CLINISYS USER MANUAL

Users Guide

CliniSYS GP
Document Version: v4.0.1

CliniSYS
MedexOne CliniSys GP program v7

by MedexOne Global Sdn Bhd

CLINISYS USER MANUAL

Copyright 2015 MedexOne Global Sdn Bhd
All rights reserved. No part of this manual shall be reproduced, stored in a retrieval system, or
transmitted by any means, electronic, mechanical, photocopying, desktop publishing, recording,
or otherwise without permission from MedexOne Global Sdn Bhd. Patent liability is assumed
with respect to the use of the information contained herein. While every precaution has been
taken in the information of this book, the MedexOne Global Sdn Bhd assumes no responsibility
for errors or omissions. Neither is there any liability assumed for damages resulting from the
use of the information contained herein.

CliniSYS is a trademark of MedexOne Global Sdn Bhd in Malaysia and other countries. Other
products and certain terms mentioned herein may be trademarks of their respective owners.
The examples companies, organizations, products, people and events depicted herein are fictitious.
No association with any real company, organization, product, person or event is intended or should
be inferred.

MedexOne Global Sdn Bhd

21-3 & 23-3, Block E1, Jalan PJU 1/42, Dataran Prima,
47301 Petaling Jaya, Selangor
Malaysia
Tel: (603) 7803 5191 / (603) 5888 7767
Fax: (603) 7806 5191
E-mail: [email protected]
Website: http://www.medexoneglobal.com

CLINISYS USER MANUAL

CONTENT
OVERVIEW OF CLINISYS ...............................................................4
INTRODUCTION .................................................................................................................................. 4
FEATURES ........................................................................................................................................... 5
Patient Management .................................................................................................................................. 5
Inventory Management ............................................................................................................................. 5
- Drug inventory management system - Support batch number and expiration date controls Support multiple-price pricing structure. - Allow multiple units of measure conversion - Stock
Movement analysis ..................................................................................................................................... 5
- Support Minimum stock, Maximum stock and reorder level control ............................................. 5
Drug, Treatment, Investigation and others charges ........................................................................... 6
Corporate Invoicing and Corporate Management ................................................................................ 6
Security......................................................................................................................................................... 6
- Password protection for each user on the system - Allow access rights setting based on user
job function. - System backup and restore function. - Dispensary, Billing and Payment Audit
Trial. .............................................................................................................................................................. 6

CHAPTER 1: GET TO START ............................................................7

LOGIN ................................................................................................................................................... 7

CHAPTER 2: OPERATION ................................................................8

2.1 REGISTRATON ................................................................................................................................. 8
2.1.1 Cash Patient ......................................................................................................................................... 8
2.1.2 Panel patient ...................................................................................................................................... 10
2.1.3 Add Dependant patient ..................................................................................................................... 11
2.1.3 Search Patient ................................................................................................................................... 11

2.2 CONSULTATION ............................................................................................................................. 12

2.2.1 Patient status bar .............................................................................................................................. 12
2.2.2 Pen Function ...................................................................................................................................... 13
2.2.3. Consultation Note............................................................................................................................. 13
2.2.4 Prescription Page .............................................................................................................................. 14
2.2.5 Visit History ....................................................................................................................................... 16
2.2.6 Sub function ...................................................................................................................................... 16

2.3 DISPENSARY ................................................................................................................................. 26

2.4 PAYMENT COLLECTION .................................................................................................................. 31
1. By Details ................................................................................................................................................ 31
2. By Summary ........................................................................................................................................... 31

BILLING IMPLEMENTATION METHOD BY DETAILS ............................................................................... 31

1. - Select patient in status FDIS and click on the Payment Collection. ...................................................... 31
2. This is Bill and Payment. .......................................................................................................................... 31
..................................................................................................................................................................... 32
3. Payment Receive ..................................................................................................................................... 32
4. Print Receipt ............................................................................................................................................ 32

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2.5 ISSUE MC AND TIME SLIP .............................................................................................................. 36

CHAPTER 3: INVENTORY .............................................................. 37

3.1 M ASTER FILE SETUP ...................................................................................................................... 37
3.1.1 Stock Master Setup ........................................................................................................................... 37
3.1.2 Supplier Master Setup....................................................................................................................... 40
3.1.3 Regime group setup .......................................................................................................................... 41

3.2 TRANSACTION ............................................................................................................................... 45

3.2.1 Purchase Order.................................................................................................................................. 45
3.2.2 Goods Receive .................................................................................................................................. 47
3.2.3 Goods Return to Supplier ................................................................................................................. 50
3.2.4 Stock adjustment............................................................................................................................... 53
3.2.5 Stock Issuing ..................................................................................................................................... 56
3.2.6 Inter-branch Transfer In .................................................................................................................... 57
3.2.7 Inter-branch Transfer Out ................................................................................................................. 57

CHAPTER 4: CORPORATE INVOICING .......................................... 61

4.1 CORPORATE SETTING .................................................................................................................... 61
4.2 INVOICE FUNCTION ........................................................................................................................ 63
4.2.1 Generate Invoice................................................................................................................................ 63
4.2.2 Cancel Posted Invoice ...................................................................................................................... 68

4.3 PAYMENT COLLECTION .................................................................................................................. 71

4.3.1 Create Payment header..................................................................................................................... 71
4.3.2 Apply payment ................................................................................................................................... 73

