# AndroHealth (AHHIS) — Help Center, full text > Complete text of every AHHIS Help Center guide (https://docs.ahhis.com/docs), concatenated for LLMs. AHHIS is a cloud Hospital Information System for Saudi Arabia by Andromeda IT — bilingual, NPHIES-aware. Generated from the live docs. # Getting Started ## First Login & Password Reset URL: https://docs.ahhis.com/en/docs/getting-started/first-login-password-reset ## First Login When your account is created by the administrator, you will receive an email with your username and temporary password. ### Steps to Log In - Open the AndroHealth login page in your browser - Enter the **username** and **password** from the email you received - Click **"Login"** - The system will navigate you to the **Reset Password** screen ## Reset Password On first login, you must change your temporary password: - Enter your **Current Password** (the one from the email) - Enter a **New Password** - Confirm the new password - Click **"Confirm"** A confirmation message will appear. Click the button to return to the login screen and log in with your new password. ## Session Expiration The system automatically locks after **10 minutes** of inactivity. When this happens: - A PIN prompt appears - Enter your PIN (default: **1111**) to resume your session - You can change your PIN from **Profile Setting → Change PIN** ## Change Password Later To change your password at any time: - Hover over your **profile picture** in the top-right corner - Select **"Profile Setting"** - Click **"Change Password"** from the left sub-menu - Enter current password, new password, and confirm - Click **"Confirm"** ## Common questions ### How do I log in to AndroHealth for the first time? Use the system-generated credentials your administrator gives you, then set your own password when prompted on first login. ### What if I forget my password? Use the reset option on the login screen, or ask your administrator to reset it for you. ### Is the system-generated password permanent? No — it is temporary, and you must change it to your own password on first login. --- ## Navigating the System URL: https://docs.ahhis.com/en/docs/getting-started/navigating-the-system ## Interface Layout The AndroHealth interface consists of three main areas: - **Top Menu Bar** — Patient search, role switch, language, notifications, and profile menu - **Left Sidebar** — Module navigation (varies by your purchased package and assigned role) - **Body Section** — Displays the content based on your current selection ## Top Menu Bar The top menu bar is always visible and provides 5 key functions: ### 1. Patient Search The search field on the left allows you to find patients by: - MRN (Medical Record Number) - Mobile number - Patient name - National ID / Iqama ID Selecting a patient navigates directly to their profile. ### 2. Role Switch If you have multiple roles assigned, click the **Role Switch** button to open the switch popup. Select a different role and the system will update the interface accordingly. ### 3. Language Selection Click the language dropdown to switch between supported languages. The entire interface updates to the selected language. ### 4. Notifications Two notification icons provide real-time alerts and workflow notifications. Click each to view details. ### 5. Profile Menu Hover over your profile picture to access: - **Profile Setting** — Change password, change PIN, view active sessions, set preferences, report issues - **Change Theme** — Select a different color theme - **Logout** — Sign out of the system ## Left Sidebar The left sidebar shows the modules available to you. Common modules include: - **Admin Console** — Enterprise setup, framework configuration - **Registration** — Patient registration and management - **OPD** — Outpatient department operations - **Billing** — Invoices, payments, collections - **Insurance** — Eligibility, claims, NPHIES - **Reports** — Audit logs and analytics - **Pharmacy** — Medicines and inventory Click any module to expand its sub-components. ## Report an Issue From the profile menu, select **"Report Issue"** to submit a support request. The form includes fields for title, priority, module, component, image/video upload, and description. ## Common questions ### How do I search for a patient? Use the patient search bar at the top — you can search by name, MRN, national ID, or phone. ### How do I switch between roles? Use the role switcher in the top bar to change your active role if you have more than one. ### Where do I change my profile settings? From the profile menu in the top-right corner of the interface. --- # Admin Console ## Organization Setup URL: https://docs.ahhis.com/en/docs/admin-console/organization-setup ## Organization Overview The Organization screen is the first screen you see after initial login. A master organization is pre-populated, and you complete the setup from here. **Navigation:** Admin Console → Enterprise → Organization ### Creating a Child Organization - Click the **"New"** button - Fill in the **Basic Information**: Upload organization logo (max 5MB) - Code (auto-generate or enter manually) - Organization Name (English and Arabic) - Organization Type (Hospital, Clinic, etc.) - Parent Organization (select from dropdown) - License Number - Configure **NPHIES Details** (if applicable): CCHI ID - NPHIES credentials - Enter **Tax Details**: Tax Registration Number - Tax ID - Complete **Address Details**: Building number, street, area, city, state, postal code - Country (defaults to Saudi Arabia) - Set **Contact Information**: Phone, mobile, email - Enable **Integrations** (toggles): Mobile App - ERP - NPHIES - Click **"Save"** ## Managing Organizations From the organization list screen: - **Eye icon** — View organization details (read-only) - **Pen icon** — Edit organization details - **Details button** — Additional functions and configuration ## Holiday Configuration In the organization details, you can configure holidays that affect appointment scheduling across all departments. ## Common questions ### Where do I configure my organization? In Admin Console → Organization, where you set NPHIES details, tax information, and integrations. ### Is NPHIES configuration required? Yes for insurance workflows — enter your NPHIES details during organization setup. ### Can I update organization details later? Yes, you can edit the organization configuration at any time from the Admin Console. --- ## Departments, Locations, Wards & Beds URL: https://docs.ahhis.com/en/docs/admin-console/departments-locations ## Department Setup **Navigation:** Admin Console → Enterprise → Department ### Creating a Department - Click **"New"** - Enter **Code** (auto-generate or manual) - Enter **Department Name** (English and Arabic) - Select **Associate Organization** from dropdown - Add **Description** - Set **Target Specialty** - Configure toggles: **Emergency Department** — Mark as emergency dept - **Gender** — Restrict by gender (e.g., Gynecology) - **Doctor Scheduled** — Enable doctor scheduling - **Vital Mandatory** — Require vitals before encounter - **Appointment Allowed** — Enable appointment booking - **Visit Allowed** — Enable walk-in visits - Set **Active From/To** dates - Click **"Save"** ## Location Setup **Navigation:** Admin Console → Enterprise → Location → Locations tab Locations represent physical spaces within your facility (rooms, clinics, labs). - Click **"New"** - Enter Code and Name - Select **Associate Department** - Choose **Location Type** and **Sub Type** - Optionally set a **Parent Location** - Click **"Save"** ## Ward Setup **Navigation:** Admin Console → Enterprise → Location → Wards tab - Click **"New"** - Enter Code and Name - Select **Associate Department** - Set **Gender** and **Age Group** restrictions - Configure ward type toggles: **Day Care Ward** - **ICU Ward** - **Mortuary Ward** - Enable **Send Notification** to assign a supervisor for alerts - Click **"Save"** ## Bed Setup **Navigation:** Admin Console → Enterprise → Location → Beds tab - Click **"New"** - Enter **Code**, **Name**, **Category** (Day Care, Double Room, etc.) - Set **Gender** - Select **Ward** (mandatory) - Enter **Room Name** - Configure maintenance status if needed: **Major Maintenance** — Shows maintenance type field - **Minor Maintenance** - Click **"Save"** ## Hierarchy The facility hierarchy flows: **Organization → Department → Location → Ward → Bed** ## Common questions ### What is the difference between a department and a location? Departments are organizational units; locations are physical places — with wards and beds — where care is delivered. ### How do I add beds? Set up wards under a location, then add beds and assign them to each ward. ### Can a bed belong to more than one ward? No — each bed is assigned to a single ward. --- ## Users, Roles & Permissions URL: https://docs.ahhis.com/en/docs/admin-console/users-roles-permissions ## Roles Configuration **Navigation:** Admin Console → Framework → Roles ### Creating a Role - Click **"New"** - Enter **Code** (auto-generate or manual), **Name**, and **Description** - Set **Active From/To** dates - Select **Default Page** — the landing page when a user with this role logs in - Optionally copy from an existing role or import JSON - Select **Modules** and **EMR Systems** this role can access - In the **Data Sets** section, assign specific permissions: Select a module from the list - Select components within that module - Check individual permissions (Create, Read, Update, Delete, View Detail, Export) - Or click **"Assign All Roles"** for full access - Click **"Save"** ## Permissions **Navigation:** Admin Console → Framework → Permissions Permissions has two tabs: - **Secure Item tab** — System-generated items (you cannot add new ones). You can only edit Active From/To dates and toggle status. - **Permissions tab** — Similar to Secure Items, only description and dates are editable. ## Creating Users **Navigation:** Admin Console → Enterprise → Users The screen shows the current user quota. Click **"New"** to create a user. ### User Form Sections SectionKey Fields **Basic Details**Profile photo (5MB max), code, local name (Arabic), standard name (English), gender, DOB, nationality, National ID **User Profile**User Type (Care Provider, Nurse, Laboratory, Non-Clinical, Assistant), qualification, license number, education, experience, certifications **Address Details**Full address with postal code **Contact Details**Phone, mobile (mandatory), email **Tax Details**Tax registration toggle, Tax ID, company name **Organization**Select organization (mandatory), position **Department**"All Departments" toggle or select specific departments. Default department (mandatory) **Wards**"All Wards" toggle or select specific wards (optional) **Roles**Search and assign roles. Default role (mandatory) After saving, the system sends an email with the username and password to the user's email address. ## User Types TypeDescription **Care Provider**Doctors and primary healthcare professionals **Nurse**Nursing staff (access to Nursing Work List) **Laboratory**Lab technicians **Non-Clinical**Administrative and support staff **Assistant**Care provider assistants/interns ## Positions & Organogram **Navigation:** Admin Console → Enterprise → Position Two tabs are available: - **Position List** — Create and manage positions with reporting hierarchy - **Organogram** — Visual tree view of the organizational hierarchy. Click **"Vacant Positions"** to see unfilled roles. ## Common questions ### How do I create a user account? In Admin Console → Users, add the user and assign a role that defines their permissions. ### Are permissions set per user or per role? Permissions are defined on roles; each user inherits them from their assigned role. ### Can I give one user extra permissions? Adjust their role, or use permission overrides where supported. --- ## Multi-Organization Structure (Parent, Sub, Partner & Third Party) URL: https://docs.ahhis.com/en/docs/admin-console/organizational-structure **[AndroHealth](https://ahhis.com)** supports healthcare networks through a **multi-organization structure**: a **parent** organization manages **sub**, **partner**, and **third-party** entities in a hierarchy. The parent can share patient data, enforce policies, configure each entity's settings, run consolidated financial reports, and operate a shared billing ledger across branches — with role-based access and single sign-on across entities. ## Build the organization hierarchy Go to **Admin Console → Enterprise → Organization** to open the **Organization list**, which shows your hierarchy. Edit the parent organization, or add a **Sub**, **Partner**, or **Third-party** organization under it. ## Configure a sub or partner organization From the parent, open a sub/partner organization's settings to configure everything centrally: - **Department** and **Positions** — the entity's structure and roles - **Fee Configuration** — pricing, including price variance between parent and child - **Packages** — pre-paid service packages - **Consent** and **Custom Reports** - **HIC** — health-insurance configuration ## Associate EMR & modules From the parent, associate each organization with the relevant **EMR** and **modules**, so entities operate with the right clinical and functional scope. ## Cross-organization transactions & shared ledger Define **cross-organizational transactional rules** for parent, sub, and partner entities — for example, the parent paying for services that patients redeem at child branches, with revenue-sharing percentages allocated to partners. The **shared ledger** tracks pre-paid services and their utilization across child and partner branches, and supports internal financial reconciliation between entities. ## Provider calendar In the parent organization, the **Provider Calendar** (OPD → Provider Appointments) gives a consolidated view of provider schedules across the network. ## Third-party organizations For non-integrated third parties (e.g. outsourced labs), configure **API** and **Service** settings so their services can be ordered and billed within the network. Non-integrated partners can also use a **Vendor Portal**: they sign in via a provided link to receive and act on requests, and the network tracks everything in the **Third Party Request Report**. ## Where this appears - Admin Console → Enterprise → Organization - Each organization's settings (Department, Positions, Fee Configuration, Packages, Consent, Custom Reports, HIC) - OPD → Provider Appointments (Provider Calendar) - Report → Third Party Request Report ## Common questions ### What organization types are supported? A parent organization manages sub, partner, and third-party entities in a hierarchy. ### What is the shared ledger? It tracks pre-paid services and their utilization across child and partner branches, with internal reconciliation. ### How do non-integrated partners receive requests? Through a vendor portal they sign into, with activity tracked in the Third Party Request Report. --- # Patient Registration ## Register a New Patient URL: https://docs.ahhis.com/en/docs/patient-registration/register-new-patient ## New Patient Registration **Navigation:** Registration → OP Registration → Add Patient tab ### Registration Form Sections The registration form is divided into the following sections: ### 1. Basic Information - **Local Name** — Title, First, Middle, Third, Last Name (Arabic) - **English Name** — Title, First, Middle, Third, Last Name - **Gender** — Select from dropdown - **Date of Birth** — With "DOB Unknown" option - **Nationality** — Dropdown (defaults to Saudi Arabia) - **National ID / Passport Number** - **Contact** — Home phone, mobile, email - **Blood Group** and **Rh Factor** - **Marital Status**, **Occupation**, **Religion** ### 2. Message Subscriptions Enable/disable notification preferences: - WhatsApp - SMS - Email - In-App Notifications ### 3. Address Details - Building Number, Full Address, Area/Locality - State, City, Postal Code - Country (auto-populated) ### 4. Additional Details ToggleDescription **VIP**Enable VIP status with VIP Type selection **Anonymous**Register as anonymous patient **Interpreter Required**Flag that patient needs interpreter **Blacklisted**Mark with reason **Consent**Indicate consent has been given ### 5. Guarantors/Dependents Two options: - **Next of Kin is a Patient** — Select relation and patient from dropdown - **Next of Kin is Not a Patient** — Enter full details manually. Click "Add" for multiple entries. ### 6. More IDs Add additional identification: National ID, Driving