Rel. 1.8.

4 (November 2018)

User’s Guide

OpenHospital

An product
Rel. 1.8.4 (November 2018)

Table of Contents
Table of Contents 2
1 Abstract 5
2 Introduction 6
3 Useful Information before reading this user manual. 7
3.1 Help 7
3.2 Legenda 7
4 Run the application 9
5 Outpatient Department Management (OPD) 11
5.1 Main Characteristics 11
5.2 Functions of Out Patient Department 11
5.2.1 Search patient visits (Search) 12
5.2.2 Create a new patient visit (New) 13
5.2.3 Modify a recorded patient visit (Edit) 14
5.2.4 Delete a recorded patient visit (Delete) 15
5.3 OPD Extended (OPD v1.3) 15
5.3.1 New features 15
6 Pharmacy (Pharmacy) 17
6.1 Pharmaceuticals (Pharmaceuticals) 17
6.1.1 Main Characteristics 17
6.1.2 Functions of pharmaceuticals 17
6.2 Pharmaceutical Stock (Pharmaceutical Stock) 21
6.2.1 Main Characteristics 21
6.2.2 Functions of Pharmaceuticals Stock 21
6.3 Pharmaceuticals Stock Ward (Pharmaceuticals Stock Ward) 29
6.3.1 Main Characteristics 29
6.3.2 Functions of Pharmaceuticals Stock Ward 30
7 Laboratory (Laboratory) 35
7.1 Main Characteristics 35
7.2 Functions of Laboratory 35
7.2.1 Search of Laboratory exams (Search) 36
7.2.2 Create a new laboratory exam (New) 37
7.2.3 Modify a laboratory exam (Edit) 39
7.2.4 Delete Laboratory Exam (Delete) 40
7.3 Laboratory Extended (v.1.1) 40
7.3.1 New Laboratory Browsing (v 1.1.) 40
7.3.2 New Laboratory Exam (v. 2.0) 41
7.3.3 Laboratory Multiple Insert 42
8 Accounting (Accounting) 44
8.1 Main Characteristics 44
8.2 Functions of Accounting 44
8.2.1 Insert a new bill (New Bill) 46
8.2.2 Edit an existing bill (Edit Bill) 51
8.2.3 Delete a bill (Delete Bill) 51
8.2.4 Receipt (Receipt) 52
8.2.5 Reports (Report) 52
8.3 Functions of Accounting in multi-user mode 53

Pag. 2
Rel. 1.8.4 (November 2018)

9 Vaccines (Patient Vaccines) 56

9.1 Main Characteristics 56
9.2 Functions of Admission/Patients 56
9.2.1 Search vaccinations 57
9.2.2 Insert a new vaccination (New) 58
9.2.3 Modify data of a recorded Patient vaccination (Edit) 59
9.2.4 Delete a Patient vaccination (Delete) 59
9.3 Vaccines Extended (Patient Vaccines) 60
9.3.1 New Vaccine Browsing (v 1.1.) 60
10 Admission/Patient (Admission/Patient) 61
10.1 Main Characteristics 61
10.2 Functions of Admission/Patients 61
10.2.1 Search patient 62
10.2.2 Search patient Enhanced 63
10.3 Insert a new Patient (New Patient) 64
10.3.1 Modify data of a recorded Patient (Edit Patient) 65
10.3.2 Delete a Patient (Delete Patient) 66
10.4 Insert a new Patient Extended (New Patient) 66
10.4.1 New features 67
10.4.2 Height and Weight functionality (Height and Weight) 68
10.4.3 Patient Photo (New Photo) 68
10.5 Admission functions (Admission) 69
10.5.1 Start the admission of a patient (Admission) 70
10.5.2 Patient examination 71
10.5.3 Insert/modify Surgery data 72
10.5.4 Insert/modify Delivery data 72
10.5.5 Discharge of a patient (Admission) 73
10.6 OPD (OPD) 74
10.7 Bill (Bill) 74
10.8 Manage Patient historical data (DATA) 75
10.8.1 Modify data of an admission or out-patient visit (EDIT) 76
10.8.2 Delete an admission (DELETE) 76
10.8.3 Manage malnutrition control of a patient (Malnutrition control) 76
10.9 Clinical Sheet (Clinical sheet) 78
10.9.1 DICOM (DICOM viewer) 79
10.10 Therapy management (Therapy) 81
10.10.1 Add a therapy (Add Therapy) 81
10.10.2 Modify a therapy (Edit Therapy) 83
10.10.3 Remove a therapy (Remove Therapy) 83
10.10.4 Check availability of the pharmaceuticals (Check availability) 83
10.10.5 Save function (SAVE) 84
10.10.6 Close function (Close) 85
10.10.7 Notify & SMS 85
10.11 Merge function (Merge) 87
10.11.1 Different Names 87
10.11.2 Different Sex 88
11 Statistics (Statistics) 89
11.1 Main Characteristics 89
11.2 Report Launcher (Launch Report) 90
12 Printing (Printing) 92

Pag. 3
Rel. 1.8.4 (November 2018)

12.1 Main Characteristics 92

12.2 Printing 92
12.2.1 Exams List (Exams List) 93
12.2.2 Disease List (Disease List) 93
13 Communication (Communication) 94
13.1 Main Characteristics 94
13.2 Chat 94
13.3 Admission/Discharge Notifications 95
13.3.1 Admission Notifications 96
13.3.2 Discharge Notifications 97
13.4 Pharmaceuticals Critical Level Notifications 97
13.5 Report sharing 99
14 General Data (General Data) 100
14.1 Main Characteristics 100
14.2 Types (Types) 100
14.2.1 Admission Types (Admission Type) 102
14.2.2 Discharge Types (Discharge Type) 102
14.2.3 Delivery Types (Delivery Type) 103
14.2.4 Delivery Result Types (Delivery Result Type) 103
14.2.5 Disease Types (Disease Type) 104
14.2.6 Exam Types (Exam Type) 104
14.2.7 Medicals Stock Movement Types (Medicals Stock Mov Type) 105
14.2.8 Medical Types (Medical Type) 106
14.2.9 Operation Types (Operation Type) 106
14.2.10 Pregnant Treatment Types (Pregnant Treatment Type) 107
14.2.11 Other Prices (Other Prices) 107
14.2.12 Age Types (Age Type) 109
14.2.13 Vaccine Types (Vaccine Type) 111
14.3 Hospital (Hospital) 111
14.4 Ward (Ward) 112
14.5 Disease (Disease) 113
14.6 Exam (Exams) 115
14.6.1 Results (Results) 116
14.7 Operations (Operation) 117
14.8 Vaccine (Vaccine) 118
14.9 Prices (Price Lists) 118
14.9.1 Pricelists (Manage Lists) 120
14.10 Supplier (Supplier) 121
14.11 SMS Manager (SMS Manager) 122
15 Users & Groups (File -> Users) 125
15.1 Groups (Groups) 125
15.2 Users (Users) 128

Pag. 4
Rel. 1.8.4 (November 2018)

1 Abstract
This application is the first of a set of software products that ISF1 has developed to support the
management and the activities of the St. Luke Hospital in Angal (Uganda). After that mission, the
St. Luke Hospital has become only the first one of a long list of hospitals that found this software
useful.

All the work was realized as an open-source2 project using only open-source development software.

This application software consists of the following parts:

• Pharmacy management
• Laboratory management
• OPD management
• Patient admission and discharge management
• Pregnancy management
• Malnutrition control management
• Vaccines database
• Patient billing support
• Therapy management
• Internal communication
• Statistics and printing

This document describes how all the above-mentioned items work and gives you some suggestions
on the correct use of the program.

The reader will not find in this manual the information he needs for the installation of the
application software or for administrative purposes; to have such information you should consult
our Administrator’s Guide, supplied with the application software.

1
Informatici Senza Frontiere = Computer scientists without frontiers
2
Open-source = software for which the original source code is made available to anyone free of charge.

Pag. 5
Rel. 1.8.4 (November 2018)

2 Introduction
The aim of this program is to manage, in the simplest manner, the hospital administrative operations
like registering patients and laboratory analysis, and to produce statistics for the health ministry. In
the following chapters the users will find all the information they need in order to use properly the
program.

Pag. 6
Rel. 1.8.4 (November 2018)

3 Useful Information before reading this user manual.

3.1 Help
• The HELP function available on the bottom of the main MENU of OpenHospital allows
you to access offline this document.

3.2 Legenda
In this document will be used following conventions:
• When in the text of this document you find a word written in bold and highlighted in grey –
like Pharmacy or New – it indicates a function of the application and it is also called
“button”. Pharmacy is a button.

• When you find a text written in bold Italic (as an example Laboratory browsing) it indicates
the screen with name “Laboratory browsing” (see example below). Each screen of the
application is called window. Laboratory browsing is a window.

• When you find a text written in bold as - Search patient visits – it indicates a function of
the application, or an area of the window (as an example Data table).

• Each button has always one letter with an underscore. You can select the functionality
offered by the button pressing the “Alt” key and at the same time the “underscored” key (in
the example of Pharmacy you have to press “Alt” and “P”). This behaviour is common all
over the application and allows the user to operate (almost) without the use of the mouse. In
the entire document “Alt” key and the “P” key will be indicated as “Alt + P”.

Click with the

mouse on the button
or digit “Alt+P” to
enter the Pharmacy
function

• Each screen of the application is called “window”. Most complex windows of the
application are composed by more than one area. Areas can be Selection panel, Data table

Pag. 7
Rel. 1.8.4 (November 2018)

and Buttons panel (see Laboratory browsing window below)

Area where data are

displayed is called
Laboratory browsing “Data table” in the
is the name of this entire document
window

Area where you can

choose the functions
to be applied is called
“Buttons panel” in
the entire document
Area where you can
apply search criteria
is called “Selection
panel” in the entire
document

• Highlight of a record. To highlight a record (it is a line on a Data table) you have to click
with the mouse on the record. The record (all the line) will be highlighted in blue. This is
valid all over the application (see example below):

Record (line)
highlighted

Pag. 8
Rel. 1.8.4 (November 2018)

4 Run the application

After double-clicking the program icon on your desktop, you will see an information image (splash image) for a
few seconds and then the main menu of the OpenHospital application will appear.

From a menu you can get to another menu of deeper level, as in the example below. From the main
menu you get the General data menu, or you can directly go in a function of the application (see
the following example with the browser OPD Out Patient Department.

Clicking on
General data on the
main menu on the left
you access the
General data menu
showed on the right

Pag. 9
Rel. 1.8.4 (November 2018)

or you can directly go in a function of the application, as following example:

Clicking on
OPD on the main menu you
access directly the
OPD Out Patient Department
window showed below

Pag. 10
Rel. 1.8.4 (November 2018)

5 Outpatient Department Management (OPD)

5.1 Main Characteristics
Out Patient Department functionalities allow to record Ambulatory Patient visits, search, review,
edit and eventually delete visits, and allows queries necessary for statistical purposes.
Click on OPD button or press “Alt + O” in the main menu to access OPD function.

Press OPD button or

“ALT +O”

5.2 Functions of Out Patient Department

All functions available under OPD are accessible from the window OPD Out Patient Department
showed below.

Pag. 11
Rel. 1.8.4 (November 2018)

The following functions are available from the Buttons Panel of the window OPD Out Patient
Department:
• New to create a new patient visit
• Edit to modify an already stored patient visit
• Delete to delete a patient visit
• Close to exit from the function OPD Out Patient Department
Furthermore, a search function (Search) is available using the Selection Panel on the left of the
window.

5.2.1 Search patient visits (Search)

Queries about Ambulatory Patient Visits can be done using the search criteria available on the
Selection Panel area of the window (left side of the window).

Doing the selection, data about patients can be selected by choosing specific fields among the
following ones:

• Disease type. You can select one or all disease types

• Disease. You can select one or all the diseases
• Date. “DATE From” and “DATE To” allow the selection of all the visits performed over the
requested period
• Age. “Age From” and “Age To” allow the selection of all the patients by age
• Sex. Allow the selection of all the patients by sex: All / Male / Female
• Type of patient. Allow the selection of all the visits by attendance: All / New / Re-Attendance
• Count. Counter at the bottom counts for you how many visits match your criteria after
pressing the Search button.

After having chosen press Search button. The system will show on the Data table area results of the
search applying criteria requested by you.
In the example hereinafter all the visits of patients with Asthma disease admitted in the period from
2006-11-01 until 2006-11-15 of all the ages, all sex, all patient types are showed.

Pag. 12
Rel. 1.8.4 (November 2018)

5.2.2 Create a new patient visit (New)

Press New button in the OPD Out Patient Department window to access the New OPD registration
window showed below.

To record a visit, enter the following fields:

• Type of attendance. This field is not meant to distinguish whether an individual is new or
not in the ambulatory (absolutely first time he/she enters the ambulatory). The NEW
ATTENDANCE is devoted to cases when Patient (at his first or n-th time in the ambulatory
it does not care here) comes to the Ambulatory to report a new health issue / new disease for
which no care has already been addressed and recorded. The re-attendance is – on the
contrary – the case of records created when a Patient comes back to the Ambulatory in order
to follow-up a past new attendance when he/she received cares and previous instructions to
recover.

Example: a Patient comes to the ambulatory because he/she reports a cut ==> this event is
recorded as NEW ATTENDANCE and Doctor sutures the wound and invites Patient to come
back ten days later; then same patient comes back after ten days to have his/her stitches
removed: a new OPD record is then created but with no NEW ATTENDANCE flag set.

• Date of the visit. Date in which Patient is met for recorded activity.
• Disease Type: By selecting a DiseaseType the first diagnosis list will contain only its related
diseases. Second and third list will still contain all diseases.

NB: Disease Types can be defined by the Administrator. Ask to your Administrator how to
do it or see General Data in this document.

Pag. 13
Rel. 1.8.4 (November 2018)

• Diagnosis. Maximum three diseases can be diagnosed per each attendance (“new attendance”
or “re-attendance” it does not care in this context). Normally patient reports at least one visit
reason but it may happen that during same visit the Doctor finds other concurrent pathologies
thus here possibility is given to record till maximum three (the first being the only one
mandatory).

