PatientOS Open Source EMR

Chart of Accounts

We create accounts for the facility which will provide tracking.  However in 0.85 they are only associated with the charge items and corresponding charges.  With version 1.0 (or earlier) these accounts will be updated as the invoices are generated.

1. Login as admin/admin
2. Click on the Facility Accounts link in the Billing section (2nd column).

Fee Schedule

Without a fee schedule the default charge on the charge item is applied.  We are going to create two different fee schedules.  The first is a flat 20% discount.

1. Login as admin/admin
2. Select Fee Schedules under the billing section (2nd column)
3. Add a ‘20 % Discount Transport free’ Fee Schedule with charge multiplier 0.8

Charge Items

First we we want to build the charge items.  Here is the list

Medical Examination
Specialist consultation
Canulation and I.V line Appling
Infusions and observation hours
Injections
Medication
Transportation
Procedures
Consumables
Investigations
Radiology procedures
Admission in the clinic

To build the charge items we

1. Create a CSV file of charge items
2. Login as admin
3. Press CSV Import button
4. Browse and upload the CSV file
5. Click on the Charge Items link
6. Add any fee schedule specific charges (e.g. Transportation discount)

CSV File

The spreadsheet needed requires

1. A unique charge item name
2. A unique charge code
3. Optionally an identifier source (see IdentifierSource tool)
4. Optionally an identifier value for that source
5. A charge item type (Service)
6. Optionally ItemCost, ItemUnit, Quantity, CostCurrency
7. A charge (could be 0 charge)

Look at the charge items spreadsheet or CSV file here.

Alternatively for a short list of charge items just add them manually.

Charge item tool

Payers

Each of the insurance companies are added

1. Login as admin/admin
2. Use the Payers Link under Billing (2nd column)
3. Add the Payer
4. Assign the fee schedule and/or invoice format
5. Save

Procedures

We then add the procedures which will be used to generate charges.

1. Login as admin/admin
2. Use menu System–>Reference
3. Select TermCategory
4. Add a new entry for the Procedures e.g. <Clinic Name> Procedures
5. Use menu System –> Reference
6. Select TermSubcategory
7. Add a new entry for Medications e.g. <Clinic Name> Medications
8. Select the Terms Link in the Clinical Section (1st Column)
9. Select the new term category
10. Right click add select Add Terms
11. Enter No for coded
12. Select the new term subcategory
13. Select no for coded
14. Enter a procedure - one of each line
15. Save and for each procedure add the charge item
16. Procedures where the charge item has no charge should specify the charge.
17. Procedures which flex based upon the fee schedule should have the charge defined

This post is the first of several that will walk through the steps of configuring a clinic in Egypt as an end-to-end example.  Part I will focus on the initial configuration.

Installation

The installation will be a standard install however instead of importing the demo_database.sql I imported the starter_database.sql which has only system supplied content.

Login as admin/admin and you have 4 columns of links to configuration tools.  The first column is for clinical tools, the second for administrative tools, the third column is for technical tools and the last column is for tools to build PatientOS.

Locations

Note: You must use a naming convention that produces unique location names.  Shorter/non-unique names can be assigned as ’short displays’ but the formal location name must be unique.

1. Login as admin/admin.
2. Click on the Locations link in the Registration group (2nd column) to open the initially empty locations.
3. Press the Add Facility button.
4. Enter the facility name (or if you have multiple facilities one per line) and press OK to save.
5. Select the node and right click (sometimes it requires selecting twice) and select ‘Add Building’ from the menu.
6. Enter the building name(s) and press OK to save.
7. Right click on the building node.
8. Add the clinic.
9. Add rooms and beds.
10. Add an address for the facility.

Users

Next we add the users.

1. Login as admin/admin.
2. Click on the Users link in the Security group (3rd column) to open the list of users.
3. Press Add User
4. Enter the name and tab through to get the display (add MD or any other credentials).
5. Enter the user login (uppercase as the default setting is to authenticate with an uppercase username)
6. Add the primary role
7. Add any secondary roles if the user is allowed to switch between roles.
8. Assign the default location to user logs into.

Insurance Companies

We add the common insurance companies to the system.

1. Login as admin/admin
2. Select Payers under the Billing Section (2nd column)
3. Add each company with the default or appropriate fee schedule

Travel Agencies

We add the travel agencies as businesses

1. Login as admin/admin
2. Menu System Reference
3. Select Business
4. Add new and paste in the list

Alfa Star
Apollo
Exim Tours CZ
Exim Tours PL
Firo Tours
Kopernik
Medina Tours
Nova Tours
Orbis Travel
Sky Club
Sun & Fun
Varda
Viva Tours PL

Travel Insurance Assistance Companies

We add in these companies as businesses
AXA Assistance
Coris Varsovie
Ergo
Euro Center
Euro Cross
International SOS
Modial Assistance
SOS DK