1.

Patient Arrival and Check-In

Key Steps:
 Arrival: The patient arrives at the clinic or hospital on the scheduled date.
 Check-In Process:
o Reception Desk: Patients approach the reception to check in.

o Appointment: The receptionist verifies the patient’s identity by checking their

details (using a patient ID card) and book an appointment with the doctor for
them.
o Registration (For New Patients): If the patient is a new one, they fill out a
registration form or provide their medical insurance details. And schedule the
appointment
o Payment for Consultation fee: If applicable, the patient pays the consultation
fee either upfront or through insurance (sometimes insurance verification
happens here).
 Queue Management: The system assigns the patient to the waiting queue, and they
may be directed to a waiting area while they wait for their appointment.
 Digital Records Update: Patient data (e.g., contact information, payment) is updated
in the hospital management system in real-time.

2. Pre-Consultation/Medical History
Key Steps:
 Patient’s Medical History: If not already entered, the patient’s medical history,
allergies, and current medications are gathered. This will be done through an
interview with a nurse or medical assistant.
 Vitals Check: A nurse or medical assistant typically takes vital signs (blood pressure,
pulse, temperature, weight, height).
 Reason for Visit: The reason for the visit is recorded in the system (e.g., symptoms,
routine check-up, follow-up).
 Triage (if necessary): If the patient is in urgent need, a triage nurse may assess and
prioritize the visit based on urgency.

4. Consultation with the Doctor

Key Steps:
  Doctor’s Assessment: The patient is called into the doctor’s examination room. The
doctor reviews the patient’s medical history and current symptoms.
 Clinical Examination: The doctor performs a physical examination, asks more
detailed questions, and may order further tests (e.g., lab tests, imaging) depending on
the diagnosis.
 Diagnosis and Advice: The doctor provides a diagnosis (if applicable) and explains
the condition, treatment options, and any necessary lifestyle changes. This can
include:
o Prescribing medication.

o Referring to specialists or for further tests.

o Scheduling follow-up visits or check-ups.

 Patient Interaction: The doctor should ensure that the patient understands the
diagnosis and treatment plan and that any concerns are addressed.

3. Diagnostic Tests (if required)

Key Steps:
 Test Orders: If the doctor orders lab tests or imaging (e.g., blood tests, X-rays, or
ECG), the patient is directed to the appropriate department or the external laboratory.

4. Prescription and Treatment Plan

Key Steps:
 Prescriptions: After diagnosis, the doctor prescribes medications and treatment
regimens. The prescriptions are sent electronically to the pharmacy.
 Treatment Plan: If applicable, the doctor outlines a treatment plan, which may
include:
o Medications (e.g., antibiotics, painkillers, chronic disease management).

o Referrals to specialists (if needed).

o Lifestyle or dietary changes.

o Further follow-up appointments.

 Patient Education: The patient is educated about the prescribed medications, any
possible side effects, and the importance of following the treatment plan.
 5. Pharmacy and Medication Pickup
Key Steps:
 Pharmacy: The patient proceeds to the pharmacy (either in-house or external), where
the prescription is filled.
 Medication Counseling: The pharmacist may explain how to take the medication,
any side effects, and answer any questions about the drug.
 Payment for Medication: The patient pays for the medication (if not covered by
insurance or part of the consultation fee).

6. Payment and Billing

Key Steps:
 Billing for Consultation and Tests: The system automatically generates a bill for the
consultation, tests, and medications prescribed. This includes any additional charges
such as consultation fees, lab test charges, imaging costs, and pharmacy bills.
 Insurance Processing (if applicable): If the patient has medical insurance, the
insurance details are processed for reimbursement.
 Payment: The patient settles the bill, either in full or through insurance.