NB: in the OPD Out Patient Department window only first diagnosis and its type will be
show, anyway all data are stored and processed in reports and searching.

• Patient age. Validity range is 0-200.

• Patient sex. Male/female

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm and record patient visits
• Cancel to close the window and to return to the Menu

5.2.3 Modify a recorded patient visit (Edit)

First of all, to modify a visit you have to highlight it in the OPD Out Patient Department window.
Once you’ve done this, press the Edit button. When the Edit OPD registration window showed
below appears, the record is available for changes. All data can be changed.

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm new values (all the previous values will be lost)
• Cancel to close the window and to return to the OPD Out Patient Department window
without applying any change.

Pag. 14
Rel. 1.8.4 (November 2018)

5.2.4 Delete a recorded patient visit (Delete)

First of all, to delete a stored visit you have to highlight it in the OPD Out Patient Department
window. Secondly press the Delete button. The highlighted record will be showed as in the New
Hospital window below. Now the record can be deleted. Deleted records won’t be available anymore.

In the Buttons Panel you have the following choices:

• Si to confirm the record deletion
• No to close the window and return to the previous window without delete the record

5.3 OPD Extended (OPD v1.3)

Since OpenHospital version 1.3.1 you can extend the OPD functionality by changing the
OPDEXTENDED flag in the configuration file. Ask to your Administrator how to do it or read the
Administrator’s Guide.

5.3.1 New features

Press New button in the OPD Out Patient Department window to access the New OPD registration
(1.3) window showed below.

Pag. 15
Rel. 1.8.4 (November 2018)

The OPD Extended module affords the following improvements:

⚫ Calendar to choose the visit date (1);
⚫ OPD number now is visible (2):it is the progressive number per year automatically set by
the system, anyway you may change it if needed. The OPD number MUST be unique for
each year;
⚫ Registered Patient (3): before to choose a disease, you MUST select a patient first from the
drop-down list; you can even fast search the patient with the search field nearby by typing
part of its name or code; this will improve reliability for reports and statistics, thus service to
the patients by knowing his/her history.
⚫ one time the patient is selected and previous OPD visit is found from the program, special
fields will be populated with the most recent visit of the patient (4), thus his/her personal
data (5), re-attendance checkbox will be selected automatically (6);
⚫ in case you want to insert a new attendance for this patient you can check the "new
attendance" check box on and proceed normally;
⚫ in case of editing an old OPD it is possible to change everything except the patient, which
the OPD refers to, and the "new-attendance" check box;
⚫ in case the selected patient needs to update his/her personal data, you can do it by clicking
on the Edit icon near his/her name; a new window will appear with the patient personal
information to let you change them;
⚫ in case the patient is not yet registered, the <new patient> entry can be selected to let you
register the new patient; after registration you will be direct back to the OPD window and
the new patient will be selected.
⚫ If the user is enabled by the admin (see 15. Users & Groups (File -> Users)), you will see
also the “Examination” button function (see 10.5.2 Patient examination)

Pag. 16
Rel. 1.8.4 (November 2018)

6 Pharmacy (Pharmacy)
By pressing Pharmacy from the main menu, you access the Pharmacy menu. From this menu you
have the following functions available: Pharmaceuticals and Pharmaceuticals Stock,
Pharmaceuticals Stock Ward.

Press Pharmacy
button or “ALT + P”

NB: Pharmaceuticals Stock Ward functionality can be disabled by changing the

INTERNALPHARMACIES flag in the configuration file. Ask to your Administrator how to do it or
read the Administrator’s Guide.

6.1 Pharmaceuticals (Pharmaceuticals)

6.1.1 Main Characteristics
Pharmaceutical functions allow you to insert, to modify and to delete pharmaceuticals. Moreover, it
provides important information about pharmaceuticals:
• the current quantity lying in the stock
• the limit quantity that defines when a pharmaceutical is going out of stock
• if the pharmaceutical is out of stock
• the expiring drugs within today or a period

Note: in OpenHospital to identify pharmaceuticals sometimes is used the word “pharmaceutical”

and in others the synonymous “Medical”.

6.1.2 Functions of pharmaceuticals

To access the functions of Pharmaceuticals, press Pharmaceuticals on the Pharmacy menu.

Pag. 17
Rel. 1.8.4 (November 2018)

All functions available under Pharmaceuticals are accessible from the Pharmaceutical browsing
window showed below. It displays all the pharmaceuticals available in the hospital.

If the pharmaceutical quantity is under the critical level it will be shown in RED.

If the pharmaceutical quantity is zero it will be shown in GRAY and the square in the last column
will be checked.

The following functions are accessible from the Buttons Panel of the Pharmaceutical browsing
window:
• New to register a new pharmaceutical
• Edit to modify an already registered pharmaceutical.
• Delete to delete a pharmaceutical.
• Export to export the pharmaceuticals to a CSV file (Excel)
• Stock to show the report of stock quantities
• StockCard to show the movements history for a certain pharmaceutical (you must select it
in the list first)
• Order to show the list of pharmaceuticals that have to be ordered.
• Expiring to show the list of pharmaceuticals that are going to expire (today, next month,
within two months, within three months, or within another month to be specified)
• AMC to show the Average Monthly Consumption
• Close to exit from the Pharmaceuticals browsing

On the left a particular combo box is placed. According to its selection, the table will display
pharmaceutical of a specific type. By default, it's selected on the ALL option. Another empty field
just aside the combo box, will allow to search a certain pharmaceutical (DESCRIPTION) by typing
a keyword.
Since version 1.8.4, it is possible to sort the table by any of the column header by double clicking
on its column name. Filtered type (combo box), searched keys (the aside field) and sorting are
reflected in the STOCK report.

6.1.2.1 Insert a new pharmaceutical (New)

Press New button in the Pharmaceutical browsing window to access the New medical record
window showed below.
To insert a new pharmaceutical, enter the following fields:

Pag. 18
Rel. 1.8.4 (November 2018)

• Type (for instance, Drugs or Chemical)

NB: Types can be defined by the Administrator. Ask to your Administrator how to do it see
General Data in this document

• Code: code that identify univocally your pharmaceutical for fast searching
• Description: the description of the pharmaceutical
• PcsXPck: Pieces per packet (if more than 1)
• Critical level: the minimum quantity required in stock

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm data
• Cancel to close the window and to return to the Menu

6.1.2.2 Modify an existing pharmaceutical (Edit)

Press Edit button in the Pharmaceutical browsing window to access the Editing medical record
window showed below. You can modify all data unless “Type”

When you finish entering data in the Buttons Panel you have the following choices:

Pag. 19
Rel. 1.8.4 (November 2018)

• Ok to confirm data
• Cancel to close the window and to return to the Menu

6.1.2.3 Delete a pharmaceutical (Delete)

In order to delete a pharmaceutical, you have to highlight it before. Secondly press the Delete
button. The Edit Medical Record window appears.

In the Buttons Panel you have the following choices:

• Yes to confirm the record deletion
• No to close the window and return to the previous window without deleting the record

6.1.2.4 Export the list of pharmaceuticals (Export)

Use this function to export on excel the list of pharmaceuticals showed in the Pharmaceutical
browsing window.

Press Export button in the Pharmaceutical browsing window to access the Save window showed
below. It will be in the language of your computer, no matter the language used in OpenHospital.
Then you can start the export of the list of pharmaceuticals.

In the Save window you have to:

• select the directory of your file system where you want to store the file
• input the name you want to give to the file (Filename)

Pag. 20
Rel. 1.8.4 (November 2018)

6.1.2.5 Stock report (STOCK)

Press STOCK button in the Pharmaceutical browsing window to produce the report of
pharmaceuticals in the stock grouped by IN STOCK and OUT OF STOCK.

6.1.2.6 Order of pharmaceuticals (Order)

Press Order button in the Pharmaceutical browsing window to produce the list of pharmaceuticals
remaining in stock and the ones to be reordered according with their critical level.

6.1.2.7 Order of pharmaceuticals (Expiring)

Press Expiring button in the Pharmaceutical browsing window to produce the list of
pharmaceuticals that are going to expire grouped by type and lot.

6.2 Pharmaceutical Stock (Pharmaceutical Stock)

6.2.1 Main Characteristics

The Pharmaceutical Stock feature helps you to store and trace every stock movement that has been
made. Every movement is identified by the following data:
• date of the movement
• type of the movement, that is, if it’s a charging or discharging one
• the ward that the movement refers to. This characteristic is needed for discharging
movements only. In fact, it’s important to know in which ward pharmaceuticals have been
used, otherwise this field will appear empty
• the quantity
• the pharmaceutical (which in turn relates to different categories: Laboratory, Surgery, Drugs
or Chemical)
• the lot which the movement is referred to. Actually, there are some pharmaceuticals that
may not have a lot related (for example ‘Gloves’), so you can omit this field. But it’s
recommended to store even the lot (if it exists), because every lot has its own peculiarity:
o a name (that can be its code)
o a preparation date
o a due date
In this way you can find which movement refers to the pharmaceuticals that are expiring, or
pharmaceuticals prepared in a specific date, or how many movements have been registered
about that lot, and so on.
• the supplier of the pharmaceutical. This characteristic is needed for charging movements
only. This field will appear empty in other cases

6.2.2 Functions of Pharmaceuticals Stock

To access the functions of Pharmaceuticals, press Pharmaceutical Stock on the Pharmacy menu
showed below.

Pag. 21
Rel. 1.8.4 (November 2018)

The window Stock movement browser showed below will be opened. All functions available under
Pharmaceutical Stock are accessible from the Stock movement browser window.

The following functions are available from the Buttons Panel of the window Stock movement
browser:
• Charge you use it to record a new charge movement
• Discharge you use it to record a new discharge movement
• Export to excel to export pharmaceuticals stock movements
• Stock Card to show the movements history for a certain pharmaceutical (can be directly
selected by the list otherwise will be requested)
• Close button, to exit from the Stock Movement Browser window

As you can see, there’s no “Delete” button as you’re not allowed to delete a movement; but if a
mistake occurs - for example you’ve inserted the wrong quantity of a pharmaceutical in charge –
you must just insert the new movement to correct the mistake – a discharge movement in this
example.

Furthermore, a search function (Filter) is available using the Selection panel on the left of the
window.

Pag. 22
Rel. 1.8.4 (November 2018)

6.2.2.1 Search pharmaceuticals stock movements (Filter)

Using Stock Movement Browser search function, you can filter and show on the window useful
information such as:
• how many boxes of pharmaceutical remains in the stock
• which movements have been made in a specific day
• in which ward a specific pharmaceutical has been discharged
• if there are any pharmaceutical expired

Queries about movements of pharmaceuticals can be done using the search criteria available on the
Selection panel area of the Stock movement browser window (left side of the browser). Results of
your search are showed on the Data table area.

The selection panel is used to select a group of movements according to specific filters. You set a
filter using the tools contained in the selection panel.

Filters refer to three different objects: the Pharmaceutical, the Movement, and the Lot
preparation and Lot due date.

As far as a Pharmaceutical is concerned, user can choose its:

• description, that is its name

Pag. 23
Rel. 1.8.4 (November 2018)

• type: Laboratory, Surgery, Chemical and Drugs

In order to avoid conflicts, you can change one of these options only. So, when the description
combo box is active, the other one is not, and vice versa.

As far as Movement are concerned, user can choose its:

• Type: it specifies if it’s a charge or a discharge one. If you select the discharge option, then
the ward combo box gets enabled. The ward combo box allows you to find any discharging
movements that refer to a specific ward.
• Date: you can choose a time frame between ‘Date from’ and ‘Data to’. The date tools
consist of three blank areas, which (from left to right) refer to day, month and year. As you
have inserted a value on a blank area, he can move to the next one by typing the “Tab”
button on the keyboard. As the window is loaded, the date is set in such a way to cover the
last week by default.

Finally, as far as Lot preparation and Lot due date you can search movements that refer to
specific lots by inserting:
• the lot preparation date: you have to choose a valid time span (between ‘Preparation Date
From’ and ‘Preparation Date To’)
• the due date; it behaves like the lot preparation tool and the movement date tool.

Each filter can be combined with another, allowing you to obtain many possibilities.

After have chosen, press Filter button. The system will show on the Data table area results of the
search applying criteria requested by you.

6.2.2.2 Insert stock charging movement (Charge)

To insert charging movements, you have to Press Charge in the Stock movement browser window.
The Stock movement window showed below appears. You can enter charge movements.

Pag. 24
Rel. 1.8.4 (November 2018)

Since OpenHospital 1.8, you can perform more than one charging movement at a time. The window
is composed with two areas: a Panel and a Grid.
The panel contains following fields:
• Date: date of the movement
• Charge Type: charge
• Supplier: origin of the pharmaceutical
• Reference No: reference of the operation
The Grid should be field with pharmaceutical involved in the charging movement. To field the
Grid, you have to use the field above the grid to select pharmaceutical. Focus the field, enter the
code or the description of the pharmaceutical and press ENTER. This will open the Choose a
medical window.

Select the desired medical and click Yes. This will open the Input window where you will enter the
quantity of the medical.

Then press Ok. If there is existing lot in the system, the Existing lot window will appear.

Pag. 25
Rel. 1.8.4 (November 2018)

If you want to use an existing Lot, you select the existing lot and click Yes. Else you click No and
the Lot information window will appear with following fields:

• Lot No: The lot code

• Preparation date: The preparation date
• Expiring date: The expiring date

Fill them and press Ok. The Input window will appear and you will fill the unit cost.

Then click Ok to insert the medical line in the grid.

Click Save button to save the charge movement.

NB: The Lot definition can be set as automatic by changing the flag AUTOMATICALOT in
configuration file, so every new charging movement will automatically create a new lot; anyway,

Pag. 26
Rel. 1.8.4 (November 2018)

the Expiring Date must always be provided. Ask to your Administrator how to do it or read the
Administrator’s Guide.

