User manual

1.1About HOSSPI HMS

HOSSPI Hospital Management System (HOSSPI HMS) runs the whole facility from one system. Reception, the consulting rooms, the wards, the laboratory, radiology, the pharmacy and the finance office all work from the same patient record, so information entered once is available to everyone who needs it.

You can use HOSSPI HMS in any modern web browser at app.hosspi.com, or in the HOSSPI apps for Android, iOS, Windows, macOS and Linux. Your account and your records are the same on every device, and so are the steps in this manual.

1.2Who this manual is for

This manual is for everyone who uses HOSSPI HMS at a hospital, clinic, laboratory or pharmacy:

• Facility owners and administrators, who register the facility, set it up and create staff accounts.
• Clinical staff (doctors, nurses, laboratory, radiology and pharmacy teams), who look after patients.
• Front office and finance staff (reception, billing officers, cashiers and accountants).
• Human resources staff and managers, who keep staff records and read reports.

1.3How to read this manual

The chapters follow the order in which a facility starts using HOSSPI HMS: registration and sign-in first, then setup and staff accounts, then the patient journey, and finally billing, accounts and reporting. Read the chapters that match your work, or use the contents to go straight to a task.

• Numbered markers on a screenshot match the numbered steps beneath it: marker 1 shows where to carry out step 1, and so on.
• Words in bold are the exact labels you see on screen, such as buttons, menu items, tabs and field names.
• Fields marked with an asterisk (*) must be completed before a form can be saved.

1.4What you need

• A computer, tablet or phone with an up-to-date web browser (Chrome, Edge, Firefox or Safari), or the HOSSPI app installed.
• An internet connection.
• The email address or phone number of your account, and your password. Staff accounts are created by the facility administrator.

2.1How registration works

A facility joins HOSSPI HMS in four stages. Only the first administrator registers. Everyone else gets an account from an administrator later, as described in Users, roles and permissions.

2.2Register your facility

The person who will administer the facility

Go to app.hosspi.com. On the sign-in screen, select Register to open Set up your facility.

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1. 1Enter your full name in Administrator name. You become the first administrator of the facility.
2. 2Enter the email address you will sign in with in Email. The verification code is sent here, so use an inbox you can open now.
3. 3Choose a Password of at least 8 characters. Select the eye icon to show or hide what you typed.
4. 4Enter the name of your hospital, clinic, laboratory or pharmacy in Facility name.
5. 5Choose the Facility type: Hospital, Clinic, Lab, Pharmacy or Other.
6. 6In Phone, choose your country and enter the phone number. You can also sign in with this number later.
7. 7Select Create account.

HOSSPI HMS creates your facility’s workspace and opens Verify your email.

2.3Verify your email address

Look in the inbox of the email address you registered for a message with a six-digit verification code. If it has not arrived after a few minutes, check your spam or junk folder.

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1. 1Check that the email address in the message at the top is the one you registered.
2. 2Type the six-digit code into Verification code.
3. 3Select Verify.
4. 4If the code has expired or never arrived, select Send new code, then enter the newest code.

2.4Wait for approval

Once your email address is verified, the HOSSPI platform team checks the new facility before anyone can sign in. HOSSPI HMS returns you to the sign-in screen and explains that your account is Awaiting approval.

The message lists the platform administrators you can contact if approval takes longer than expected. Select an email address or phone number to copy it, then select Close. If you try to sign in before your account is approved, the same information appears under Account pending approval.

2.5Sign in

Everyone

Go to app.hosspi.com. The sign-in screen, Welcome back, opens.

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1. 1Under Sign in with, choose Email or Phone.
2. 2Enter the email address, or choose the country and enter the phone number, of your account.
3. 3Enter your Password.
4. 4Select Sign in.

HOSSPI HMS opens your Dashboard, or the page you were trying to open when you were asked to sign in.

2.6Reset a forgotten password

Everyone

On the sign-in screen, select Reset password. The Reset your password screen opens.

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1. 1Enter the Email address of your account.
2. 2Select Send reset instructions. If the address belongs to accounts in more than one workspace, choose the workspace you want to reset.

HOSSPI HMS sends a reset link and a six-digit code to your email address and opens Choose a new password.

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1. 1Enter the six-digit Reset code from the email.
2. 2Enter a New password of at least 8 characters.
3. 3Select Reset password.

The sign-in screen opens with the message Password updated. Sign in with your new password. You can also open the link in the email instead of typing the code; it takes you straight to Choose a new password.

3.1The workspace at a glance

Everyone

After you sign in, HOSSPI HMS opens your Dashboard. Every screen shares the same frame: the menu on the left, the top bar across the top, and the screen you are working on in the middle.

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1. 1Toggle sidebar hides or shows the menu to give the page more room.
2. 2Search menu finds any menu item by name. See Find a screen with Search menu.
3. 3The menu lists the areas your role can open, grouped by type of work. A number beside an item shows how many records are waiting there; 99+ means more than 99.
4. 4The subscription badge shows your facility’s package, for example Pro. Administrators select it to renew or change the package. See Renew or change your subscription.
5. 5The connection indicator shows whether HOSSPI HMS is Online or Offline.
6. 6Full screen hides the browser’s toolbars. Select it again to leave full screen.
7. 7Account, shown as your initials, opens your account menu. See Your account menu.
8. 8Summary cards show the figures that matter to your role. Select a card that has an arrow to open the records behind it.
9. 9Quick actions are shortcuts to the tasks you carry out most often.

3.2Find a screen with Search menu

Everyone

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1. 1Select Search menu at the top of the menu and type part of the screen’s name, for example lab.
2. 2Select the matching item. If nothing matches, the menu shows No menu items found. Check the spelling, or ask your administrator whether your role includes that screen.

3.3Your account menu

Everyone

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1. 1Select your initials at the top right of the screen. The menu shows your name, email address, facility and roles.
2. 2Profile opens your profile. See Your profile and settings.
3. 3Settings opens your personal settings, such as the theme and accessibility options.
4. 4Change password opens the form for choosing a new password.
5. 5Logout signs you out of HOSSPI HMS.

3.4Working with lists

Everyone

Most screens show records as a list, such as patients, invoices, staff or departments. Every list has the same tools, so once you know one list you know them all.