7. Follow-up and Scheduling (if required)

Key Steps:
 Follow-Up Appointment: If a follow-up is required, the patient is advised about the
next steps:
o When to return for a follow-up consultation.

o Any additional tests or treatments to be scheduled.

o A reminder system is set in place for follow-up appointments (either via SMS,
email, or automated call).
 Referrals (if applicable): If the doctor refers the patient to another department or
specialist, an appointment is scheduled with that specialist, or the patient is provided
with referral details.

8. Patient Exit
Key Steps:
  Exit Process: Once the visit is complete, the patient is free to leave the hospital or
clinic.
 Discharge Instructions: If applicable, discharge instructions are provided to the
patient (e.g., after a minor procedure or diagnostic test).
 Visit Summary Collection: If applicable the patient can ask for their visit summary,

Databases and interface considerations

1. Receptionist Interface (Check-in, Appointment Handling)

Section Field/Information to Include Description

Patient Check-In - Patient ID (if returning) To verify the patient’s identity.

Displays patient’s name for

- Full Name (First, Last)
confirmation.

Verify patient age and ensure

- Date of Birth
correct patient is checked in.

Verify or update contact details for

- Contact Number & Email
communication.

- Appointment Details (Doctor, Display patient’s appointment

Date, Time) details.

- Appointment Status (Scheduled, Show current status of the

Completed, Canceled) appointment.

Capture insurance provider and

- Insurance Details (if applicable)
policy number.

New Patient Basic personal details for new

- Patient Name, DOB, Gender
Registration patients.

- Address, Contact Number, Email Address and contact details.

Section Field/Information to Include Description

- Emergency Contact Information For emergency use.

Include insurance provider

- Insurance Provider (if applicable)
information for billing.

- Medical History/Allergies (Basic

Basic medical history fields.
Information)

Appointment Confirm or reschedule the patient’s

- Appointment Date and Time
Confirmation appointment time.

Display doctor’s name and

- Doctor’s Name and Specialty
specialization.

Show estimated wait time for the

- Wait Time/Queue Status
patient.

Display consultation fee, test

Payment Section - Consultation Fee (if applicable)
charges, etc.

- Payment Status (Paid, Pending,

Update and manage payment status.
Insurance)

- Payment Method (Cash, Card,

Choose payment method.
Insurance, Online)

2. Nurse/Medical Assistant Interface (Pre-Consultation)

Section Field/Information to Include Description

- Blood Pressure, Pulse Rate, Input vital signs taken during patient
Patient Vitals
Temperature, Weight, Height check-in.

- Oxygen Saturation (SpO2) Measure SpO2 if necessary.

- Current Medications (if List of current medications the patient

Medical History
applicable) is taking.

Record any known allergies to prevent

- Allergies (Drugs, Food, etc.)
adverse reactions.

- Past Medical History (Chronic Basic medical history (diabetes,

Illnesses, Surgeries, etc.) hypertension, surgeries, etc.).

Family history of hereditary diseases

- Family History (if relevant)
(e.g., cancer, diabetes).
Section Field/Information to Include Description

Symptom - Reason for Visit (Chief Patient's primary complaint or reason

Collection Complaint) for the visit.

- Symptoms (Headache, Pain, Record specific symptoms the patient

Fever, etc.) is experiencing.

Time frame for how long the

- Duration of Symptoms
symptoms have been present.

Pre-Consultation - Nurse’s Notes (e.g., initial Any observations the nurse makes
Notes assessment) during the pre-consultation process.

Queue - Estimated Wait Time for Update or display wait time for the
Management Consultation patient before seeing the doctor.

3. Doctor’s Interface (Consultation, Diagnosis, Prescription)

Section Field/Information to Include Description

Patient - Patient Profile (Name, Age,

Basic patient info.
Information Gender, Contact)

- Medical History (Existing Review of patient’s medical history,

Conditions, Previous Treatments) allergies, and past treatments.

- Current Medications (from List of medications the patient is

Nurse/Patient History) currently using.

Consultation - Chief Complaint (as provided by

Patient’s reason for visit.
Notes the patient)

- Symptoms & Duration (from Summarize the symptoms described by

Nurse/Patient History) the patient and their duration.

