Health HMIS Full Service User Guide

This guide is the operational entry point for running Pinkapple Health as a clinic, health centre, or hospital service. It ties together patient care, cashiering, stock, claims, reporting, privacy, and GL without turning Health into a parallel ERP ledger.

Health owns clinical context. Shared Pinkapple primitives still own parties, users, branches, operational locations, resource capacity, stock, Billing, Payments, Teller, Accounting, documents, and reporting execution.

Who Uses Health

Persona	Main workspace	Typical work
Registry officer	Patient Registry & Chart, OPD Queue	Register patients, manage identifiers, book appointments, add walk-ins, and open visits.
Clinician	Patient Chart, Clinical Orders, Clinical Notes, Forms	Review chart, record notes/forms/diagnoses/allergies, order tests, prescribe medication, and close encounters.
Nurse	OPD Queue, Triage, Inpatient & Nursing	Record vitals, triage, assessments, care plans, MAR, flowsheets, handovers, and discharge support.
Laboratory officer	Laboratory	Receive specimens, enter results, validate/release results, and acknowledge critical-result workflow.
Imaging officer	Imaging	Manage modality worklist, studies, reports, critical findings, contrast, dose, and release.
Dispensary/pharmacy	Medication Catalog, Dispensing & Administration, Medication Safety	Review medication safety, dispense, administer, return medication, and maintain controlled-drug traceability.
Cashier	Billing, Teller, Payments, Health Visit Charges	Collect patient invoices, allocate receipts, reconcile drawers, and review cashier reports.
Claims officer	Coverage, Claims & Remittance	Check eligibility, manage pre-authorizations, create claims, submit claims, post remittance, and handle denials/appeals.
Health administrator	Operating Model, Terminology, Service Catalog, Reports, Governance	Configure starter packs, roles, value sets, forms, service profiles, tariffs, charge defaults, reports, and privacy review.

Daily Front Desk Flow

1. Open Healthcare -> Patient Administration -> Patient Registry & Chart.
2. Search existing parties before registering a new patient.
3. Register or update the Health patient profile and identifiers.
4. Open the patient chart from the patient record or chart action.
5. Use chart actions to create a visit, order, clinical form, note, or observation without leaving patient context.
6. Add the patient to OPD queue or open an encounter directly if the workflow allows it.
7. Confirm facility business unit, department business unit, provider, and operational location context before saving the visit.

Clinician Consultation Flow

1. Open the patient chart from registry, queue, appointment, or encounter.
2. Review active flags, identifiers, active visits, allergies, conditions, recent observations, lab, imaging, pharmacy, notes, and charges.
3. Record triage/vitals or open the latest triage record.
4. Record diagnoses, allergies, and conditions using coded terminology where configured.
5. Submit structured forms from published clinical forms.
6. Create notes from governed templates and sign them when complete.
7. Create orders manually or expand a starter order set.
8. Release orders only after patient context, provider context, service profile, stock, Billing item, and downstream worklist bindings are correct.

Diagnostics Flow

Laboratory:

1. Released lab order lines create lab worklist records.
2. Collect or receive specimens and maintain accession/chain-of-custody status.
3. Enter results as coded observations.
4. Validate and release results.
5. Acknowledge critical notifications where triggered.
6. Review released results from the patient chart and Health reports.

Imaging:

1. Released imaging lines create imaging worklist records.
2. Record study, DICOM/accession context, contrast, dose, and modality metadata.
3. Draft, sign, and release imaging reports.
4. Record and acknowledge critical findings where required.
5. Confirm imaging service charges and consumable/contrast stock references.

Pharmacy Flow

1. Maintain medication profiles and formulary/controlled-drug metadata.
2. Review medication order details from released clinical orders.
3. Run safety checks for allergies, interactions, dose, duplication, pregnancy/age warnings, and controlled-drug constraints where configured.
4. If the facility collects at the pharmacy counter, open the prescription from POS, confirm the remaining quantity, select the correct batch or lot, and post the receipt.
5. If the facility collects at a central cashier, use Billing and Teller collection before Pharmacy dispenses according to facility policy.
6. Dispense medication only when the order, payment or approval state, and stock context are valid.
7. Review stock issue movement numbers, lot, expiry, receipt, and controlled-drug register rows from the dispense record and patient chart.
8. Record medication administration where MAR is used.
9. Process returns through Health return records, Inventory return movements, and Billing credit/reversal context.

Inpatient And Theatre Flow

1. Admit patient from an encounter or direct admission workflow.
2. Assign bed using ward, bed, and operational-location context.
3. Record nursing assessment, care plan, tasks, MAR, flowsheets, and handovers.
4. Let scheduled inpatient billing generate bed-day or hourly charge traces according to configured cadence.
5. For procedures, manage theatre case, team, checklist, anaesthesia, operative note, consumables, implants, and PACU outcome.
6. Confirm all consumables, implants, contrast, and medication stock movements are owned by Inventory.
7. Discharge only after clinical and Billing readiness checks pass.

Billing, Cashier, Claims, And GL

1. Health creates READY visit-charge traces for registration, consultation, lab, imaging, pharmacy, bed-days, theatre/procedures, admission, discharge, and returns.
2. Billing creates authoritative invoices and invoice lines.
3. Invoice issue posts to GL before Health traces become POSTED.
4. Cashiers collect using Teller/Billing/Payments, not a Health-local cash screen.
5. Payment transactions settle and post payment GL.
6. Claims are created from posted invoice lines where coverage applies.
7. Remittance updates claim lines and hands payment/settlement back to Billing and Payments.
8. Patient chart shows charge, invoice, payment, claim, and reversal context as clinical history.

Reporting And Governance

Run Health reports from RPG-HEALTH:

Report area	Examples
Clinical operations	OPD visit summary, provider activity, lab turnaround/critical results, bed occupancy.
Finance	Visit revenue, service-line revenue, cashier collections, outstanding patient balances.
Claims	Claims aging, remittance and denial follow-up.
Pharmacy/stock	Medicine consumption and stock-linked medication evidence.
Privacy	Privacy access audit and break-glass review.

For governance:

1. Use coded terminology and value sets for forms and observations.
2. Sign clinical notes before they become final records.
3. Amend or void finalized forms and notes through governed actions.
4. Review patient chart access, note access, critical acknowledgement, break-glass, disclosure, and legal hold evidence.
5. Treat HIPAA-aligned features as system controls; actual HIPAA compliance still requires organizational policy, access reviews, incident response, staff training, and operating procedures.

Fees And Tariffs

Health users should not type random service amounts during care delivery. Health service profiles, visit-charge defaults, Billing items, and pricing profiles should be reviewed by an administrator before users start charging patients.

Use tariff setup to confirm:

• which service is billable
• which Billing item appears on the invoice
• which amount applies for the facility, payer, and effective date
• whether the charge is immediate, deferred, recurring, insured, sponsored, or credit-backed
• which cashier surface receives payment
• which GL rule handles invoice, payment, refund, credit note, or write-off posting

Related Guides

• Health Overview
• Health Setup
• Health Operations
• Terminology And Clinical Forms
• Patient Chart And Visits
• Orders, Diagnostics, And Pharmacy
• Inpatient, Nursing, And Theatre
• Billing, Cashier, Claims, And GL
• Fees, Tariffs, And Pricing
• Privacy, Reporting, And Interoperability