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1. 1Type in the search box to show only matching records. The hint in the box tells you what you can search by.
2. 2Filters narrows the list, for example by date, facility or status. Choose the values, then select Apply filters; Clear filters removes them. A number beside Filters shows how many filters are in use.
3. 3Settings chooses the columns the list shows. Tick the columns you want and select Apply columns, or select Reset columns to return to the standard set.
4. 4Export saves the list as a file. Choose the columns and filters to include, then select Export.
5. 5Print prepares the list for printing.
6. 6The create button adds a new record to the list, here Create department.
7. 7Select a column heading to sort by that column, and select it again to reverse the order. Drag the edge of a heading to widen or narrow the column.
8. 8Row actions work on a single record, for example Edit and Delete. On some lists you select the row itself to open the record.
9. 9The count shows which records are on screen and how many there are in total. Scroll down or use the page arrows to see more, and select Go to top to return to the start.

4.1Open Tenant setup

Administrators

HOSSPI HMS calls your organisation the tenant. A tenant can run several facilities, such as a hospital and a pharmacy, and each facility is organised into departments, units, wards, rooms and beds.

Select Tenant setup at the bottom of the menu. Facility administrators see Facility setup instead, which covers their own facility.

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1. 1The tabs cover each part of your organisation, such as Tenant, Facilities, Departments, Units, Wards, Rooms, Beds and Clinical Services. The number on a tab shows how many records it holds.
2. 2More tabs lists the tabs that do not fit on the screen, such as Users, Roles and Permissions.
3. 3Edit tenant changes your organisation’s details. See Update your organisation’s details.
4. 4Tenant defaults shows the currency and consultation fee used when a facility does not set its own.

4.2Update your organisation’s details

Tenant administrators

On the Tenant tab, select Edit tenant.

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1. 1Check the Tenant name, the name of your organisation as it appears throughout HOSSPI HMS.
2. 2Keep Active switched on. Staff can only work in an active organisation.
3. 3Enter the Contact name, Phone and Email of the person to contact about the organisation.
4. 4Choose the Default currency for prices and amounts at facilities that do not set their own.
5. 5Enter the Default consultation fee, charged for new consultations when no practitioner fee is set.
6. 6Select Edit tenant to save your changes.

4.3Add or edit a facility

Tenant administrators

Select the Facilities tab, then Create facility. To change a facility that already exists, select Edit on its row instead.

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1. 1Enter the Facility name.
2. 2Choose the Facility type.
3. 3Choose a Default currency if this facility prices services in a different currency from the tenant default.
4. 4Enter a Default consultation fee if this facility charges a different fee from the tenant default.
5. 5Select Choose image to add the facility’s logo: a JPG, PNG or WebP image of up to 5 MB. Crop it, then save.
6. 6Enter the facility’s Phone number.
7. 7Enter the facility’s Email address.
8. 8Add the Address line, City and Country if you wish.
9. 9Select Save facility.

4.4Add departments and units

Administrators

Departments group your services, for example Outpatient, Laboratory or Pharmacy. Units are the teams inside a department. Select the Departments tab, then Create department.

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1. 1Enter the Department name.
2. 2Enter a Department short name if you want an abbreviation for places where space is limited.
3. 3Choose the Department type.
4. 4Keep Active switched on so the department can be used.
5. 5Select Create.

To add a unit, select the Units tab, then Create unit. Complete the form, enter the Unit name, keep Active switched on and select Create.

4.5Add wards, rooms and beds

Administrators

Wards, rooms and beds describe where patients stay. Admission and ward screens allocate patients to these beds, so set them up before you admit patients. Select the Wards tab, then Create ward.

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1. 1Choose the Facility the ward belongs to.
2. 2Enter the Ward name.
3. 3Choose the Ward type, for example General, ICU, Maternity, Pediatric or Surgical.
4. 4Choose the Department that runs the ward, if you wish.
5. 5Keep Active switched on.
6. 6Select Create.

To add a room, select the Rooms tab, then Create room. Choose the Facility and enter the Room name. Choose the Ward the room is on, or leave it unassigned for an outpatient or department consulting room. Add the Floor if you wish, then select Create.

To add a bed, select the Beds tab, then Create bed.

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1. 1Choose the Facility.
2. 2Enter the Bed label shown on the ward, for example B12.
3. 3Choose the Ward the bed is on.
4. 4Choose the Room, if the bed is in one.
5. 5Choose the Bed status. New beds are usually Available.
6. 6Select Create.

4.6Choose the clinical services you offer

Administrators

The Clinical Services tab holds the catalogues that clinicians choose from when they order investigations or record a diagnosis. HOSSPI HMS comes with ready-made catalogues; you decide which items your facility offers. Open More tabs if Clinical Services is not visible.

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1. 1Choose a catalogue: Radiology, Lab or Diagnoses.
2. 2Search the catalogue by name, code or category.
3. 3Configure lists the catalogue so you can choose the items this facility offers. Tick the items and select Next, enter a Unit price for each item you chose, then select Next again to finish.
4. 4Create procedure adds an item that is not in the catalogue. Enter its Name, an optional Test code and the Modality, then select Save. On the other catalogues this button is named after the kind of item it adds.

4.7Set default consultation fees and currency

Administrators

Open Settings and select the Configuration tab.

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1. 1Under Tenant defaults, enter the Default consultation fee for the whole organisation.
2. 2Choose the currency beside the fee.
3. 3Select Save configuration.
4. 4Under Facility defaults, set a different fee or currency for the current facility if it charges differently, then select its Save configuration. Facility values override the tenant defaults.
5. 5Reset to default clears the saved values in that section, after you confirm. Once a facility’s values are cleared, the tenant defaults apply to it again.

4.8Renew or change your subscription

Administrators

Your subscription package decides which areas of HOSSPI HMS your facility can use, and how many users and facilities it can have. Select the package badge at the top of the screen, for example Pro, to open the subscription window.

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1. 1Choose Monthly or Annual billing.
2. 2Compare the Free, Basic, Advanced, Pro and Custom packages by price, users, facilities, storage and the areas each one includes, then select the package you want. Your present package is marked Current plan.
3. 3For Custom, select Contact us to agree pricing and contents with the HOSSPI team.
4. 4Select Next and follow the steps: choose how you will pay, make the payment using the details shown, then send the payment reference and, if you have it, proof of payment.