Record doctor’s clinical findings from

- Physical Exam Results (findings
the examination (e.g., "normal",
from the doctor’s examination)
"abnormal").

- Differential Diagnosis (list of List potential diagnoses for the patient’s

possible diagnoses) symptoms.

- Final Diagnosis (ICD-10 code or The primary diagnosis made after

Diagnosis
description) examination and tests.

- Test Orders (if required, e.g., The doctor can order tests directly from
Section Field/Information to Include Description

Blood Tests, Imaging) the interface.

- Prescribed Medication Enter prescription details, including

Treatment Plan
(medications, dosage, frequency) medications, dosage, and frequency.

- Follow-Up Instructions (if Instructions for follow-up visits or

necessary) additional tests.

- Referrals (if the patient needs a Referral details if the patient needs to
specialist) see a specialist.

- Additional Notes (lifestyle Space for doctor’s additional advice

Notes recommendations, preventive care, (e.g., lifestyle changes, diet, physical
etc.) activity).

Links or references to educational

Patient - Education Materials (Links,
resources related to the diagnosis or
Education Flyers, etc.)
treatment.

Generate and send the prescription to

- Generate Electronic Prescription
Prescription the pharmacy, and provide a copy for
(if applicable)
the patient.

Summarize the diagnosis, treatment, and

Consultation - Recap of Diagnosis and
follow-up instructions for patient’s
Summary Treatment Plan
understanding.

4. Pharmacy Interface (Prescription Fulfilment)

Section Field/Information to Include Description

- Patient Name, ID, and

Patient Details Confirm patient details.
Contact Information

Display the list of medications prescribed

Prescription - List of Prescribed
during consultation (medication name,
Overview Medications
dosage, frequency).

- Medication Availability (in Check availability of prescribed medications

stock or out of stock) in the pharmacy.

Medication - Quantity Dispensed, Dosage Dispense medications as per the prescription,

Dispensing Instructions include dosage instructions.
Section Field/Information to Include Description

Payment and Calculate and display the total cost of the

- Total Cost (for medications)
Billing medications.

- Payment Status (Paid,

Process payment for medications.
Pending, Insurance)

Medication - Medication Instructions Provide patient with medication instructions,

Counselling (side effects, usage) possible side effects, and usage guidelines.

Inventory - Stock Updates (after Update the stock after medication

Update dispensing) dispensing.

5. Patient Exit Interface (Follow-up, Billing, Feedback)

Section Field/Information to Include Description

- Consultation Fee, Test Display an itemized bill of the

Billing Summary
Charges, Medication Charges consultation, tests, and medications.

- Payment Status (Paid, Show the final payment status and

Pending) method.

Follow-Up Schedule follow-up if necessary or notify

- Next Appointment Date/Time
Appointment patient about follow-up details.

Referral - Referral to Specialist or Provide details for specialist referrals or

Information Further Tests diagnostic follow-ups.

Any instructions for aftercare, medication

Discharge - Post-Visit Care Instructions
instructions, or emergency contact
Instructions (if applicable)
information.

- Feedback Form (Patient Collect feedback on patient experience

Patient Feedback
Satisfaction Survey) and quality of care.

- Confirmation of Visit Closure Confirm that the patient’s visit has been
Exit Confirmation
(Patient Released) completed, and they are free to leave.

Summary
The interfaces at each section should be user-friendly and intuitive, focusing on the
following:
 Receptionist: Focus on patient check-in, registration, and scheduling appointments.
  Nurses: Record patient vital signs, medical history, and symptoms, and prepare the
patient for
consultation.
 Doctors: Focus on diagnosing, treating, and prescribing medications or tests, and
generating follow-up care instructions.
 Pharmacy: Dispense medications, update stock, and manage payment and
prescriptions.
 Exit Process: Bill patients, schedule follow-ups, collect feedback, and provide
discharge instructions.