CHAPTER 5: REPORTING .............................................................. 74

5.1 SALES & COLLECTION REPORT ..................................................................................................... 74
5.1.1 Sales Report ...................................................................................................................................... 75
5.1.2 Corporate Sale Report ...................................................................................................................... 75
5.1.3 Cash Collection Report ..................................................................................................................... 75
5.1.4 Sale vs. Collection Report (Detail) ................................................................................................... 76
5.1.5 Cash Sales vs. Collection Report..................................................................................................... 77
5.1.6 Cash Sales vs. Receipt Tracking...................................................................................................... 77
5.1.7 Drug Revenue Analysis Report ........................................................................................................ 77
5.1.8 Charge Item Revenue Analysis ........................................................................................................ 78
5.1.9 Patient Outstanding Report .............................................................................................................. 78

5.2 INVENTORY REPORT ...................................................................................................................... 79

5.2.1 Stock Profiles .................................................................................................................................... 79
5.2.2 Stock Price Listing ............................................................................................................................ 79
5.2.3 Good Received Item List ................................................................................................................... 80
5.2.4 Stock Balance / Stock Take .............................................................................................................. 80
5.2.5 Stock Movement Report (Summary) ................................................................................................ 80
5.2.6 Stock Movement Report (Detail) ...................................................................................................... 81
5.2.7 Drug Prescription (Date Selection) .................................................................................................. 81

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5.2.8 Drug Prescription (Drug Selection).................................................................................................. 82

5.3 MINISTRY OF HEALTH REPORT ....................................................................................................... 83

5.3.1 Prescription Book.............................................................................................................................. 83
5.3.1 Prescription Register for Psychotropic Substances ...................................................................... 83

CHAPTER 6: USER MAINTENANCE ................................................ 84

6.1 M ASTER FILE SETUP ...................................................................................................................... 84
6.1.1 User Profile ........................................................................................................................................ 84
6.1.2 Change Password Current or Other User ID ................................................................................ 85
6.1.3 Change Password Current ID ........................................................................................................ 85

6.2 USER ACCESS GROUP................................................................................................................... 86

6.2.1 Level One ........................................................................................................................................... 87
6.2.2 Level Two ........................................................................................................................................... 88
6.2.3 Patient Information ............................................................................................................................ 93
6.2.4 Sensitive Data .................................................................................................................................... 95

CHAPTER 7: SETTING...................................................................96
7.1 FORM PRINTER SETUP ................................................................................................................... 96
7.1.1 Workstation ........................................................................................................................................ 96

7.2 MULTIPLE PRICING SETUP ............................................................................................................. 97

7.2.1 Overview ............................................................................................................................................ 97
7.2.2 Corporate Settings ............................................................................................................................ 98
7.2.3 Inventory ............................................................................................................................................ 99
7.2.4 Charge Item (Investigation, Treatment, Examination, Other) ...................................................... 100

7.3 COMPANY / CLINIC LOGO SETUP ................................................................................................... 102

CHAPTER 8: APPOINTMENT ....................................................... 104

8.1 APPOINTMENT ............................................................................................................................. 104
8.1.1 Create appointment ............................................................................. Error! Bookmark not defined.
8.1.2 Create Appointment Using Planner ............................................................................................... 106
8.1.3 Search appointment by filtering by doctor & date........................................................................ 107
8.1.4 Setting Appointment labels ............................................................................................................ 107

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Overview of CliniSYS
Introduction
The Clinic Management System is a fully functional medical operation application system
with extensive interactive data entry, maintenance, inquiry and reporting functions.
Medical center or clinic can eliminate traditional cards system by using the system's
unique hand written technology and thus save cost by the means of paperless and
streamlining the business operation.

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Features
Key Technology
- Support hand written technology, built on top of Microsoft Tablet PC Technology.
- Save hand written notes as ink strokes into the database system with in small file
size(2k 5k).
- Support different styles of ink stroke; with color choices of green, yellow, blue and
black as well as electronic highlighter.
- Support handwritten consultation notes, prescription notes, referral letter.
- Allow storing and displaying clinical picture.
- Allow loading medical diagram / picture and write on top of the diagram using digital
ink technology.
- Able to scan end users documents and write on top of the scanned document using
digital ink technology.
- Support printing of medical diagram, handwritten consultation notes, prescription,
referral letter and other documentations.

Patient Management
- Support smart card reader to ease user in data entry for new patient
- Support credit control over individual patient and corporate client
- Alert user on outstanding balance
- Allow user to blacklist patient based patients credit status.
- Allow user to in-activate corporate client due to the credit status of corporate client.
- Allow user to set VIP status for individual patient.
- Allow user to mark patients record as and when medical charges entitlement has
exceeded for the year.
- Drug allergy information: Alert user if the patient is allergic to the dispensed drugs.
- Provide Appointment Management function.

Inventory Management
-

Drug inventory management system

Support batch number and expiration date controls
Support multiple-price pricing structure.
Allow multiple units of measure conversion
Stock Movement analysis
Support Minimum stock, Maximum stock and reorder level control
Support multiple pricing

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Drug, Treatment, Investigation and others charges
-

Predefine drug pricing and drug label printing

Predefine investigation item pricing
Predefine treatment item pricing
Redefine other item pricing

Corporate Invoicing and Corporate Management

- Support ceiling charges per visit. System will alert user upon total charges have
exceeded allowable ceiling charges per patient per visit.
- Provide multiple "bill-to" options employer, family members employer and etc.
- Corporate Aging list.
- Invoice Payment Management
- Various kind of inquiry on corporate sales and payment

Security
-

Password protection for each user on the system

Allow access rights setting based on user job function.
System backup and restore function.
Dispensary, Billing and Payment Audit Trial.

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Chapter 1: Get to Start

Login
After click on the system, system initializing screen below will appear.

CliniSys default login user ID = admin, password = admin

*Login based on your setting, refer to System setting. Different user has different login. Please refer to User
Profile Setup.

