👤 User Manual¶

This comprehensive manual covers all aspects of using the NewWaves Hospital Management System.

📚 Table of Contents¶

Getting Started
Admin Panel
Staff Portal
Patient Portal
Mobile API
Common Tasks
Troubleshooting

🚀 Getting Started¶

System Access Points¶

Admin Panel - URL: https://yourdomain.com/admin - Full system control and management - Financial reports and analytics - User and role management

Staff Portal - URL: https://yourdomain.com/staff - Daily operational tasks - Patient management - Medical records and prescriptions

Patient Portal - URL: https://yourdomain.com/patient - Self-service patient access - Appointment booking - Medical history viewing

User Roles¶

Super Admin - Full system access
Admin - Administrative tasks, limited system settings
Doctor - Medical operations, patient care
Nurse - Patient care support, medical assistance
Receptionist - Front desk operations, appointments
Pharmacist - Prescription management
Lab Technician - Laboratory operations
Patient - Self-service portal access

🛡️ Admin Panel¶

Dashboard Overview¶

The admin dashboard provides a comprehensive view of your hospital operations:

Key Performance Indicators (KPIs)
Total patients registered
Today's appointments
Revenue statistics
Staff utilization
Quick Actions
Register new patient
Schedule appointment
Add staff member
Generate reports
Recent Activities
Latest appointments
New patient registrations
Recent payments
System notifications

Patient Management¶

Adding Patients¶

Navigate to Patients → Add Patient
Fill in required information:
Personal details (name, age, contact)
Insurance information
Emergency contact
Medical history (optional)
Upload patient photo (optional)
Set patient status (active/inactive)
Click Save Patient

Patient Records¶

View Patient List: Filter and search all patients
Patient Details: Complete medical and personal information
Edit Patient: Update information as needed
Medical History: Track all medical interactions
Appointments: View patient's appointment history
Billing: Access patient's billing information

Staff Management¶

Adding Staff Members¶

Go to Staff → Add Staff Member
Enter staff information:
Personal details
Role and department
Credentials and specializations
Contact information
Employment details
Set permissions based on role
Generate login credentials
Click Save Staff Member

Role Management¶

Define Roles: Create custom roles with specific permissions
Assign Permissions: Control access to different system areas
Role Hierarchy: Establish reporting structures
Access Control: Manage what each role can view/edit

Department Management¶

Setting Up Departments¶

Navigate to Settings → Departments
Click Add Department
Enter department details:
Name and description
Department head
Location/floor
Available services
Operating hours
Assign staff to department
Set department status (active/inactive)

Appointment Management¶

Appointment Configuration¶

Time Slots: Define available appointment times
Duration Settings: Set standard appointment lengths
Booking Rules: Configure advance booking limits
Cancellation Policy: Set cancellation timeframes
Notification Settings: Configure automated reminders

Managing Appointments¶

View Calendar: Monthly/weekly/daily calendar views
Schedule Appointments: Create appointments for patients
Reschedule: Move appointments to different times
Cancel Appointments: Handle cancellations and no-shows
Appointment Status: Track confirmed, pending, completed appointments

Medical Records Management¶

Electronic Health Records (EHR)¶

Patient Medical History: Complete health timeline
Diagnosis Tracking: Record and track diagnoses
Treatment Plans: Document treatment approaches
Medication History: Track prescribed medications
Allergy Information: Record and alert for allergies
Lab Results: Integrate laboratory findings
Imaging Records: Store and access medical images

Medical Documentation¶

Clinical Notes: Doctor's observations and findings
Treatment Notes: Record treatment procedures
Discharge Summaries: Document patient discharge information
Referral Letters: Generate referrals to specialists
Medical Certificates: Issue fitness/sick certificates

Billing and Finance¶

Invoice Management¶

Create Invoices: Generate patient bills
Payment Processing: Record payments and partial payments
Insurance Claims: Process insurance claim submissions
Payment Plans: Set up payment schedules
Outstanding Balances: Track unpaid invoices

