Polyvision has been long thriving to give an economical and technologically feasible solution to the Health sector. It has done a great deal of research and interacted with many doctors and Para-medical staff to understand the needs and usage requirements of the Health Sector. To its needs PolyVisionBLR has built this application to suite the needs of small and medium size health services who are not interested to invest largely on the Information Technology as it is very expensive. We have come forward with a Usage Policy Driven Software which is easily acceptable as the cost involved is very low. The Current Terms (for the year 2008 - 2009) are that the License Cost will be Rs. 1000 p.a. (Taxes Extra) for a 5 user pack which is very negligible in nature and can be affordable for even a small clinic.
Website: www.polyvisionblr.com to contact PolvisionBLR for any queries and to
get License Key for your organization. You are requested to get a licensed
version by paying the Usage Fee. This amount does not cover the cost of the
software or any support calls. The support calls will be charged extra
according to the geographical and demographical perspective, the charges will
be decided and will be sent to you in appropriate mail or phone. Please specify
the Clinic, Hospital or diagnostic centre name for interaction along the
detailed address and phone number for immediate response and reply.
This product is a demo version and can be used to update the masters and regular operations, but at a stretch will work only for 10 transactions. It is built in such a way that it will allow you to work even if your license expires accidentally. You can contact www.polyvisionblr.com to get your Authorisation code.
Technical Reference and
Installation
· Advanced Installation Sequence
· Selecting a good Database Vendor
· Feel Free to Copy this Software
·
Main Menu and Modules
Masters and Their Roles
Transactions and Their Roles
Technical Reference and Installation
Installation
Procedure
Copy the files to the location you want to install the Software. Remove the Read only or hidden if the attributes are set. Double Click on Setup.bat file and you can copy the shortcut of polyvision to any location and start using the software. User will have to change the date format to dd/mm/yyyy.
Advanced
Installation Sequence
1. Double Click on the Setup to
install the Client
2. This procedure has to be carried out on all the Computers
3. Start PolyVision on any one machine and create the
structure
Tools-> Serial Master
Authorisation Code
Enter the 40 digit Authorisation
code.
Select Tools -> Serial Master to Enter the Authorisation Code. Once you have
entered the authorization code then restart the application to enable the code.
The product validity is displayed on the screen next time you login
[To get authorization code please
contact www.polyvisionblr.com]
The Login su (small letters)
There is no password [Blank Password]
Icons
used in PolyVisionBLR
Login - login.jpg
Appointment - Doctor.jpg
Registration - Regn.jpg
OutPatient - OutPat.jpg
InPatient - InPat.jpg
Service - Service.jpg
Master - Master.jpg
SystemTools
- Tools.jpg
reporter - Report.jpg
Advanced - Help.jpg
Exit - Exit.jpg
Contact - Contact.jpg
Button - SButton.jpg, Button.jpg, LButton.jpg.
Main Screen main.jpg
Sub Screen all.jpg
Selecting a good Database Vendor
Use the Blank Default Database which comes along with the KIT polyvision.MDB. It is in the directory in which you installed the software. This is an MS Access database and It is provided free of cost with the Microsoft Windows itself.
You can also install other databases for example ORACLE or SQL Server as they are directly compatible with this software. This has to be done before you start using the software. Once a database is selected then the data cannot be migrated into another database if you want to do so it becomes a costly affair and the reliability of the data is also at stake. If you want any of these databases you will have to acquire the database and then install the server. On the server you will have to create the database and set the blank database in the ODBC. For the DSN name polyvision. Once set you run the initial setup and the corresponding data structure for the software get created in the system automatically.
The date format required for this software will be dd/mm/yyyy for it to function correctly. You will have to go to the regional settings in control panel and then change the short date format. The software will give an error message at the start of its working. After changing the date format the user has to restart the application to take into effect. The date format should not be changed when the software is running. If any changes are made there will be erroneous data in the system.
The liability of the software is limited to the replacement of the software under an given circumstance. Any Bug found during the operation of the software shall be reported to www.polyvisionblr.com or the address mentioned during the installation. The bug may be rectified on evaluation and if found appropriate by the technical team will be rectified and a copy of the software will be sent back. The software should be checked thoroughly by the organization which is going to use the software before implementing. The data should be backed up and maintained by the organization and PolyVisionBLR will not responsible for the loss of data. The online data manipulation is built into the system where the user can set various commands during the functioning of the software to manipulate and interpret the data in any fashion required by the user themselves. Therefore it cannot be ascertained by the software professionals to evaluate the data in any given instance. If need be you can ask us to help in taking and maintaining the backups at additional cost and we can give technical support in this regard. It is always requested that you maintain the data properly and take appropriate backups and test the integrity of the data on a timely basis. Maintenance of Password and Security is vital to any organization, The software features the basic application level security and log which tracks each and every transaction which will enable the verification of entered data. There will be no customization provide at the regular installation pack if any customization is required then it will be treated as a separate development and charged accordingly.