The HOSSPI team checks the payment and activates the package. Until then, the window shows Activation request in progress and package changes are locked. Select Cancel request if you need to choose a different package. If a request is rejected, the window gives the reason, and you can select Contact admins.

5.1How access works

Administrators

Every member of staff signs in with their own account. What each person can open and do is decided by three things together:

• Your subscription package sets which areas of HOSSPI HMS your organisation can use at all.
• Roles bundle the permissions a job needs, such as Receptionist, Nurse or Accountant. HOSSPI HMS comes with ready-made roles, and you can create your own.
• Direct permissions give one extra permission to one person, for exceptions.

Everything a person’s roles and direct permissions allow, within your package, makes up their effective permissions.

5.2Open access administration

Administrators

On your Dashboard, select Manage users or Manage roles and permissions under Quick actions. The same lists are also on the Users and Roles tabs of Tenant setup.

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1. 1The tabs: User directory lists staff accounts, Roles lists roles, Permissions describes every permission, and Module entitlements shows the areas your package includes.
2. 2Create staff adds a staff account. See Create a staff account.
3. 3Search by name, email address, role or permission.
4. 4Select a staff member’s row to open their record.

5.3Create a staff account

Administrators

On the User directory tab, select Create staff.

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1. 1Choose the Facility the person works at. Leave it blank to give them access across every facility in the organisation.
2. 2Enter their First name and, if you wish, their Last name.
3. 3Enter their Email address. They sign in with it.
4. 4Enter their Phone number if you wish. They can sign in with it too.
5. 5Enter their Position title, for example Registered Nurse.
6. 6Leave Status as Active so they can sign in.
7. 7Set a starting Password of at least 8 characters, with an upper-case letter, a lower-case letter, a number and a symbol.
8. 8When you have chosen the person’s roles, as described below, select Save.

Scroll down to Roles in the same form.

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1. 1Type part of a role’s name in Search roles, for example nurse. Roles are grouped by area, such as Administration and Clinical care.
2. 2Tick each role the person needs. The figure under each role is the number of permissions it grants, and Effective permissions below previews everything the chosen roles allow together.
3. 3Select Save.

5.4Review and change a staff account

Administrators

Select a staff member in the User directory to open their record.

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1. 1The account details: ID, email address, phone, position title and status.
2. 2Assigned roles lists the person’s roles and how many permissions each one grants. Select Add role to assign another role, or remove a role to take away its permissions.
3. 3Direct permissions lists permissions given to this person alone. Select Add permission only for a one-off exception.
4. 4Effective permissions shows everything the person can do, grouped by area. Search it to check whether they have a particular permission.

Depending on the account, these actions are also available:

5.5Create a custom role

Administrators

Create a role when none of the ready-made roles fits a job. Select the Roles tab.

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1. 1Select Create role to start a new role.
2. 2Select a role to see the permissions it grants and the staff who have it. Select Edit permissions to change what it grants.

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1. 1Under Scope, choose Tenant(s) for a role used across the organisation, or Facility(ies) for a role used at particular facilities.
2. 2Tick the organisation or facilities the role applies to.
3. 3Enter a Role name: a short, unique name such as FRONT_DESK_SUPERVISOR.
4. 4Enter the Display name that staff see.
5. 5Describe what the role is for in Description.
6. 6Select Save. A new role grants no permissions yet: select it in the list, then select Edit permissions to choose what it allows.

5.6Look up permissions and module entitlements

Administrators

The Permissions tab lists every permission with its name, description and code, for example Patient — Read, which allows read access to patient records. Search it when you need to know exactly what a permission allows.

The Module entitlements tab shows the areas of HOSSPI HMS that your subscription package includes. If staff need an area your package does not include, see Renew or change your subscription.

6.1Open Settings

Everyone

Select Settings in the menu, or select your initials at the top right and then Settings. The tabs you see depend on your role.

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1. 1The tabs group your settings, for example Preferences, Accessibility, Account and security, Leaves and Rosters. Select a tab to open it.
2. 2Under App theme, choose System to follow your device’s setting, Light or Dark.

6.2Make the screen easier to read

Everyone

Select the Accessibility tab.

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1. 1Switch on Reduce motion for simpler transitions and fewer animations.
2. 2Switch on Bold text to make text heavier and easier to read.
3. 3Choose a Text size to make text larger or smaller throughout HOSSPI HMS.

6.3View and update your profile

Everyone

Select your initials and then Profile, or select the Account and security tab in Settings.

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1. 1Change password lets you choose a new password. See Change your password.
2. 2Edit profile updates your First name, Middle name, Last name and Gender. Select Save when you have finished.
3. 3Account shows your email address, phone number, user ID and account status.
4. 4Professional details shows your role, user type, title, organisation, facility and staff number.
5. 5Assigned roles lists the roles on your account, which decide what you can open and do.

6.4Change your password

Everyone

Select your initials and then Change password, or select Change password on the Account and security tab.

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1. 1Enter your Current password.
2. 2Enter a New password of at least 8 characters. Mixing upper- and lower-case letters, numbers and symbols makes it harder to guess.
3. 3Enter the new password again in Confirm password.
4. 4Select Change password.

If you are asked to sign in again, use your new password. Forgotten your current password? Sign out and follow Reset a forgotten password.

6.5Request leave

Staff

Select the Leaves tab in Settings, then Request leave.

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1. 1Choose the Leave type.
2. 2Enter the Start date.
3. 3Tick Half-day leave if you will be away for a single morning or afternoon.
4. 4Enter the End date.
5. 5Add a Reason if you wish.
6. 6Select Request leave.

Your request joins the list on the Leaves tab with its status. Use All, Pending, Approved, Rejected and Cancelled to choose which requests you see.

6.6View your roster

Staff

Select the Rosters tab in Settings to see the shifts assigned to you. Choose the period to show: Today, Tomorrow, This week, This month, Last month, Next month or Next 3 months, or select Custom range and pick your own dates.

7.1Find a patient

Reception and clinical staff

Select Patient registry in the menu. Always search for a patient before registering them, so that nobody ends up with two records.