Financial Reporting¶

Revenue Reports: Daily, weekly, monthly revenue analysis
Department Performance: Revenue by department
Payment Method Analysis: Cash vs card vs insurance breakdown
Outstanding Receivables: Track unpaid amounts
Profit/Loss Statements: Comprehensive financial overview

Pharmacy Management¶

Medication Inventory¶

Stock Management: Track medication quantities
Expiry Monitoring: Alert for expiring medications
Automatic Reordering: Set up reorder points
Supplier Management: Maintain supplier information
Cost Tracking: Monitor medication costs

Prescription Processing¶

Digital Prescriptions: Process doctor's prescriptions
Drug Interaction Checks: Automated safety warnings
Dosage Verification: Ensure correct dosing
Insurance Coverage: Verify medication coverage
Dispensing Records: Track all dispensed medications

Laboratory Management¶

Test Management¶

Test Catalog: Maintain available tests and procedures
Test Ordering: Process test requests from doctors
Sample Tracking: Track specimens through processing
Result Entry: Record and verify test results
Quality Control: Monitor test accuracy and precision

Report Generation¶

Test Reports: Generate formatted lab reports
Batch Processing: Handle multiple tests efficiently
Result Notifications: Alert patients and doctors
Historical Data: Access previous test results
Statistical Analysis: Track test volume and patterns

System Settings¶

General Settings¶

Hospital Information: Name, address, contact details
Logo Management: Upload and customize hospital branding
Time Zone: Set correct time zone for scheduling
Language Settings: Configure system language
Date/Time Formats: Set preferred formats

Notification Settings¶

Email Configuration: SMTP settings for email notifications
SMS Settings: Configure SMS gateway for text messages
Notification Templates: Customize automated messages
Reminder Settings: Configure appointment reminders
Alert Preferences: Set up system alerts

Security Settings¶

User Access Control: Manage login permissions
Password Policies: Set password requirements
Session Management: Configure session timeouts
Audit Logging: Track user activities
Data Backup: Schedule automatic backups

👨‍⚕️ Staff Portal¶

Staff Dashboard¶

The staff dashboard is role-specific and shows relevant information:

For Doctors: - Today's patient schedule - Pending medical records - Lab results requiring review - Prescription requests

For Nurses: - Patient care tasks - Medication administration schedule - Vital signs to be recorded - Discharge preparations

For Receptionists: - Appointment scheduling interface - Patient check-in/check-out - Payment processing - Phone inquiry management

Patient Interactions¶

Patient Check-in¶

Search for patient using name or ID
Verify patient information
Confirm appointment details
Update insurance information if needed
Mark patient as checked-in
Print any required forms

Medical Record Creation¶

Select patient from appointments
Open medical record template
Record vital signs and symptoms
Document examination findings
Add diagnosis and treatment plan
Prescribe medications if needed
Schedule follow-up appointments
Save and finalize record

Prescription Management¶

Access patient's medical record
Review current medications
Check for drug interactions
Create new prescription
Set dosage and duration
Add special instructions
Send to pharmacy for dispensing

Appointment Handling¶

Scheduling Process¶

Access appointment calendar
Select available time slot
Search and select patient
Choose appropriate doctor
Set appointment type and duration
Add any special notes
Send confirmation to patient

Rescheduling and Cancellations¶

Reschedule: Move to new available slot
Cancel: Mark as cancelled with reason
No-show: Record patient no-show
Emergency: Handle urgent scheduling changes

Communication Tools¶

Internal Messaging¶

Staff Notifications: Send messages between staff members
Patient Alerts: Create patient-specific alerts
System Announcements: Hospital-wide communications
Task Assignments: Assign tasks to team members

Patient Communication¶

Appointment Reminders: Automated and manual reminders
Test Results: Communicate lab results to patients
Treatment Updates: Keep patients informed of care plans
Educational Materials: Share health information

🏥 Patient Portal¶

Patient Registration¶

Self-Registration Process¶

Visit patient portal registration page
Enter personal information:
Full name and date of birth
Contact information
Address details
Emergency contact
Create secure login credentials
Verify email address
Complete medical history questionnaire
Upload insurance information
Submit registration for approval