License, etc. with type, number, and date. ### 7. Document Upload Upload patient documents by selecting type (ID, Insurance Card, etc.) and uploading the file. ### Saving Click **"Save"** to complete registration. The system navigates to the **Patient Profile** screen with 8 tabs for further management. ## Common questions ### What information is required to register a patient? Complete the required form sections — identity and contact details — and upload any supporting documents. ### Can I upload patient documents during registration? Yes — the registration form lets you attach documents such as ID and insurance cards. ### How is the MRN assigned? The system generates a unique MRN for each new patient on registration. --- ## Patient Profile & Tabs URL: https://docs.ahhis.com/en/docs/patient-registration/patient-profile-management ## Patient Profile Overview After registering or selecting a patient, you see the Patient Profile screen with 8 tabs: ### 1. Patient Profile Tab Contains 4 sub-tabs: - **Edit Patient** — Modify all registration fields - **Payer** — Manage insurance and panel payer information - **Case** — Create and manage medical cases - **Visit** — Create and view visits linked to cases ### 2. Patient Summary Displays the last 5 entries for: - Vital signs, Allergies, Problems, Complaints - History, Lab results, Immunization, Medications - Encounters, Comments Click to expand and view all records in a popup. ### 3. Encounters Lists all patient encounters with two statuses: - **Signed** — Completed by doctor. Actions: View, Print, Send via WhatsApp (as PDF) - **On Hold** — Pending. Actions: Edit Encounter, Sign Encounter, Delete Encounter ### 4. Clinical Decision Support (CDS) Two sub-tabs: - **Active CDS** — Shows triggered clinical alerts with title, intervention, progress bar - **History** — Completed CDS records Actions: Access (administer intervention), Reject (with reason), Remind Me Later (set future date) ### 5. Patient Account Financial transaction management with export, email, and refund capabilities. ### 6. Relationships Lists all Next of Kin, Guarantors, and Dependents with their relationships. ### 7. Referrals Lists referrals from previous visits. Actions: Book Appointment, Cancel Referral. ### 8. Packages & Services Two sub-tabs: - **Packages** — Shows purchased packages with status (Ordered/Purchased/In Process), availed and remaining services - **Services** — Individual services with avail options: Create Visit or Book Appointment ## Common questions ### What are the Patient Profile tabs? Profile, Summary, Encounters, CDS, Account, Relationships, Referrals, and Packages. ### Where do I see a patient's visit history? On the Encounters tab of the patient profile. ### Where are a patient's financial details? On the Account tab of the patient profile. --- ## Patient Alias Names (Pseudonyms) URL: https://docs.ahhis.com/en/docs/patient-registration/patient-alias-names **[AndroHealth](https://ahhis.com)** lets you protect the privacy of sensitive or high-profile patients by assigning an **alias name (pseudonym)**. When an alias is active, the system hides the patient's real name everywhere on screen and shows the alias instead — while legal, financial, and clinical printouts continue to use the real identity. ## When to use an alias A hospital may assign an alias to safeguard a patient's identity. Typical cases include: - **VIP patients** — public figures, celebrities, or officials - **Sensitive conditions** — mental health, HIV/AIDS, STIs, or substance-abuse treatment - Sexual-assault, domestic-violence, or other safety-risk cases - Witness protection or legal confidentiality - Employees receiving care at their own hospital - Any patient who requests confidential communications The reason for the alias is always recorded against the patient profile for audit and compliance. ## Assign an alias to a patient - Go to **Registration → OP Registration → Add New Patient**. - In the **Alias Name** section, turn on the **Pseudonyms** toggle. Four additional fields appear. - Select a **Reason** (mandatory) from the list. - Enter the alias **First name** and **Last name** (required); Middle and Third names are optional. - **Save** the patient. From this point on, the system shows only the alias name. ## Who can see the real name Visibility of the real name is controlled by roles: - Only users whose role includes the **Pseudonyms** permission can reveal the real name. They see the name masked with a view button; clicking it shows the real name, and the system re-hides it automatically when they move to another screen or save. - **Care providers and the care team** linked to the patient's visit can always see the real name — even without the permission — but only for patients they are treating. - Users without the permission cannot view or edit the real name at all. ## How the alias behaves across the system - The alias appears in the patient banner, search bars, and top tabs — everywhere the name normally shows. - The alias is tied to the patient's **MRN**. You can still search by MRN, national ID, or phone, but results display the alias, not the real name. - **Printable and PDF documents** — financial, medical, and legal — always show the real name. Insurance and legal records use the real identity. - Outbound **FHIR** messages also carry the real name. ## Auditing real-name access Every time an authorized user reveals a patient's real name, the system writes a dedicated **audit-log** entry capturing who viewed it and when. Review these under **Reports → Audit Log**. ## Remove an alias To return a patient to their real name, open the patient profile, turn off the **Pseudonyms** toggle, and update the profile. > **Note:** Printed and PDF output always shows the patient's real name, never the alias — so billing, insurance, and legal documents stay accurate. ## Common questions ### When should I assign a patient alias? For privacy-sensitive cases — VIPs, sensitive conditions, or patients who request confidential communications. ### Who can see the patient's real name? Only users with the Pseudonyms permission, plus the patient's care team; everyone else sees the alias. ### Do printed documents show the alias? No — PDFs and financial, medical, and legal documents always show the real name. --- ## Consent Templates & Patient Consent URL: https://docs.ahhis.com/en/docs/patient-registration/consent-templates **[AndroHealth](https://ahhis.com)** lets you build reusable **consent templates** — optionally with a questionnaire — and capture a patient's signed consent in the way that suits them: **e-signature**, the **Sign It** platform, or **print-and-scan**. Every consent is stored against the patient profile, previewable in the saved language, and tracked with an audit log. ## Create a consent template Go to **Admin Console → Third Party Configuration → Consent Template → Manual Consents** to see all configured templates. Click **Add** to open **Add Manual Consent**, enter the consent content, and use the **Questionnaire** section to add questions with **+ Add More**. Mark each question **mandatory** or **optional**, then save — the template appears in the list. ## Add a consent to a patient Open **Patient Profile → Consent** to see the patient's consents, then click **Add** to open the Patient Consent screen. Choose a template from the searchable **Select Consent Template** dropdown; the consent populates with its content and questionnaire. ## Content, notes & signees The populated consent has several sections: - **Consent Content** — shown in the patient's default language by default; you can switch language, and the content stays editable for one-off changes. Mandatory questionnaire answers are required to save. - **Note** — optional additional notes. - **Signee** — add one or more signees, chosen from the patient's guarantors or created on the spot (a new signee is also added to the patient's Guarantors). ## Preview & signing options When the details are complete, the system shows a **Preview** popup in the selected language with these actions: **Save**, **Print preview**, **Send via Sign It**, **Print**, and **Sign via E-sign**. ### Sign via E-sign Capture the signature digitally in the E-sign popup. With multiple signees the popup shows a tab per signee; the consent stays **In progress** until everyone has signed. ### Send via Sign It Send the consent for signature through the Sign It platform. It returns to the list as **In progress** until signed, then becomes **Signed**. ### Print & scan Print the PDF to sign on paper, then upload the scanned, signed copy — the status changes to **Signed** with the attachment. ## Track signed consents The consent list shows each consent's status (*In progress*, *Signed*). You can preview a consent in its saved language, send the latest signed version via **WhatsApp**, or print it. Each consent keeps an **audit log** covering how it was handled — manual sign, e-sign, Sign It, or just saved. - Only digitally signed consents (E-sign / Sign It) show the signed date and time; manually attached consents do not. - A consent with multiple signatures shows each signature with its own date and time. - Previews always render in the language the consent was saved in (Arabic or English). ## Where this appears - Admin Console → Third Party Configuration → Consent Template → Manual Consents - Patient Profile → Consent - Patient Consent → Consent Details ## Common questions ### How do patients sign a consent? By e-signature, the Sign It platform, or print-and-scan; you can also send the signed copy via WhatsApp. ### Can a consent have multiple signees? Yes — add multiple signees; the consent stays In progress until all of them have signed. ### In which language is a consent saved? In the language selected when saving; previews render in that same language. --- # Appointments & OPD ## OPD Work List URL: https://docs.ahhis.com/en/docs/appointments-opd/opd-work-list ## OPD Work List **Navigation:** OPD → OPD Work List The OPD Work List is the central hub for managing daily outpatient flow. It has two tabs: **Patients** and **Appointments**. ### Patients Tab Displays all patients whose visits have been created, organized by status: StatusDescription **Registered**Visit created but consultation not started **In Progress**EMR consultation has been initiated by the doctor **Discharged**Visit signed and patient discharged Access is permission-based — users see patients based on their assigned role and department. ### Starting a Consultation - Find the patient in the **Registered** section - Click on the patient row to initiate the visit - The system navigates to the **EMR** (Electronic Medical Record) module - The patient moves to **"In Progress"** automatically ### Completing a Visit After the doctor signs the encounter in the EMR, the patient moves to **"Discharged"** status. ### Appointments Tab Lists all appointments with filter options: - Department - Care Provider - Status - Date Range - Appointment Number - MRN ### Available Actions - **Mark Arrival** — Confirm patient has arrived - **View Encounter Details** — See past encounter information - **View Patient Profile** — Open patient summary - **Print Visit Summary** — For signed visits only - **Block Time** — Block session time with reason - **Include Cancel toggle** — Show/hide cancelled appointments ## Common questions ### What does the OPD Work List show? Registered, in-progress, and discharged outpatients for the day. ### Does the work list update in real time? Yes — it updates as patients move through the visit. ### How do I start working a patient from the list? Select the patient card to open their record and begin the encounter. --- ## Appointment Calendar & Booking URL: https://docs.ahhis.com/en/docs/appointments-opd/appointment-calendar-booking ## Appointment Calendar **Navigation:** OPD → Appointment Calendar ### Calendar Views Three views are available: - **Daily View** (default) — Shows time slots for selected doctors - **Weekly View** — Week-at-a-glance for scheduling - **Monthly View** — Month overview ### Department Panel The right-side panel allows you to: - Search for departments and doctors - Select multiple doctors from different departments - Toggle doctor selection by clicking ### Appointment Status Colors StatusColor BookedBlue ConfirmedGreen RescheduledYellow ArrivedDark Green CancelledRed No ShowGray AdvanceLight Blue ## Booking an Appointment ### For Existing Patients - Click on the desired **time slot** in the calendar - The Book Appointment dialog appears - Search and select the patient by name or MRN - Patient data is auto-populated - Complete the appointment details: **Date and Time** (with calendar picker) - **Department** (auto-populated from selected slot) - **Care Provider** (auto-populated) - **Visit Type** (New Visit, Follow-up) - **EMR Template** - **Service Category** and **Service** - **Payment Mode** (Self-Pay, Panel Payer, Insurance) - **Priority** (Routine, Urgent) - **Status** (Booked, Confirmed) - Click **"Save"** ### For New Patients - Toggle **"New Patient"** option in the booking dialog - Enter patient information (name, DOB, nationality, contact, etc.) - Complete appointment details as above - Click **"Save"** ### Conflict Detection If the patient already has an appointment at the same time, the system displays a warning. You can choose to save anyway or cancel. ### Additional Options - **Reminder Message** — Custom reminder for the patient - **Mode** — In-person or Virtual (video/audio) - **Transport Needs** — Toggle if patient needs transport ## Date Format The calendar supports both **Hijri** and **Gregorian** date formats. Switch between them using the format toggle. ## Common questions ### How do I book an appointment? Open the appointment calendar, pick an available slot, and book it for an existing or new patient. ### Can I book for a new patient? Yes — you can register and book in the same flow from the calendar. ### How do I see a provider's availability? The calendar shows schedules and open slots by provider. --- ## Appointment Dashboard & Care Provider Schedule URL: https://docs.ahhis.com/en/docs/appointments-opd/appointment-dashboard-schedules ## Appointment Dashboard **Navigation:** OPD → Appointment Dashboard The dashboard provides an overview of appointments across all departments and care providers. It shows: - Total appointments per department - Total appointments per care provider - Arrival status for each provider Use the filters at the top to narrow by date, department, and care provider. ## Care Provider Schedule **Navigation:** OPD → Care Provider Schedule View all active care provider schedules with: - Doctor name and department - Working days and timings - Schedule status Click on a provider entry to view their detailed schedule in a calendar format. ## My Patient List **Navigation:** OPD → My Patient List This is a user-specific view only visible to users with the **Care Provider** role toggle enabled. It has two tabs: ### Upcoming Appointments Tab Shows today and future appointments for the logged-in care provider. Actions include viewing past encounter details and patient profile summary. ### Patient List Tab All previous patients of this provider with document management capabilities (attach, edit, download, mark confidential). ## Nursing Work List **Navigation:** OPD → Nursing Work List Only visible to users with the **Nurse** role toggle. Shows patients requiring vital sign recording: - Click the **Vital** button on a patient row - A popup opens to enter vital signs - After saving, the patient is removed from the nursing work list - Recorded vitals automatically appear in the EMR for the care provider ## Common questions ### What does the appointment dashboard show? An overview of appointment activity across departments and care-provider schedules. ### Can I manage provider schedules here? Yes — you manage care-provider schedules from the dashboard. ### Can I view appointments by department? Yes — the dashboard lets you view appointment activity per department. --- ## Location-Based Appointments (Wards, Beds & Locations) URL: https://docs.ahhis.com/en/docs/appointments-opd/location-based-appointments **[AndroHealth](https://ahhis.com)** lets you model your physical facility — **wards**, **beds**, and **locations** such as private rooms, surgical theatres, and diagnostics — and then book appointments against a specific location's schedule. It also drives the surgery workflow, letting you book operating-theatre slots from surgery requests, and supports putting any location, ward, or bed into