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Chapter 2: Operation
2.1 Registraton
2.1.1 Cash Patient
1. First, click Patient Registration.

2. To register new patient click NEW.

3. You may key in the detail of the patient by manual or using MyCard Reader.
* Insert the mycard into mycard reader then click Read Smart Card

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4. Fill up all the general information for the patient.

Click Save
to save the
patient
record

Close the screen after update successful.

5. Then, click on register to put patient to the Queue.

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1. Select Consultant. You can click the

pen button to add new.

2. Select Reason for the visit

3. Click Ok to proceed

6. Patients name appear on the queue list.

Red Indicate: Registered

2.1.2 Panel patient

1. Repeat the step 1-4.
2. Select panel from the selection

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2.1.3 Add Dependant patient
1. Repeat the step 1-4.
2. Click Billing Under account of

1. Click Add bill to Account

and search the patient
name

3. Click ok to save

2. Select Relationship

2.1.3 Search Patient

1. To search patient from the system, click on

or
2. A window will pop out.
a. This is the section you can search the existing patient

b. There are several ways to search the patient. Example: by patient Name, IC Noetc
or you may search it by alphabetical order by click on it.

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2.2 Consultation
A module for doctor /nurse to record down the medical note for each patient. Consultation
Doctor uses this portion to record information regarding patient private health records.
1. At the Patient and Registration queue list, select a patient with status REG.

2. Then move the mouse pointer to Consultation, and click to consultation.

Consultation Page
It consists of few main features:-

1. Patient status bar

2. Pen function

4. Prescription
page

5. Visit history
3. Note for
doctor, either
typing or writing
6. Sub function

2.2.1 Patient status bar

This is a portion provide a direct and brief information to Doctor.

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2.2.2 Pen Function
Tools

Detail info
Select pen mode and then write on the blank page
Eraser to erase the words.
Highlighter, use to perform colouring high light
Select a mouse mode and type the notes using keyboard
Selection, make selection on object and use to move the image
Cut, use to cut object select by Selection
Undo
Redo
Red Color, apply color for pen and highlighter. (c/w black, yellow, blue, etc)
Insert image to insert the image
Print to print consultation notes.
Extend page down to extend the page

2.2.3. Consultation Note

Doctor uses this portion to record information regard current patient health status, either in
writing or typing form.

Patient Summary is a static page with means whatever doctor writes inside there, it will
appear every time doctor open the patients consultation notes. It can be used for entering
the patient history.

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2.2.4 Prescription Page
4.1 Prescription Notes
Doctor may use this portion to write down in detail regard prescription.
Select pen mode to write prescription notes or
Select mouse mode, then using keyboard to enter prescription and charges.

4.2 Prescription Order

Doctor may make order on drug, treatment, examination and others.
Either double click the selected medicine or drag from left to right.

Charges Item
Searching area

Selected charges
/ orders

The usage of drug ordering is an important task which will help Doctor operate and organize a clinic business
under control .Peace of mind for long team.

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4.3 Charges Item Searching
User may use mouse pointer drag up and down to scroll and searching the item.
But here are few useful methods which will help to improve the usage of system.
Method 1
Use Drug Description, key in the drug name. System will filter for you.

Method 2
Key in searching command with % will help to search wording in between description.

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2.2.5 Visit History
Patient history record come with consultation time and number of visit counting.
Doctor is allowed to click and recall previous consultation for view or reference.
Waiting time
Total patient on queue
Visit Time
Action button
Previous visit date, right click to add remark

2.2.6 Sub function

Sub function serves as an additional function in the system.
User can access to this function to perform the task accordingly

1. Link to Fomema data entry table, may view Medical Report Notes
2. Link to Patient Info

3. Use this to scan / attach document

4. Link to Statistic data entry of body mass
index, blood pressure and cholesterol level,
etc.
5. Link to Immunisation module
6. Doctor use this to prepare referral letter for patient

7. Link to appointment module, to perform

appointment schedule with reminder feature
8. Use to issue MC for patient
9. View and check bill charges information
10. To complete and close current Consultation screen

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1. Fomema Biodata
- Use to enter medical reports detail of foreign worker.
- Can print consent form

2. Patient Biodata
- Link to open patients biodata.

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3. Imaging / Document
- User can perform scan or add attachment in here.

Scan directly from scanner

Import image from folder
Attach document from folder
Attach standard document / form from folder
Close the current screen

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4. Statistics Data
User able to record down the Statistic chart for the patient. There are several chat available in the system.
Such as: Blood Pressure Chart, Cholesterol Chart, Body Mass Index, etc.
1. To create a new record, click on Blood Pressure Chart.

2. Key in the reading as the example below and click ok to confirm.

3. Press Refresh Chart to view the result

4. Result shown as below

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5. Immunization
1. You will get to see the Immunization screen as shown at figure 1.1.

Figure 1.1

2. For the first time user, you need to go to Immunization Setup to setup the pre-chart before use. As
shown at figure 1.2

Figure 1.2

3. You will see Immunization Master Setup after you press Immunization Setup. As shown at figure
1.3. Add for adding new Immunization Type, Edit for change existing Immunization Type, Delete for
delete unused Immunization Type.(p/s: Failed to delete already use record)

Figure 1.3

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4. Enter the Chart Name, number of item, Code and Description as shown as figure 1.4.

Figure 1.4

5. Enter the period.

Figure 1.5

6. Double click the cell to mark the schedule.

Figure 1.6

7. Click Finish to save the schedule.

8. You can add the schedule to the patient with your pre-set template.

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9. Click Open new Immunisation Chart

10. Select the schedule to add.

11. Double click the Yellow colour cell to add the details. Click ok to save.

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6. Letter
Users allow to create referral letter in this portion.