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1. 1Choose a tab: All patients, Active, Admitted, or Balance due for patients who still owe money. The number on each tab shows how many patients it holds.
2. 2Search by name, phone number, email address, identifier or contact.
3. 3Filters, Settings, Export and Print work as they do on every list. See Working with lists.
4. 4Register patient adds someone who is not in HOSSPI HMS yet. See Register a new patient.
5. 5Select a patient to open their record. The Alerts column warns of allergies, such as Aspirin - MILD.

7.2Register a new patient

Reception staff

Select Register patient. You can also register a patient while booking an appointment or starting an outpatient visit.

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1. 1Enter the patient’s First name and, if known, their Last name.
2. 2Enter the Date of birth, or select the calendar to pick it. HOSSPI HMS works out the patient’s age from it.
3. 3Choose the patient’s Gender.
4. 4Choose the Facility registering the patient.
5. 5Choose the country code and enter the patient’s Phone number.
6. 6Enter the patient’s Email address, if they have one.
7. 7To record an identity document or another number, choose the Identifier type, then enter the Identifier value.
8. 8Add any Notes that staff should know.
9. 9Keep Patient is active ticked.
10. 10Select Register patient.

7.3Work with a patient record

Reception and clinical staff

Select a patient in the registry to open Patient details.

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1. 1Patient Details sums up the patient: allergy alerts first, then their name, gender, age, date of birth, contact details, status, and identifiers such as the MRN and Patient ID. Select the copy icon beside an identifier to copy it.
2. 2Quick actions start the patient’s next step: Schedule appointment, Start OPD encounter, Request admission, Request lab, Request radiology, Schedule theater procedure, Enroll insurance and Patient report.
3. 3Select Add in a section, such as Allergies, to record something new.
4. 4Select Edit beside an entry to correct it.
5. 5Select Edit at the bottom of the window to change the patient’s registration details.

Scroll down for the other sections: Identifiers, Contacts, Guardians, Medical history, Consents, and the Timeline, which lists the patient’s visits, appointments, referrals and other events, newest first.

7.4Print a patient report

Reception and clinical staff

Open the patient’s record and select Patient report under Quick actions.

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1. 1Choose how to view the window: Split view, Sections or Preview.
2. 2Choose the Report period, or keep All dates.
3. 3Tick the Report sections to include, such as Summary, Timeline, Encounters, Invoices and Allergies. The number on each section shows how many entries it holds; sections with no data are left out.
4. 4Check the report in the preview. The zoom and page buttons at the top help you read it closely.
5. 5Select Print.

8.1The reception desk

Reception staff

Select Reception in the menu.

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1. 1The tabs sort the desk’s work, as described in the table below.
2. 2Search for a patient, appointment or queue entry.
3. 3Schedule appointment books a patient or a visitor. See Book an appointment.
4. 4Register patient adds a patient who is not in HOSSPI HMS yet. See Register a new patient.
5. 5Each row shows the patient, when they joined the queue, their Current step, such as Vitals needed, and their doctor. Select a row to open the patient, then use Change status to update their place in the queue or Change doctor to give them to another doctor.

8.2Book an appointment

Reception staff

Select Schedule appointment. The window has three tabs: Existing patient, New patient and Visitor / staff meeting.

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1. 1Choose Existing patient for someone who is already registered.
2. 2Search by name, phone number, email address, identifier or contact.
3. 3Tick the patient, then complete the appointment details.

The appointment details are the Facility, the Contact phone used for reminders, the Appointment date and Start time, the End time or Duration minutes, the Provider if you want to assign one, and the Reason. Select Schedule appointment to book.

For someone who is not registered yet, choose New patient and complete the same details as in Register a new patient before you book. You can also book from a patient’s record with Schedule appointment under Quick actions.

8.3Book a visitor or staff meeting

Reception staff

Use the Visitor / staff meeting tab for people who are not patients, such as suppliers, inspectors or visiting staff.

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1. 1Enter the Visitor name.
2. 2Enter the Visitor phone number. It is used for reminders and follow-up.
3. 3Enter the visitor’s Organization, if they have one.
4. 4Choose the Hosting staff member they are coming to see.
5. 5Set the Appointment date.
6. 6Set the Start time, choosing AM or PM.
7. 7Check the End time and Duration minutes. Change either one if the meeting will be longer.
8. 8Add the Reason for the visit, if you wish.
9. 9Select Schedule appointment.

9.1The OPD worklist

Nurses and outpatient staff

Select Outpatient (OPD) in the menu.

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1. 1The tabs follow patients through the department, as described in the table below.
2. 2Search by patient, identifier or assigned staff.
3. 3Start OPD encounter begins a visit. See Start an OPD encounter.
4. 4For a patient who is Waiting Vitals, select Record vitals. See Record triage and vital signs.
5. 5For a patient who is Confirmed — waiting, select Start encounter when the doctor is ready to see them.

9.2Start an OPD encounter

Reception staff and nurses

An encounter is a single visit. Everything done for the patient during the visit, from vital signs to prescriptions and charges, is recorded against it. Select Start OPD encounter.

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1. 1Choose Existing patient, Appointment patient for someone who has booked, or New patient to register someone first.
2. 2Search for the patient and select them.
3. 3Choose the Arrival mode: Walk-in, Appointment, Emergency or Follow-up.
4. 4Choose the doctor who will see the patient, if you know who it is.
5. 5Enter a Consultation fee only if this visit is charged differently; otherwise the usual fee applies. Check the currency beside it.
6. 6Keep Payment required ticked if the patient must pay before they are seen. Until they pay, they appear under Payment gate at reception.
7. 7Select Start encounter.

9.3Record triage and vital signs

Nurses

On the Triage tab, select Record vitals on the patient’s row. Check the patient’s name, age and gender at the top of the window before you record anything.

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1. 1Choose the Triage level, from Level 1 · Immediate for the most urgent patients to Level 5 · Routine.
2. 2Enter the Chief complaint, in the patient’s words, and any Symptoms.
3. 3Choose the Pain severity, from No pain to Worst imaginable, and note any Allergies.
4. 4Switch on Emergency indicators if the patient shows signs of an emergency.
5. 5Tick any Risk flags that apply: Fall risk, Infection risk, Altered mental state or Bleeding.
6. 6Choose a Route decision to send the patient straight to the laboratory, radiology or pharmacy, or keep Do not route yet.
7. 7Under Vital signs, select each measurement you took, such as Blood pressure, Temperature or Weight, height & BMI, and enter the reading. Record at least one vital sign.
8. 8Add Triage notes, if you wish.
9. 9Select Record vitals.