maintenance. ## Configure beds Go to **Admin Console → Enterprise → Locations**. The **Beds** tab is selected by default and lists configured beds. Click **Add Bed**, set the bed type and the number of beds (the **Bed Capacity** determines how many of a type are available), then save. ## Configure wards Open the **Ward** tab and click **Add Ward**. To associate beds, click the add-beds button and pick from the **Select Beds** popup, which lists only beds not yet assigned to a ward. A ward's **Bed Capacity** caps how many beds it can hold. You can remove a bed from a ward (if no patient is in it) to reassign it elsewhere. ## Configure locations Open the **Location** tab and click **Add Location**. The form's fields change with the **Location Type** — *Private Room*, *Surgical*, or *Diagnostic* — and you set the location's address. ## Maintenance mode - Turn on **Under Maintenance** at the **ward** level to put all of its beds under maintenance. - Turn it on for a single **bed** to take just that bed out of service — it can't be booked while under maintenance. - Inactivated wards and beds are not available for booking. ## Book a location-based appointment Once a location has a schedule, you can book appointments against it. Booking through billing against orders, you pick an available **slot** for the location, then continue to billing for the selected services. ## Surgical locations & surgery requests For surgical locations, view the list of **surgery requests** and book operating-theatre appointments from them. To book against a surgery request, first pay the bill for the selected surgery package, then schedule the appointment in the OT. ## Where this appears - Admin Console → Enterprise → Locations (Beds, Wards, Locations) - OPD → Appointment (location-based booking) - Surgery requests & surgery worklist ## Common questions ### What location types are supported? Private rooms, surgical (operating theatres), and diagnostic locations. ### How do I book a surgery? View the surgery requests, pay the surgery package bill, then book the operating-theatre slot. ### How do I take a bed out of service? Turn on Under Maintenance for the bed — or the whole ward — so it can't be booked. --- # Inpatient (IPD) ## Inpatient Admission (IPD) URL: https://docs.ahhis.com/en/docs/inpatient-ipd/inpatient-admission **[AndroHealth](https://ahhis.com)** manages the full inpatient (IPD) journey — from an **admission request** and bed reservation, through **admission**, consent, deposits and billing, to **discharge**. This guide walks the admission flow end to end. ## Admission Request List Go to **IPD → Admission** to open the **Admission Request List**. Each request offers a set of actions — reserve a bed, view details, sign consent, admit, or cancel. ## Reserve a ward, bed, or room From a request, **reserve** a ward bed or room for the patient. Only available (active, non-maintenance) beds appear for selection. ## Review the request & capture consent Open **View Details** to review the request, then capture the **admission consent** — using the same signing options as patient consent (e-sign, Sign It, or print-and-scan). ## Complete admission details Open the case to add the full **IPD admission details** — admitting provider, ward/bed, diagnosis, and the other clinical and administrative fields for the stay. ## Admit the patient You can admit a patient two ways: - **Direct admission from the request list** — select the patient and continue to the **Add Admission** screen. - **Direct admission from the patient profile** — start the admission straight from the patient's profile. ## Manage admitted patients The **Admitted List** shows every admitted patient. From here you can modify demographics or admission details, request a deposit, view billing, print, and start discharge. Use **Deposit Request** to collect an advance against the stay, and **Billing details** to review charges. ## Cancel admission & discharge To end the stay, open the **Discharge Summary** from the admitted patient. You can also print the admission record. ## Where this appears - IPD → Admission (Admission Request List, Admitted List) - IPD → Reserve Bed - Patient Profile → Admission ## Common questions ### How do I admit a patient? From the Admission Request List, reserve a bed and complete admission — or admit directly from the request list or the patient profile. ### How do I collect a deposit for an inpatient? Use Deposit Request against the admitted patient. ### How do I discharge a patient? Open the Discharge Summary from the admitted patient to end the stay. --- ## IPD Worklist & Nursing Worklist URL: https://docs.ahhis.com/en/docs/inpatient-ipd/ipd-worklist **[AndroHealth](https://ahhis.com)** runs the inpatient clinical workflow through two worklists: the **IPD Worklist**, where care providers manage each admitted patient's electronic medical record, and the **Nursing Worklist**, where nurses work a To-Do list of orders to administer. ## The IPD Worklist Open the **IPD Worklist** from the IPD module. Each admitted patient appears as a card with quick-action icons that jump straight to the relevant form — for example, the medication icon opens the patient's medication orders. ## Open a patient's IPD EMR A care provider clicks a patient to open the **IPD EMR**, which opens on the **Summary**. From the EMR the provider can add a **Diagnosis**, place **Medication** orders, and record the patient's **treatment / care plan**. ## Daily progress & medication administration The **Daily Progress** view tracks the patient day by day. The **Administered** popup shows the medication requests and what has been given. Every action on the patient is captured in **logs**, viewable from Reports. ## Progress notes & medication Use **Progress Notes** to document the patient's course; click add to open **Add Progress Note**. The **Medication** tab manages the patient's medication orders. ## Nursing tasks & transfer of care The EMR also covers **Nursing Tasks** and **Transfer of Care** for moving a patient between providers or departments. ## DNR (Do Not Resuscitate) Care providers can **add** a DNR order, and later **renew** or **revoke** it from the patient's EMR. ## Nursing Worklist Nurses open the **Nursing Worklist** from the left menu and click a patient card to enter the **Nurse EMR**, which opens on the **To-Do List**. From the To-Do list, the nurse selects an order to act on and records administration. ## Where this appears - IPD → IPD Worklist (IPD EMR) - IPD → Nursing Worklist (Nurse EMR, To-Do List) - Admin Console → Clinical Data Master → Custom Forms → EMR (IPD EMR configuration) ## Common questions ### Who uses the IPD Worklist? Care providers manage each admitted patient's EMR; nurses use the Nursing Worklist for orders. ### How do I record a progress note? Open the patient's IPD EMR and use Progress Notes → Add Progress Note. ### How do nurses see their tasks? The Nursing Worklist opens on a To-Do list of orders to administer. --- ## Inpatient Billing (IPD) URL: https://docs.ahhis.com/en/docs/inpatient-ipd/inpatient-billing **[AndroHealth](https://ahhis.com)** bills inpatients across the whole stay — from a security deposit at admission, through daily charges and extended-stay authorization, to settlement at discharge. It handles self-pay and insurance patients, integrates with **NPHIES** institutional claims, and warns you when balances run low. ## Configure IPD settings Go to **Admin Console → System Configuration → IPD Settings** to set the rules for inpatient money and timing. **IPD Advance Settings** define minimum balances and deposits, plus **Discharge** and **Transfer** cutoff times. The **Low Balance Alert** lists patients whose available balance (deposit/advance) is at or below the minimum, and the **Package Ending Alert** flags packages nearing their limit — so you can collect before care is interrupted. ## Self-pay inpatient billing For a self-pay patient, take a **security deposit** right after admission, and bill against a **package** where one applies. Generate invoices for the services rendered during the stay. ## Insurance inpatient billing For insured inpatients, bill against the payer and capture the insurance details for the stay. ## Authorization for extended stay To extend a patient's treatment period, open the **treatment plan** in the IPD EMR and request the extension and its authorization. ## Billing details & settlement at discharge The **Billing Details** view lists every service and product rendered since admission. At discharge, click **Proceed to Pay** to reach the settlement screen, settle the balance, and complete the discharge — the patient then moves to the Discharged list. ## NPHIES institutional transactions For insured stays, the system handles NPHIES **institutional** transactions — authorization, virtual discharge, and **claim** submission — plus CNHI requests. ## Medication billing Medications administered during the stay are billed through the inpatient **medication billing** flow. ## Where this appears - Admin Console → System Configuration → IPD Settings - IPD → Admitted patient (billing, deposit, settlement, discharge) - IPD EMR → Treatment Plan (extended-stay authorization) - NPHIES institutional transactions & claims ## Common questions ### How are self-pay inpatients billed? Take a security deposit at admission, bill against a package if applicable, and generate invoices for services rendered. ### What happens if a patient's balance runs low? The Low Balance Alert flags patients at or below the minimum so you can collect before care is interrupted. ### How do I settle at discharge? Click Proceed to Pay to reach the settlement screen, settle the balance, and complete the discharge. --- ## Care Team Assignment for Inpatients URL: https://docs.ahhis.com/en/docs/inpatient-ipd/care-team-assignment **[AndroHealth](https://ahhis.com)** lets you assign a dedicated **care team** to every admitted (inpatient) patient. The care team defines who is responsible for the patient during their stay — a single primary care provider plus any number of secondary providers — and governs who can access the patient's EMR, all with a complete audit trail. ## What is a care team? A care team is the group of practitioners associated with an admitted patient. Each team has exactly one active **primary care provider**; everyone else is a **secondary** provider. Members gain access to the patient's medical record according to their role — for example, nursing staff can view medical history, orders, and the treatment plan. ## Assign a care team to an admitted patient - Go to **IPD → Admission → Admitted** tab. - Against the patient, open **Associate Care Team**. The system opens the care-team popup. - Add team members one at a time: click **Add**, choose the **Position**, and select the practitioner. - Click **Save** to associate the care team with the admitted patient. If a secondary care provider was chosen on the admission form, it is automatically added as the first care-team member. All providers other than the primary are treated as secondary. ## Edit a care team Open the care-team popup in view mode, then choose **Modify**. Existing members appear with the option to **inactivate** them, and you can add new members. To change the primary provider, reset the primary field and select a new primary care provider, then save. Inactivated members move to the end of the list with a **To** date showing when they left the team. Records they created (EMR, orders, prescriptions) are preserved. ## View the care team on the patient profile Open **Patient Profile → Admission** and use the care-team button to see the full team in a popup. For discharged records, every member shows a **To** date equal to the discharge date. ## Practitioner specialty When a user is added with the **Care Provider** option, **Practitioner Specialty** becomes mandatory. For any care-team member who is a care provider, the system automatically displays their practitioner specialty. ## Access & business rules - Care-team members can access the patient's complete EMR and medical history according to their assigned role. - Each care team must have exactly **one active primary care provider** — the system blocks saving without one. - A user cannot be added to the same care team more than once. - Inactivating or replacing a provider never deletes their existing orders, EMR entries, prescriptions, or documentation. - On an interdepartmental transfer, the primary care provider is updated to the one selected on the transfer form; a secondary provider position can optionally be set. - The system keeps a complete, immutable **audit trail** of every care-team action — Add, Modify, Inactivate, and Reactivate. ## Where this appears - Framework → User → Add User (Care Provider, Practitioner Specialty) - The entire IPD module - Patient Profile → Admission ## Common questions ### How do I assign a care team to an inpatient? From IPD → Admission → Admitted, open Associate Care Team and add members by position. ### Can a care team have more than one primary provider? No — exactly one active primary care provider is required. ### What happens to records when a provider is inactivated? Their orders, EMR entries, and documentation are preserved, with a full audit trail. --- # Billing & Payments ## Patient Bill & Payments URL: https://docs.ahhis.com/en/docs/billing/patient-bill-payments ## Patient Bill **Navigation:** Billing → Patient Bill ### Creating a Bill The bill screen has two tabs: **Bill** (default) and **Promotions**. - Search and select a patient - In the **Services** section: Select **Department** from dropdown - Select **Service** from dropdown - Bill details populate with amounts (excluding insurance/panel covered portions) - Apply discounts if applicable - Click **"Proceed to Pay"** to go to the Settlement screen ### Advance Payments Enable the **"Advance Payment"** checkbox to accept advance payments. Enter the advance amount and click "Proceed to Pay". ### Payment Settlement The Settlement screen shows the total payable amount with payment mode options: Payment ModeDescription **Cash**Enter amount received, system calculates change **Online Transfer**Bank transfer with reference **Debit/Credit Card**Card payment via POS terminal **Tabby**Buy-now-pay-later (requires Tabby account) **Tamara**Buy-now-pay-later (requires Tamara account) **Important:** Total Payable must equal Total Amount Paid. Click **"Pay"** to complete. Success message: *"Payment Added Successfully"* ### Promotions Tab Shows applicable promotions with an **"Applicable"** button to apply them to the bill. ## Refund Bill **Navigation:** Billing → Refund Bill View and process refunds. Search by date range, MRN, bill number, or visit number. ## Discount & Refund Approval **Navigation:** Billing → Discount Approval / Refund Approval Both screens follow the same pattern: - View pending requests - Click **"View"** to see details - Click **"Approve"** or **"Reject"** ## Common questions ### What payment methods are supported? Cash, card, and bank transfer, plus advance payments. ### Can I take an advance payment? Yes — you can record advance payments against a patient. ### How do I create a patient bill? From the patient's billing screen, add the services and process the payment. --- ## Collection Summary & Cash Management URL: https://docs.ahhis.com/en/docs/billing/collection-cash-management ## Collection Summary **Navigation:** Billing → Collection Summary Shows a breakdown of all collections with columns: - Invoice Number, Patient Name - Amount, VAT, Discount - Cash, Bank, Insurance, Panel Company, Patient Account, Settled Click **"Close Session"** to end the current collection session. Message: *"Session Successfully Closed"* ## Daily Collection **Navigation:** Billing → Daily Collection Search by date range. Use **Print** or **Export to Excel** buttons for reports. Click **"More Detail"** for breakdowns by: - **User Tab** — Collection data per individual user - **Department Tab** — Collection data per department ## Cash Management **Navigation:** Billing → Cash Management Two tabs: ### Opening Cash Tab Record cash at the start of each shift: - Date and Time (auto-populated) - Cash Amount (SAR) - Received From - Purpose - Notes/Comments ### Withdrawal Tab Record cash withdrawals during the shift with: Withdrawal Amount, Paid To, Purpose. ## Receivable **Navigation:** Billing → Receivable Two tabs: **Receivable** and **Received**. - **Receivable tab** — Shows outstanding amounts per user/session. Enter received amount; if less than expected, a "Reason for Difference" field