Feel Free to Copy this Software
This software is a Authorisation Code Driven and can be copied and distributed without any problem as the organization which gets the authorization code only can use all the features of the software. There fore the demo version can always be used by clinics, nursing homes and hospitals depending on their requirement. It is advisable to get a Authorization code to license the software use, this will help us track the software users and help in developing better facilities. We request you the kindly register the software by paying the license fee amount which is priced very nominal.
This software is designed for usage by any individuals who have basic computer knowledge. The novice users may feel it difficult to adjust at the first instance; in due course of time they will be able to use the software properly. The principle rules of the software are user has to under stand the difference between the input box where data should be entered and those where the data should not be entered. There are primary places and secondary places it will be possible to learn only by practice.
Keys: Some special characters like ‘(quotes), “(Double Quotes) are special key words and should not be given in the names, address, phone number etc. The input boxes should not be used for the entry of these special keys and if used the computer will give error message and abruptly come out.
Save: Cancel: Close: Add: (eg. Alt + S) is mainly used all the modules as save The Highlighted Character or the hot key can be used along with the ALT key on your keyboard to do the job of the button. Mostly all the buttons have the hot keys and it has been deemed in mind to use maximum hotkeys and the same set of characters to do the same functions.
Places where modification is allowed a drop down box is given to do both modification and View. Where by what ever you view can be modified if save is pressed. Other wise you need to press cancel.
Main Menu and Modules
This helps in the keeping the strict password security as when there is any emergency when you want to go out then the system is left unattended. You can just click on the lock screen and leave the system to the unlock screen. Until your user password is entered the system will not be accessible to any other unauthorized person other then you. This will give the option not to log in every time you where out.
The Main menu is divided as per the requirement of the organisation. The Fist part is for Login which is the starting and most used module. The Second Menu is for the doctors and related to doctors. The appointment and the doctor’s Module is the main component in this. The next being the modules related to registration, which are used by the front office. The Modules are further divided as per the requirement and the movement of patient in the organisation. The Major classifications of the next set of modules is the in patient and outpatient. The In Patient Status acts as the main module which links all the modules with one another which are related. There by the user need not open further modules. The Service module is mainly used for all their services which will affect the inpatient and outpatient. The combination of modules gives the user the flexibility of having only one module on the screen and not to under go complexities which are there in other modules. All the masters are grouped under one heading so that it becomes very easy and need not search for modules and there flow. Tools are those modules which are pertaining to the installation and maintenance of the software. The Reporting has been grouped independent. The help screen and the locking screen are the last part of the menu.
The Search option is to locate for any patient who does not have his ID number along with his. This can be used for those patients who have registered in this software. The Search option is divided into various sections. You can give a range of patient number to search from. You can also type full or part of the name in the name like to search for pattern matching the exact name. This is applicable to the address also. The phone number search is the best of all searches and can locate the patient very fast. The search will work only if the data of the patient is fill in complete without mistakes during the time of registration in the Patient Registration Module in the software. The Calling module will get the Patient ID in the input area.
Masters
and Their Roles
Ward master is used to create the various category requirements for any hospital. Complex combinations of tariff and other details can be categorized. This is also used in defining default Out patient categories in which case he number of beds can be left as 0 to make the software understand that it is not an In Patient. This module also helps in defining the initial ward advance which has to be collected at the time of In Patient Registration.
Once a Ward has been defined with beds in it the Beds have to be defined an allocated to the Ward. You can define category wise Beds which will help you in restricting patients of different categories not to occupy certain beds. You can define the Bed and Nursing charges using the bed master.
Different types of Departments can be created. The Doctor, Medical, Administrative, User Departments can be created which are used by the software at various to define the roles.
This helps you in defining the charges required for any doctor on consultation. There are different types of consultation and their charges and also in case a share is being given to the doctor can also be specified. The combination of Visit Types and Doctor types can be created to have maximum combinations. This module works for both In Patient and Outpatient.
Once the Department Master and Doctor Type Master’s are created for the organization then the doctor can be defined. The Doctor names can be added into the system with the corresponding information required. The Address and other details is not mandatory but a organization can create it as part of their document.