The patient then waits for their doctor. To give the patient to a different doctor, select their row on the worklist, then Change doctor under Quick actions.

10.1The clinical worklist

Doctors and clinical officers

Select Clinical (Doctors) in the menu.

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1. 1Choose a tab: Pending, Assigned to me, Urgent, Results ready for patients whose investigation results are back, Completed or Follow-ups.
2. 2Search by patient, encounter, queue, provider or location.
3. 3If a patient still needs vital signs, Record vitals opens the same form that nurses use.
4. 4Select Review encounter to open the patient’s encounter.

10.2Review an encounter

Doctors and clinical officers

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1. 1The patient’s name and ID. Select the bar to show their full details, including allergy alerts.
2. 2Clinical actions are what you can do for this patient. The sections that follow explain each one.
3. 3Select Edit beside Clinical Notes to write or update your notes for the visit.
4. 4Every order appears in its own section, such as Pharmacy orders, Lab orders and Radiology orders, together with its status.
5. 5Select Add beside Patient diagnoses to record a diagnosis.

Scroll down for Procedures, Referrals, Follow-ups, Admissions and Care plans. Lab results appear under Lab orders as soon as the laboratory releases them, with a flag such as High or Low beside any result outside the normal range.

10.3Write clinical notes

Doctors and clinical officers

Select Edit clinical notes under Clinical actions, or Edit beside Clinical Notes.

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1. 1Format the note with the toolbar: bold, italic, underline, and bulleted or numbered lists.
2. 2Format note with AI rewrites your note in clear, professional medical language. It does not add facts, but always read the result before you save it. It needs an internet connection.
3. 3Select the microphone to dictate the note instead of typing it.
4. 4Write the note, for example the history, examination findings and your plan.
5. 5Select Save changes.

10.4Record a diagnosis

Doctors and clinical officers

Select Add diagnosis.

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1. 1Choose the diagnosis type: Primary, Secondary or Differential.
2. 2Search your facility’s diagnoses by name or code.
3. 3Tick each diagnosis that applies.
4. 4Select Add selected diagnosis to move the ticked diagnoses to the list on the right.
5. 5Check the selected diagnoses, searching them if the list is long. To take one off the list, tick it and select Remove selected diagnosis.
6. 6Select Add diagnosis.

10.5Order laboratory tests

Doctors and clinical officers

Select Request lab. The window shows the patient and encounter IDs. Select Add Lab Orders to choose the tests.

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1. 1Choose Individual tests, or Lab panels to order a group of tests together.
2. 2Search the laboratory catalogue by name, code, category or specimen. The count above the search shows how many items you have selected.
3. 3Tick each test or panel you need.
4. 4Select Confirm selected tests or panels.

Back in the request window, select Review billing to check the charges, then select Request lab. The order appears on the laboratory worklist straight away. See The laboratory worklist.

10.6Order imaging

Doctors and clinical officers

Select Request radiology, then Add study.

1. 1Under Request details, choose the Modality, the Laterality (the side of the body) and the Priority.
2. 2Add a Clinical note for the radiologist.
3. 3Search the radiology catalogue, tick the studies you need, and select Confirm selected studies.
4. 4Select Review billing to check the charges, then select Request radiology.

10.7Prescribe medicines

Doctors and clinical officers

Select Prescribe, then Add medicine.

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1. 1Search the medicines available at your facility by name or code.
2. 2Or select Scan barcode to find a medicine by scanning its barcode.
3. 3Tick each medicine to prescribe. The list shows how many are Available, whether stock is low, and the Facility unit price.
4. 4Select Add selected medicines.

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1. 1Select Add medicine again to add more medicines.
2. 2Enter the Quantity to supply.
3. 3Enter the Dose amount and choose the Dose unit.
4. 4Enter the Duration and choose the Duration unit.
5. 5Select Edit to set the Medication route, Frequency and Instructions, then Done. Select Delete to remove a medicine. HOSSPI HMS warns you when the quantity does not match the dose, frequency and duration.
6. 6Select Review billing to check the charges.
7. 7Select Prescribe. The prescription appears on the pharmacy worklist.

10.8Procedures, referrals, follow-ups and admission

Doctors and clinical officers

The remaining Clinical actions each open a short form:

11.1The laboratory worklist

Laboratory staff

Select Laboratory in the menu.

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1. 1Choose a tab: Pending, Critical today, Completed today, Follow-ups or All patients.
2. 2Search by patient, order, test or encounter.
3. 3Create Lab Order records tests for a patient who arrives without an order from a doctor. See Create a lab order.
4. 4Select Enter result to record the results of an order. See Enter lab results.

11.2Create a lab order

Laboratory staff

Select Create Lab Order. Select or register the Patient. Choosing an existing lab order is optional: if you do not choose an encounter, HOSSPI HMS creates or reuses an open laboratory encounter for the patient. Select Next, then choose the tests to run.

11.3Enter lab results

Laboratory staff

Select Enter result on the order.

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1. 1Each test in the order has its own section. Check that it is the right test for the right patient; select the bar at the top to see the patient’s details.
2. 2Range name shows the reference range that applies to this patient, for example by sex and age.
3. 3Enter the Result value and choose the Result unit.
4. 4Add Notes about the sample or the result, if needed.
5. 5HOSSPI HMS compares the result with the reference range and shows a Flag, such as Low or High.
6. 6Select Edit result to change a result that has already been entered.
7. 7Select Save results.
8. 8Select Preview report to see the lab report as it will be printed.

12.1The radiology worklist

Radiology staff

Select Radiology in the menu.

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1. 1Choose a tab: Worklist, For reporting, Order history or Follow-ups.
2. 2Search by patient, order, encounter, study, report or PACS text.
3. 3Request imaging records a study for a patient who arrives without a request from a doctor. Search the catalogue, choose the Patient and, if there is one, the Encounter, add Clinical notes, then select Request imaging.
4. 4For a study that is Done — waiting for report, select Continue report. See Report a study.