Appointment Management¶

Booking Appointments¶

Log into patient portal
Navigate to "Book Appointment"
Select department/specialty
Choose preferred doctor
View available time slots
Select convenient appointment time
Add reason for visit
Confirm appointment details
Receive confirmation email/SMS

Managing Existing Appointments¶

View Appointments: See upcoming and past appointments
Reschedule: Change appointment time (within policy limits)
Cancel: Cancel appointments with appropriate notice
Appointment History: Access previous appointment records

Medical Information Access¶

Health Records¶

Medical History: View complete medical timeline
Lab Results: Access test results and reports
Prescriptions: View current and past medications
Imaging: Access radiology reports and images
Vaccination Records: Track immunization history

Health Monitoring¶

Vital Signs Tracking: Record blood pressure, weight, etc.
Symptom Logging: Track symptoms between visits
Medication Adherence: Log medication taking
Appointment Preparation: Pre-visit health questionnaires

Billing and Payments¶

Invoice Management¶

View Bills: Access all billing statements
Payment History: Track payment records
Insurance Claims: View claim status and details
Outstanding Balances: See amounts due
Payment Plans: View and manage payment arrangements

Online Payments¶

Secure Payment Processing: Multiple payment options
Recurring Payments: Set up automatic payments
Payment Receipts: Download and print receipts
Payment Confirmation: Immediate payment confirmation

Communication Features¶

Messaging System¶

Secure Messaging: Communicate with healthcare providers
Appointment Inquiries: Ask questions about upcoming visits
Prescription Requests: Request prescription refills
General Inquiries: Non-urgent health questions

Notifications¶

Appointment Reminders: Automated reminders via email/SMS
Lab Results: Notifications when results are available
Billing Updates: Payment due dates and confirmations
Health Alerts: Important health-related notifications

📱 Mobile API¶

The NewWaves Hospital Management System provides a comprehensive RESTful API for mobile application development.

Authentication¶

API Access¶

POST /api/auth/login
Content-Type: application/json

{
  "email": "user@example.com",
  "password": "password",
  "role": "patient" // or "staff"
}

Token Management¶

JWT Tokens: Secure authentication tokens
Refresh Tokens: Automatic token renewal
Role-based Access: Different permissions per user type
Session Management: Secure session handling

Patient API Endpoints¶

Appointment Management¶

GET /api/patient/appointments        # List appointments
POST /api/patient/appointments       # Book new appointment
PUT /api/patient/appointments/{id}   # Update appointment
DELETE /api/patient/appointments/{id} # Cancel appointment

Medical Records¶

GET /api/patient/medical-records     # Get medical history
GET /api/patient/lab-results        # Get lab results
GET /api/patient/prescriptions      # Get prescriptions

Billing Information¶

GET /api/patient/invoices           # Get billing statements
POST /api/patient/payments          # Process payment
GET /api/patient/payment-history    # Payment history

Staff API Endpoints¶

Patient Management¶

GET /api/staff/patients             # List patients
POST /api/staff/patients            # Add new patient
PUT /api/staff/patients/{id}        # Update patient
GET /api/staff/patients/{id}        # Get patient details

Appointment Operations¶

GET /api/staff/appointments         # List appointments
POST /api/staff/appointments        # Create appointment
PUT /api/staff/appointments/{id}    # Update appointment
PATCH /api/staff/appointments/{id}/status # Update status

Medical Documentation¶

POST /api/staff/medical-records     # Create medical record
GET /api/staff/medical-records/{id} # Get medical record
PUT /api/staff/medical-records/{id} # Update medical record

API Response Format¶

Success Response¶

{
  "success": true,
  "data": {
    // Response data
  },
  "message": "Operation successful",
  "timestamp": "2024-01-01T12:00:00Z"
}