Click here to create

new document

*This feature requires Microsoft Office (legal version) or Open Office. Please contact your hardware
vendor if you dont have any of it.
1. Key in the detail as screen below.

1. Key in the details

3. Select template
4. Create the
document

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2. Choose your text

editing software

CLINISYS USER MANUAL

7. Appointment
Please refer to the Appointment module on Page

8. Medical Certificate (MC)

1. Click on the MC and the screen below will pop out.

Key in MC day to be given

3. Click print to preview the MC (figure 1.7) or click close to save the record.

Figure 1.7

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9. Bill Summary
Total charges will appear base on the item prescript. User only need to enter consultation charges.

Enter consultation
amount only

FOC mean no
consultation charges

Figure 1.8

10. Consultation Completed

Send patient to dispensary

Pending Consultation / See patient

later due to patient is on treatment

Put patient back to queue

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2.3 Dispensary
Dispensary is a module allow user perform
-

Prepare

Check

Dispense

1. Select patient with status "FCON " (Finish Consultation)

2. Then move the mouse pointer to Dispensary, and click to perform Dispensary

3. In Dispensary screen, as below: -

Prescription Note by
writing or typing

Charge Items
searching area

Order items

Function button

You cannot go into dispensary function if the status is not FCON or above (FDIS, BILL and etc). Ask the doctor to
complete the consultation notes if you see the patient came out to dispensary and yet the status still not change to
FCON

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Prescription Page
1. Doctors prescription note

2. Nurses are either double click the selected medicine or drag from left to right.

3. Selected medicine detail screen will appear. Edit the dispense quantity, dosage,
frequency, instruction, precaution and indication. And very important is double check the
Total Price. Finally, click Confirm this transaction.

User are not allow to key in negative value in charge amount

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4. Then continue with other medicine charges order
Sample Charges grouping
Charges Group

Sample Info

Medication

Investigation

Treatment

Examination

Other

5. At this point, user will prepare all drugs / medications that been dragged / ordered by
doctor for particular patient.
User may use function button to perform Edit item, Remove item and print Drug Label.

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a. Remove Item
Upon clicking, system will prompt delete confirmation.

b. Edit Item
Use to edit medication detail, such as dispense quantity, dosage, frequency, instruction,
precaution, indication, etc.

Dispensed
Quantity

Unit price

Prescription
information

c. Drug Label
Click this button, system will preview and print all current patient prescription drug label which
order by Doctor.

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d. Add Regime
Pre-set drug will add according to the selected regime.

*Please refer to the Regime Setting on how to setup regime group and regime item at page 41.

e. Repeat Medication
Repeat medication according to the previous visit.

1. Select
visit date

2. Select
medication
3. Confirm
selection

6. Once all prepared, click on "Dispensary Completed" to proceed with payment.

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2.4 Payment Collection
Setting of Billing Implementation Method
1. Go to Settings
2. Select System Environment under System Setup
3. Select Operation Setup tab.
4. Set Billing Implementation Method to By Details or By Summary.

1. By Details
Provide a feature allow user receipt payment collection with proper record in transaction.
Every changes of the total amount will involve editing charge item in detail.
2. By Summary
System will perform the first calculation base on Doctors charges order. Upon payment
collection, user is flexi allow perform changes on the charge total. No detail record is request
to edit. This is a easy and simple solution.

Billing Implementation Method By Details

1. - Select patient in status FDIS and click on the Payment Collection.

2. This is Bill and Payment.

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System will auto calculate the
group total amount.

Before Confirm Bill, user is

allowing make changes on
consultation charges, just key
in the figure.

Click on this button for

editing others charges.

Finally, click Confirm Bill.

3. Payment Receive

User need to update and key in:a. Payment Date

b. Select Payment Method: Cash / Credit Card
c. Double confirm or make change on Receive Amount.
d. Finally, Click on Receive payment to confirm the cash receive.
*User need to key in check number or credit card number as reference 1 and bank as reference 2 if
chose check or credit card as different payment method.

4. Print Receipt
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a. Upon Receive payment, the amount receives will record under Payment Receive
History.
b. Bill No generated
c. Outstanding Amount is Zero.

d. Select the receipt transaction

e. And click Print Receipt
f. Print Receipt screen prompt.

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g. Official Receipt sample as below

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5. Print billing detail
a. At bill and payment screen, click on print billing detail

b. Click ok to preview

d. Print preview as below

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2.5 Issue MC and Time Slip
1. Click Ad Hoc on the left hand of the screen

2. Select the patient

3. Click Issue Time Slip

4. Screen as below will appear

User are allow to change the From
Time and To Time.
By default, it will appear the time in
and time out of the patient.
*Time Slip can ONLY be issued when the
status is BIL

5. Follow the step in Page 20 to issue the MC.

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Chapter 3: Inventory
3.1 Master file setup
3.1.1 Stock Master Setup
Step by step
1. Click Inventory ->master files->stock master

For Searching
Product Master List

2. To create new drug/product. Click New

Drug profile

Stock code and

description

Base UOM setting

Prescription
information

Stock price and UOM

conversion setting
panel
Vendor information

* RED color text is MANDATORY field

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3. Key in the detail as below:
a. Stock code, description (trade name), stock category (optional), stock group
(optional)
Stock Code

Trade name / description

Category and Group
Active check box (checked by
default)

b. Stock reorder quantity to alert USER when stock level is hit a certain quantity
c. UOM Unit of measurement, it is advisable to key in the smallest UOM example,
tablet
d. Unit cost base on the UOM
Reorder Quantity
setting
Base UOM setting
Unit cost per base UOM

e. Key in prescription information of the drug.