appears. - **Received tab** — History of received amounts with totals and differences. ## In-Process Packages **Navigation:** Billing → In-Process Packages Track active patient packages with: - Package name, total/availed/remaining services - Status: In Process, Expired, Cancelled, Completed Actions: - **View** — Package detail popup - **Extended Duration** — Extend with reason - **Audit Trail** — Service usage report - **Cancel** — Cancel the package ## Common questions ### How do I track daily collections? The Collection Summary shows the day's collections and cash position. ### How do I close a cash session? Use session closing after reconciling opening cash, withdrawals, and receivables. ### Can I record cash withdrawals? Yes — withdrawals are tracked as part of cash management. --- ## Credit Invoice & Patient Advance Reports URL: https://docs.ahhis.com/en/docs/billing/credit-invoices-patient-advances **[AndroHealth](https://ahhis.com)** gives finance teams two reporting screens to manage patient money: **Credit Invoice Details** tracks services delivered before payment (receivables), and **Patient Advance Details** tracks prepayments and deposits. Both offer patient- and invoice-wise views, filters, aging analysis, and print/Excel export for proactive collections and clean reconciliation. ## Credit Invoice Details Go to **Admin Console → Billing → Credit Invoice Details**. The list opens on the current month by default; the patient filter works like the global patient search, and you can switch between **patient** and **invoice** views with a toggle. ### Patient-wise view This view lists every patient with credit invoices, with a stats section that reflects your filters: - **Opening Balance** — pending payments before the selected period's start date - **Credit generated** — total credit invoices created in the period - **Paid** — amount paid against credit in the period - **Remaining Balance** — outstanding at the end of the period An **aging** timeline breaks the remaining balance into brackets — current, 60, 90, and 120+ days — so you can prioritize collections. A patient with unpaid balances from earlier periods still appears (under Opening Balance) even if they took no new credit in the selected range. Expand a patient to see their individual credit invoices, and drill into any invoice to view its transactions. ### Invoice-wise view Turn on the view toggle to list every credit invoice generated in the period instead of grouping by patient. The Received column shows payments received within the selected period. ### Print & export Print a **global** report from the search-criteria bar, or a **per-patient** report from the row. You can also **export to Excel**, globally or per patient. ## Patient Advance Details Go to **Admin Console → Billing → Patient Advance Details** to track prepayments and deposits patients have made for future treatments. Like the credit report, it supports filters, patient- and invoice-wise views, and print/Excel export — giving you a clear picture of advance balances and how they are utilized. ## Where this appears - Admin Console → Billing → Credit Invoice Details - Admin Console → Billing → Patient Advance Details ## Common questions ### What is the difference between credit invoices and patient advances? Credit invoices track services delivered before payment (receivables); patient advances track prepayments and deposits. ### How does the aging analysis work? Remaining balances are split into current, 60, 90, and 120+ day brackets to prioritize collections. ### Can I export the reports? Yes — print or export to Excel, globally or per patient. --- # Insurance & NPHIES ## Insurance Eligibility Verification URL: https://docs.ahhis.com/en/docs/insurance-nphies/eligibility-verification ## Eligibility Check **Navigation:** Insurance → Eligibility Transactions ### Checking Patient Eligibility - Go to the patient's **Payer** tab in their profile - Click **"Check Eligibility"** - Choose the request type: **Discover Request** — Basic eligibility check (is the patient covered?) - **Discover + Benefits** — Comprehensive check including benefit details, limits, and copay - The system sends the request to NPHIES ### Discover + Benefits Response When using Discover + Benefits, NPHIES returns the patient's plan information. The system auto-populates: - Plan name - Relationship - Patient Policy Number - Issue Date, Active Date, Expiry Date If the patient has multiple plans, the system shows all available options. ### Eligibility Statuses StatusMeaning **Eligible**Patient has active insurance coverage **Not Eligible**No active coverage found ### Transaction Statuses StatusMeaning **Completed**Transaction successful **Failed**Transaction not successful — retry or check details ### Benefit Details For approved eligibility, the system shows: - Max Benefit Limit - Max Patient Share - Copay Amount - Benefit Used ## Eligibility Transaction List Search past transactions by: Patient MRN, HIC Name, Patient Name, Date Range. Each transaction shows an Eligibility ID (unique identifier). ## Common questions ### How do I check insurance eligibility? Run a NPHIES eligibility request — Discover, or Discover + Benefits — for the patient. ### What is the difference between Discover and Discover + Benefits? Discover confirms coverage; Discover + Benefits also returns the covered benefits. ### When should I verify eligibility? Before delivering care, to confirm the patient's insurance is active. --- ## Insurance Claims Submission URL: https://docs.ahhis.com/en/docs/insurance-nphies/claims-submission ## Claims Management **Navigation:** Insurance → Claim The Claims screen has 5 tabs: ### 1. Ready for Submission Claims awaiting submission to the Health Insurance Company (HIC). - Search by: Patient MRN, HIC Name, Patient Name, Request Type, Date Range - Select a claim and click **"Send"** - A **"Select Priority"** popup appears: **Normal** — Standard processing - **Deferred** — Lower priority processing - Optionally upload supporting documents (max 5MB) - Click **"Send"** to submit to NPHIES ### 2. Submitted Claims sent but not yet processed by NPHIES/HIC. Search by: Request Number, Patient MRN, HIC Name, Pre-Auth Request ID, Claim Request ID, Date Range. ### 3. Approved Claims approved by HIC. The **"Generate Bill"** button is available for completed authorizations. ### 4. Failed Claims that failed to process. Available actions: - **View** — Show Authorization Details - **Read JSON** — View raw FHIR message - **JSON Viewer** — Request and Response tabs - **Resend** — Resubmit to NPHIES - **Offline Authorization** — Manual entry with Authorization Number, Start/End Date, Reason - **Add JSON Response** — Manual JSON input ### 5. Rejected All rejected claims with detailed search criteria and rejection reasons. ## Manual Claim **Navigation:** Insurance → Manual Claim For submitting claims manually, the form has 5 sections: - **Basic Information** — Patient, Claim Type, Sub Type, Provider, HIC Name - **Diagnosis** — Type, Onset Date - **Supporting Information** — Vitals (Weight, BP, Height, Temperature, SpO2, Respiration), General Exam, Treatment Plan, Investigation Results - **Item Section** — Item Type, Unit Price, Patient Share, HIC Share, Tax, Service Date - **Summary** — Auto-calculated totals ## HIC Configuration **Navigation:** Admin Console → Billing Configuration → HIC Configuration Configure Health Insurance Companies with NPHIES ID, license number, contact information, insurance plans, and price lists. ## Common questions ### How do I submit an insurance claim? Through NPHIES — move the claim from ready-for-submission to submitted, then track it to approval. ### Can I track a claim's status? Yes — you can track each claim from submission through to approval. ### What is NPHIES? Saudi Arabia's national platform for insurance eligibility and claims, which AndroHealth integrates with. --- # System Configuration ## Workflow Triggers & Automation URL: https://docs.ahhis.com/en/docs/system-configuration/workflow-triggers **[AndroHealth](https://ahhis.com)** lets you automate clinical and administrative processes with **workflow triggers**. By creating a **workflow mapping**, you tell the system to launch a predefined dynamic workflow automatically whenever a chosen event