Clinic System

System Purpose

Clinic System , it’s a desktop application aims to manage all patients transactions including
personal records , investigations and financial records , so can doctors track their work .

System Scope

Clinic System will include the following:

 Clinic management.
 Reception management.
 Patient management.
 User management.
 Reporting.

System Details

Clinic System will include the following screens:

 Login screen: where Admin & users can log into system.
 Users screen: where Admin can define the user as a doctor or a normal user.
 Preferences: where Admin can define the setup for each component of system like
reception and investigation costs.
 Patient screen: is the main screen and where the Admin should have the ability to
record the entire patient’s personal record and every transaction for him.
 Reporting screen: where Admin can show daily / weekly / yearly reports about his
patient and clinics.
System Functionalities

 F01 Login

Every user should have username and password defined by Admin user (only one user
who sees everything) and should have the following:

 Username textbox.
 Password textbox.
 Login button.

Note: The screen should be opened from the application exe.

Also to user can open system in its Arabic or English version (Future)

Screen validation

 In case username & password are not inserted : message shows “please enter
username & pass”
 In case username is not inserted & password is empty : message shows “please
enter pass”
 In case password is not inserted & username is empty : message shows “please
enter username”
 In case username is inserted & password is invalid : message shows “please enter
valid pass”
 In case username is invalid & password is valid / invalid : message shows “please
enter valid username”
 Password should be masked in asterisks
 F02 Preferences

Should be a main screen that has all the setup needed for reception, clinic and patient
main screens, should have the following:

F02:1 User management

Add / Edit users and give them privileges and should have the following:

 First, last name.

 DOB, age retrieved automatically
 Sex (should be radio button contains male & female)
 As (Doctor/Normal User).
 Username .
 Password should be masked.
 Active or not checkbox.
 Privileges , should be in separate tab including the main functionality of system
and the ability to add / edit / delete. (will be defined later)
F02:2 Reception Management

Admin should have the ability to define the color and time range for the waiting
patients.

 Reception time & color management: Admin user should have the ability to
select a waiting status as a setup to monitor how much time patients have been
waited.
 Should select a status from a ref table (Just in/it’s okay/too much) then select a
color for each status then enter a time range and this should be reflected on the
reception screen.
e.g: Just In with Green color and time range from 0 to 15 min.

F02:3 Services Management

Admin should have the ability to add services to be added to the clinic

 Service Arabic name.

 Service English name.
 Service cost.
F02:4 Clinic Management

Admin user should have the ability to add clinics

 Clinic Arabic Name.
 Clinic English Name.
 Services selections (retrieved from services screen entry).
F02:5 Assign Doctors to Clinics

Admin user should have the ability to assign doctors to clinic take into consideration
that Admin can assign more than many doctor to one clinic.

 Select clinic name.

 Select doctors with keep history of assigned doctors after any change.

F03 Patient Screen

Admin / Doctor/Receptionist should have the ability to add/edit/search patients and

screen should be divided into tabs like the following:

Tab1- Personal Data:

 File number.
 Doctor Name
 Urgency type (ref table including Urgent / Normal)
 First name , Middle and last name Arabic & English.
 Occupation
 Date of birth, age.
 Gender
 Nationality (should be contain all nationalities).
 Is active
 Personal Pic
 Email
 National ID
 Contacts
 Country
 City
  Mobile number
 Email
 Fax
 Emergency contact
 Blood Type (ref table has all blood types).
 Entry date
 Exit Date , updated automatically when clicking “Finish Case”
Tab 2- Chief Complaint:

 Text area to enter the complaint.

 Notes: Text area also to add (date / note).
Tab 3- Diagnoses:

 Text area to enter all the diagnoses.

 Notes: Text area also to add (date / note).

Tab 4 - Scans

 Attachment name.
 Attachment file (file browse).
Tab 5 - CTC

 Attachment name.
 Attachment file (file browse).

Tab 6 – Before & After

 Before section label.

 Attachment name.
 Attachment file (file browse)- should contain more than one file .
 After section label.
 Attachment name.
 Attachment file (file browse)- should contain more than one file.
Tab 7 – Appointments

 Appointment Date.
 Has come? Checkbox.
 Service name.
 Cost.
 Has paid? Checkbox.

Tab 8 – Financials

 Appointment date.
 Cost.
 Total costs for all appointments which patient had come in.
 Add to total cost , for additional or discounts
F03:1 Patient Search

Admin user should have the ability to search any patient by:

 File number.
 Patient First , middle and last name Arabic & English.
 Mobile number.
 National ID.
F04 Reception Screen

Admin should have the ability to track his patient’s appointments also can enter any
new or urgent patient’s entry

Receptionist might have the ability to add new patient, his personal records and
other info according to the system privileges.

F04:1 Reception Search

Admin user should have the ability to search any patient by:

 File number.
 Patient First, middle and last name Arabic & English.
 Mobile number.
 National ID.
 Appointment date.

F04:2 Add patients

Admin/ Receptionist should have the ability to add new patients through “Patient
Screen”.

F04:3 Add Appointments

Admin/ Receptionist should have the ability to add new appointment to an existing or
new patient through the screen.

 Select appointment date.

F04:4 Reception Screen Result

Patient’s records should appear in a table sorted by current date and can be searched by
their appointment date.

Using the reception preferences colors management , results should be displayed in

colors also “Urgent” icon displayed for the urgent cases only when selecting the urgency
type in personal records.

Results should be hidden from Reception table after the case is finished after clicking a
“Finish” button or current date has been changed which is which better.