Prescription
information of the
drug

f.

key in vendor information (optional)

Psychotropic / poison drug
selection

Supplier Information

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4. Then click selling price at the right panel to key in the selling price of the medication
Upload product image
Drug generic name
UOM conversion (optional)
Drug selling price
GST setting
* UOM conversion use only when the Base UOM setting is different from the selling price
UOM

a. click new price

b. key in the info as below

Base on the UOM setting previously

Quantity
Selling price per quantity

* For multiple pricing setup, please refer to the pricing policy setup

c. click save to update

d. price updated in the system

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3.1.2 Supplier Master Setup
Step to add new drug
1. Click Inventory ->master files->supplier master

Supplier list

Data entry panel

2. Click
Code
Active check box
Address, phone number, contact
person, remark and credit term

GST Reg no and tax code

(for GST register clinic
only)

3. Click save to save the data

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3.1.3 Regime group setup
Step to add regime group

1. Click

, then click

2. Click the Group Regime

3. The regime group setting window will appear.

4. Our system already pre-set few regime groups. But user are allows to add in accordingly.

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5. Click

to add a new item. The code and description will become editable.

6. Key in the code and description.

7. Then click

. An Update Successful window will appear. Click OK.

8. The CODE will become gray color which mean cannot be edit.

9. A new regime group adds into the list.

10. Repeat the step 4 7 to add a new item.

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Step to add regime item
1. Click Regime Items.

2. A new window will appear

3. Select the regime group to add the medicine (left panel)

4. Select the drug (right top panel). User can search with the drug name with the symbol %
in front of the drug name.

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5. Select and double click the drug to add. The dispensary screen will appear

6. Key in the detail accordingly. (Dispense Quantity, Dosage, Frequency and etc.). The click
Confirm
7. Item selected will add into the list (bottom panel).

8. Repeat the step 4 6 to add a new drug. After finish, user can proceed to other Regime
Group.

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3.2 Transaction
3.2.1 Purchase Order
Purchase Order use to send order to supplier.
1. Click inventory -> purchase order

For Searching
PO header

PO detail

2. Click new

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3. Key in the info as below

4. Click Add item

5. Select the item from the master list. Then click Select

6. Key in detail as below, then click OK

1. Enter quantity
2. Enter unit cost

Repeat step 4-6 to add other item.

7. After finish, click Save
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3.2.2 Goods Receive
Good receive use to enter the quantity received, invoice no, cost and etc from the supplier
1. Click inventory->Good receive

For Searching

GRN header

GRN detail

2. Click new

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3. Key in the info as below

4. Click Add item at below

5. Select the item from the master list. Then click Select

6. Key in detail as below, then click OK

PO detail

Batch no and expiry date

Quantity Received
Subtotal

Location

Repeat step 4-6 to add other item.

7. After finish, click Save
8. Before confirm, double check the data.
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9. Click Confirm GRN when after the checking.

10. A confirmation message box will pop out.

11. Click Yes when confirm all the data entered is correct. The quantity entered will be
updated into the system.

*Editing or deleting is not allow after user confirm the GRN. For any amendment, please go to stock
adjustment.
12. Check Stock Status After Receive: Go to Inventory Master File Product Master

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3.2.3 Goods Return to Supplier
Goods return - when user receive faulty or expired goods from the supplier and want to
return to supplier.
1. Click inventory -> purchase order

For Searching

Goods return header

Goods return detail

2. Click new

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3. Key in the info as below

4. Click Add item at below

5. Select the item from the master list. Then click Select

6. Choose the batch of the drug that ready to return (if more than 1 batch)

7. Enter the quantity to be returned. Then click OK

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Repeat the step 4-7 if want to add more.
8. After finish, click Save to save the transaction.
9. Click Confirm Goods Return when the goods was return to the supplier.

10. A confirmation message box will pop out.

11. Click Yes when confirm all the data entered is correct. The quantity entered will update
into the system.

13. Check Stock Status After Receive: Go to Inventory Master File Product Master.

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3.2.4 Stock adjustment
Use when
- User want to do stock count
- Wrongly key in quantity during goods receive or goods return
- Wrongly key in quantity during dispensary
- Stock balance no tally due to the wrong UOM setting in the stock master
1. Click inventory -> purchase order
For Searching

Goods return header

Goods return detail

2. Click new

3. Key in the info as below (Remarks field is optional)

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4. Click Insert Item at below

5. Select the item from the master list. Then click Select

6. Product detail will appear as below

Quantity
shown in
the system

Expiry date

Batch no
Unit cost

Enter
actual
balance

Difference
between book
Qty and real Qty

UOM
Location

Normally only 1 line appear. If appear more than 1, mean it have more than 1 batch in the
system.
7. Enter actual on-hand quantity in the column Enter Actual Qty here.
8. Repeat step 4-7 to adjust other item.
9. Click Update when confirm all the quantity entered correct.
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10. A message will pop out to ask for user confirmation.

11. Click Yes of confirm the detail entered is correct. An Update Successful message box
will pop out.

*Editing or deleting is not allow after user confirm the INTER-BRANCH TRANSFER OUT. For any
amendment, please go to stock adjustment.

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3.2.5 Stock Issuing
Use to transfer stock from warehouse to Pharmacy.
*Stock master setup for Warehouse location is same with Pharmacy. To enable Warehouse, please
go to the system setting.

1. Click inventory -> stock issuing

1. Search the drug

2. Select which batch
to transfer

3. Enter Quantity
4. UOM conversion
(optional)
5. Click Issue stock
to transfer the
quantity

5. Click Confirm to
update in stock master

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3.2.6 Inter-branch Transfer In
*Please Use Goods Receive to perform all Stock IN transaction.