For purpose of
service and Laboratory billing the rates and the chargeable tests have to be
defined into the system which will be retrieved by the front office while doing
the billing. These charges defined are for both inpatient and outpatient and
various category-wise. There are many manipulations available to make the work
very easy. Entry of rates is done in two ways. Single Test wise and All Test
Wise which will help you see all the test details on one screen. You can adopt
which ever method is easy. Test Grouping and Entry of Normal Ranges are done at
the Lab Report Module. In the Lab Report Module There is a [<A] button which
does the Grouping and Defining the
The stores master is used to add only items into the system. This can be billed with the help of pharmacy module provided in the system. The Module is not used to maintain the stock entry.
For purpose of service and Laboratory billing the rates and the chargeable Services have to be defined into the system which will be retrieved by the front office while doing the billing. These charges defined are for both inpatient and outpatient and various category wise. There are many manipulations available to make the work very easy. Entry of rates are done in two ways. Single Service wise and All Service Wise which will help you see all the Service details on one screen. You can adopt which ever method is easy.
This helps in the maintenance of Security and Giving rights to various users at various levels throughout the organization. This helps you track the usage and also the details of entries made. With the help of user master you can track events which will help you in taking decisions.
Transactions and Their Roles
The Patient Registration module is the most important part in the whole software. Any patient to interact with the system should have one unique number called as the hospital number, clinic Number, MRD Number, Reference Number, Registration number, Admission number etc. The Number can be called by different names and these names are Meant for different purpose at occasions but in this software it is not so. The number does not change in any module. Only any in case required a reference number is maintained internally. The software user need not remember the new number for any purpose. The internal reference number is displayed to the user. The Patient registration number is
The patient can be registered as In Patient if the patient gets admitted in to the hospital or nursing home. This may not be valid in case of clinics as there are no beds available. The Ward and beds should be defined the rates of the beds should be defined so that the bed master, Ward master etc are complete, only then this functionality can be used.
The main part of the billing comes in terms of service and laboratory bills which has the maximum transactions. The current trend is to take the bills for In Patient separate and out patient separate. This only increases the work of various departments as the patients keep coming from both inpatient and outpatient to the same place. There by the module has been defined for inpatient outpatient together. The patient can be defined for any purpose and the collection also can be taken for any purpose.
Special: There is a special permission to Add the rates in case of emergency this provision can be activated and deactivated as in some places it becomes compulsory by with the complexity involved in billing becomes too much that the exact treatment cannot be defined. Example is the dental clinic where the charges depended on many complex treatments and keeps on varying.
The Payments and Receipts is an integral part of the system. All the modules in which the cash is being collected gets spooled to a ledger Master internally and the entries are tracked in terms of double entry book keeping and the maintenance of the financial accounting becomes the principle. This module is an Eye to that module that is the reason why the modification option has not been provided at any given level. The option can be executed as a reverse journal using this module. This module can also be used to primarily act as a day book for you to track down various expenses made by you. Currently as of now a view has not been provided as there are further more complexities which have to be taken care of. Linking Billing software with financial principles is a difficult procedure as there many draw backs in the billing software but in accounts they cannot be handled. The Accounting principles take care of only the cash part and do not cater to the reporting aspect of the linked modules. We are trying to give better and complete solutions so that there will be no interface problems at later stages and can keep you at ease.
The appointment scheduler is used for giving the appointments to Doctors and Marketing executives who frequent the doctor. The Schedule can be given for any date and same will be visible for the doctor. The Doctor can double click on the Doctor Appointment module to get into the doctor module. The registered patients will be displayed in the below part to be selected on double click.
The doctor module is the master module for the doctor from which he can operate most of the functions of the software for his benefit. The module gives the clear indication of the patient’s complete details.
Patient Registration Number: The patient number can be input by the doctor directly into the input box. Other wise he can use the patient search “<P” option which will allow him to search for the patient number. Once the patient number is input by any means the enter key has to be pressed to confirm the number. The Patient Name, Age, address and other features will be displayed for the doctor. The initial grid display will be any Prescriptions issued to the patient through the module. There is no filter as to which doctor has made the prescription.
The Patient Photo: The patient photo has to be attached using the “<S” option which is displayed. Once you click this the File loading option is enabled which can load only .jpg files an no other files. If any file is in a different format then the same should be opened and then saved as .jpg . The photo will be resized as default size will be displayed at the place allocated for it.
Other Images: The images like X-Ray, Ultra Sound images etc of the patient along with scanned images related to the patient which are available in Jpg format can be stored along with the purpose of the document. The System will retain this information in duplicate in the location where the database is available. The Data is duplicated along with the purpose and the date of updating in the system.
Default Template: The Default template is used for the purpose of making the work easy when the patient is in front of the doctor. The time taken to make the prescription can be drastically reduced. The option is such that even images can be copied and pasted.