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Health Management System

Document Title Health Management System Guide

Document Number HMS-001

Version 2.1.3

Author(s) Manager, Product

Approved by Senior Manager, Operations

Last Update Date January 9th, 2025

Introduction
Health Management is the overall management of a healthcare facility on
Campus or affiliated colleges with a University, such as a clinic or a
hospital. Through this module, an employee can visit any hospital
attached/affiliated by the University, subscribe to the membership or
cancel the membership, avail the University’s health facility and check
their records.

Dashboard

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Admin Dashboard
In the admin dashboad, admin will have the option to configure the
settings and add types of membership and can see the records of all the
employees and the membership subscribed by them.

Employee Dashboard
Employee dashboard have the options to see the health records and
overview of the list of memberships and the facilities available.

Settings
This section contains the configuration details related to the Health
module.

Only the user with the role of health_admin can view and access it.

Map Health Center Key

In this field , we need to map the health center key which is necessary to
generate the list of health centers.

List of Health Center

In this field, all the health centers mapped with the health center key are
present.

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Admin can only view the details by clicking on view icon available in
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of every entry.

Types of Unit
In this field, all the health units will be listed.

Admin can add a new type of unit by clicking on the Add Unit
Type button present on the top right side of the portal and fill in the
required details:

Type

Description

Status(Inactive/Active)

Admin can view the details by clicking on View icon available in

front of every entry.

Admin can edit/update the details by clicking on the Edit icon

available.

Admin can finally submit the unit details after adding/editing by

clicking on the Submit button.

After submission admin can only edit/update the status of the unit
entries by clicking on the Edit icon available.

Note: Once the Submit button is clicked, No changes

can be made further.

Types of Membership
In this field, types of memberships that the health centers offer are
defined.

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Admin can add a new type of membership by clicking on the Add

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Membership Type button present on the top right side of the
portal and fill in the required details:

1. Name(Name of the membership)

2. Members Type(Employee/Student)

3. Health Center(Select from the dropdown)

4. Benefits(description and benefits of the membership)

5. Validity Type(Lifetime/Valid_till/Superannutation)

6. Validity Days

7. Validity Months

8. Validity Years

9. Status(Inactive/Active)

10. Fee applicable(Yes/No)

Admin can view the details by clicking on View icon available in

front of every entry.

Admin can edit/update the details by clicking on the Edit icon

available.

Admin can finally submit the membership details after

adding/editing by clicking on the Submit button.

Note: Once the Submit button is clicked, No changes

can be made further.

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After submission admin can only edit/update the status of the edit
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icon available.

Types of Facility
In this field, the types of facilities offered in the membership by the
health centers are defined.

Admin can add a new type of facility by clicking on the Add

Facility button present on the top right side of the portal and fill in
the required details:

1. Health Center(Select from the dropdown)

2. Facility Name

3. Details of Facility

4. Status(Active/Inactive)

Admin can view the details by clicking on view icon available in

front of every entry.

Admin can edit/update the details by clicking on the edit icon

available.

Admin can finally submit the facility details after adding/editing by

clicking on the Submit button.

Note: Once the Submit button is clicked, changes

cannot be done.

After submission admin can only edit/update the status of the

facility entries by clicking on the edit icon available.

List of Hospitals
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In this section, a list of hospitals attached or affiliated by the University

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health centers is defined.

Admin can add a new hospital by clicking on the Add hospital

button present on the top right side of the portal and fill in the
required details:

1. Name

2. Registration number

3. Affiliation

4. Unit Type

5. Contact number

6. Address

7. Status(Active/Inactive)

8. Remarks

Admin can view the details by clicking on View icon available in

front of every entry.

Admin can edit/update the details by clicking on the Edit icon

available.

Admin can finally submit the Hospital details after adding/editing

by clicking on the Submit button.

Note: Once the Submit button is clicked, changes

cannot be done.

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After submission admin can only edit/update the status of the

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hospital entries by clicking on the edit icon available.

Details of Doctor
In this section, doctor details can be added.

Admin can view the details by clicking on View icon available in

front of every entry.

Admin can edit/update the details by clicking on the Edit icon

available.

Admin can add the doctor details by clicking on the Add doctor
details button present on the top right side of the portal and fill in
the required information:

1. Whether University Doctor or Not (Yes/No)

2. Visiting Hours Start

3. Visiting Hours End

4. Visiting Days

5. Visiting Status (Full Time/visiting/resident)

6. Specialty

7. Any Other Information

8. Status (Active/Inactive)

Admin can finally submit the Doctor’s details after adding/editing

by clicking on the Add details button.

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Admin can bulk import the doctor details by clicking on Import

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Doctor Details button.

Admin will add “Visiting Hours” for each doctor.

Doctor Specialty
In this section, doctor specialty can be added.

Admin can view the details by clicking on View icon available in

front of every entry.

Admin can edit/update the details by clicking on the Edit icon

available.

Admin can add the doctor specialty by clicking on the Add

specialty type button present on the top right side of the portal
and fill in the required details:

1. Specialty

2. Description

3. Status (Active/Inactive)

Admin can finally submit the Doctor’s specialty after adding/editing

by clicking on the “Add type” button.