NB: You can avoid managing medicals cost by setting the LOTWITHCOST to no. Ask your
Administrator how to do it or read the Administrator’s guide.

6.2.2.3 Insert stock discharging movement (Discharge)

To insert charging movements, you have to Press Discharge in the Stock movement browser
window. The Stock movement window showed below appears. You can enter charge movements.

Since OpenHospital 1.8, you can perform more than one discharging movement at a time. The
window is composed with two areas: a Panel and a Grid.
The panel contains following fields:
• Date: date of the movement
• Discharge Type: Discharge
• Destination: Ward where the discharged medical will be affected.
• Reference No: reference of the operation
The Grid should be field with pharmaceuticals involved in the discharging movement. To field the
Grid, you have to use the field above the grid to select pharmaceutical. Focus the field, enter the
code or the description of the pharmaceutical and press ENTER. This will open the Choose a
medical window.

Pag. 27
Rel. 1.8.4 (November 2018)

Select the desired medical and click Yes. This will open the Input window where you will enter the
quantity of the medical. You have the remaining stock on the window.

Then press Ok. The Lot information window will appear.

Pag. 28
Rel. 1.8.4 (November 2018)

You select the existing lot and click Yes. Then click Ok to insert the medical line in the grid.
Click Save button to save the discharge movement.

NB: The Lot definition can be set as automatic by changing the flag AUTOMATICALOT in
configuration file, so every new discharging movement will automatically select a suitable lot for
the operation according to the expiring date. If the first selected lot is does not contain enough
quantity to serve the discharging movement, several discharging movements may be generated. Ask
to your Administrator how to do it or read the Administrator’s Guide.

6.3 Pharmaceuticals Stock Ward (Pharmaceuticals Stock Ward)

6.3.1 Main Characteristics
The Pharmaceutical Stock Ward feature allows the management of the pharmacy at ward level.
Pharmaceuticals Stock Ward functionality can be enabled or disabled by changing the
INTERNALPHARMACIES flag in the configuration file. Ask to your Administrator how to do it or
read the Administrator’s Guide.

Pag. 29
Rel. 1.8.4 (November 2018)

6.3.2 Functions of Pharmaceuticals Stock Ward

To access the functions of Pharmaceuticals, press Pharmaceutical Stock Ward on the Pharmacy
menu showed below.

The window Ward pharmacy showed below will be opened. All functions available under
Pharmaceutical Stock are accessible from the Ward pharmacy window selecting one WARD on the
top left of the window.

After the selection of the ward (INTERNAL MEDICINE in the example) the Ward pharmacy
window appears as showed below and you can start the management of the ward pharmacy of the
INTERNAL MEDICINE ward.

Pag. 30
Rel. 1.8.4 (November 2018)

These functionalities are available in the window

• New: Create a new discharging movement to patient
• Rectify: to rectify the quantity lying in stock (6.3.2.1 Rectify).
• Report: Print the Ward medical inventory report
• Excel: Export data to Excel
• Stock Card to show the movements history for a certain pharmaceutical (can be directly
selected by the list otherwise will be requested)
Differently by Pharmaceuticals Stock functionality, the Pharmaceutical Stock Ward allows an
only discharging movement to patients since is an internal management of pharmaceuticals lying in
the wards after they have been “charged” by the main pharmacy.

The Ward Pharmacy window will show a Filter Panel on the left, a Movements Panel in the
right-centre and a Button Panel at the bottom.

6.3.2.1 Rectify (Rectify)

Since OpenHospital 1.8, it is possible to rectify the quantity lying in stock in the Ward Pharmacy.
This can be necessary when a drug is damaged or stolen. To do this, click the Rectify button to open
the Rectify window.

• Select the medical. Once done, the quantity lying in stock is displayed.
• Modify the actual quantity
• Enter the reason of the rectification
Click Ok to save the rectification or Cancel to abort.

Pag. 31
Rel. 1.8.4 (November 2018)

6.3.2.2 Search Ward Pharmacy movements (Filter)

The Filter Panel allows you to filter registered movement by:

• Medical
• Age
• Sex
• Weight

The counter at the bottom will automatically count how many movements’ matches your filtering
criteria after clicking the Filter button.

A Reset button will bring back all values in the Filter Panel as in the figure shown.

6.3.2.3 The Movements Panel

The Movements Panel is made by three tabs:
• Outcomes: shows all the movements registered between the dates in From and To fields in
the top of the window. By default, From and To dates are set on the date of today. Every
movement is identified by following fields:
o Date: the date of the movement
o Patient: the patient the movement is related to, with his/her age, sex and weight (ND
if the weight has not been defined at the registration moment)
o Medical: the drug subject of the movement
o Quantity: the quantity subject of the movement
• Incomes: shows all incomings from the main pharmacy, it’s to say all discharging
movements registered in Pharmaceutical Stock window related to selected ward
• Drugs: the number of drugs remaining in the selected ward as a result of all incoming minus
all out comings.

Pag. 32
Rel. 1.8.4 (November 2018)

6.3.2.4 Inserting a new Ward Pharmacy Movement (New)

To insert ward pharmacy movements, you have to press New in the Ward Pharmacy window. The
New / Edit window showed below appears.

As told before, only discharging movements are allowed in this functionality. So, the solely
information required are the follow:

• Patient or Internal Use: you may select an already registered patient by clicking on Pick
Patient button so the movement will be associated to his/her ID or select Internal Use and
type a description to specify that the movement is not related to a patient.

• Medicals: by pressing Medical button you will be asked for the drug to give to that patient;
a first window will appear to let you select the drug (the only ones you may have in the ward
as a result of a previous discharging movement in the Pharmaceutical Stock Browser) and a
second one to let you specify the quantity; multiply of half-piece are allowed.

Pag. 33
Rel. 1.8.4 (November 2018)

Before to press the OK button, you may insert as many Medicals you need, it will show a
correspondent number of movements in the Outcomes tab of the Movement Panel in the Ward
Pharmacy window.

Pag. 34
Rel. 1.8.4 (November 2018)

7 Laboratory (Laboratory)
7.1 Main Characteristics
With Laboratory’s features the user can manage the laboratory exams.

Press OPD button or

“ALT + L”

It is possible to create, modify or delete exams.

• Insert a new Laboratory exam
• Delete (or edit) an existing exam
• Select some exams with the Filter Button (user can select the exam’s name, the exam’s result
and the date between the exam was made)

7.2 Functions of Laboratory

To access the Laboratory’s functions press Laboratory on the main menu of OpenHospital. The
Laboratory browsing window appears.

All functions available under Laboratory are accessible from the Laboratory browsing window
showed below. By default, the system shows all the laboratory exams recorded.

Pag. 35
Rel. 1.8.4 (November 2018)

Data that identify laboratory exams are the following:

• Date: indicates date and time when the exam was entered
• Exam: description of the exam
• Result: result of the exam

To access the other functions of laboratory in the Buttons Panel you have the following choices:
• New to enter a new laboratory exam
• Edit to modify an existing laboratory exam
• Delete, to delete an existing laboratory exam
• Close to close the window and return to the Menu
• Print table to print the list of laboratory exams showed in the table

Furthermore, a search function (Search) is available using the Selection panel on the left of the
window.

7.2.1 Search of Laboratory exams (Search)

Search function allows you to select and show laboratory exams on the Data table of the Laboratory
browsing window.

In the example hereinafter, all types of exams executed from 10.11.2006 until 17.11.2006 are showed
in Data table.

Pag. 36
Rel. 1.8.4 (November 2018)

Data about exams can be selected by choosing specific fields among the following:
• Select an exam: Values admitted are:
ALL, exams of all types are showed
Single exam, only the exams of the selected type are showed
• Date: “DATE From” and “DATE To” allow the selection of all the exam executed in the
requested period

After the selection press Search button; the system will show on the table results of the search
applying the criteria requested.

7.2.2 Create a new laboratory exam (New)

Press New button in the Laboratory browsing window: The New Laboratory exam window showed
below appears:

Pag. 37
Rel. 1.8.4 (November 2018)

To record the visit, enter the following fields:

• Data: date of the exam, the application propose the current date
• Material: choose from the available values the material used in the exam
• Exam: choose the exam
• Patient in: it activates itself if the selected patient is currently admitted, anyway is possible to
change it if needed.
• Select a patient: you select the patient that does the exam. The field is not mandatory and
therefore you can input an exam by typing patient’s information in the following fields.
• Name: First and last name of the patient (automatically filled if a patient is selected)
• Age: age of the patient (range 0-200) (automatically filled if a patient is selected)
• Sex: value M for male, value F for female (automatically filled if a patient is selected)
• Note: free description
• Result: according with the chosen exam you will see in this panel a range of available results to
select.

7.2.2.1 Results
In OpenHospital you have basically two kind of possible results for each exam:
• Single Result: where you can select only one result among a list
• Multiple Results: where you may specify many results among a list of positive/negative
values

Pag. 38
Rel. 1.8.4 (November 2018)

NB: Exams, Exam Types and Results as well, can be defined by the Administrator. Ask to your
Administrator how to do it or see General Data in this document.

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm and record data
• Cancel to close the window and return to the Menu without record data

7.2.3 Modify a laboratory exam (Edit)

To modify an exam, you have to highlight it first in the Laboratory browsing window. Once
highlighted, press Edit button to enter the Edit Laboratory exam window showed below. Now the
record is available for changes. With this function you can modify all data of the exam and you can
input the result of the exam too.

Pag. 39
Rel. 1.8.4 (November 2018)

7.2.4 Delete Laboratory Exam (Delete)

To delete an exam, you have to highlight it first in the Laboratory browsing window. Once
highlighted, press Delete button to see the confirmation window showed below.

7.3 Laboratory Extended (v.1.1)

Since OpenHospital version 1.3.1 you can extend the New Laboratory functionality by change the
LABEXTENDED flag in the configuration file. Ask to your Administrator how to do it.

7.3.1 New Laboratory Browsing (v 1.1.)

The new window will appear like the following:

Pag. 40
Rel. 1.8.4 (November 2018)

The only difference is the new column about the name of the patient for a fast research.

7.3.2 New Laboratory Exam (v. 2.0)

The new Laboratory Exam window is now strictly related to the patient, it’s to say that the exam
must be assigned to a patient previously registered in the DB.

Before to close the window with the exam result you must have selected a patient from the list; the
fields below will give you a slight patient details summary.

A search field can be used to fast search the patient by typing part of his/her name or his/her
OpenHospital code (which is specified in the Patient window, see Patient Extended).

The New Laboratory Exam window (thus the Edit one) will appear like the following:

Pag. 41
Rel. 1.8.4 (November 2018)

The Patient’s data panel cannot be modified except Note Field and only shows the information
related to the selected Patient.

7.3.3 Laboratory Multiple Insert

Since OpenHospital version 1.4.1 you can extend the New Laboratory functionality by change the
LABMULTIPLEINSERT flag in the configuration file. The flag LABEXTENDED have to be enabled
too. Ask to your Administrator how to do it.

The New Laboratory Multiple allows multiple exam insertion for each patient, avoiding repeating
the new laboratory exam procedure (New) for every exam for the same patient.

7.3.3.1 New Patient Exam (New)

Press New button in the Laboratory browsing window: The New Patient exam window showed
below appears.

Pag. 42
Rel. 1.8.4 (November 2018)

To record the visit, enter the following fields:

• Data: date of the exam, the application propose the current date
• Patient: select a patient by pressing the Find Patient button
• OPD/IPD: the window automatically will check if the patient is admitted or not in the hospital;
anyway, is possible to change it if needed
• Exam: choose the exam; a first window will ask you the material, then a second one the exam,
finally a third one will ask you the result is the exam allow only a single result, otherwise the
list of multiple results will be showed on the right, together with the chosen material.
• Note: free description for each exam

NB: At any time, before to press OK, you can modify every exam by clicking it on the list and
changing material, results and note in the relative panels.

Pag. 43
Rel. 1.8.4 (November 2018)

8 Accounting (Accounting)
8.1 Main Characteristics
Accounting is the function that you have to use to manage the billing process. You can enter the bill
of pharmaceuticals, operations, exams or other costs of a patient. For the time being the billing
process is not linked with other functions of OpenHospital and therefore the application does not
propose the billing item based on the therapy followed by the patient: the user has to input all the
items.

Accounting function furthermore allows to manage the payment of bills (total or partial) and to
produce reports.

Click here or digit

“A+C” to enter in the
Accounting menu
showed below

8.2 Functions of Accounting

All functions available under Accounting are accessible from the Patients Bills Management
window showed below. To access the Patients bills Management window press Bills Manager on
the Accounting menu.

By default, the window shows in the Data table all the bills of today (current day).

Pag. 44
Rel. 1.8.4 (November 2018)

The application shows

The application shows in the in the Data table all
bottom panel the Incomes the bills of the period
Table with the amounts PAID that you select here; in
and NOT PAID within this example from
TODAY and within the 1.11.11 until 03.12.11
visualized PERIOD

For each bill the following data are shown on Data table:
• ID: it is the number of the bill (created automatically by the application)
• Date: it is date and time of the bill creation
• Pat ID: it is the patient ID (created automatically by the application at the registration time)
• Patient: it is the patient name
• Amount: it is the total amount of the bill
• Last payment: it is date and time of the last payment
• Status: it is the status of the bill; values are: ”O” (open) if not fully paid; ”C” (closed) if
fully paid
• Balance: it is the bill amount not paid yet

The following functions are accessible from the Buttons Panel of the Patients Bills Management
window:
• Today (button on top of the window) to show on Data table only the bills of the current day
• New Bill to insert a new bill
• Edit Bill to modify an already stored bill if its status is “O” (Open)
• Delete Bill to delete an already stored bill
• Report to print a variety of reports
• Close to exit from the function Patients Bills Management and return to the Accounting
menu

Furthermore, the Patients Bills Management window shows an Incomes Table with follow
information:
• First Row: the PAID and UNPAID within Today
• Second Row: the PAID and UNPAID within the visualized Period

Pag. 45
Rel. 1.8.4 (November 2018)

8.2.1 Insert a new bill (New Bill)

You can use the New Patient Bill function to register a new bill of a patient. Press New Bill button
in the Patients Bills Management window to access the New Patient Bill window showed below.
The bill is not saved until you do not confirm it with the SAVE function (see description below).
Before entering in the description of the function we provide you the description of the contents of
the window New Patient Bill.