occurs — for example, when a patient bill is created or an EMR form is signed. The triggered workflow lands in the right user's **Inbox** with a notification, and any data captured flows straight into the patient's EMR. ## What is a workflow trigger? A workflow trigger is a rule — a **workflow mapping** — that connects three things: a **component** (such as Billing or Patient Registration), an **event** on that component (such as Create or Sign), and the **workflow** to launch when the criteria are met. Once mapped, the system watches for that event and starts the workflow with no manual step. ## Where to find workflow mapping Go to **Admin Console → System Configurations → Workflow Mapping**. The list screen shows every mapping you have configured. ## Create a workflow mapping - On the Workflow Mapping list, click **Add** to open the **Add Workflow Mapping** screen. - Select the **Component** and the **Event** that should start the workflow. - Optionally narrow the rule with a **Parameter** and **Parameter Value** — for example, component *Billing*, parameter *Service*, and a specific service value. - Choose the **workflow** to trigger and the target **position** that should receive it. - Click **Save**. The mapping is now active and will trigger automatically when the criteria are met. When you pick a parameter, the system shows a **Parameter Value** list scoped to the selected component — so a Billing mapping lists the services shown on the billing screen. ### Supported components & events Workflow mapping currently supports these components and events: - **Patient Registration** — New Patient (Create), OP Registration (Create) - **Payer** (Create) - **Visit** (Create) - **Patient Bill** (Create) and **Patient Bill Refund** (Create) - **Package Cancellation** (Create) - **All EMR** (Sign) - **All EMR forms** (Save, Update) and **all custom forms** (Save, Update) ## How triggering works When the configured criteria are met, the system triggers the associated workflow, sends a **notification** to the targeted position, and places the workflow in that user's **Inbox**. The workflow automatically carries the patient banner data from the component it was triggered from. ## Complete the triggered workflow The assigned user opens the workflow from the Inbox and clicks **Continue** to move into the workflow screens, enters the required information, and clicks **Next** (for multi-form workflows) or **Finish**. ## Workflow data in the EMR Once the workflow is finished, the data it captured becomes part of the **EMR** for the associated visit and appears in the visit summary (including the printed summary from the encounter list). - Only **clinical** workflow data is shown in the EMR for the associated visit. - To surface workflow data in the EMR, the clinical forms used in the workflow must also be part of the EMR. - If a workflow is triggered on EMR signing and it includes forms already in that visit's EMR, the system will not re-update the EMR with that workflow's data. ## Edit or deactivate a mapping Click **Edit** against any mapping to open the **Edit Workflow Mapping** screen. You can change the mapping or mark it **inactive** from a chosen date, after which it stops triggering. > **Good to know:** The system prevents duplicate active mappings — if the same combination already exists, you'll see *"Workflow Mapping Already exists."* ## Where this appears - Admin Console → System Configuration → Workflow Mapping - Workflow → Inbox, and the notification center - Every component configured in a workflow mapping ## Common questions ### What is a workflow trigger? A mapping of a component and event to a workflow that launches automatically when the criteria are met. ### Where do triggered workflows appear? In the targeted user's Inbox, along with a notification. ### Does workflow data reach the EMR? Yes — clinical workflow data becomes part of the associated visit's EMR. --- # Integrations ## IVR, WhatsApp, SMS & Email Outbound Automation URL: https://docs.ahhis.com/en/docs/integrations/ivr-whatsapp-chatbot **[AndroHealth](https://ahhis.com)** can reach patients automatically over **IVR (voice calls), WhatsApp, SMS, and email** — for example to confirm or remind about appointments — and record each patient's response back into the system. You build this in three steps: connect your **PBX**, define **voice prompts**, then create an **outbound configuration** that ties a channel to an event with retry and fallback rules. ## How outbound communication works An **outbound configuration** listens for an event on a component (such as an Appointment) and sends a message on your chosen channel. The recipient's reply — a keypad action on a call, or a tap on a WhatsApp/SMS/email link — is saved against that transaction. If the first channel fails, the system can **fall back** to another channel, and retries follow your retry policy in a FIFO queue. ## Step 1 — Configure your PBX (IVR) Go to **Admin Console → Third Party Configuration → IVR Configuration** to open the **PBX Configuration** list. Click **Add** to create a PBX. Enter the connection details and the **max concurrent calls** (how many parallel outbound calls this PBX can handle), then **Save**. ## Step 2 — Set up voice prompts Go to **Admin Console → IVR → Voice Prompt Configuration**. Voice prompts are the spoken building blocks an IVR call plays. Click **Add** and choose a **category**. Each category exposes its own fields: - **Standard** — fixed phrases (you can add multiple records) - **Day** / **Date** / **Year** — auto-populated values - **Doctor** / **Department** — dynamic values pulled from the system You can only create one configuration per category, and a prompt that's already used in an outbound configuration can't be deleted (only inactivated). ## Step 3 — Create an outbound configuration Go to **Admin Console → IVR → Outbound Configuration** and click **Add**. The form is organized into sections; the sections that appear depend on the **Mode** (channel) you pick. ### Basic information Choose the component, the event, and **when** the first transaction fires — *Immediately after Event*, or a set time *Before* / *After* the event (for example, X hours before an appointment). *Once* runs on a specific date; *Continue* keeps running until inactivated. ### Channel & content The **Channel** section selects the medium for the event. For IVR, the **Content Type** section builds the call from your voice prompts: pick prompts from **Available Voice Strings** and arrange the **Voice Play Sequence** by drag-and-drop. ### Call actions The **Call Action Configuration** section maps keypad keys to actions so you can capture the recipient's response — for example, press 1 to confirm, or *Repeat IVR* to replay the message. Add as many actions as the event supports. ### Retry policy & fallback The **Retry Policy** sets how many times and how often the system retries to reach the recipient. Turn on a **Fall Back** rule to try another channel (e.g. IVR → WhatsApp → SMS) when the previous one fails. ## WhatsApp, SMS & email modes - **WhatsApp** uses your already-configured WhatsApp platform. - **SMS / Email** messages include a system-generated link per recipient; tapping it opens a page where the patient selects a response, which is saved against that transaction. ## Monitor activities & logs **IVR Activities** (Admin Console → IVR → IVR Activities) lists every triggered transaction and its response, including calls queued due to *line not available*, *PBX limit reached*, or *unable to connect*. **IVR Logs** (Admin Console → IVR → IVR Logs) shows the detailed logs of all outbound transactions. ## Where this appears - Admin Console → Third Party Configuration → IVR Configuration - Admin Console → IVR → Voice Prompt / Outbound Configuration / IVR Activities / IVR Logs - Registration → OP Registration, and OPD → Appointment - WhatsApp, SMS, and Email configuration ## Common questions ### Which channels can AndroHealth use for outbound messages? IVR voice calls, WhatsApp, SMS, and email. ### What happens if the first channel fails? A fallback rule can try another channel — for example IVR → WhatsApp → SMS. ### Can I capture patient responses? Yes — keypad actions on calls, or link taps on WhatsApp/SMS/email, are saved against the transaction. ---