User Manual
Welcome to the comprehensive user manual for ClinicSaaS. This guide is designed to help you understand and utilize all the features of our Hospital Management System efficiently. Whether you are an administrator, doctor, nurse, or receptionist, you will find detailed instructions for your specific workflows here.
Key Features
- Multi-hospital Management
- Role-based Access Control
- Patient Electronic Health Records
- Appointment Scheduling
- Clinical Documentation (H&P)
- Lab & Radiology Management
- In-patient Department (IPD)
- Billing & Invoicing
Registration
To start using ClinicSaaS, you need to create an account. The registration process is simple and secure.
- Navigate to the Sign Up page from the landing page.
- Enter your Full Name, Email Address, and a secure Password.
- Click Create Account.
- You will be redirected to the login page upon successful registration.
Note: By default, new user accounts are enabled for SaaS self-service, allowing you to create your own hospital organization immediately.
Login & Hospital Selection
After logging in, you will be directed to the Hospital Selection screen.
The Workflow
- 01Enter your credentials on the Login page.
- 02If you belong to multiple hospitals, you will see a list of available organizations.
- 03Select the hospital you wish to access.
- 04The system will load your specific roles and permissions for that hospital.
Creating a Hospital
As a new user, you can create your own hospital organization.
- On the Hospital Selection screen, click Create New Hospital.
- Fill in the hospital details: Name, Address, Contact Phone, and Email.
- Submit the form. Your hospital will be created in a Pending state.
Verification Process
For security and compliance, all new hospitals require administrative approval before they can be accessed.
Pending Status
Your hospital will appear with an "Approval Pending" badge. You cannot access the dashboard until verified.
Verified Status
Once approved by a Super Admin, the system automatically provisions your roles. You (the creator) are assigned the Owner role.
Staff & Roles
The system uses a powerful Role-Based Access Control (RBAC) system.
Default Roles
Auto-Provisioning: When your hospital is approved, these roles are automatically created with a standard set of permissions. You can then invite users and assign them these roles.
1. Patient Registration
The clinical journey begins with registering a patient. This creates a permanent record in the system.
Patient Registration Form
- Go to Patients in the sidebar.
- Click Add Patient.
- Fill in the required details shown above.
- The system automatically generates a unique MRN (Medical Record Number).
2. Visit Creation
CRITICAL CONCEPT: Everything in ClinicSaaS is linked to a Visit. You cannot add vitals, diagnoses, prescriptions, or lab orders without an active visit.
When a registered patient arrives at the hospital, a Visit must be created. This acts as a container for all medical data generated during that encounter.
New Visit Modal
3. Triage & Vitals
Before seeing the doctor, a nurse typically records the patient's vital signs. These are linked directly to the Visit ID.
Nurse Workflow
- Navigate to the Patient Dashboard.
- Select the Active Visit.
- Click Add Vitals.
- Enter readings (BP, HR, Temp, SpO2, etc.).
4. Doctor Consultation (H&P)
The doctor opens the patient's chart and documents the encounter using the H&P (History & Physical) tool.
History & Physical
Linked to Visit: VST-2025-001
1. History
History of Present Illness (HPI), Past Medical History, etc.
2. Diagnosis (ICD-10)
Important: Diagnoses added here are automatically linked to the visit and will appear on the patient's final bill and discharge summary.
5. Prescriptions & Orders
Based on the diagnosis, the doctor orders medications, labs, or radiology exams.
Lab Orders
Select tests (e.g., CBC, Lipid Profile). These are sent to the Lab Dashboard.
Radiology
Order imaging (X-Ray, MRI). Sent to Radiology Dashboard.
Prescriptions
Add medications with dosage and frequency.
Laboratory Management
Once a doctor places an order, it appears in the Lab Technician's queue.
1. Sample Collection
Technician verifies the patient and collects the sample. Status changes to Sample Collected.
2. Result Entry
After analysis, results are entered into the system. The report is automatically attached to the Visit for the doctor to review.
Radiology
Similar to labs, radiology orders are processed by technicians and radiologists.
- Upload: Radiologists can upload DICOM images or PDF reports.
- Linkage: All files are securely linked to the specific patient visit.
Appointments
Schedule and manage patient appointments efficiently.
- Calendar View: See doctor availability at a glance.
- Booking: Select patient, doctor, date, and time slot.
- Status: Track appointments (Scheduled, Confirmed, Completed, Cancelled).
- Invoicing: Automatically generate invoices for consultation fees upon booking.
Billing & Invoicing
Comprehensive financial management for your clinic.
Automated Invoicing
Invoices are automatically generated for:
- Consultations (Appointments)
- Lab Orders
- Radiology Orders
- Medications (Pharmacy)
- IPD Admissions (Room charges)
In-Patient Department (IPD)
Manage wards, rooms, beds, and patient admissions.
- Setup: Create Wards and assign Rooms/Beds with daily rates.
- Admission: Admit a patient to a specific bed.
- Management: Track occupancy and patient status.
- Discharge: Generate discharge summaries and final bills automatically.
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