The New Patient Bill window is composed by three areas: the Bill Panel on the top, the Item Panel
in the centre, the Payments Panel on the bottom and the Buttons panel on the right.
Bills are composed by items. A bill item is a cost related to either a pharmaceutical or an operation
or an exam or others/custom costs.

Data showed on the Bill Panel area are:

• Date: it is the date and time of the bill
• Patient: it is the patient associated with the bill
• List: it is the PriceList that will be used for this bill

NB: PriceLists can be defined by the Administrator. Ask to your Administrator how to do it
or see General Data in this document.

Data showed on the Item Panel area are:

• Item, Qty, Amount: they are the description of the bill entry, the selected quantity and the
amount; the amount is calculated as the unitary cost of the item multiplied by the quantity;
• TOTAL: it is the total amount of the bill

NB: Prices, or unitary costs, can be defined by the Administrator. Ask to your Administrator
how to do it or see General Data in this document.

Data showed on The Payments area are:

• Date: it is the date and time of the payment
• Amount: it is the amount of the payment
• BALANCE: it is the not yet paid amount of the bill (difference between the Total (*) and the
sum of the payments)

Pag. 46
Rel. 1.8.4 (November 2018)

To insert a new bill first of all you have to enter the Date field. The application proposes you the
current date and time but you can modify both of them.

Then you have to select a patient. To do it, press the find Patient button on top of the screen. The
Patient Selection window showed below appears.
Once you have selected the patient you can start to enter bill entries of the bill.

NB: If the patient has a pending bill associated it will be recalled to edit it. You cannot start a new
bill for a patient before to close the previous one.

There are several types of Bill entry. They are identified by the button on the Buttons panel on the
right of the window; you have the following choices:
• Medical to enter bill entries of pharmaceuticals
• Operation to enter bill entries of operations
• Exam to enter bill entries of exams
• Other to enter other prices defined in the PriceList

NB: Types can be defined by the Administrator. Ask to your Administrator how to do it or
read the see General Data in this document.

• Custom to enter custom items defined on the fly

8.2.1.1 Insert a bill entry related to Medicals, Operations or Exams (Medical, Operation,
Exam)
We show here how to insert an bill entry for pharmaceutical (Medical); the function to insert a bill
entry for operation (Operation) and exam (Exam) is the same with the only difference that for the
last two is not required the quantity (the quantity is always 1).

Pag. 47
Rel. 1.8.4 (November 2018)

To insert a bill entry, press the Medical button. The Medical window showed below appears.

Pag. 48
Rel. 1.8.4 (November 2018)

Using the mouse, you have to highlight the required pharmaceutical (medical).

On the Buttons Panel of the Medical window you have the following choices:
• Ok to select the highlighted pharmaceutical
• Cancel to return to the New patient Bill window without selecting any pharmaceutical

If you choose OK the Quantity window showed below appears and you can select the quantity of
pharmaceutical used by the patient.

On the Buttons Panel of the Quantity window you have the following choices:
• Ok to select the highlighted pharmaceutical and return to the New patient Bill window
• Cancel to return to the New patient Bill window without selecting any pharmaceutical

8.2.1.2 Insert a bill entry related to various custom reasons (Custom)

To insert a custom bill entry, you have to press the Custom button. The application will show the
Custom item window showed below.

In this window you have to enter a description (in the example below is “number of days of
hospitalization”) and then:

On the Buttons Panel of the Custom item window you have the following choices:
• Ok to go to another Custom item window (to enter the quantity, see below)
• Cancel to return to the New patient Bill window without insert any bill entry

In the Custom item window, you have to enter the amount related to the bill entry (in the example
above is “20” in the local currency, i.e. it is US dollar if the country is USA)

Pag. 49
Rel. 1.8.4 (November 2018)

On the Buttons Panel of the Custom item window you have the following choices:
• Ok to confirm the bill entry and return in the New patient Bill window
• Cancel to return to the New patient Bill window without insert any bill entry

8.2.1.3 Remove a bill entry of a bill (Remove Item)

First of all, to remove a bill entry you have to highlight it on the New Patient Bill window. Once
you’ve done this, (pay attention!) pressing the Remove Item button, the bill entry is removed. Bill
entries can be removed before or after the final saving (see Save function described below)

8.2.1.4 Insert a payment (Payment)

To insert a payment, you have to press the Payment button. The application will show the Quantity
window showed below.

You have to insert the amount of the payment. (in the example above is “12” in the local currency,
i.e. it is US dollar if the country is USA)

On the Buttons Panel of the Quantity window you have the following choices:
• Ok to confirm the payment and return to the New patient Bill window
• Cancel to return to the New patient Bill window without insert any payment

8.2.1.5 Insert a refund (Refund)

Sometimes it happens that the cashier has to refund the patient; in this case you will press the Refund
button that allow you to insert the amount to refund. It will be automatically converted in a negative
added to the payments list

8.2.1.6 Payment receipt

Since OpenHospital version 1.8 you can print the Payment receipt any time, once you have made a
payment. Click Payment receipt button.

8.2.1.7 Remove a payment (Remove Payment)

First of all, to remove a payment you have to highlight it on the New Patient Bill window. Once
you’ve done this, (pay attention!) pressing the Remove Payment button, the payment is removed.

8.2.1.8 Give change… (Give change…)

Sometimes it could be useful to calculate the balance to give to a patient when he/she is paying
his/her bill. By pressing on Give change... button you will be asked the cash amount the patient is

Pag. 50
Rel. 1.8.4 (November 2018)

giving and automatically you will know the amount to give to him/her calculated as a difference
between the patient cash and the current bill balance.

8.2.1.9 Save function (SAVE)

When you have completed the input of data (bill or payments) press the SAVE button on the button
panel of the New Patient Bill.
The application will save the bill and return to the Patients bills management window; the status of
the bill is “O” (Open) until you will set is as PAID (Paid)

8.2.1.10 Paid function (Paid)

If the patient is going to pay his/her bill totally you can press the Paid button; if balance is not equal
to zero it will automatically add a payment in the payments list and set this bill as “C” (Closed).

8.2.1.11 Print receipt function

Since OpenHospital version 1.7 you can print on the fly a receipt when you press the Paid button.
To enable this feature, you must enable the RECEIPTPRINTER flag in the configuration file and a
proper device must be connected to the system. Ask to your Administrator how to do it or read the
Administrator’s Guide.

8.2.1.12 Close function (Close)

Close function allows you to exit from the New Patient Bill window without saving changes done.
Press the Close button to access the Close function. The confirmation window showed below
appears.

8.2.2 Edit an existing bill (Edit Bill)

First of all, to modify an existing bill you have to highlight it in the Patients Bills Management
window. Once you’ve done this, press the Edit Bill button. The New Patient Bill window will
appear.

NB: Only bills with status “O” (Open) can be modified, otherwise an A4 report will be shown.

8.2.3 Delete a bill (Delete Bill)

First of all, to delete an existing bill you have to highlight it in the Patients Bills Management
window. Once you’ve done this, press the Delete Bill button. The Delete window will appear.

Pag. 51
Rel. 1.8.4 (November 2018)

NB: Generally, this is not allowed to regular users and should be performed only by the
Administrator.

8.2.4 Receipt (Receipt)

Since OpenHospital version 1.8 you can print the bill receipt direct from the Bill manager window.
Highlight the bill and click Receipt button. A proper device must be connected to the system.

8.2.5 Reports (Report)

OpenHospital Accounting module comes with a set of reports hereby listed:
• Today (Closure): report that show the current user incomes
• Today: report that show a statement with all paid and unpaid bills within today
• Period: report that show a statement with all paid and unpaid bills within the period
currently visualized
• This month: report that show a statement with all paid and unpaid bill within the current
month
• Other month: report that show a statement with all paid and unpaid bill within a specified
month that will be suddenly asked.

For each report, except Today (Closure), you will be asked to choose among two options:
• Short Report (only BadDebts bills): report that show a statement with only the unpaid bills
and the total for the others
• Full Report (all bills): report that show a statement with all paid and unpaid bills

Once the choice has been done, after some instants the JasperViewer® will show the generated
report as follow:

Pag. 52
Rel. 1.8.4 (November 2018)

NB: By default, an internal PDF viewer is used. You can use an external PDF reader by modifying
the INTERNALVIEWER flag in the configuration file. Ask to your Administrator how to do it or
read the Administrator’s Guide.

You can save the report as PDF by clicking on save button ( ) or printing it by clicking on print
button ( ).

NB: A PDF copy of every report is always saved within the folders of OpenHospital. Ask to your
Administrator how to do it or read the Administrator’s Guide.

8.3 Functions of Accounting in multi-user mode

If in multi-user mode, the Incomes Table will show the only Incomes for logged user, so the
window will appear like following:

Pag. 53
Rel. 1.8.4 (November 2018)

The application shows in the

bottom panel the Incomes
Table with the amounts PAID
and NOT PAID within
TODAY and within the The Incomes Table shows the
visualized PERIOD current user PAID and NOT
PAID within Today

So, the Incomes Table will show follow information:

• First Row: the PAID and UNPAID within Today
• Second Row: the PAID and UNPAID within the visualized Period
• Third Row: the PAID and UNPAID for the current user within Today

While the admin user will be able to filter all incomes among all users that have been involved in
some payments:

Pag. 54
Rel. 1.8.4 (November 2018)

The Admin can filter the

Incomes Table among other
users involved in some
payments

The application shows in the

bottom panel the Incomes
Table with the amounts PAID
and NOT PAID within
TODAY and within the
The Incomes Table shows the
visualized PERIOD
current user PAID and NOT
PAID within Today

Pag. 55
Rel. 1.8.4 (November 2018)

9 Vaccines (Patient Vaccines)

9.1 Main Characteristics
Vaccines functionality allows managing vaccines for all the patients registered. It is possible to
register vaccinations, modify or delete them. A specific search function is also available.

Click here or digit

“CTRL+V” to enter in
the Patient vaccines
browsing screen

9.2 Functions of Admission/Patients

All functions available under Patient Vaccines are accessible from the window Patient vaccines
browsing window showed below.
By default, the window shows in Data table all the vaccinations currently present in the system.

Pag. 56
Rel. 1.8.4 (November 2018)

The following functions are accessible from the Buttons Panel of the window Patient vaccines
browsing window:
• New to insert a new vaccination
• Edit to modify an already stored vaccination
• Delete to delete an already stored vaccination
• Close to exit from the function Patient Vaccines and return to the main menu’
Furthermore, a search function is available using the Selection panel on the left of the window.

9.2.1 Search vaccinations

Queries about vaccinations can be done using the search criteria available on the Selection panel
area of the window (left side of the window). Results of your search are showed on the Data table
area.
Doing the selection, data about vaccinations can be selected by choosing specific fields among the
following ones:

• Vaccine type: by selecting a Vaccine Type you will filter the Vaccine list
• Vaccine. You can select one vaccine or the value “All vaccines”

NB: VaccineTypes and Vaccines can be defined by the Administrator. Ask to your
Administrator how to do it or see General Data in this document.

• Date. “DATE From” and “DATE To” allow the selection of all the vaccinations over the
requested period
• Age. “Age From” and “Age To” allow the selection of all the patients subject to vaccinations
by age
• Sex. All / Male / Female

After the selection press Search button; the system will show on Data table results of the search
applying the criteria requested.
The function shows in the field “Count:” the number of vaccinations that are showed in Data Table
(in the example they are 3).

Pag. 57
Rel. 1.8.4 (November 2018)

9.2.2 Insert a new vaccination (New)

You can use this function to register a new Patient vaccination when executed.
Press New button in the Patient vaccines browsing window to access the New patient vaccine
window showed below.

To record a new patient vaccination enters the following fields:

• Date: the date of the vaccination
• Progressive: the progressive number in the year (set automatically by the system)
• Patient: You can select the patient entering the Patient code or in alternative selecting a
patient.
• Vaccine type: the Vaccine Type
• Vaccine: the Vaccine

NB: VaccineTypes and Vaccines can be defined by the Administrator. Ask to your
Administrator how to do it or see General Data in this document.

Pag. 58
Rel. 1.8.4 (November 2018)

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm data and record the Patient vaccination
• Cancel to close the window and to return to the Patient vaccines browsing window without
record the patient vaccination

9.2.3 Modify data of a recorded Patient vaccination (Edit)

First of all, to modify data of a Patient vaccination you have to highlight it in the Patient vaccines
browsing window. Once you’ve done this, press the Edit button. When the Edit Patient vaccine
window showed below appears, the record is available for changes. Date, vaccine type and vaccine
can be changed.

You may change all data except the patient associated with this vaccination.

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm new values (all the previous values will be lost)
• Cancel to close the window and to return to the Menu without applying any change

9.2.4 Delete a Patient vaccination (Delete)

First of all, to delete a stored Patient vaccination you have to highlight it in the Patient vaccines
browsing window. Secondly press the Delete button. The confirmation window showed below will
appear. The vaccination can then be deleted. Deleted vaccinations won’t be available anymore.

Pag. 59
Rel. 1.8.4 (November 2018)

9.3 Vaccines Extended (Patient Vaccines)

Since OpenHospital version 1.6 you can extend the Vaccine functionality by changing the
PATIENTVACCINEEXTENDED flag in the configuration file. Ask to your Administrator how to do
it or read the Administrator’s Guide.

9.3.1 New Vaccine Browsing (v 1.1.)

The new window will appear like the following:

The only difference is the new column about the name of the patient for a fast research.

Pag. 60
Rel. 1.8.4 (November 2018)

10 Admission/Patient (Admission/Patient)
10.1 Main Characteristics
Admission/Patient functionality allows registering a new patient, to modify his/her personal details,
to browse his/her history, and to admit him/her in a hospital ward.

