Quick Start: 15-Minute Outpatient Encounter

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Quick Start: 15-Minute Outpatient Encounter within SmartERP.

Rapid step-by-step walkthrough of registering a patient, recording triage vitals, conducting a physician consultation, and dispensing medication.

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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:quick-start-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:quick-start-transaction-processing-state}

Objective & Prerequisites#

This guide demonstrates a complete outpatient clinical cycle in under 15 minutes:

1. Register a new patient and issue an MRN.
2. Record triage vitals at the nursing station.
3. Conduct a doctor consultation with an ICD-10 diagnosis.
4. Issue an electronic laboratory order and review results.
5. Dispense prescribed medication from the internal pharmacy.

Prerequisites: User credentials with permissions for Clinic Reception, Nursing, and Medical Officer roles.

Step 1: Register Patient at Reception (2 Minutes)#

1. Navigate to Healthcare > Reception > Patients and click New.
2. Enter personal demographics:
   • Full Name: Almaz Tesfaye Haile
   • Gender: Female
   • Date of Birth: 1992-04-15 (Age 34)
   • Region / Sub-City / Woreda / Kebele: Addis Ababa / Bole / Woreda 03 / Kebele 07
   • Phone: +251 91 123 4567
3. Under Payment Category, select Self-Pay / Cash.
4. Click Save. The system auto-generates the MRN: CL-2026-001092.
5. Click Create Visit Encounter to assign the patient to the General Outpatient queue.

Step 2: Record Triage Vitals (3 Minutes)#

1. Open Healthcare > Nursing > Triage Queue.
2. Select Almaz Tesfaye Haile (CL-2026-001092).
3. Enter physiological measurements:
   • Systolic / Diastolic BP: 125 / 82 mmHg
   • Pulse Rate: 78 bpm
   • Respiratory Rate: 16 breaths/min
   • Temperature: 37.8 °C
   • Oxygen Saturation ($SpO_2$): 98%
   • Weight / Height: 62 kg / 165 cm (Auto-computed BMI: 22.8 kg/m²)
4. Under Triage Category, assign Green (Standard OPD).
5. Click Confirm & Send to Doctor Queue.

Step 3: Conduct Physician Consultation & Order Lab (5 Minutes)#

1. Navigate to Healthcare > Consultation > Doctor Workspace.
2. Select the patient from the assigned waiting queue and click Start Encounter.
3. Under Chief Complaint, record: "Fever, headache, and generalized body aches for 3 days."
4. In the Diagnostics tab, click Add Lab Request:
   • Test Code: LAB-BF-MAL (Blood Film for Malaria)
   • Priority: Routine
5. Click Submit Lab Order. The order transmits immediately to the laboratory workstation.

Step 4: Laboratory Analysis & Result Validation (3 Minutes)#

1. In Healthcare > Laboratory > Specimen Intake, scan the patient MRN.
2. Click Collect Specimen and assign barcode SPEC-88219.
3. Enter laboratory findings:
   • Blood Film Examination: Plasmodium vivax trophozoites observed (+2)
4. Click Validate by Lab Technologist. The result immediately updates on the doctor's consultation screen with an alert notification.

Step 5: Prescription & Pharmacy Dispensing (2 Minutes)#

1. Return to the doctor's consultation screen. The verified malaria result is visible.
2. In the Prescription tab, click Add Medication:
   • Drug: Chloroquine Phosphate 250mg Tablet
   • Dosage & Frequency: 4 tablets stat, then 2 tablets at 6, 24, and 48 hours
   • Duration: 3 days
3. Add Primary Diagnosis: B51.9 - Plasmodium vivax malaria without complication.
4. Click Sign & Close Encounter.
5. Switch to Healthcare > Pharmacy > Dispense Queue.
6. The pharmacist verifies the prescription, picks batch CQ-2025-11-B (expiry 2027-08-31), prints dosage instructions in Amharic and English, and clicks Dispense & Bill.
7. The patient settles the payment of 185.00 ETB at the cashier, receiving an electronic fiscal receipt.

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#