System Access

Open your web browser and navigate to your clinic's system URL. You will see the login page.

Login Steps

Navigation

The sidebar menu on the left gives you access to all modules. The menu items shown depend on your user role. Click the toggle button (top-left) to collapse/expand the sidebar.

• Dashboard — Overview of key metrics
• Patients — Patient records and document management
• Appointments — Scheduling and walk-in queue
• Additional modules as per your role

Adding a New Patient

The system auto-generates a Patient ID (e.g., KMC-1001).

Viewing & Editing Patients

The patients list shows all registered patients. Use the search bar to filter by name, ID, or phone. Click the icon to view full details, or to edit.

Bulk Import from Excel

Your Excel must have at least First Name and Last Name columns. Other supported column names include: DOB, Gender, Phone, Email, Address, Insurance, Scheme Type, Policy Number, Blood Group, Emergency Contact, Emergency Phone.

Uploading Scanned Documents

Documents can be viewed/downloaded or deleted from the patient's Documents tab.

Creating an Appointment

Calendar View

The calendar view shows all appointments. You can switch between day, week, and month views. Click any appointment to view or edit details.

Walk-in Queue

From the dashboard, use the queue panel to register walk-in patients. Their status automatically updates as they move through waiting, in-progress, and completed states.

Starting a Consultation

Recording Vital Signs

In the consultation form, enter: Blood Pressure (systolic/diastolic), Heart Rate, Temperature, O2 Saturation, Weight, Height. BMI is calculated automatically.

Examinations

Record physical exam findings by body system: General, Cardiovascular, CNS, Respiratory, Abdomen, Musculoskeletal, Skin, and Others.

Diagnoses

Add primary, secondary, or complication diagnoses. Each can include an ICD code and notes.

Prescribing Medications

Within a consultation, click the Prescriptions section. Select drugs from the pharmacy inventory, set dosage, frequency, and duration. The system checks insurance authorization rules automatically.

Ancillary Services

From the consultation, you can order: Lab Tests, Procedures, Medical Certificates, Referrals (auto-adds MWK 20,000 call-out fee), or Diet Support. Each is recorded and linked to the patient's record.

Ordering Lab Tests

Entering Results

Lab staff can enter results for each parameter. Reference ranges are shown, and the system auto-flags results as NORMAL, HIGH, or LOW based on the patient's gender and age (where configured).

Lab Invoicing

Lab tests can be billed separately via the Lab Invoices module. Invoices use LAB-XXXX numbering format.

Ordering Radiology Exams

External Referrals

If the clinic cannot perform the exam, select "Refer Out". The system will automatically add the MWK 20,000 call-out fee to the patient's billing.

Managing Inventory

Go to Pharmacy > Inventory to view, add, edit, or adjust stock. Low-stock items are highlighted. You can filter to show only low-stock items.

Dispensing Drugs

Insurance Scheme Pricing

You can set different prices per drug per insurance provider. Go to Inventory, click the icon on any drug to configure scheme prices. At dispensing, the correct price is loaded based on the patient's scheme.

Creating an Invoice

Invoice numbers are auto-generated (INV-XXXX). Unbilled services from consultations can be found using the "Unbilled" feature.

Service Packages

The system supports pre-defined packages: Annual Checkup, Maternity, Diabetes Management, and Executive Wellness. Select a package to auto-populate its services.

Managing Providers

Go to Insurance > Providers to view, add, edit, or deactivate insurance companies. 17+ providers are pre-seeded.

Patient Policies

Assign policies to patients with scheme type, policy number, start/end dates. The system checks eligibility status (Active, Expired, Not Yet Effective).

Claims Processing

Full claims lifecycle with 10 statuses:

Draft → Submitted → In Review → Additional Info Requested → Approved / Partially Approved / Denied → Appealed → Paid / Cancelled

Add claim items with amounts, supporting documents, and track status changes with full audit history.

Authorization Rules

Configure rules that require pre-authorization for specific items (e.g., MedHealth requires prior auth for drips/IV fluids). The system alerts you during prescribing if authorization is needed.

Starting a Session

Conducting a Session

Patients and doctors receive secure tokens to join the session. Use the waiting room before starting. During the session, you can chat in real-time, issue e-prescriptions, and process payments.

Admitting a Patient

On discharge, the bed/drip station is automatically marked as Available (or Cleaning if needed).

Go to Certificates to view statistics and manage certificates. Six types available:

• Sick Note — Medical leave certification
• TEP — Travel/Exit Permit
• Insurance — Insurance medical report
• Police — Police medical examination form
• Yellow Book — International vaccination certificate (see dedicated module below)
• Foreign Stamp — Foreign medical stamp

Overview

The Yellow Book module manages the WHO International Certificate of Vaccination or Prophylaxis for travelling patients. It provides full vaccination tracking and generates printable WHO-standard certificates.

Accessing the Module

Go to Yellow Book in the Clinical section of the sidebar (visible to Admin, Doctors, and Nurses).

Recording a Vaccination

Printing the Yellow Book Certificate

From the patient's Yellow Book page, click Print Yellow Book. This generates a WHO-standard certificate including:

• Patient name, DOB, passport number, nationality
• Full vaccination history table (vaccine, dose, date, batch, manufacturer, site, next due)
• Signature and clinic stamp sections
• WHO disclaimer text

Vaccine Catalog

The system includes 12 pre-loaded travel vaccines: Yellow Fever, Cholera, Typhoid, Hepatitis A, Hepatitis B, Meningococcal (ACWY), Polio IPV, Rabies, Tetanus/Diphtheria, COVID-19, MMR, and Influenza. Admin users can add, edit, or deactivate vaccines via the database.

Internal Messaging

Communicate with other staff members. Go to Messages to view Inbox, Sent messages, or compose a new message. Messages support read receipts and soft-deletion.

Notifications

The bell icon in the top bar shows unread notifications. The system sends notifications automatically for:

• New lab/radiology orders
• Appointment assignments
• Message received
• Low stock alerts
• Claim status changes

The Reports page provides analytics including:

• Patient Demographics — Gender distribution, insurance coverage stats
• Revenue Reports — Filterable by date range, with totals and charts
• Appointment Statistics — By status and type
• Inventory Report — Total stock value, expiring items
• Consultation Stats — Consultation counts, types, doctor workload
• Procedure Stats — Procedure frequency and types
• Audit Logs — All user actions with timestamps and IP addresses

The Dashboard shows a real-time snapshot: total patients, today's appointments, today's revenue, low-stock items, staff counts, and a 7-day revenue trend chart.

User Management

Admin users can manage all system users: create, edit, delete, toggle active/inactive, and reset passwords. Roles available:

Admin, Doctor, Locum Doctor, Nurse, Locum Nurse, Lab Supervisor, Lab Staff, Lab Tech, Lab Care, Front Desk, File Manager

System Settings

Go to Settings > System to configure:

• Clinic name, address, phone, email
• Timezone (default: Africa/Blantyre)
• Date format (default: DD/MM/YYYY)
• Currency (default: MWK)
• Low stock threshold
• Appointment slot duration

Cloud Backup

Visit /backup (admin-only) to sync your local database to Supabase PostgreSQL cloud. You can:

• Sync all tables at once
• Sync individual tables
• Restore from cloud to local
• Initialize/update Supabase table schemas