3.2.7 Inter-branch Transfer Out

Use to record all inter-branch transfer out transaction. Stock quantity will deduct from local
system.

*Please key in branch detail in the Corporate Setting. For more detail, please refer to the Corporate
Setting user guide.

1. Click inventory -> stock issuing

For Searching

Goods return header

Goods return detail

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2. Click new

3. Key in the info as below (Remarks field is optional)

4. Click Add Item at below

5. Select the item from the master list. Then click Select

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6. Choose the batch to do transfer

7. Enter issue quantity. Then click OK

Repeat the step 4-7 if want to add more.

8. After finish, click Save to save the transaction.
9. Click Confirm Stock transfer out when all data entered is correct.

10. A confirmation message box will pop out.

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11. Click Yes when confirm all the data entered is correct. The quantity entered will be
deducted from the system.

13. Check Stock Status After Receive: Go to Inventory Master File Product Master.

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Chapter 4: Corporate Invoicing

Corporate invoicing is to enable the user to send the bill to the panel by end of the month,
twice a month, weekly or even at ad-hoc basis.

4.1 Corporate Setting

This is module provide a data entry screen for user to register their Corporate Panel biodata. Information recording is very important before start operation and provide medical
Step by step

1. Click on
1. Click on Corporate Setting again

2. Click on Corporate Setting

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2. Enter the data as below.

Few important field need to setup to able corporate invoicing execute smoothly.
Field

Detail

Sample

Credit Term

Record of credit term will print and

appear in invoice

30days

Default
Consultation Fee

A standard fee will charge upon the

corporate employee attend to clinic

RM30

Invoice Closing
Date

Setup a standard date to bill or issue

invoice

Monthly, end of month

Default Invoice
Format

Select a common user accepted invoice

format

Invoice Summary by
Total Amount

Default Invoice
Layout

Optional sorting and group of the

invoice

Charge Total

*Please refer to the pricing policy setup for the panel multiple pricing setting.

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4.2 Invoice Function
4.2.1 Generate Invoice
Step by step
1. List of invoice functions
Main Invoice generator
Use to create CN
Use to create DN

Payment collection record

Corporate account status

Pending invoice entry, special for new user

Use to setup clinic bank account

Use to setup CN reason code

2. Firstly, we need to start with Invoice generator

a. Click on Corporate Invoicing

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b. This is the screen of Invoice Generation

Invoice searching and filtering tool

Function
Button

c. Function Button
Use to auto generate invoice base on monthly 31st cut-off.

Use to undo all the invoice generate by Automatic Invoice Generation

Officially apply invoice number for all invoices being generated
Cancel Invoice. As result the sequence of invoice no will run. User should always
request attach supporting reason for this action

Use to print Invoice in paper form or soft-copy

Use to print more than 1 invoice at the same time

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d. First step, click on Automatic Invoice Generation,

e. Click Yes to confirm to proceed.

f.

Automatic Invoice Generation is a monthly closing tool.

- It will auto accumulate all the patient attendance charges as at end of previous
month.
- Example, today is 10 May 2015. It only calculate all charges as at 30 April 2015
- By default, all panel will select. Click Generate Invoice

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g. Then, click OK to proceed.

h. After generating the invoices, user can double check the amount and transaction for
each individual invoices.

i.

If found out any amendment.

- Highlight the particular record
- Click Edit Invoice Item

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j.

Edit the information accordingly. Update the Chit number if being provided.
- Click Confirm Changes after finish.

k. If all the invoice transaction being confirm.

- Click

to continue generate Invoice numbers.

- Click

to make hardcopy or softcopy for their client.

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4.2.2 Cancel Posted Invoice
1. This function is use when
- Post wrong invoice
- Wrong patient name found in invoice
- Patients name not appear in the posted invoice
- Wrong amount in the invoice
2. For example, user posts the invoice and prints it, then realize that one of the patients is
not in the list, so user can click Cancel Posted Invoice button.
Step by Step
1. Select posted invoice only to show the posted invoice

2. Click on the panel wish to edit

3. Click Cancel invoice

4. Click OK to continue

5. Selected invoice will disappear.

6. Then, user has to check back the patient detail by click the Patient Information button
and search the patient name and click Edit button.
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7. If found out the panel wrongly entered, change it first and save. After that, change the
Visit date (at the bottom of patient queue), highlight the patient and go to PAYMENT AND
COLLECTION. User needs to click EDIT BILL button, reselect the panel name by click on
the arrow again and save the record.
8. Then, go to the corporate invoicing, click Ac-Hoc Invoice Generation.

Ad Hoc Invoice
Generation

9. Then, select date range and company name, then click OK.

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10. Click Confirm Invoice

11. Lastly, post the invoice and print it.

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4.3 Payment Collection
4.3.1 Create Payment header
Step by step
1. User needs to select the Corporate Invoicing -> Invoice Functions (at the bottom) ->
Invoice -> Payment Collection.

2. The screen as below will be shown.

Add payment header

Edit current payment header
Cancel current payment header
Print receipt after payment applied

Apply payment

View payment detail

3. Click Add Payment Header

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4. Enter data as below

5. Then click Confirm

6. Confirmation message will appear.

7. Click OK

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4.3.2 Apply payment
Step by step
1. Select the payment header created before. Then click Apply Payment.

2. If the particular panel does have invoice amount to be knock off, the following screen will
appeared.

3. Click Auto Allocation if want to perform FIFO (First In First-Out) manner, or want key
in the amount manually in the column.
4. Click Apply Payment.