12.2Report a study

Radiologists

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1. 1Describe what you see in Findings.
2. 2Give your Impression/Conclusion.
3. 3Add a Recommendation, such as further imaging or a review.
4. 4Write the full Report narrative, if your facility uses one.
5. 5Format note with AI rewrites a section in clear, professional language without adding facts. Read the result before you continue. You can also dictate each section with the microphone.
6. 6Select Report preview to see the report as it will be printed.
7. 7Select Print to print it.
8. 8Select Draft report to save your work and finish later.
9. 9Select Release report when the report is final. Released studies move to Order history with the status Reported.

13.1The pharmacy worklist

Pharmacy staff

Select Pharmacy in the menu.

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1. 1Choose a tab: New orders, Partial, Pending payment, Completed orders, Cancelled orders or All orders. More tabs holds the rest, such as the catalogue and stock.
2. 2Search by patient, order, encounter, medication or batch.
3. 3Open reports shows the pharmacy’s reports.
4. 4Walk-in order sells medicines to a customer without a prescription. See Sell to a walk-in customer.
5. 5Select Dispense to supply the medicines in an order. The Dispense column shows how many items have been supplied, for example 0 / 4, and Care location shows whether the order is from outpatients or a ward.

13.2Dispense a prescription

Pharmacy staff

Select Dispense on the order. Check the patient’s allergy alerts before you hand anything over.

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1. 1If the order is long, search its medicines by name or batch.
2. 2Check each medicine: its Drug code, Generic name, Dose and Form.
3. 3Dispensable qty is how much of the medicine is still to be supplied.
4. 4Enter the Dispense Quantity you are handing over.
5. 5Select Dispense.

An order that is only partly supplied appears under Partial, so you can finish it later. Orders that must be paid for first wait under Pending payment.

13.3Sell to a walk-in customer

Pharmacy staff

Select Walk-in order.

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1. 1Choose who is buying: Anonymous, Existing patient or New patient.
2. 2For an existing patient, select Select patient and find them.
3. 3Select Add medicine, tick the medicines as described in Prescribe medicines, then select Add selected medicines.
4. 4Enter the Qty of each medicine and check its dose and duration. Select Delete to remove a medicine.
5. 5Select Create order.

14.1The admissions worklist

Ward staff and admissions officers

Select Inpatient (IPD) in the menu.

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1. 1Choose a tab: Admission Queue, Active Patients, Transfers, Discharge, Bed board or Follow-ups.
2. 2Search by patient, admission, encounter, ward or bed.
3. 3Start admission admits a patient directly. See Admit a patient.
4. 4Admission requests from doctors wait in the Admission Queue. Select Approve admission to accept one.

The Bed board tab shows the beds on each ward and whether they are free. Select Manage beds there to change them; see Add wards, rooms and beds.

14.2Admit a patient

Ward staff and admissions officers

Select Start admission.

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1. 1Search for and select the Patient.
2. 2Choose the Ward.
3. 3Choose the Room, then the Bed. Each list becomes available once you have chosen the one before it.
4. 4Check the admission charges, such as the Admission fee, Admission deposit and Bed / day. Where a price is not set, enter a Unit price, and change the quantity if needed.
5. 5Select Start admission.

14.3Work with an admission

Doctors, nurses and ward staff

On the Active Patients tab, select a patient to open their admission.

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1. 1The patient’s name and ID. Select the bar to see their details.
2. 2Quick actions cover the stay, for example Open billing, Start ICU stay, Request transfer, Order lab, Order radiology, Prescribe medication, Open nursing workspace, Add ward round, Record medication and Plan discharge.
3. 3Admission source shows the encounter the patient was admitted from, and when.
4. 4Bed allocation shows the ward and bed, and when they were allocated.
5. 5Insurance authorization shows the amount the insurer approved, how much has been used and how much remains. Select Request authorization to ask for more.

Further down are Transfers, Ward rounds, Nursing notes, Medication, Discharge and the Timeline of the stay.

15.1The nursing worklist

Nurses

Select Nursing in the menu.

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1. 1Choose a tab: All, Assigned ward, Urgent, Medication due, Handover pending or Transfer pending.
2. 2Search by patient, admission, encounter, ward, bed or observation.
3. 3Shift context shows the roster assignments and pending handovers for your shift.
4. 4Each row shows the patient’s next nursing task. Record vitals opens the vital signs form described in Record triage and vital signs.
5. 5Discharge clearance opens the nursing checks before a patient goes home. See Complete nursing discharge clearance. Acknowledge transfer confirms a patient transferred to your ward.

15.2Care for a ward patient

Nurses

Select a patient on the worklist.

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1. 1The patient’s name and ID. Select the bar to see their details.
2. 2Nursing actions: Open billing, Create handover, Add note, Order lab tests, Order imaging, Administer medication, Prescribe, Escalate and Print.
3. 3The Ward admission checklist lists what must be done when a patient arrives on the ward: the bed, handover, observations, care plan, medicines and discharge.
4. 4Each item shows Complete or Pending. Complete a pending item with its button, such as Create handover, Confirm identity, Record allergies & risks, Record belongings or Notify doctor.

Scroll down for Billing clearance, Observations (select Edit vitals to record new ones), Medications and Nursing notes.

15.3Complete nursing discharge clearance

Nurses

Select Discharge clearance on the patient’s row.

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1. 1Tick each check as you complete it: Medication education provided, Wound care instructions given, Follow-up appointments arranged, Belongings returned and Identity band removed.
2. 2Add Additional notes, if needed.
3. 3Tick I confirm nursing clearance is complete.
4. 4Select Discharge clearance.

16.1The ICU worklist

ICU staff

Select Intensive care (ICU) in the menu. A patient joins the ICU worklist when Start ICU stay is selected on their admission.

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1. 1Choose a tab: Active ICU, Critical alerts, Transfers, Discharge ready, Ended stays, All ICU or Bed board.
2. 2Search by patient, admission, bed or alert.
3. 3Each row shows the next action, such as Finalize discharge, or Manage transfer to approve or cancel a transfer.

16.2Manage an ICU stay

ICU staff

Select a patient on the worklist.