Record

Admin can monitor the existing records through Admin Login by

applying the following filters namely :

1. Membership Number

2. Membership Type
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3. Health Center
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4. Are you a dependent of the member or not ?

5. Dependent

6. Doctor

7. Referred To Another Hospital

8. Hospital

9. Health Record Date

10. Record Submit Status

The employee can view/check their records by login into their
dashboard.

Add Record
Admin can add records of employee and their dependents by clicking
on the Add Record button present on the top right side of the portal
and fill in the required details:

1. Membership

2. Member(Depends on membership selected)

3. Membership Type(Depends on membership selected)

4. Health Center(Depends on membership selected)

5. Are you a dependent of the member or not ?(YES / NO)

6. Dependent (If dependent status equals to YES)

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7. Date(Select from Calendar)

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8. Purpose

9. Facility Avail

10. Dr. Name

11. Prescription

12. Referred to another Hospital

13. Hospital (If Referred To another Hospital equals to Yes)

View
Admin can view the details by clicking on view icon available in front of
every entry.

Edit
Admin can update/edit the details by clicking on edit icon.

Submit
Admin can finally submit the details after adding/editing by clicking on
the Submit button.

Uploads
Admin can upload multiple documents for a single record by clicking on
Add Uploads button located inside the view icon of a record.

Note: Once the Submit button is clicked, changes

cannot be done.

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Membership
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In this section, Employee can apply for membership from their health
dashboard and Admin can add membership on behalf of employee by
clicking on

Add Membership button.

Add Membership
Admin can also allocate membership offline individually by clicking on
the Add Membership button present on the top right side of the portal
and fill in the required details:

1. Member Type (Employee/Student)

2. Member (Name of the member)

3. Health Center (Select from the dropdown)

4. Membership Type (Select from the dropdown)

5. Membership Date (Select from the Calendar)

6. Validity Type (Lifetime/Valid_till/Superannutation)

7. Valid From (Select from the Calendar)

8. Valid Till (Select from the Calendar)

View
Admin can view the details by clicking on view icon available in front of
every entry.

Edit

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Admin can update/edit the details by clicking on edit icon.

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Subscribe
Employees can enroll themselves for the membership by clicking on
enroll icon.

Print Card
Admin/Employees can print the cards of their records by clicking on the
print icon.

Print OPD Slip

Admin/Employees can print the OPD Slip for the membership applied
by clicking on print opd slip icon.

Inactive
Admin can inactive those membership whose subscription period is over
and want to renew their membership.

Cancel
Employee can cancel their applied or active membership by clicking on
cancel button on their health dashboard.

Note: No changes can be done once the membership

status is active.

Map Employee Dependents with the

Membership
Admin can map the dependents of an employee with their active
membership.

Add Dependents
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Admin can add the dependents information for an employee active

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membership by clicking on the Add Dependents button located inside
the view icon of a membership and fill in the required details :

1. Employee Dependent (Employee Family Members)

2. Name

3. Relation

4. Gender

5. Date Of Birth

View
Admin can view the details by clicking on view icon available in front of
every entry.

Update
Admin can update the status of the employee dependents mapped with
the membership.

Print OPD Slip

Admin can print the OPD Slip of the employee dependents mapped
with the membership.

Doctor Time
Admin can view the doctor timings based on their speciality, which
are added in the settings.

Details of Subscription

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Admin can monitor the existing records of membership

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subscriptions, subscribed by the Employee itself through Employee
login.

When the employee applies for a subscription and pays the amount
associated with the membership, its entry is reflected in this section.

View
Admin can view the details by clicking on view icon available in front of
every entry.

Update
Admin can update/edit the details by clicking on edit icon.

Note: No changes can be made once the subscription

status is active.

Logs
Admin can view the history of all the actions performed in the health
module like subscribe membership, cancel membership, update
membership details etc.

Reports
This section consists of six types of reports namely:

1. Membership Type Report

2. Membership Report

3. Membership Subscription Report

4. Health Record Report

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5. Membership Expiry Report

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6. Membership Dependents Report

Membership Type Report

Admin can generate membership type report based on the
following parameters namely:

1. Health Center (Select from dropdown)

2. Member Type (Employee/Student)

3. Validity Type (Lifetime/Valid_till/Superannutation)

4. Fee Applicable Status (Yes/No)

5. Status (Active/Inactive)

6. Submit Status (Submitted/Not Submitted)

We can generate the membership type report by clicking on the

Fetch Detail button.

We can export the membership type report in the form of CSV by

clicking on CSV button.

We can copy the membership type report data by clicking on Copy

button.

We can download the pdf of the membership type report by

clicking on PDF button.

Membership Report

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Admin can generate the membership report based on the following

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parameters namely:

1. Membership number

2. Member (Select from dropdown)

3. Health Center (Select from dropdown)

4. Membership Type (Select from dropdown)

5. Member Type (Employee/Student)

6. Validity Type (Lifetime/Valid_till/Superannutation)

7. Membership Status (Active/Inactive)

8. Membership Cancel Status (Yes/No)

9. Valid From (Select from Calendar)

10. Valid Till (Select from Calendar)

11. Membership Date (Select from Calendar)

We can generate the membership report by clicking on the Fetch

Detail button.