Click here or digit

“ALT+A” to enter in
the Patient browser
screen

NB: you can also start an OPD registration from here if the OPDEXTENDED flag is set to YES.
Ask to your Administrator how to do it or read the Administrator’s Guide.

10.2 Functions of Admission/Patients

All functions available under Admission/Patient are accessible from the Patients browser window
showed below.
By default, the window shows in Data table all the patients currently present in the system.

Pag. 61
Rel. 1.8.4 (November 2018)

NB: If the patients list become huge it is possible to experience a slowdown of the system depending
on the network settings. It is possible to optimize the use of memory by changing the flag
ENHANCEDSEARCH in configuration file. Ask to your Administrator how to do it or read the
Administrator’s Guide.

The following data are shown in the Patients browser window:

• Code: the patient code (automatically generated by the application
• Name: the patient full name
• Age: the patient age in years
• Sex: the patient sex
• Address / City / Telephone / Note: all this information separated by a “-“
• Ward: the ward where this patient is currently admitted; this field is blank if the patient is
not admitted in the hospital in this moment

The following functions are accessible from the Buttons Panel of the window Patients browser
window:
• New Patient to insert a new patient
• Edit Patient to modify an already stored patient
• Delete Patient to delete an already stored patient
• Admission to manage the admission of the patient in the hospital
• Examination to manage the patient examination
• OPD to start an OPD visit on the selected patient
• Bill to start a Bill on the selected patient
• Data to modify data of a patient and to modify the history of his admissions/out of patient
visits as well as his/her malnutrition data
• Clinical sheet to analyse the clinical sheet of a patient and print it
• Therapy to manage the therapy of a patient
• Close to exit from the function Admission/Patients and return to the main menu

NB: It is possible to have a Merge function that might help in case of double patient registration,
by changing the flag MERGEFUNCTION in configuration file. Ask to your Administrator how to do
it or read the Administrator’s Guide.

Furthermore, a search function is available using the Selection panel on the left of the window.

10.2.1 Search patient

Queries about Patients can be done using the search criteria available on the Selection panel area of
the window (left side of the window). Results of your search are showed on the Data table area.
Doing the selection, data about patients can be selected by choosing specific fields among the
following ones:

• Admission status. Values admitted are:

o ALL (all patients are included in the selection)
o Admitted (only patients admitted are included in the selection)
o Not admitted (only patients not admitted are included in the selection)
• Ward. You can select one or more wards between Maternity, Nursery, Surgery, Internal
medicine

NB: Wards can be defined by the Administrator. Ask to your Administrator how to do it or

Pag. 62
Rel. 1.8.4 (November 2018)

see General Data in this document.

• Age. You can filter the patients list by age range

• Sex. You can filter the patients list by gender
• Search criteria. You can digit the complete name of a patient or only same characters: the
system will show all the patients that have the entered characters (Examples are: if you enter
“solo wa” all patients that have “solo wa” in the name will be selected, “Solomon Wakunga”
but also “Kamwa Solonik” will be showed).

10.2.2 Search patient Enhanced

OpenHospital, since version 1.6, allows optimizing memory usage when the number of registered
patients becomes huge, by changing the ENHANCEDSEARCH flag in the configuration file. Ask to
your Administrator how to do it or read the Administrator’s Guide.

Once the enhanced search has been enabled the new Patients browser window will looks like
following one:

Pag. 63
Rel. 1.8.4 (November 2018)

Initially the list looks empty. In order to show some patient, you must enter a search criterion in
Search Key field and the press the search ( ) button and the window will show the only patients
matching specified criteria.

Moreover, further search criterions are added in this modality:

• Admission date. To search all patients admitted in between the specified date, regardless if
still admitted or not
• Discharge date. To search all patients discharged in between the specified date, regardless if
admitted again later on

NB: to show the full patient list again, is enough to press the search button with an empty criterion

10.3 Insert a new Patient (New Patient)

You can use this function to register a new Patient when she/he is admitted in the Hospital.
Press New Patient button in the Patients browser window to access the New Patient window showed
below.

Pag. 64
Rel. 1.8.4 (November 2018)

To record a new patient, enter the following fields:

• First name: the first name
• Second name: the last name or other names
• Age: the age in year
• Patient sex: Male/female
• Address: the address where he/her comes from
• City: the city where he/her comes from
• Next kin: his/her closest relative
• Telephone: his/her telephone number
• Note: It is a free text

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm data and record the Patient
• Cancel to close the window and to return to the Patient browser window without record the
patient

10.3.1 Modify data of a recorded Patient (Edit Patient)

First of all, to modify data of a Patient you have to highlight it in the Patient browser window.
Once you’ve done this, press the Edit Patient button. When the New Patient window showed
below appears, the record is available for changes. All data can be changed.

Pag. 65
Rel. 1.8.4 (November 2018)

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm new values (all the previous values will be lost)
• Cancel to close the window and to return to the Menu without applying any change

10.3.2 Delete a Patient (Delete Patient)

First of all, to delete a stored Patient you have to highlight it in the Patients browser window.
Secondly press the Delete Patient button. The name of the Patient will be showed in the Delete
Patient window below. The record can then be deleted. Deleted records won’t be available
anymore. The patient will not completely remove from the system and you can ask to the
Administrator to rescue his/her data at any time.

In the Buttons Panel you have the following choices:

• Si to confirm the record deletion
• No to close the window and return to the previous window

10.4 Insert a new Patient Extended (New Patient)

Since OpenHospital version 1.3.1 you can extend the New Patient functionality by changing the
PATIENTEXTENDED flag in the configuration file. Ask to your Administrator how to do it or read
the Administrator’s Guide.

Pag. 66
Rel. 1.8.4 (November 2018)

10.4.1 New features

The New Patient Extended module affords the following improvements:

To record a new patient, enter the following fields:

⚫ Tax Number ID: is the national ID or other ID you may use to identify univocally the
patient
⚫ Age / BirthDate / Description: the age can be specified in three different ways:

In any case it will be converted to an age in years in the Patients browser window.

⚫ BloodType: it can be 0+, A+, B+, AB+, 0-, A-, B-

⚫ Father: you can specify the father name and if is still alive
⚫ Mother: you can specify the mother name and if is still alive
⚫ Parents Together: you can specify if the parents are still together
⚫ Has Insurance: you may specify if the patient has a health financial protection
⚫ Load File: could be used to load a patient picture (will be cropped squared)

NB: AgeTypes (Descriptions) can be defined by the Administrator. Ask to your Administrator how
to do it or see General Data in this document.

Pag. 67
Rel. 1.8.4 (November 2018)

10.4.2 Height and Weight functionality (Height and Weight)

Since OpenHospital 1.8, the height and weight of the patient is no longer registered during patient
creation. It is done through the examination module available in the Admission browser window.

10.4.3 Patient Photo (New Photo)

You can extend the New Patient functionality by changing the VIDEOMODULEENABLED flag in
the configuration file. Ask to your Administrator how to do it or read the Administrator’s Guide.

Once the video module has been enabled the New Patient Extended window will looks as follow:

By clicking on New Photo button, the webcam should be activated (check any light on the device)
and in the template you should see the “eye-view” of the camera.

Pag. 68
Rel. 1.8.4 (November 2018)

By clicking again on New Photo button, you will make a shot ready to be saved in the system
attached at the patient information.

10.4.3.1 Camera settings ( )

If nothing happens when you press on New Photo button you can press the switch camera button
that allows switching among the webcams connected to the computer if more than one; if only
one camera is connected to the computer it is useful to reset the camera settings and restart it.

Once the camera is activated and you can see the “eye-view” of the camera, you may press on “+”
or “-“ to increase or reduce the image quality.

OpenHospital will try automatically to set the best quality for any webcam connected to the
computer and will remember the last settings used.

NB: If the camera refuse to work is possible to check the problem deeper changing the flag
DEBUG in configuration file. Ask to your Administrator how to do it or read the Administrator’s
Guide.

10.5 Admission functions (Admission)

The admission functions include the managing of a patient admission, including surgery, delivery,
and discharge.
To access the Admission function, first of all you have to highlight the Patient in the Patients
browser window. Secondly press the Admission button.

Pag. 69
Rel. 1.8.4 (November 2018)

If the patient is not admitted then the New admission window appears.
If the patient is already admitted then the Edit admission record window appears.

10.5.1 Start the admission of a patient (Admission)

Once a patient is registered, he/her can be admitted in a hospital ward.
First of all, to insert the admission of a patient you have to highlight the patient in the Patients
browser window. Once you’ve done this, press the Admission button. The New admission window
showed below appears (if the patient is already admitted the Edit admission record window
appears).

To start an admission, you have to enter the following fields (on the right side of the window):
• Ward: the ward where the patient is admitted
• From health Unit: (not mandatory) in case of referral you may type the facility where the
patient comes from
• Progressive in year: is the progressive number per year and per ward automatically set by
the system, anyway you may change it if needed
• Admission date: the date of admission, automatically set as today
• Admission type: the type of admission (i.e. Ambulance, Self, Referral, etc...)
• Malnutrition (not mandatory) in case of malnutrition you may check this box so you will
manage the malnutrition control from the Patient data window (see Malnutrition control
function).
• Diagnosis IN: it is the diagnosis the patient has been admitted with

NB: Wards, AdmissionType and Diagnosis can be defined by the Administrator. Ask to your
Administrator how to do it or see General Data in this document.

NB: The "Progressive in year" field is automatically populated by the program; in case of
maternity the counter can starts from first January or from first June as far as the current
normative ask to the health facilities; to change this behaviour please ask to your Administrator to
set the MATERNITYRESTARTINJUNE flag in the configuration file or read the Administrator’s
Guide.

Pag. 70
Rel. 1.8.4 (November 2018)

When you finish entering data in the Buttons Panel you have the following choices:
• Save to confirm the values on the window
• Close to close the window and to return to the Patient browser window without applying
any changes
• Examination to open the Examination window (See 10.5.2 Patient examination).
Once you press the Save button the New admission window will close and you will see the status
changed in the Patients browser window as follow figure:

10.5.2 Patient examination

Since OpenHospital 1.8, you can register patient general parameters such as weight, height, arterial
pressure, heart rate, Temperature and saturation. Open hospital also calculates automatically the
patient BMI.
You have two ways to access the module. In the Patient browser window, highlight the patient and
click Examination. Or in the Admission window, click the Examination button bellow. The
following window will appear.

The window is divided into two areas: The panel where you enter information at the left and area
where the examination history is displayed at the right.
Then enter following information:

• Date: Date of the examination

• Height: Patient height

Pag. 71
Rel. 1.8.4 (November 2018)

• Weight: Patient weight

• Arterial pressure: Patient arterial pressure
• Heart rate: Patient heart rate
• Temperature: Patient temperature
• Saturation: Patient saturation
• Complain: Any additional note concerning the examination
After typing data, OpenHospital automatically calculate the BMI and display the result on the
human figure at the left.
Where everything is correct, click Save to save the examination.

10.5.3 Insert/modify Surgery data

First of all, to insert/modify operations data of a patient admission you have to highlight the patient
in the Patients browser window. Once you’ve done this, press the Admission button. The Edit
admission record window showed above appears.

You can also insert/modify operations data directly when you are inserting or modifying an
admission by selecting the Operation tab in the top of the window

Operations data that you can manage are:

• Operation date: the operation date
• Operation type: the operation type
• Operation result: the result of the operation
• Transfusion Units: (not mandatory): how many units of blood have been used

NB: OperationType and Operations can be defined by the Administrator. Ask to your Administrator
how to do it or see General Data in this document.

10.5.4 Insert/modify Delivery data

If a female patient is admitted, the Maternity ward will be present in the ward list and, by selecting
it, the Edit admission record window will change as showed below:

Pag. 72
Rel. 1.8.4 (November 2018)

In the window extension you will be able to specify much information about the Maternity Case,
like:
⚫ Visit: date: the date of a visit before the delivery, if any
⚫ Weight: the weight of the mother before the delivery, if measured
⚫ Treatment: the treatment type given to the mother, if any
⚫ Delivery Date: the date of delivery
⚫ Delivery Type: the type of delivery
⚫ Delivery Result Type: the result of the delivery
⚫ Control dates: the dates of control after the delivery
⚫ Abort date: the date of the abort if the result of the delivery was an abortion

NB: TreatmentType, DeliveryType and DeliveryResultType can be defined by the Administrator.

Ask to your Administrator how to do it or see General Data in this document.

10.5.5 Discharge of a patient (Admission)

First of all, to discharge a patient from the hospital you have to highlight the patient in the Patients
browser window. Once you’ve done this, press the Admission button. The Edit admission record
window showed above appears.

You have to enter the following data:

• Discharge date: the date of discharge
• Discharge type: the type of discharge
• Diagnosis OUT: it is the diagnosis the patient has been discharged with

Pag. 73
Rel. 1.8.4 (November 2018)

NB: DischargeTypes and Diseases can be defined by the Administrator. Ask to your Administrator
how to do it or see General Data in this document.

When you finish entering data in the Buttons Panel you have the following choices:
• Save to confirm the values on the window
Close to close the window and to return to the Patient browser window without applying any
changes
Once you press the Save button the Edit admission record window will close and you will see the
status changed in the Patients browser window as follow figure:

10.6 OPD (OPD)

If OPDEXTENDED flag is set as YES in the configuration file (ask to your Administrator) the
button OPD in the Admission/Patient window will allow you to start an OPD by selecting the
related patient first (see Create a new patient visit (New) for more information)

10.7 Bill (Bill)

The button Bill in the Admission/Patient window will allow you to start a bill by selecting the
related patient first (see #Insert a new bill (New Bill) for more information)

Pag. 74
Rel. 1.8.4 (November 2018)

10.8 Manage Patient historical data (DATA)

This function allows modifying data of a Patient and modify/delete the history of out of
patients/admissions of a patient. Malnutrition can also be managed with this function.
To access the Patient historical data function, first of all you have to highlight the Patient in the
Patient browser window. Secondly press the DATA button. The Patient data window showed
below will appear.