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1. 1The patient and admission. Badges such as Transfer pending or Discharge ready show where the stay stands.
2. 2Actions: Observation, Vitals, Critical alert, ICU round, Order lab, Order imaging, Prescribe, Assign ICU bed, Manage transfer, Discharge readiness, Open discharge clearance, Open billing, Open in IPD, End ICU stay and Print.
3. 3Critical alerts lists the patient’s active alerts. Select Critical alert to raise one.
4. 4Observations shows the recent intensive observations.
5. 5Vitals trend shows the latest vital signs for the admission.

Further down, Rounds, nursing, and orders and Transfer and readiness show care notes, medication tasks, bed movements and the planned discharge.

17.1The theatre worklist

Theatre staff and surgeons

Select Operating theater in the menu.

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1. 1Choose a tab: Scheduled, In theater, Recovery, All cases or Follow-ups.
2. 2Search by patient, case, encounter, notes or record text.
3. 3Schedule case books an operation. See Schedule a theatre case.
4. 4Each case shows the patient, procedure, time, room and status. Select a case to open it.

17.2Schedule a theatre case

Theatre staff and surgeons

Select Schedule case. You can also start from a patient record with Schedule theater procedure.

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1. 1Select the Patient and the Encounter the operation belongs to.
2. 2Set the date in Scheduled at and the Scheduled time.
3. 3Choose the theatre Room.
4. 4Choose the Surgeon and the Anesthetist.
5. 5Add Stage notes, if needed.
6. 6Select Add procedure for each procedure to be performed. The charges are totalled below: choose Bill later to send them to Billing, or Pay now.
7. 7Select Schedule case.

17.3Manage a theatre case

Theatre staff and surgeons

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1. 1The patient and the case.
2. 2Quick actions follow the operation: Reschedule, Update stage, Assign resource, Anesthesia, Post-op, Handover, Finalize and Cancel case.
3. 3Team and flow shows the Surgeon, the Anesthetist, the current Stage and the Stage notes.
4. 4Readiness checklist records the checks before the operation.
5. 5Clinical records shows the status and notes of the anaesthesia record and the post-operative note, and any anaesthesia observations.

Further down, Resources lists what has been assigned to the case, and the Timeline records each step.

18.1The discharge worklist

Doctors, nurses and ward managers

Select Discharge planning in the menu.

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1. 1Choose a tab: All patients, Planned, Pending clearance, Completed or Follow-ups.
2. 2Search by patient, admission or ward.
3. 3For a patient whose status is Summary pending, select Start discharge plan. See Start a discharge plan.
4. 4For a patient whose discharge is Planned, select Manage clearance. See Finalize a discharge.

Select a patient on the worklist to open billing or the pharmacy for them, request take-home medicines with Request medicines, or print their discharge papers.

18.2Start a discharge plan

Doctors

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1. 1Write the Discharge summary: the diagnosis, treatment, medicines, advice, follow-up and warning signs to look out for.
2. 2Select Refresh to load the latest information about the admission.
3. 3Select Save plan.

18.3Finalize a discharge

Doctors and ward managers

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1. 1The status at the top shows whether anything still stops the discharge, for example Clearance still pending.
2. 2The Clearance checklist tracks each department: Doctor summary, Nursing handover, Pharmacy medicines, Final billing, Documents and, for insured patients, Insurance clearance. Each one shows Complete or Pending.
3. 3Pending clinical orders lists laboratory, radiology, medication and nursing orders that are still open.
4. 4Select Continue on an order to deal with it.
5. 5Select Refresh once other departments have completed their part.
6. 6When every item is complete, select Finalize discharge.

19.1The billing worklist

Billing officers and cashiers

Select Billing in the menu. Charges for consultations, orders, admissions and procedures reach Billing from the departments, so you only add charges by hand for anything else.

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1. 1Choose a tab: Open work for everything that needs action, To issue for draft invoices, Collect due for balances to collect, Open claims, Need approval for refunds, voids and adjustments, or Price book.
2. 2Search by patient, invoice or encounter.
3. 3Charge adds a charge by hand. See Charge a patient.
4. 4Each invoice shows its next step, such as Pay to take a payment, Issue to issue a draft invoice, or Refund.

19.2Charge a patient

Billing officers and cashiers

Select Charge.

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1. 1Select the Patient.
2. 2Choose the Item or service.
3. 3Enter the quantity in Qty.
4. 4Check the amount Due and its currency.
5. 5Choose the payment Mode, such as self-pay or insurance.
6. 6Add Notes, if needed.
7. 7Select Charge.

19.3Take a payment

Cashiers

On the Collect due tab, select Pay on the invoice.

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1. 1Check the Invoice number and the amount Due.
2. 2Enter the Amount received and check the currency.
3. 3Choose the Payment method.
4. 4Enter the payment Reference, such as a mobile money transaction ID.
5. 5Enter the Payer if someone other than the patient is paying.
6. 6Keep Generate receipt after payment ticked to produce a receipt.
7. 7Select Pay.

19.4Work with an invoice

Billing officers and cashiers

Select an invoice on the worklist to open it.

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1. 1View ledger shows all of the patient’s invoices and payments.
2. 2Quick actions: Pay, Refund, Adjust, Void and Send. Refunds, voids and adjustments wait under Need approval until they are approved.
3. 3Financial summary shows the Total amount, Amount paid and Balance.
4. 4Line items lists what was charged, with the quantity, unit price, department and encounter.
5. 5Payments lists each payment with its reference and method.
6. 6Select Invoice to download the invoice as a PDF, or Print to print it with its line items and payments.

19.5Keep prices up to date

Billing managers

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1. 1Open the Price book tab. It holds the prices used when services and items are charged.
2. 2Search by item, scheme or mode.
3. 3Select Add to set a price for an item or service.
4. 4Select Edit to change a price.
5. 5Select Deactivate to stop using a price.

19.6Close your shift

Cashiers

At the end of your shift, open the Collect due tab and select Close shift. Enter the Expected amount and the Actual amount you collected, add Notes to explain any difference, tick Submit for approval if a supervisor must check the shift, and select Close shift.

20.1Set up insurance

Claims officers and billing managers

Select Insurance claims in the menu, then Insurance Setup. If the tab is not visible, open More tabs.