5. Click Yes to confirm payment.

6. The particular payment header status will changed to CLOSE

7. Click Print Receipt if require.

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Chapter 5: Reporting
5.1 Sales & Collection Report
User can view the sales in the center by viewing this report. Below are the formats of the
report.

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5.1.1 Sales Report

5.1.2 Corporate Sale Report

5.1.3 Cash Collection Report

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5.1.4 Sale vs. Collection Report (Detail)

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5.1.5 Cash Sales vs. Collection Report

5.1.6 Cash Sales vs. Receipt Tracking

5.1.7 Drug Revenue Analysis Report

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5.1.8 Charge Item Revenue Analysis

5.1.9 Patient Outstanding Report

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5.2 Inventory Report
User able to view the inventory based report. Below are the formats of the report.

5.2.1 Stock Profiles

5.2.2 Stock Price Listing

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5.2.3 Good Received Item List

5.2.4 Stock Balance / Stock Take

5.2.5 Stock Movement Report (Summary)

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5.2.6 Stock Movement Report (Detail)

5.2.7 Drug Prescription (Date Selection)

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5.2.8 Drug Prescription (Drug Selection)

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5.3 Ministry of Health Report
5.3.1 Prescription Book

5.3.1 Prescription Register for Psychotropic Substances

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Chapter 6: User Maintenance

6.1 Master file setup
6.1.1 User Profile
Step by step
1. Go to Setting -> User maintenance

->

2. Click user profile to see available user ID in the system. A screen as below will appear.
Current
USER profile

1. Click New to
create new login
ID

2. Enter user ID,

name, access
group and
password

3. Click Save to
save it

Inactive ID is
allow to delete

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6.1.2 Change Password Current or Other User ID
1. Go to Setting -> User maintenance

->

2. Click user profile to see available user ID in the system. A screen as below will appear.

1. Select
the ID

2. Type new
password.
Retype to
confirm

3. Click Save
to save it

6.1.3 Change Password Current ID

1. Go to Setting -> User maintenance

->

2. Click change password. A screen as below will appear.

Current log in ID

1. Enter current
password
2. Type new password
3. Retype to confirm new
password
4. Click OK to save

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6.2 User Access Group
This function is to change the level of user access on the system.
Step by step
1. Go to Setting -> User maintenance

->

2. Click user access group to see available access group in the system. A screen as below
will appear.
Current
access group

1. Click
New to
create new
access group
3. Click
Save to
save it

2. Enter
group ID and
description

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4. Click
Access
Right to edit
the access
right of the
group

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6.2.1 Level One

Level One is for access on operation and main function. Mostly on this level is to control on
main page system:
a) Operation
Registration
o Access to Registration and delete from queue
o Access to Cancel Registration
o Access to Consultation and sub functions
o Access to Dispensary and sub functions
o Access to Bill & Payment
b) Main Function
Access to Patient Management
Access to Appointment
Access to Corporate Functions and sub functions
Access to Inventory and purchasing, and sub functions
Access to Reports and sub functions
Access to System Setting ,change password and sub functions

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6.2.2 Level Two
Level two is for access details button on home page system:

a) Corporate Information:
Receivable
o Invoice
o Payment
o Pending Invoice
o Basic Setup
Corporate Setting
o Corporate Setting
o Invoice Ageing Periods Configuration
Reports
o Corporate Sales
o Account Status

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b) Inventory:
Transaction
o Purchase Orders
o Good receive
o Stock Adjustment
o Stock Issuing
Master Files
o Product master
o Supplier Master
o Product Group
o Product Type
o Generic/Scientific Name
o Unit Of Measurement

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o Drug Dosage
o Drug Frequency
o Drug Precaution
o Drug Instruction
o Drug Indication
o Drug Duration
o Regime Items
Inventory Reports
o Purchase Orders
o Goode Receive Notes
o Good Return Notes
o Stock Status
o Stock Expiration
o Quantity Adjustment
o Product Profiles
o Stock Balance
o Received Items
o Returned Items List
o Stock Movement
o Stock Transfer Summary
o Product Listing
o Drug Issued Analysis

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c) Reports:
Sales & Collection : include sub function
o Patient Outstanding : include sub function
o Revenue Analysis: include sub function
Master List
o Patient: include sub function
o Corporate: include sub function
Patients Analysis: include sub function
o Diagnosis Analysis: include sub function
Inventory Reports: include sub function
o Drug Issued Analysis

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d) Setup:
System Setup: include sub function
Patient Basic Setup: include sub function
Inventory Setup: include sub function
o Master File Setup: include sub function
o Basic Setup: include sub function
Corporate Data Setup
o Master File Setup: include sub function
o Basic Setup: include sub function
User Maintenance
o Master File Setup: include sub function
o Basic Setup: include sub function
Doctor Maintenance
o Master File Setup: include sub function
o Basic Setup: include sub function
Pricing Setup
o Master File Setup: include sub function
o Basic Setup: include sub function

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e) Specialist: This part cover the general part on operation

Operation Record (Consultation)
Operation Record (Dispensary)

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6.2.3 Patient Information

Patient Information is for access details button on home page system:

a) Patient Bio Data
Add
Change
Delete
Add Panel Information
b) Consultation & Prescription Note
Create and Change Own Notes (Current Notes Less than 24 hours)
Change Other Notes (Current Notes Less than 24 hours)
Change History (More than 24 hours)
Change Diagnosis Information
Enable Set As Default Checkbox
Print Notes
c) Charges Details information
Display Option
o Charges Inquiry and Maintenance
o Charges Inquiry Only
Rights
o Add Charge Details
o Delete Charge Details
o Print Drug Label
o Change Charge History
o Dispense Psychotropic & Poison Drugs
o Change Unit Price
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d)

e)

f)

g)

h)

i)

j)

