Healthcare Troubleshooting & Frequently Asked Questions

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Healthcare Troubleshooting & Frequently Asked Questions within SmartERP.

Solutions for common clinical system issues, printer faults, queue freezes, barcode scanning errors, and billing discrepancies.

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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.

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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.

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Frequently Encountered Issues#

1. Doctor Cannot View Lab Results on Consultation Screen#

• Symptoms: Lab tests were completed, but the doctor's consultation screen still displays Pending Analysis.
• Root Cause: The laboratory technologist entered values but did not click Validate & Release, or the test was ordered under a duplicate MRN.
• Resolution:
  1. Have the laboratory supervisor verify the test order in Healthcare > Laboratory > Pending Validation.
  2. Confirm the technologist clicked Validate.
  3. Verify the accession number matches the patient's active encounter MRN.

2. Fiscal Cash Receipt Fails to Print at Cashier Counter#

• Symptoms: Cashier clicks Post Payment, but the fiscal cash register does not print the FS receipt and returns error code FISC-COMM-TIMEOUT.
• Root Cause: Serial/USB cable disconnected, paper roll exhausted, or fiscal register daily Z-report close was omitted.
• Resolution:
  1. Check fiscal printer paper roll and power LED.
  2. Verify if the 24-hour fiscal memory period expired; execute a Daily Z-Report Close if required.
  3. In SmartERP Cashier Settings, click Test Fiscal Printer Connection. Once communication is re-established, reprint the pending receipt from the invoice record.

3. Patient Assigned Incorrect Triage Color Zone#

• Symptoms: A patient initially triaged as Green rapidly deteriorates in the waiting room.
• Resolution:
  1. Open the patient's record from the triage waiting queue.
  2. Click Re-Triage Patient.
  3. Enter updated vitals and assign the new acuity category (e.g., Orange or Red).
  4. The system updates queue priority immediately, moving the patient to the top of the physician's urgent worklist.

4. Pharmacy Cannot Dispense Prescription Due to "Zero FEFO Stock" Alert#

• Symptoms: Physical medication is present on pharmacy shelves, but SmartERP blocks dispensing with "Insufficient Stock in Lot".
• Root Cause: The stock was received physically but the central medical store Model 19 GRN was not validated, or the internal transfer to the dispensary shelf location was not confirmed.
• Resolution:
  1. Check Inventory > Stock on Hand filtered by location Pharmacy / Dispensary.
  2. If stock resides in Central Medical Warehouse, execute the pending Model 20 SIV Internal Transfer to transfer balance into the dispensary location.
  3. Verify lot expiration date has not passed; expired lots are automatically quarantined by the FEFO engine.

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#