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1. 1Add company adds an insurance company.
2. 2Add scheme adds a scheme offered by a company.
3. 3Add offer records an offer made under a scheme.
4. 4Enroll patient registers a patient as a member of a scheme.
5. 5Add price sets the price an insurer pays for an item or service.
6. 6Insurer API connects HOSSPI HMS to an insurer’s own system, where the insurer supports it.

You can also enrol a patient from their record: select Enroll insurance under Quick actions, choose the Insurance company and Insurance scheme, enter the patient’s Member ID and select Save enrollment.

20.2The claims worklist

Claims officers

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1. 1Choose a tab: Auth pending, Auth approved, Authorization denied, Authorization expired, Submitted or Approved. More tabs holds the rest.
2. 2Search by reference, coverage, invoice or patient.
3. 3Request authorization asks an insurer to approve care before it is given. Choose the Insurance company and Insurance scheme, then select Request authorization.
4. 4Each claim shows its next step, such as Record response, Update status or Close as paid.

20.3Record an insurer’s response

Claims officers

When the insurer replies, select Record response on the claim.

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1. 1Choose the Payer response.
2. 2Add Notes, such as the insurer’s reference or reason.
3. 3Select Record response.

When the insurer pays an approved claim, select Close as paid.

21.1The accounting books

Accountants

Select Accounts in the menu, then Books.

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1. 1The tabs cover the books, as described in the table below.
2. 2Search by account, journal or reference.
3. 3Journal starts a new journal entry. See Post a journal entry.

21.2Post a journal entry

Accountants

On the Open work tab, select Journal.

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1. 1Set the Date of the entry.
2. 2Choose the accounting Period.
3. 3Enter the Source, such as the document the entry comes from.
4. 4On Line 1, choose the Account and enter either a Debit or a Credit amount, with a Memo if you wish.
5. 5Complete Line 2 in the same way, and select Add line if you need more lines. Total debits must equal total credits.
6. 6Add Notes, if needed.
7. 7Select Save. The entry waits under To post until it is posted.

21.3Accounting setup and controls

Finance managers

Select Accounts in the menu, then Setup & Controls.

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1. 1Choose a tab, as described in the table below.
2. 2New record adds a record to the tab you are on.
3. 3Tick records in the list, then select Activate selected, Deactivate selected or Archive selected.

22.1Staff records

HR staff and managers

Select Human resources in the menu.

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1. 1Choose a tab: Staff members, Positions, Roster templates, Leave requests, Swap requests or Unassigned shifts. More tabs holds Pay & Compensation and Manage staff and roles.
2. 2Search by name, email, role or permission.
3. 3Create staff adds a staff account, as described in Create a staff account.
4. 4Select a staff member to open their profile.

To add a job title, open the Positions tab and select Create Position. Enter the Position and, if you wish, a Description, keep Active ticked, and select Create Position.

22.2A staff profile

HR staff and managers

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1. 1Staff details: the person’s name, staff number, staff ID and other details.
2. 2Staff actions: Change department, Change position, Change roster, Request leave, Add Pay & Compensation, Manage payroll, Change Roles, View module access and End employment, which records that the person has left and can also end their access.
3. 3Rosters shows the person’s shifts on a calendar. Select Change roster to change them.
4. 4Change the calendar with Month, Select dates, Period summary, Hide mini calendar and Maximize preview. The key below it marks busy, free, leave, public holiday and non-working days.
5. 5Select Edit staff to change the person’s details, or Print to print the profile.

Further down are Leaves, Payroll, Roles and access (select Change Roles) and Permissions (select Manage staff permissions).

22.3Plan rosters

HR staff and managers

Open the Roster templates tab and select Create roster template.

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1. 1Enter the Template name.
2. 2Choose the rules that apply: Recurring, Respect public holidays and Respect weekends.
3. 3Choose the Department, if the template is for one department.
4. 4Keep Days of the month ticked and select the days the template covers.
5. 5Under Weekly hours, mark the working hours for each day of the week. Select all and Clear all speed this up.
6. 6Select Create roster template.

Unassigned shifts lists shifts that nobody has been given yet; select Override shift to change one. Swap requests lists requests from staff to swap shifts.

22.4Manage leave

HR staff and managers

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1. 1Open the Leave requests tab.
2. 2Search by staff, department, role, shift or status.
3. 3Select Request leave to record leave for a staff member.
4. 4Select a request to see its details, then Approve leave to approve it.

Staff can also ask for leave themselves. See Request leave.

22.5Run payroll

HR and finance staff

Open More tabs, then Pay & Compensation.

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1. 1The Pay & Compensation tab lists each pay run.
2. 2Search by period, run ID or status.
3. 3Select Generate payroll to prepare the pay run for a period.
4. 4Each pay run shows its Pay period, the number of staff, the Total (UGX), its Routing from HR to Finance and its status, such as Pending review or Approved — Finance. Select a pay run to review it.

23.1The reporting overview

Managers and administrators

Select Reporting and Analytics in the menu.

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1. 1The tabs: Overview, Catalog, Runs and delivery, Dashboards, KPI monitor, Analytics activity and Audit logs. More tabs holds the rest, such as PHI access.
2. 2Switch between Reporting and Analytics.
3. 3Search by report name, category or metric.
4. 4Reports are grouped into snapshots, such as Facility overview, Financial snapshot, Clinical operations and Pharmacy snapshot. Select a group’s heading to expand or collapse it.
5. 5Select a report, such as Patient registrations, to view it. Collapse all closes every group.

23.2Run a report

Managers and administrators

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1. 1Open the Catalog tab, which lists every report with its reference, when it was last updated and its status.
2. 2Search by report name, module, owner, status or record.
3. 3Select Run report on an active report to run it now.
4. 4Select a report to see its details.

Runs and delivery lists each report run with its status; select Retry on a run that failed. Scheduled reports are listed under Schedules.

23.3Monitor KPIs and logs

Managers and administrators

24.1Common problems

Everyone

24.2Glossary

Everyone

24.3Getting help

Everyone

Start with your facility administrator, who manages your account, your roles and your facility’s settings.

For help with registration, your subscription or anything your administrator cannot resolve, contact the HOSSPI team:

• Email: wasswawilson0002@gmail.com
• Phone and WhatsApp: +256783230321
• Website: www.hosspi.com/contact