Edit Charge Rights

o Consultation
o Medication
o Investigation
o Treatment
o Examination
o Other
Billing Summary information
Confirm Bill
Change Bill
Change Bill History
Print Bill
Medical Certificate Data
Add & Change
Delete
Print
Cash Receive
Receive Payment
Cancel Payment
Adjust Payment
Print Receipt
Sub Function
o Allow to Change Payment Date
o Allow Receive Previous Bill Payment
Imaging & Document
Add
Change
Delete
Print
Letter
Create Template
Create Document
Patient Information Sub Menu
Consultation History
Account Status
Bill History
Medical Certificate
Payment & Receipts
Referral Letter
Image & Document
Immunization & Charting
Fomema
Patients Drug Label
Print all
Print Current Only
Print History Only

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6.2.4 Sensitive Data

Sensitive data is appear on home page system in every patient list with details.
a) Sensitive Data Access Right
Access to Collection on Main Menu
Access to Price Information on Charges Incurred or Inquiry
Access to Cost Information

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Chapter 7: Setting
7.1 Form Printer Setup
7.1.1 Workstation
1. Click Setting

2. Click Form Printer Setup (workstation)

Item

1. Choose Print
Preview, Print Dialog
or Print Direct

2. Choose printer

3. Choose paper size

4. Click save

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7.2 Multiple Pricing Setup
7.2.1 Overview
MedexOne CliniSys supports setup of multi-pricing for Corporate/Panel to specific different
patients from different panels has different price.
System default contains 4 types of price which are Price 1, Price 2, Price 3 and Price 4.
Price 1 is always for Cash Patient or for those panels that charge equivalent with cash
patient.
Users are allowed to change the price type description to more meaningful instead of using
Price 1, Price 2, Price 3 or Price 4.
Step by step
1. Click Setting

2. Click change price categories description

3. A screen as below will appear

Change the description

here

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7.2.2 Corporate Settings
To setup billing policy for panel, go to Corporate Invoicing Corporate Settings

Select the price type

Pricing remark for guidance

If there are no price type set for the panel, system will default the panel price type to price 1

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7.2.3 Inventory
Setup different price for Medication,
1. Go to Inventory Master File Stock Master.

1. Different pricing for

different price type

2. Click save
Price

When dispensing Medications

Pricing type

While dispensing medication, unit price will base on the pricing type and select correct
figure. Pricing policy will display above the stock balance.

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7.2.4 Charge Item (Investigation, Treatment, Examination, Other)
Setup different pricing at charge items
1. Go to Settings Pricing Setup.

2. Select the charge item from the list

3. Screen as below will appear

1. Select item

3. Click Save
2. Set the price

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When dispensing Charge Item (Investigation, Treatment, Examination, Other)

Pricing type

While dispensing charge item, unit price will base on the pricing type and select correct
figure. Pricing policy will display below the charge description.

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7.3 Company / Clinic logo setup
MedexOne CliniSys supports report printing with company or clinic logo. User are allow to
insert their company or clinic logo in the system
Step by step
1. Click Setting.

2. Click System and Environment

3. Click Organization information tab on the top left hand side.

a. Company or clinic name. Appear in all reports and documents

b. Default Goods delivery address. Appear in the Purchase Order.
c. Clinic Operation house. User allow to enter their clinics operation hour
d. Company logo. User allow to insert their company or clinic logo to appear in all
reports and documents.
e. User allow to choose to print letter head with or without logo or address.

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4. To insert logo at section C, click Load. Format allow is normal picture format such as
jpg.

5. Locate the picture file from the computer. Logo will appear as below:

6. Choose the picture size mode: Stretch, Clip or Zoom. By default, system will choose
Zoom
7. Click Save to save the setting.

8. Open reports or document in the system (MC, official receipt, etc) to view the letter head.
Letter head with logo appear as below:

Clinic name and

address

Logo

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Chapter 8: Appointment
8.1 Create Appointment
Step by step
1. Click appointment -> new appointment

1. Select Doctor
2. Select Patient
3. Select date and time
4. Enter the contact no.
*Contact no will be appear if you have
register patient HP no.
5. Enter the purpose
6. Click Save

Appointment will be save in the list. User may

check through it.

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User also can search appointment by click the
calendar section.

User may also filter the particular doctor to view their appointment. Tick the box
and click Refresh, specify doctor appointment will appear in the appointment list.

Method 2, user may also search by

appointment date, and the specific
doctor appointment.

User can view the appointment by different

arrangement such as week/month/timeline view.

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8.2 Create Appointment Using Planner

User can create different kind of category for appointment

by keying in the planner category setting

1. Click New to create

3. Click Save to save it

2. Key in the Code & Description for each category

Click Add Group to add on the category in the appointment

Select the category that you wish to assign

Assign the patient into the list

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8.3 Search appointment by filteting by doctor & date
User also may search the patient
appointment by filtering by doctor and
date.

8.4 Setting appointment labels

User can define the appointment by

using different color for each
appointment.

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Chapter 9: GST Setup

To use GST in the CliniSYS, user have to submit a form with GST registration number to
MedexOne Global in order to activate the GST function in the system.
Sample of GST activation license key

Clinics name and

address and other
relevant function

GST registration no
and relevant info

* Please take note that, upon the activation of the GST, all billing will be changed to Tax
Invoice.

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9.1 GST setup and function for inventory
9.1.1 Stock master setup
Step by step
1. Click Inventory ->master files->stock master

2. Select stock and click Edit

3.

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