Healthcare & Clinic Operations Overview

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Healthcare & Clinic Operations Overview within SmartERP.

Architectural and functional overview of SmartERP Healthcare Suite engineered for Ethiopian hospitals, polyclinics, and diagnostic centers.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

{screenshot:overview-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:overview-transaction-processing-state}

Comprehensive Hospital Information System (HIS)#

SmartERP Healthcare Suite provides an end-to-end Hospital Information System (HIS) and Electronic Medical Record (EMR) platform tailored to the statutory and clinical realities of healthcare facilities in Ethiopia. Designed for general hospitals, primary hospitals, specialty surgical clinics, and ambulatory healthcare centers, the suite integrates clinical workflows with real-time inventory, financial accounting, and national reporting systems.

The operational architecture spans the entire patient lifecycle from first encounter to final billing:

[health-opd-ipd-adt-flow]

Ethiopian Healthcare Regulatory Anchors#

SmartERP Healthcare operates strictly within the statutory guidelines established by Ethiopian regulatory authorities:

1. Ministry of Health (MoH) HMIS & DHIS2: Built-in reporting schemas conform to the national Health Management Information System (HMIS) indicators. Data elements roll up automatically into the District Health Information Software 2 (DHIS2) indicator matrix.
2. Ethiopian Food and Drug Authority (EFDA): Pharmaceutical inventory enforces First-Expired, First-Out (FEFO) dispensing, lot serialization, mandatory batch inspection, and controlled substance registers.
3. Ethiopian Health Insurance Service (EHIS): Complete coverage verification and claims management for Community-Based Health Insurance (CBHI) and Social Health Insurance (SHI) beneficiaries, adhering to national tariff ceilings and co-payment guidelines.
4. Public Financial Administration (Model 19 & Model 20): Stores intake medical supplies using Model 19 Goods Receiving Notes (GRN) and dispenses surgical kits, reagents, and medications to wards using Model 20 Store Issue Vouchers (SIV).

Departmental Architecture & Modular Layout#

The platform organizes clinical operations into distinct yet synchronized modules:

Role-Based Clinical Data Protection#

Strict role-based access control (RBAC) separates administrative, financial, and clinical privileges:

• Physicians & Clinical Officers: Full read/write access to clinical notes, diagnostic requests, and medical histories.
• Nursing Staff: Access to vitals charting, medication administration records (MAR), and ward bed occupancy.
• Cashiers & Billing Officers: Access only to service fee codes, tariff schedules, and billing summaries; clinical notes remain strictly confidential.
• Pharmacists: Access to e-prescriptions, EFDA batch records, and inventory registers without access to non-pertinent medical notes.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#