The screen is divided in three areas:

⚫ Patient summary (on the left)
⚫ Data table (on the right)
⚫ Buttons panel

The Patient summary area shows you a summary of patient data.

Data table shows you a summary of all the out-patients (OPD) visits and all the admissions related
to the patient.

The following functions are accessible from the Buttons Panel of the window Patient data:
• Edit Patient to modify an already stored patient (it is the same Edit function of the Patient
browser window)
• EDIT to modify data of an admission or an out-patient visit
• DELETE to delete an already stored admission
• Malnutrition control to create, modify or delete malnutrition control data of a patient
• Close to exit from the function Patient Data and return to the Patients browser window

Pag. 75
Rel. 1.8.4 (November 2018)

10.8.1 Modify data of an admission or out-patient visit (EDIT)

First of all, to modify data of an admission or out-patient visit you have to highlight it in Data table
of the Patient Data window. Once you’ve done this, press the EDIT button. When the Edit
admission record window showed below appears, the record is available for changes. All data can
be changed.

When you finish entering data in the Buttons Panel you have the following choices:
• Save to confirm new values (all the previous values will be lost)
• Close to close the window and to return to the Menu without applying any changes

10.8.2 Delete an admission (DELETE)

First of all, to delete a stored admission you have to highlight it in the Patient Data window.
Secondly press the DELETE button. A confirmation window will appear and it is showed below.
Now the admission can be deleted. Deleted admissions won’t be available anymore.

In the Buttons Panel you have the following choices:

• Si to confirm the record deletion
• No to close the window and return to the previous screen

10.8.3 Manage malnutrition control of a patient (Malnutrition control)

Malnutrition control function is available for all and only the admissions that have concerns about
malnutrition (malnutrition field activated in New admission window, see next page).

Pag. 76
Rel. 1.8.4 (November 2018)

Malnutrition Control function allows you to register specified visits for those patients who need to
control his/her Weight/Height index.
To access the Malnutrition control function, first of all you have to highlight the admission in the
Patient data window. Secondly press the Malnutrition control button. The Malnutrition browser
window showed below will appear.

From this function you can insert (New) a new malnutrition control, modify (Edit) or Delete an
existing malnutrition control already stored.

10.8.3.1 Insert a new control (New)

By pressing the New button from the Malnutrition Browser window, you will access to the
Malnutrition window below:

To record a new control, enter the following fields:

• Date of this control: the system automatically set the date of today
• Date of next control: the date of the next planned control
• Weight: the weight of the patient; you may use any kind of measure with decimal notation
• Height: the height of the patient; you may use any kind of measure with decimal notation

Pag. 77
Rel. 1.8.4 (November 2018)

10.9 Clinical Sheet (Clinical sheet)

The Clinical Sheet functionality is very similar to the DATA functionality (see Patients browser
window)
To access the Clinical sheet function, first of all you have to highlight the Patient in the Patients
browser window. Secondly press the Clinical sheet button. The Patient data window showed
below will appear.

The window doesn't allow you to change data but, for the selected patient, it shows you all the out-
patient (OPD) visits, the Admissions and his/her Laboratory exams; by clicking on a row in the
Data table on the top of the window, the related laboratory exams will be showed as follow:
⚫ selected row is an Admission: all the exams done between the admission date and the
discharge date will be showed in Data table on the bottom
⚫ selected row is an out-patient (OPD) visit: all the exams done after the selected OPD visit
until next one (if any) or next admission date (if any) will be showed in the Data table on
the bottom

In the Buttons Panel you have the following choices:

• OPD Chart to print the OPD chart if the selected row in the grid on top is an OPD visit
• Admission Chart to print the Admission chart if the selected row in the grid on top is an
Admission
• Discharge Chart to print the Discharge chart if the selected row in the grid on top is an
Admission and the patient is already discharged.
• Launch report to print the clinical sheet of a patient
• DICOM to launch DICOM viewer
• Close to close the window and to return to the Patient browser window without applying
any changes

NB: You need to change the DICOM flag in the configuration file to activate the DICOM
functionality. Ask to your Administrator how to do it or read the Administrator’s Guide.

Pag. 78
Rel. 1.8.4 (November 2018)

10.9.1 DICOM (DICOM viewer)

You need to change the DICOM flag in the configuration file to activate the DICOM functionality.
Ask to your Administrator how to do it or read the Administrator’s Guide.
On the patient Data window, click DICOM button to access the DICOM viewer window as shown
below.

This module allows you to attach DICOM files to the patient’s folder. In order to do this, click
Load DICOM button. The following window will appear.

Pag. 79
Rel. 1.8.4 (November 2018)

Find the DICOM file on your computer and click Open DICOM button to load the file in the
DICOM viewer.

To view the file in the main window, double-click on it.

You can use Zoom slider to Zoom in or out the image.

You can load more than one DICOM file to a patient folder. You can also delete a DICOM file
from the patient folder. You just have to select the file in left view and click Delete DICOM
button.

Pag. 80
Rel. 1.8.4 (November 2018)

10.10 Therapy management (Therapy)

First of all, to manage the therapy of a patient you have to highlight the patient in the Patients
browser window. Once you’ve done this, press the Therapy button. The specific window for
therapy management of the selected patient will appear. The window has no name, we call it
Therapy window.
From the Therapy window you can insert, modify or remove a therapy.
From the Therapy window you can insert or remove a scheduled visit.
The window is complex, see the comments below to understand the structure.

The window shows Therapy window is Buttons panel on

the month here the name of the the right
selected window

Shows the therapy

of the day 21st

10.10.1 Add a therapy (Add Therapy)

To add a new therapy for the patient, press the Add Therapy button on the right of the window.
The Therapy entry form window showed below will appear.
A therapy defines for every pharmaceutical the quantity, frequency and period of use.
You can add more than one therapy for the same patient. The set of therapies defined for a patient is
called “Therapy plan”.

Pag. 81
Rel. 1.8.4 (November 2018)

Small up/down
arrows for small
quantity definition

Cursor for large

quantity definition

NB: To better explain how the function Add a therapy works, the Therapy window below (next
page) shows the results of the therapy defined in the Therapy entry form window above.

To add a therapy, you have to enter the following fields:

• Pharmaceutical of the therapy: in the example above Cyclophosphamide 500mg (highlight
the desired pharmaceutical)
• Quantity: set the quantity; you can define it by clicking on the small up/down arrows (for
small quantity) or moving the cursor on the right (for large quantity); in the example above
the selected value is “4”
• Frequency within the day: set how many times (frequency) the dose has to be given within
one day (possible choices are: one, two, three, four); in the example above “One” means
once per day
• Frequency within period: set the periodicity of the therapy; in the example above every
two days (a quantity of 4 Cyclophosphamide 500mg every two day has to be given)
• Period: set how long is the therapy, to do it select days, weeks and months; in the example
above the therapy is 11 days long (4 days and 1 week)
• Starts – Ends: set start and end date of the therapy; in the example the therapy starts on
November 20th and finish on November 30th
• Note (not mandatory): free text available for notes

When you finish entering data in the Buttons Panel you have the following choices:
• Ok to confirm data of the therapy. The therapy is not saved until you do not confirm it with
the SAVE button in the Therapy window (see Save function described below)
• Cancel to close the window and to return to the Therapy window

Pag. 82
Rel. 1.8.4 (November 2018)

Check the
availability of
Highlight it if you want pharmaceuticals
to modify the therapy
Edit Therapy

10.10.2 Modify a therapy (Edit Therapy)

First of all, to modify a therapy you have to highlight one occurrence of the therapy (see box above)
in the Therapy window. Once you’ve done this, press the Edit Therapy button. The Therapy entry
form window will appear. You can modify all data as in the Add a therapy function.
See Add a therapy (Add Therapy) function for detailed description.

10.10.3 Remove a therapy (Remove Therapy)

First of all, to remove a therapy you have to highlight one occurrence of the therapy (see box above)
in the Therapy window. Pay attention! Once you’ve done this, pressing the Remove Therapy
button, the therapy is removed. Therapy can be removed before or after the final saving (see Save
function described below)

10.10.4 Check availability of the pharmaceuticals (Check availability)

When you have entered the therapy plan (all the therapies of a patient) you can check the
availability of the related pharmaceuticals in the hospital. If the pharmaceutical/s checked is/are
present in the quantity requested by the therapy plan on the button panel on the right side of the
Therapy window you see in green colour the text ”OK”

otherwise the application shows the small window showed below, called Therapy not available:

Pag. 83
Rel. 1.8.4 (November 2018)

This window provides you only information that the therapy is not available and does not block the
input of the Therapy plan. You have to click OK on the button to exit from the window.

After the check, on the button panel of the Therapy window you see in red colour the text “NOT
AVAILABLE” if at least one of the involved drugs starting from today are not available or the test
“AVAILABLE” otherwise.

Note: check can also be done therapy by therapy and not only at the end of the input of all the
therapies.

Check function is not mandatory, you can save the therapy plan also without checking the presence
of the pharmaceuticals in the hospital (see Save Function below).

10.10.5 Save function (SAVE)

When you have completed the input of the therapy plan press the SAVE button on the button panel
of the Therapy window. Be aware that the therapy plan is saved when on the screen appears the
Message window showed below with the message “Therapies plan saved”.

If you have not done the availability check (see Check availability function) the Not checked
window showed below appears.

On the Buttons Panel you have the following choices:

• Ok to confirm the therapy plan; you have to be aware that if you press Ok you have not
checked the existence of the pharmaceuticals in the hospital. The application saves the
therapy plan and shows the confirmation window showed below.
• Cancel to return to the Therapy window without saving the therapy plan.

If you have done the availability check (see Check availability function) but the pharmaceuticals
requested by the therapy plan do not exists in the hospital the Not available window showed below
appears.
On the Buttons Panel you have the following choices:

Pag. 84
Rel. 1.8.4 (November 2018)

• Ok to confirm the therapy plan; you have to be aware that if you press Ok you have saved a
therapy but there are not the requested pharmaceuticals in the hospital. The application saves
the therapy plan and shows the confirmation window showed below.
• Cancel to return to the Therapy window without saving the therapy plan.

Either you have done the availability check that the pharmaceuticals are present in the hospital or
you have not done the check, when the application shows the notification window below the
therapies plan is saved.

Press OK to finish.

10.10.6 Close function (Close)

Close function allows you to exit from the Therapy window. Press the Close button to access the
Close function. The Select an option window showed below appears. On the Button panels you
have the following choices:
• Si: this function is the same as the Save function (SAVE) described above
• No to return to the Therapy window without saving the therapy plan
• Cancel: to stop the function and return to the Therapy window without apply any change

10.10.7 Notify & SMS

Pag. 85
Rel. 1.8.4 (November 2018)

With these two checkboxes you can set the therapies plan for this patient
as important (not implemented yet) and notifiable via SMS. Briefly:

- therapies: will be notified to the patient with an SMS at 8:00am, with

text “REMINDER: “ + therapy details
- visits: will be notified to the patient with an SMS 24 hours before the
scheduled date and time, with the text “REMINDER VISIT: “ + visit
details

Pag. 86
Rel. 1.8.4 (November 2018)

10.11 Merge function (Merge)

You can use this function to merge two patients’ histories in case of wrong double registration when
she/he is admitted in the Hospital.

First of all, to merge data of two patients you have to highlight them in the Patient browser
window.

Once you’ve done this, press the Merge button. The Merge window showed below appears:

By pressing Yes, the patient with smaller Code will be deleted and all his/her history transferred to
the other one, it’s to say:
• Admission History
• Height & Weight History
• Laboratory History
• OPD History
• Bills History
• Pharmaceuticals Stock Ward History
• Therapy History
• Visit History
• Vaccine History

The old patient will be then deleted.

10.11.1 Different Names

In case you try to merge two patients with different names you will be asked to choose the final
one, with the window showed below:

Pag. 87
Rel. 1.8.4 (November 2018)

10.11.2 Different Sex

In case you try to merge two patients with different sex you will be notice that the operation is not
allowed, with the window showed below:

Pag. 88
Rel. 1.8.4 (November 2018)

11 Statistics (Statistics)
11.1 Main Characteristics
This functionality is the most important in order to extract data registered in previous ones.

Click here or digit

“ALT+T” to enter in
the Statistic Report
Launcher

OpenHospital comes with a set of reports made for the Ugandan Ministry of Health (HMIS) and for
Kenyan Ministry of Health (MOH) as well as national independent reports (OH). Anyway, all these
reports can be useful for any organization and can be added or removed as explained in the Admin
Manual chapter “6 – Reports”.

OpenHospital 1.8.4 comes with this set of reports:

• OH001 - Registered Patients
• OH003 - Registered patients by Age and Sex
• OH002 - Patients registered by origin
• OH004 - All incomes by price codes
• OH005 - Count outpatient
• OH006 - Count outpatient diagnosis
• OH007 - Lab monthly basic
• OH008 - Lab summary for OPD
• OH009 – InPatient Report
• OH010 – OutPatient Report
• HMIS 108 - page 1 - 1. census info
• HMIS 108 - page 1 - 2. referrals
• HMIS 108 - page 1 - 3. operations
• HMIS 108 - In Patient (diagnosis In)
• HMIS 108 - In Patient (diagnosis Out)
• HMIS 105 - Opd attendance
• HMIS 105 - Opd referrals

Pag. 89
Rel. 1.8.4 (November 2018)

• HMIS 105 - Opd by diagnosis

• HMIS 55b - Lab monthly formatted
• HMIS 33b - Weekly epidem. surveil.
• HMIS 33b - Weekly epidem. surveil. over 5 y.o.
• HMIS 33b - Weekly epidem. surveil. under 5 y.o.
• MOH 717 - Monthly Workload Report for Hospitals (Page1)
• MOH 717 - Monthly Workload Report for Hospitals (Page2)
• MOH 705A - Over 5 - Daily Outpatient Morbidity Summary Sheet
• MOH 705A - Under 5 - Daily Outpatient Morbidity Summary Sheet

11.2 Report Launcher (Launch Report)

With this function you can produce all reports listed in previous paragraph. Once you press the
Statistics button on the main menu the Report Launcher window showed below will appear:

To produce one report, you must operate as follow:

• Select a report from the list
• Specify the period (it could be month-year or from date-to date depending on the report)
• Press the Launch Report button for PDF or Excel for CSV (Comma Separated Values)
format

After some instants the JasperViewer® will show the generated report as follow:

Pag. 90
Rel. 1.8.4 (November 2018)

NB: By default, an internal PDF viewer is used. You can use an external PDF reader by modifying
the INTERNALVIEWER flag in the configuration file. Ask to your Administrator how to do it or
read the Administrator’s Guide.

