-units-draft-schedule.png

After creating the working schedule for Front Desk, we have one step more to complete. We have an active Front Desk however, we currently do not have any health unit (polyclinic) to make an appointment or accept an admission. Follow the same procedure for adding staff and schedule to Front Desk described above but with a difference. Now, we will add a schedule to a physician and polyclinic by selecting Otolaryngology Polyclinic and selecting "Merci Veren" physician and create two seperate shift for every work day (monday to friday). First shift will be 8:00 - 12:00 and second shift will 13:00 to 17:00. Create schedule and approve as described above.

Health-units-adding-schedule2.png

Health-units-creating-schedule2.png

Health-units-draft-schedule2.png

Congratulations! You have successfully configured EliHIS. Now we have at least one working Front Desk (patient admission) and one working outpatient health unit (polyclinic) with staff assigned to it and we can start accepting patient appointments. You can proceed to Using EliHIS.