We can export the membership report in the form of CSV by

clicking on CSV button.

We can copy the membership report data by clicking on Copy

button.

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We can download the pdf of the membership report by clicking on

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PDF button.

Membership Subscription Report

Admin can generate membership subscription report based on the
following parameters namely:

1. Membership number

2. Member (Select from dropdown)

3. Health Center (Select from dropdown)

4. Membership Type (Select from dropdown)

5. Subscripton Status (Pending/Active/Cancel)

6. Payment Mode (Online/Offline)

7. Fee Status (Pending/Paid)

8. Order Id

9. Transaction Date(Select from Calendar)

We can generate the membership subscription report by clicking

on the Fetch Detail button.

We can export the membership subscription report in the form of

CSV by clicking on CSV button.

We can copy the membership subscription report data by clicking

on Copy button.

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We can download the pdf of the membership subscription report

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by clicking on PDF button.

Health Record Report

Admin can generate the health record report based on the
following parameters namely:

1. Membership Number (Select from dropdown)

2. Membership Type (Select from dropdown)

3. Health Center(Select from dropdown)

4. Are you a dependent of the member or not ?(YES / NO)

5. Doctor (Select from dropdown)

6. Refered To Another Hospital (Yes/No)

7. Hospital(Select from dropdown)

8. Record Submit Status (Yes/No)

9. Health Record Date (Select from Calendar)

We can generate the health record report by clicking on the Fetch

Detail button.

We can export the health record report in the form of CSV by

clicking on CSV button.

We can copy the health record report data by clicking on Copy

button.

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We can download the pdf of the health record report by clicking on

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PDF button.

Membership Expiry Report

Admin can generate the membership expiry report based on the
following parameters namely:

1. Time Interval (Select from dropdown)

By clicking Generate button , a report will be generated under

which the memberships are going to expire within the selected time
interval.

We can export the membership expiry report in the form of CSV by

clicking on CSV button.

We can copy the membership expiry report data by clicking on

Copy button.

We can download the pdf of the membership expiry report by

clicking on PDF button.

Membership Dependents Report

Admin can generate the membership dependents report based on
the following parameters namely:

1. Membership Number (Select from dropdown)

2. Membership Type (Select from dropdown)

3. Health Center(Select from dropdown)

4. Status (Active/Inactive)

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We can generate the membership dependents report by clicking on

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the Generate button.

We can export the membership dependents report in the form of

CSV by clicking on CSV button.

We can copy the membership dependents report data by clicking

on Copy button.

We can download the pdf of the membership dependents report by

clicking on PDF button.

Annexure

Roles

Role Name Description

health_admin Can configure the Settings, Add

memberships, Monitor records of the
employees as well as students, who have
taken any membership, and handle paid
membership requests etc.

health_view can view and search all the health records.

health_administrator Responsible for all the activities related to

health records and can configure the
following settings.

1. Types of Unit
2. Types of Facility
3. List of Hospitals
4. Details of Doctors
5. Doctor Speciality

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|health-head | Responsible for all the activities of his or her department,

CanSamarth
add the Types of Membership, Types of Facility, Membership,
Record and handle Paid Membership requests. | |health-super-head |
Responsible for his or her Child departments, Can add the Types of
Membership, Types of Facility, Memberships, Records and handle paid
Membership requests. | | employee-health | Can view their Records,
Hospitals, Doctors and their schedules, Facilities, Membership and
subscribe the Membership. |

Workflow Diagrams

Activity Diagram

Use Case Diagram

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External Resources
📹 Module Training Video ⤤

Edit this page

← Grievance Management Hostel Management →

INTRO
Getting Started
Monthly Webinar Schedule
Suggested Implementation Plan with Prerequisites

ACADEMICS
Academics
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Admission Admin guide

Samarth
Admission Candidate Userguide
Alumni Module
Convocation Module
Evaluation & Grading
Evaluation & Grading (for evaluator)
Fee Configuration
Programme Management System
Student Feedback Management
Thesis Management System
Training and Placement
Student Portal

ACCOUNTS & FINANCE

Bill Tracking System
Financial Supply Chain Management
Inventory Management System
Provident Fund Management System
Research Project & Management System

BASE MODULES
Core Modules
User Management

EMPLOYEE SERVICES
Career Advancement Scheme
Employee Management System
Leave Management System
Payroll Management System
Pension And Gratuity Management System
Recruitment Management System
ToT Management

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GOVERNANCE
Affiliation Management System
Content Federation System
Core Communication System
Endowment Management System
Essential Services
Estate Management System
File Management & Tracking System
Fleet Management System
Grievance Management
Health Management System
Hostel Management
Legal Case Management System
Minutes Resolutions Archive Retrieval System
Residence Allocation (E-housing)
RTI Management System
Security Management System
Service Desk
Sports Management System
University Web Portal - Technical Document

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