You can save the report as PDF by clicking on save button ( ) or printing it by clicking on print
button ( ).

NB: A PDF copy of every report is always saved within the folders of OpenHospital. Ask to your
Administrator how to do it or read the Administrator’s Guide.

Pag. 91
Rel. 1.8.4 (November 2018)

12 Printing (Printing)
12.1 Main Characteristics
This functionality is meant for print some information about the hospital like letterhead, list of
exams, diseases, etc...

Click here or digit

“ALT+R” to enter in
the Printing submenu

OpenHospital 1.7.0 comes at moment only with this couple of printings:

• Exams List
• Diseases List

12.2 Printing
By pressing Printing from the main menu, you access the Printing menu. From this menu you have
the following printings available: Exams List and Disease List.

Pag. 92
Rel. 1.8.4 (November 2018)

12.2.1 Exams List (Exams List)

This report will produce a report about the list of exams, divided by types, as defined in the
application by the Administrator.

12.2.2 Disease List (Disease List)

This report will produce a report about the list of diseases, divided by types, as defined in the
application by the Administrator.

Pag. 93
Rel. 1.8.4 (November 2018)

13 Communication (Communication)
13.1 Main Characteristics
Since OpenHospital version 1.7 you can use the Communication module by changing the
XMPPMODULEENABLED flag in the configuration file. Ask to your Administrator how to do it or
read the Administrator’s Guide.

Click here or digit

“ALT+M” to enter in
the Patient browser
screen

With this functionality you can chat and share information with other users logged in the system, if
in turn the application has been set in multi-user mode and an XMPP Server is active and running
(Ask to your Administrator how to do it or read the Administrator’s Guide).

The functionality, up to OpenHospital 1.7.0, allows following tasks:

• Chat
• Admissions notifications
• Pharmaceutical Stock critical levels notifications
• Report sharing

13.2 Chat
By pressing the Communication the Communication window showed below will appear:

Pag. 94
Rel. 1.8.4 (November 2018)

It shows all users logged in the system. Some of them have a green circle near their names: it means
that they are currently logged in the system and they are the only ones we can interact with. Others
have the name close to a grey circle: it means that they logged at least one time in the past but are
not using the system in this moment.

By double-clicking on an active user (i.e. Allan in the figure above) we may start a chat session
with him/her, as showed in the figures below:

White box where to type our

message

To send a message to Allan we must type it on the white box at the bottom then press “ENTER”;
the message will be immediately forwarded to Allan; when Allan will do the same, his message will
be immediately forwarded to us. Other users logged in (i.e. Mary in the figures above) cannot see
our conversation.

13.3 Admission/Discharge Notifications

As told before, with the communication module we can share some events with other users.
In the New Admission window, we will see a new box in the Buttons Panel, as showed below:

Pag. 95
Rel. 1.8.4 (November 2018)

The box will list all users logged in the system in this moment (those ones with the green circle near
the name) and you can decide to send an alert or not (nobody) in the moment we press the Save
button.

13.3.1 Admission Notifications

If we choose to send a notification about this new admission to user Allan, when we press the Save
button, he will see in his Communication window a message like “new patient admission:”
followed by his/her name and the related ward.

An example of Allan Communication window is shown below.

Pag. 96
Rel. 1.8.4 (November 2018)

13.3.2 Discharge Notifications

Similarly, this would happen for discharge events. If we choose to send a notification about a
discharge to user Allan, when we press the Save button, he will see in his Communication window
a message like “discharged patient:” followed by his/her name and the related DischargeType.

An example of Allan Communication window is shown below.

13.4 Pharmaceuticals Critical Level Notifications

As told before, with the communication module we can share some events with other users.
In the Stock Movement Inserting - Discharge window we will see a new box at the bottom, as
showed below:

Pag. 97
Rel. 1.8.4 (November 2018)

The box become active and useful only if the movement is going to reduce the selected
pharmaceutical under the critical level. So, we can decide to share this event with another user
logged in the system at the moment we press the Ok button.

If we choose to send a notification about this discharging movement to user Allan, when we press
the Ok button, he will see in his Communication window a message like “ALERT:” followed by
the pharmaceutical name and the text “is about to end” as showed below:

Pag. 98
Rel. 1.8.4 (November 2018)

13.5 Report sharing

As told before, with the communication module we can share some events with other users.
In the Report Launcher window, we will see a new box at the bottom, as showed below:

We can decide to produce and share the selected report with another user logged in the system at the
moment we press the Launch Report button.

If we choose to share the report with user Allan, when we press the Launch Report button, he will
see in his Communication window a message like “*** admin wants to share with you this report:”
followed by the report name and a clickable icon that will link Allan to the related report. An
example of this message is shown below:

Pag. 99
Rel. 1.8.4 (November 2018)

14 General Data (General Data)

14.1 Main Characteristics
One of the Administration task is the setup of OpenHospital through the General Data
functionality. It allows defining all “types” and “data” that are going to be used in OpenHospital.

Click here or digit

“ALT+G” to enter in
the Patient browser
screen

Once you’ve pressed on General Data button from the main menu you access the General Data
menu. From this menu you have the following functions available:
• Types: will bring to Types menu
• Hospital: to set some Hospital information (name, address, telephone, email, etc...)
• Ward: to define which departments are in the hospital
• Disease: to define which diseases are diagnosed in the hospital
• Exams: to define which laboratory exams are performed in the hospital
• Operation: to define which surgical operations are provided by the hospital
• Vaccine: to define which vaccines are given in the hospital
• Prices lists: to define unitary costs of the services provided by the hospital
• Supplier: to manage medicals suppliers
• SMS Manager: to send SMS or schedule SMS sending

14.2 Types (Types)

Once you’ve pressed on Types button from the General Data menu you access the Types menu:

Pag. 100
Rel. 1.8.4 (November 2018)

Click here or digit

“ALT+T” to enter in
the Patient browser
screen

From the Types menu you have the following functions available:
• Admission Type: the way the patient is admitted in the hospital
i.e. Ambulance, Self, Referral, etc...
• Discharge Type: the way the patient is discharged from the hospital
i.e. Healed, Unchanged, Dead, etc...
• Delivery Type: the ways the mothers are assisted in childbirth
i.e. Normal Delivery, Caesarean Session, etc...
• Delivery Result Type: the result you are interested to track in reporting
i.e. Live Birth, Newborn Death, Fresh Still Birth, etc...
• Disease Type: the way you need to group similar diseases
i.e. Epidemic, Maternal, etc...
• Exam Type: the way you need to group similar laboratory exams
i.e. Haematology, Parasitology, Serology, etc...
• Medicals Stock Mov Type: the kind of movements, meant as charge or discharge, you may
perform in the Medical Store
i.e. Charge, Discharge, Donation, Correction, etc...
• Medicals Type: the way you need to group similar pharmaceuticals
i.e. Drugs, Chemical, Laboratory, etc...
• Operation Type: the way you need to group similar surgical operations
i.e. Abdominal, Obstetrical, Orthopaedic, etc...
• Pregnant Treatment: the treatments the hospital can provide to mothers
i.e. First dose with SP, Second dose with SP, etc...
• Other Prices: extra services the hospital can provide (it will be reflected in Prices lists)
i.e. Admission Fee, Food, POP, etc...
• Age Type: the age classifications you use in the hospital
i.e. Newborn, Childhood, Adult, Elderly, etc...
• Vaccine Type: the way you need to group similar vaccines
i.e. Child, Adult, Pregnant, etc...

Pag. 101
Rel. 1.8.4 (November 2018)

14.2.1 Admission Types (Admission Type)

Once you’ve pressed on Admission Type button from the Types menu you access the Disease Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Admission Types defined in this functionality will be reflected in the Admission function (see
Start the admission of a patient and Discharge of a patient in this document).

14.2.2 Discharge Types (Discharge Type)

Once you’ve pressed on Discharge Type button from the Types menu you access the Discharge Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

Pag. 102
Rel. 1.8.4 (November 2018)

The Discharge Types defined in this functionality will be reflected in the Admission function (see
Start the admission of a patient and Discharge of a patient in this document).

14.2.3 Delivery Types (Delivery Type)

Once you’ve pressed on Delivery Type button from the Types menu you access the Delivery Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Delivery Types defined in this functionality will be reflected in the Admission function (see
Insert/modify Delivery data in this document).

14.2.4 Delivery Result Types (Delivery Result Type)

Once you’ve pressed on Delivery Result Type button from the Types menu you access the Delivery
Result Type Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)

Pag. 103
Rel. 1.8.4 (November 2018)

• Close: to close the window

The Delivery Result Types defined in this functionality will be reflected in the Admission function
(see Insert/modify Delivery data in this document).

14.2.5 Disease Types (Disease Type)

Once you’ve pressed on Disease Type button from the Types menu you access the Disease Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Disease Types defined in this functionality will be reflected in the entire application, like in
Disease definition or in OPD (see Disease and Create a new patient visit in this document).

14.2.6 Exam Types (Exam Type)

Once you’ve pressed on Exam Type button from the Types menu you access the Exam Types
Browser window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)

Pag. 104
Rel. 1.8.4 (November 2018)

• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Exam Types defined in this functionality will be reflected in the Laboratory function (see
Laboratory in this document).

14.2.7 Medicals Stock Movement Types (Medicals Stock Mov Type)

Once you’ve pressed on Medicals Stock Mov Type button from the Types menu you access the
Medicals Stock Movement Types Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

By pressing the New button, you access the New Medical Stock Movement Type window as showed
below:

The allowed types are “+” and “-“ and this means that any kind of movements can be simplified as a
charging (+) or a discharging (-) of the stock.

Examples could be:

• Positive correction (+)

Pag. 105
Rel. 1.8.4 (November 2018)

• Negative correction (-)

• Donation (+)
• Lost (-)
• ...

The Medical Stock Movement Types defined in this functionality will be reflected in the
Pharmaceutical Stock function (see Insert stock movement in this document).

14.2.8 Medical Types (Medical Type)

Once you’ve pressed on Medical Type button from the Types menu you access the Medical Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Medical Types defined in this functionality will be reflected in the entire application, like in
Pharmacy function and Pharmaceutical Stock Ward (see Insert a new pharmaceutical and Search
Ward Pharmacy movements in this document).

14.2.9 Operation Types (Operation Type)

Once you’ve pressed on Operation Type button from the Types menu you access the Operation
Type Browsing window as showed below:

Pag. 106
Rel. 1.8.4 (November 2018)

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Operation Types defined in this functionality will be reflected in the Admission function (see
Insert/modify Surgery data in this document).

14.2.10 Pregnant Treatment Types (Pregnant Treatment Type)

Once you’ve pressed on Pregnant Treatment Type button from the Types menu you access the
Pregnant Treatment Type Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Pregnant Treatment Types defined in this functionality will be reflected in the Admission
function (see Insert/modify Delivery data in this document).

14.2.11 Other Prices (Other Prices)

Once you’ve pressed on Other Prices button from the Types menu you access the Other Prices
Browser window as showed below:

Pag. 107
Rel. 1.8.4 (November 2018)

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new price (can be used an already used code)
• Edit: to edit an already existing price (the code can be changed)
• Delete: to delete an already existing price (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

By pressing the New button, you access the New Medical Stock Movement Type window as showed
below:

In order to insert a New Price, you must input following data:

• Code: is the Price code and should be unique; anyway, there are no restriction on this field
since the application will use an internal code to identify univocally this item
• Description: the Price description that may include the code for a fast search
• OPD: if the price is applicable with OPD (not yet implemented)
• IPD: if the price is applicable with IPD (not yes implemented)
• Daily: if the price should be applied for every bed-day (not yet implemented) or just once; if
checked, you will be asked for “how many days?” when using this item, with follow Days
window:

Pag. 108
Rel. 1.8.4 (November 2018)

• Discharge: if the item has to be treated as a negative value so it will act as a discharge in the
bill statement (i.e. Charge-Off, Free-of-charge, etc...).
• Undefined: if the item has no value in the PriceList and the amount have to be set “on the
fly” while editing a bill; if checked, you will be asked for “how much is it?” with follow
Undefined window:

The Other Prices defined in this functionality will be reflected in the Accounting and PriceLists
functions (see Insert a new bill and Prices in this document).

14.2.12 Age Types (Age Type)

Once you’ve pressed on Age Type button from the Types menu you access the Age Type Browser
window as showed below:

Since OpenHospital 1.7 age ranges are fixed and the Administrator can only change their values to
best fit the health normative in the country.

By pressing the Edit button, the table will allow you to modify only the age values and the button
become a Save button now:

By double-clicking on each value, you can change it by typing the new value. Then by pressing the
Save button, the new information will be stored in the system.

Pag. 109
Rel. 1.8.4 (November 2018)

Only integer values are allowed and every range must be contiguous and not overlapped with the
previous or with the following one:

For instance, in following case, ranges Late Childhood and Adolescent are not contiguous and ages
14 and 15 are not defined in any range:

In following case instead, ranges Late Childhood and Adolescent are overlapped since both starts
from age 6:

The Age Types defined in this functionality will be reflected in the Patient Extended functionality
(see Insert a new Patient Extended in this document).

Pag. 110
Rel. 1.8.4 (November 2018)

14.2.13 Vaccine Types (Vaccine Type)

Once you’ve pressed on Vaccine Type button from the Types menu you access the Vaccine Type
Browsing window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new type (cannot be used an already used code)
• Edit: to edit an already existing type (the code must be unchanged)
• Delete: to delete an already existing type (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

The Vaccine Types defined in this functionality will be reflected in the Vaccine function (see
Vaccines in this document).

