Frequently Asked Questions
Medicentre V3 Software Function
Billing
This can only happen when the drugs have not been dispensed and payment for all items has not been received or invoiced
On the billing panel, select the item (Tick), under Type of sale select Credit then click on Create Invoice button. Fill in the required details then click on Save.
On the billing panel, select the item, click the patient scheme field and select any of the schemes the patient has and click on the update button. Alternatively, right click on the bill item and click on change scheme.
Double click on the patient's name on the queue to access the billing panel, click on Actions, then select "Change patient Default Scheme". Select the scheme from the popup window and click on the set button.
The system has a configuration feature under branch profile that allows hiding of unpaid services. When this setting is turned on, Tests being paid for in cash will not be visible in the laboratory unless they have been paid for.
The system allows for reversal of cash transactions where a customer returns goods or where a service was paid for but never rendered. This is provided for on the receipts panel. Here you can cancel a Cash receipt partially or in full. This would adjust the stock levels of the affected inventory items. It would also post a contra-entry against the affected General Ledgers on the system’s Accounting Module.
MedicentreV3 automatically finalizes a patient's visit once the patient's bill has been finalized.
Yes, the system provides several options for changing the patient's default scheme. One option is to click on actions, then change the default scheme under patient bills. Another option is to select the patient on the main queue, then right-click select Add Patient Scheme.
Clinical
Currently, there is no self-registration feature available in the system.
To record normal immunization, use the Special Clinics module or the Maternity module if the mother's maternal profile was recorded.
Adjusting stock items can be done using the stock take feature available in the system
The clinical reports follow the same template as provided by the Ministry of Health.
The patient must have an internet-capable device, be registered at the hospital/facility, and know the hospital code.
Patient registration is done, a lab request is made, payment for the test is made and the patient is queued to Laboratory
Navigate to the main queue, right-click the patient, and choose remove from queue.
ICD10 can be enabled and disabled in the system.
Inventory
Available quantity is the quantity available for dispensing, Total quantity is the sum of available quantity and reserved drugs. Reserved drugs are the drugs that have been billed but not dispensed.
To correct this, navigate to the inventory and selec the storage location, Click on resrved, the system would list all the resrved items, select the items and then either void or mark them as dispensed. Voiding will clear the resrved quantity and return the items back to stock, dispensing will clear the reserved quantity and deduct the items from stock.
On the inventory panel, select the item whose VAT type you want to change, click on the VAT Type field and select the appropriate VAT type, then click on Update to save the changes.
The system does not allow receiving expired drugs, you must update the expiry date in the issuing branch
Navigate to inventory, click on View Expired batches, the system would list all the expired batches, select the items and click on Dispose selected, the system would clear the stock quantities for the selected items.
During prescription, one is able view the available quantity in stock for the item being prescribed.
The system has a material consumption module. To record all that was consumed within the facility. Examples of these are masks and gloves given to employees. This is recorded in material consumption and committed to stock. Once a material consumption has been committed to stock, the amount of items consumed are automatically deducted from inventory.
One is not able to receive items through scanning barcodes. One can receive stock items through GRN (Goods Received Notes) and commit the items to stock.
Before implementation, Hanmak team requests data from the client which is uploaded to the client instance before implementation. Excel templates are shared with clients to populate the required data.
The system provides an option to name drugs as either original or generic and the different prices.
The system auto calculates total quantity once frequency per day and duration are filled during prescription
One has to have the privilege to cancel a receipt. After canceling the receipt, the drug will be returned to the inventory and revenue collected for the drug rolled back.
Accounts
Yes, navigate to Human Resources, then Consultants, Click on Actions and select Configure Consultant Billing, a window would appear where one can can configure the hospital deduction and tax
The system currently does not have a provision to approve visa card payments.The payments would automatically hit the system configured bank account.
Use the bank deposits feature in the accounts module to record bank deposits.
The system has the provision of creating invoices, recording capitation and reconciling invoices.
The system has various reports available on the revenue section. Revenue (By Branch), revenue (By Scheme) and revenue (By department) reports.
The system allows for the recording of petty cash. This can be achieved via the supplier bill panel. Petty cash reports are also available under Accounts report i.e petty chash ledger account history report.
The restriction can be managed using the privilege "can change unit price." This privilege will be removed from the user role
The patient visit and the bill is locked and the patient is removed from the queue once a bill is finalized, one cannot make any changes on the bill.
The system allows for integration with SMART and Slade 360 for managing patients claims
The system does not limit the number of schemes that can be added to MedicentreV3.
A refund is possible by canceling the receipts or an invoice, and the items will be rolled back into inventory.
The system allows payment to be received via various payment modes. The system allows one to configure different payment modes allowed in the facility.
The system has a provision that allows one to offer a sales discount on AR Invoices
Human Resource
Employee portal can be accessed from Medicentre Login Page. After adding the Hospital code, there is a provision for accessing the Employee portal on the login page.
The function is not currently available in the system, but it may be considered in future updates.
On the billing panel, the system allows you to receive partial payments.
For such patients, the system allows the creation of a "cash pay later" scheme. This ensures that the patient will pay for all services after they have been rendered.
The system allows you to group various products and services with different prices into different schemes. This can be configured using a feature called scheme items.
Security
Each system user is assigned to a specific User Group. The System Administrator would assign the necessary privileges to each User Group. Specific users would then have access to only those system functions that are permissible based on their User Group Privileges.
Under the Security module, select Privileges and the required User Role. Check the required privileges from 'All Privileges' Select the required privileges, click on the arrow pointing on the right side to assign the selected privileges
Since roles are managed by privileges, a single user can take on multiple roles by allocating several roles to the user.
The user should contact the facility's System Administrator, who will reset their password.
Every hour, the system performs an automatic backup.
Procurement
The system automatically updates the quantities purchased after goods are received and committed to stock via GRN(Goods Received Notes)
Reports
Yes, the login password is the same password used to access the Reports Dashboard
You can determine your facility's financial position by viewing the Income Statement under Accounts reports.
A revenue report for over-the-counter sales is available.
Reports pertaining to stock can be accessed by going to Reports then Inventory Reports. The user must first choose the desired report and date range before clicking on View.
+254 (0) 789 199 524
info@hanmak.co.ke