Error Response¶

{
  "success": false,
  "error": {
    "code": "VALIDATION_ERROR",
    "message": "Invalid input data",
    "details": {
      // Specific error details
    }
  },
  "timestamp": "2024-01-01T12:00:00Z"
}

✅ Common Tasks¶

Daily Administrative Tasks¶

Morning Setup¶

Review overnight activities:
Check emergency admissions
Review system alerts
Verify backup completion
Prepare for the day:
Print daily appointment schedules
Verify staff availability
Check equipment status
Patient preparation:
Send appointment reminders
Prepare patient charts
Verify insurance authorizations

End-of-Day Procedures¶

Daily reconciliation:
Process payment transactions
Update patient records
Backup critical data
Preparation for next day:
Review tomorrow's schedule
Prepare required materials
Set up overnight processes

Weekly Administrative Tasks¶

System Maintenance¶

Database backup verification
System performance review
User access audit
Security log review

Reporting¶

Weekly financial reports
Patient volume analysis
Staff productivity metrics
Quality assurance reviews

Monthly Administrative Tasks¶

Financial Closing¶

Monthly financial statements
Insurance claim reconciliation
Accounts receivable review
Budget variance analysis

System Updates¶

Software updates and patches
Security assessment
User training updates
Policy and procedure reviews

🔧 Troubleshooting¶

Common Issues and Solutions¶

Issue: Cannot log into the system Solutions: 1. Check credentials: Verify username and password 2. Clear browser cache: Clear cookies and cached data 3. Reset password: Use the "Forgot Password" feature 4. Contact administrator: For account lockout issues

Issue: Session expires frequently Solutions: 1. Check internet connection: Ensure stable connection 2. Browser settings: Allow cookies from the site 3. System settings: Admin can adjust session timeout 4. Multiple browser tabs: Close unnecessary tabs

Appointment Booking Issues¶

Issue: No available appointment slots showing Solutions: 1. Check date range: Ensure looking at correct dates 2. Department availability: Verify department is active 3. Doctor schedule: Confirm doctor availability 4. System time: Check system time zone settings

Issue: Double-booked appointments Solutions: 1. Refresh calendar: Reload the appointment calendar 2. Check for conflicts: Review overlapping appointments 3. System sync: Wait for system synchronization 4. Manual resolution: Reschedule conflicting appointments

Payment Processing Issues¶

Issue: Payment not processing Solutions: 1. Payment gateway: Check gateway status 2. Credit card validation: Verify card details 3. Network connectivity: Ensure stable internet 4. Transaction limits: Check daily/monthly limits

Issue: Payment shows as pending Solutions: 1. Gateway processing: Allow time for processing 2. Bank verification: Check with patient's bank 3. Transaction log: Review payment gateway logs 4. Manual verification: Contact payment processor

Reporting Issues¶

Issue: Reports not generating Solutions: 1. Date range: Verify report date parameters 2. Data availability: Check if data exists for period 3. Browser compatibility: Try different browser 4. System resources: Check server performance

Data Synchronization Issues¶

Issue: Data not updating across modules Solutions: 1. Refresh page: Force page reload 2. Clear cache: Clear application cache 3. Check database: Verify database connectivity 4. System restart: Restart application if needed

Getting Additional Help¶

Support Channels¶

Documentation: Check user manual and guides
Video Tutorials: Access training videos
Email Support: Contact support team
Live Chat: Use in-app chat support
Phone Support: Call support hotline

Preparing for Support Contact¶

Error messages: Note exact error messages
Screenshots: Capture relevant screens
Steps to reproduce: Document the process that led to the issue
Browser information: Note browser type and version
User role: Specify your user role and permissions

📞 Support Information¶

For additional assistance:

Email: support@newwaveshospital.com
Documentation: Complete guides and tutorials
Video Training: Step-by-step video guides
Community Forum: User community and discussions
Live Chat: In-app support chat (business hours)

Business Hours: Monday - Friday, 9:00 AM - 6:00 PM (your timezone)

Thank you for choosing NewWaves Hospital Management System!

This manual is regularly updated. For the latest version, please check the documentation section in your admin panel.