14.3 Hospital (Hospital)

Once you’ve pressed on Hospital button from the General Data menu you access the Hospital
information window as showed below:

By pressing the Edit button, the fields will allow you to modify the values and set the facility
information where you’re installing the software:

Pag. 111
Rel. 1.8.4 (November 2018)

By pressing the Update button, the new information will be stored in the system and will be reflected
in the entire application, like in reports heading (see Statistics in this document)

14.4 Ward (Ward)

Once you’ve pressed on Ward button from the General Data menu you access the Ward Browser
window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new ward (cannot be used an already used code)
• Edit: to edit an already existing ward (the code must be unchanged)
• Delete: to delete an already existing ward (cannot be deleted if still used somewhere in the
application)
• Close: to close the window

By pressing the New button, you access the New ward record window as showed below:

Pag. 112
Rel. 1.8.4 (November 2018)

In order to insert a new Ward, you must provide following compulsive inputs:
• Code: the ward code (it must be unique)
• Name: the name of the ward
• Number of beds: it will be reflected in the admission module to check available beds; 0 –
zero beds wards will be not shown in the admission module
• Number of nurses: it may be reflected in some reports (0 – zero is allowed)
• Number of doctors: it may be reflected in some reports (0 – zero is allowed)
• Ward with pharmacy: it will be reflected in Pharmaceuticals Stock; if checked we are saying
that this ward can be a destination for discharging movements, otherwise it will be not shown
in the list
• Male Ward: if it is a male Ward
• Female Ward: if it is a female Ward

NB: trough this function we may define some wards with 0 - zero beds but with pharmacy, in order
to have “logic” departments (rather than physical) to manage pharmacy movements

The Wards defined in this functionality will be reflected in the entire application, like in Admission
module, Pharmaceuticals Stock and Pharmaceuticals Stock Ward (see Admission/Patient,
Pharmaceutical Stock and Pharmaceuticals Stock Ward in this document).

14.5 Disease (Disease)

Once you’ve pressed on General Data button from the General Data menu you access the Diseases
Browser window as showed below:

Pag. 113
Rel. 1.8.4 (November 2018)

The functions available from this window (but similarly to other windows in Types menu) are:
• Selected Type: you may filter the list by selecting only one DiseaseType
• New: to enter a new disease (cannot be used an already used code)
• Edit: to edit an already existing disease (the code and type must be unchanged)
• Delete: to delete an already existing disease (it is set as not present in OPD neither in IPD)
• Close: to close the window

By pressing the Edit button, the Edit Disease window will appear as shown below:

In editing mode, you cannot change type and code but only modify the Description and specify if
the disease should appear in OPD, Admissions or both.

By removing the check from both checkboxes OPD and IPD you are performing a Delete action,
that is disabling it to not appear anymore in the application. Anyway, this can be changed anytime
by editing it again.

The Diseases defined in this functionality will be reflected in the entire application, like in Admission
module and OPD module (see Admission/Patient and Outpatient Department Management in this
document).

Pag. 114
Rel. 1.8.4 (November 2018)

14.6 Exam (Exams)

Once you’ve pressed on Exams button from the General Data menu you access the Exam Browsing
window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• Selected Type: you may filter the list by selecting only one ExamType
• New: to enter a new exam (cannot be used an already used code)
• Edit: to edit an already existing exam (the code and type must be unchanged)
• Delete: to delete an already existing exam (it is set as not present in OPD neither in IPD)
• Results: to define possible results for the selected exam
• Close: to close the window

By pressing the Edit button, the Edit Exam window will appear as shown below:

In editing mode, you cannot change type, code and procedure but only modify the Description and
the default value.

By pressing the New button, the New Exam window will appear as shown below:

Pag. 115
Rel. 1.8.4 (November 2018)

In order to insert a new Exam, you must input the following data:
• Type: is the Exam Type (see Exam Types in this document)
• Code: you cannot use an already used code; a warning window will appear in case
• Description: is the exam name
• Procedure: the kind of results for this exam (see Results in this document)
• Default: a default value among the result we are going to define (see Results in this
document)

14.6.1 Results (Results)

Once you’ve inserted a new exam you may define the set of results it can allow by first selecting the
exam in the Exam Browsing window and then by pressing on the Results button.

In OpenHospital 1.7 you can define two kind of set of results, called “Procedure”:
❖ Procedure 1: a set of values as description; only one will be selectable as exam Single
Result
❖ Procedure 2: a set of Positive/Negative values; all of them will figure as exam Multiple
Results

The difference between Procedure1 and Procedure2 will be seen in the Laboratory module (see
Create a new laboratory exam and Laboratory Multiple Insert in this document)

So, the two possibilities are showed below:

Procedure 1 Procedure 2

The functions available from both windows are:

• New: to enter a new result

Pag. 116
Rel. 1.8.4 (November 2018)

• Delete: to delete an already inserted result

• Close: to close the window

14.7 Operations (Operation)

Once you’ve pressed on Operation button from the General Data menu you access the Operation
Browser window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• Selected Type: you may filter the list by selecting only one OperationType
• New: to enter a new operation (cannot be used an already used code)
• Edit: to edit an already existing operation (the code and type must be unchanged)
• Delete: to delete an already existing operation (it is set as not present in OPD neither in IPD)
• Close: to close the window

By pressing the Edit button, the Editing operation record window will appear as shown below:

In editing mode, you cannot change type and code but only modify the Description and specify if
the operation concerns Major or Minor surgery for statistical purpose (not yet implemented).

Pag. 117
Rel. 1.8.4 (November 2018)

The Operations defined in this functionality will be reflected in the entire application, like in
Admission module (see Insert/modify Surgery data in this document).

14.8 Vaccine (Vaccine)

Once you’ve pressed on Vaccine button from the General Data menu you access the Vaccine
Browser window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• Selected Type: you may filter the list by selecting only one VaccineType
• New: to enter a new vaccine (cannot be used an already used code)
• Edit: to edit an already existing vaccine (the code and type must be unchanged)
• Delete: to delete an already existing vaccine (it is set as not present in OPD neither in IPD)
• Close: to close the window

By pressing the Edit button, the Edit vaccine record window will appear as shown below:

In editing mode, you cannot change type and code but only modify the Description.

The Vaccines defined in this functionality will be reflected in the entire application, like in Vaccine
module (see Vaccines in this document).

14.9 Prices (Price Lists)

Once you’ve pressed on Price Lists button from the General Data menu you access the Prices
Browser window as showed below:

Pag. 118
Rel. 1.8.4 (November 2018)

The functions available from this window are:

• SAVE: to save any modification made to the pricelist
• Printing: to print the current Price List
• Cancel: to close the window
• Switch pricelist: you can focus on a different pricelist by selecting it on the upper-left corner
of the window
• Manage Lists: you can define how many and which pricelist will be available in the
application (see Pricelists in this document)

The Prices Browser window shows the list of all prices in the selected pricelists; the system
automatically creates a price for every Exam (see Exam), Operation (see Operations) and Medical
(see Pharmaceuticals) defined in the system, plus other prices defined in Other Prices module (see
Other Prices)

In order to modify a price just double-click on it and type the new price.

NB: if a price has been defined as “undefined” (see Other Prices) it will look as 0 – zero and cannot
be modified.

NB: Exams, Operations and Medicals prices are automatically created as OPD, IPD, not “daily”,
not “undefined”, not “discharge”; see Other Prices for more information.

When all modifications have been made, you can store them permanently in the system by pressing
SAVE button. After some instants a confirmation message will inform you about the success of the
operation:

Pag. 119
Rel. 1.8.4 (November 2018)

14.9.1 Pricelists (Manage Lists)

Once you’ve pressed on Manage Lists button from the Prices Browser window you access the List
Browser window as showed below:

The functions available from this window (but similarly to other windows in Types menu) are:
• New: to enter a new pricelist
• Copy: to create a new pricelist as a copy of another one
• Edit: to edit an already existing pricelist
• Delete: to delete an already existing pricelist
• Close: to close the window

By pressing the Copy button, the application will guide you step by step by asking:
1. a Name of the new pricelist
2. a Multiplier for all prices in the selected pricelist
3. a Rounding factor for all prices in the new pricelist

Depending on the size of the selected pricelist, after some instants a confirmation message will
inform you about the success of the operation:

By default, the new list is created with following information:

Pag. 120
Rel. 1.8.4 (November 2018)

ID: “aCode”
Name: the name you provided in the step by step copying procedure
Description: “aDescription”
Currency: the same of the selected pricelist

Once the copy has been created you may want to change default information by editing the pricelist
just created.

By pressing the Edit button, the Edit list window will appear as shown below:

In editing mode, you can change all data related to the list.

The Lists defined in this functionality will be reflected in the Accounting module (see Insert a new
bill in this document).

14.10 Supplier (Supplier)

Once you’ve pressed on Supplier button from the General Data menu you access the Supplier
Browser window as showed below:

The functions available from this window are:

• New: to insert a new supplier
• Edit: to edit an existing supplier
• Delete: to delete a supplier
• Close: to close the window

The Supplier Browser window shows the list of all suppliers in the system.

Pag. 121
Rel. 1.8.4 (November 2018)

In order to add a supplier, click the New button to access the New supplier window as shown below

In order to insert a new Supplier, you must input the following data:
• Name: is the Supplier name (it is the only required field)
• Address: is the Supplier address
• Tax Number ID: is the Supplier tax number
• Telephone: is the Supplier phone number
• Fax number: is the Supplier fax number
• Fax number: is the Supplier fax number
• E-mail: is the Supplier email address
• Note: Additional note concerning the supplier
• Deleted: Check this checkbox to mark the Supplier as deleted.

Then click OK to save the new Supplier.

In order to Edit Supplier information, in the Supplier browser highlights the Supplier and click the
Edit button to open the Edit Supplier window. Perform modifications and click Ok to save.

In order to delete a Supplier, in the Supplier browser highlights the Supplier and click the Delete
button to delete the selected Supplier.

14.11 SMS Manager (SMS Manager)

Once you’ve pressed on SMS Manager button from the General Data menu you access the SMS
Manager window as showed below:

Pag. 122
Rel. 1.8.4 (November 2018)

The functions available from this window are:

• New: to send a new SMS.
• Delete: to delete a SMS
• Close: to close the window

You can also filter SMS list by period.

In order to send a new SMS, click the New button to access the New SMS window.

In order to insert a new SMS, you must input the following data:
• Scheduled Date: use this field to plan sending a SMS in the future. Live the current date
and time to send the SMS immediately.
• Scheduled Time: use this field to plan sending a SMS in the future. Live the current date
and time to send the SMS immediately.
• Number: the recipient of the SMS. You can select a patient by clicking the button .
The phone number of the selected patient will be automatically inserted.

Pag. 123
Rel. 1.8.4 (November 2018)

• SMS: type the SMS in the white space bellow

Then click OK to save the new SMS. If the scheduled data and time is now, the SMS is immediately
sent.

NB: Sending SMS in OpenHospital require that the Gateway is well configured. You can use a
GSM gateway or a WebApi Gateway. Ask your administrator how to do it or read the
Administrator’s Guide.

In order to delete a SMS, highlights it and click the Delete button to delete the SMS.

Pag. 124
Rel. 1.8.4 (November 2018)

15 Users & Groups (File -> Users)

The User Menu can be enabled or disabled by changing the SINGLEUSER flag in the configuration
file. Ask to your Administrator how to do it or read the Administrator’s Guide.

If SINGLEUSER is set to NO the following login window will appear when the program starts:

Once successfully logged in the system, you have been enabled by the administrator you will find
the Users button in the File submenu.

Once you’ve pressed on Users button from the File submenu you access the Users submenu as
showed below:

OpenHospital allows the management of users organized into groups; each group is characterized
by different permissions assigned by the Administrator.

Before to register a new user in the system, we should ensure there is a group with its related rights,
where the user can be added to.

15.1 Groups (Groups)

Once you’ve pressed on Groups button from the Users submenu you access the Groups Browser
window as showed below:

Pag. 125
Rel. 1.8.4 (November 2018)

The functions available from this window are:

• Edit: to edit an already existing group (only description can be changed)
• New: to enter a new group
• GroupMenu: to define rights and permission on a selected group
• Delete: to delete an already existing group
• Close: to close the window

By pressing the GroupMenu button, the Menu Item Browser window will appear as shown below:

The window shows the full set of function of OpenHospital in a tree format:
➢ main is the “trunk”: the main menu
➢ Blue nodes are the “branches”: menus and windows
➢ Black nodes are the “leaves”: buttons and functions

By double-clicking on each branch or leaves we can enable or disable that function or set of
functions for the selected group.

For instance, the group “Registration Office” and the group “Cashiers” may have the following
group permission configurations:

Pag. 126
Rel. 1.8.4 (November 2018)

Registration Office Group Cashiers Group

So, the Registration Office group can only use the Admission/Patient module to insert and edit
patients, while the Cashiers group can only use the Accounting module in order to produce bills.
Both can run HELP (this guide) and Communication module.

So, the “main menu” for each user registered in Registration Office group and for each one in
Cashiers group will appears like following:

Pag. 127
Rel. 1.8.4 (November 2018)

Registration Office Menu Cashiers Menu

15.2 Users (Users)

Once you’ve pressed on Users button from the Users submenu you access the Users Browser window
as showed below:

The functions available from this window are:

• Selected group: you may filter the list by selecting only one Group
• Edit: to edit an already existing user (the group must be unchanged)
• New: to enter a new user (cannot be used an already used name)
• Delete: to delete an already existing user
• Close: to close the window

Pag. 128
Rel. 1.8.4 (November 2018)

By pressing the Edit button, the Editing user record window will appear as shown below:

In editing mode, you cannot change the type (group) and the name but only the password, that is in
visible in this window.

Each user is so identified by a name, a description and a password that can be modified in any
moment by the Administrator.

Pag. 129