01

Introduction

Wisdsol HMS is a comprehensive, web-based Hospital Management System designed to streamline every aspect of hospital operations — from patient registration and clinical care to pharmacy, billing, laboratory, staff management, and beyond.

1.1 System Overview

Wisdsol HMS is built on 12 integrated modules that work together seamlessly:

1.2 Getting Started

Access Wisdsol HMS from any modern web browser. No installation required.

1.3 Role-Based Access Control

Every user is assigned a role that controls what they can see and do. Wisdsol HMS has 8 built-in roles:

02

Patients Module

The Patients module is the core of Wisdsol HMS. It stores the complete medical history, demographics, and contact information for every patient registered at the facility.

Accessible by: Admin, Doctor, Nurse (read), Receptionist, Accountant (read), Lab Tech (read)

2.1 Registering a New Patient

Accessible by: Admin, Doctor, Receptionist

2.2 Patient Medical Records

Each patient profile contains the following sections:

• Demographics — Personal details, contact info, emergency contacts
• Medical History — Past diagnoses, conditions, allergies, blood group
• Vital Signs — Temperature, blood pressure, pulse, weight, height — recorded per visit
• Appointments — Full history of scheduled and completed appointments
• Prescriptions — All prescriptions issued and their dispensing status
• Lab Results — Test results ordered and received
• Invoices — All billing invoices linked to the patient

2.3 Patient ID Card

Every patient has a digital ID card accessible from their profile or the Patient Portal. The card includes:

• Patient name, PID, photo (if uploaded), and blood group badge
• Date of birth, age, gender, and current status
• QR code for quick terminal scanning and check-in
• PIN displayed as individual digit tiles for manual entry
• Insurance information if on file

The card can be printed or downloaded as a high-resolution PNG image directly from the portal.

03

Appointments Module

The Appointments module manages the full scheduling lifecycle — from initial booking through confirmation, attendance, and completion.

3.1 Booking an Appointment

Accessible by: Admin, Doctor, Receptionist (staff side) · Patients (portal)

3.2 Appointment Statuses

04

Prescriptions Module

Doctors issue digital prescriptions in the HMS. Pharmacy staff pick these up for dispensing. The full prescription lifecycle is tracked from creation to dispensing.

4.1 Issuing a Prescription (Doctor)

1. Open the patient's profile or go to Prescriptions → New Prescription
2. Select the patient if creating directly from the prescriptions module
3. Add medication items: drug name, dosage, frequency, duration, and instructions
4. Add as many items as needed using the Add Item button
5. Click Issue Prescription — status is set to Pending

4.2 Dispensing a Prescription (Pharmacist)

1. Go to Prescriptions and filter by Pending status
2. Open a prescription and review the medication items
3. Verify stock availability in pharmacy inventory
4. Click Dispense — each item is deducted from stock automatically
5. Status changes to Dispensed; the patient record is updated

05

Pharmacy Module

Manages drug inventory, stock tracking, dispensing records, and reorder alerts. Accessible by: Admin, Pharmacist, Doctor (read)

5.1 Managing Inventory

• Go to Pharmacy → Inventory to view all stock items
• Add new medications: name, category, unit, unit cost, quantity, and reorder threshold
• Edit existing items to update stock levels or pricing
• The dashboard shows an at-a-glance count of items below reorder level

5.2 Dispensing Records

Dispensing is triggered through the Prescriptions module (see Section 4.2). Each dispense event:

• Deducts the dispensed quantity from inventory automatically
• Records the pharmacist, date, and time
• Links back to the prescription and the patient record

06

Laboratory Module

Manages test orders and results. Doctors order tests; lab technicians run them and enter results; doctors review the results.

6.1 Ordering a Lab Test (Doctor)

1. Go to Laboratory → New Order
2. Select the patient
3. Choose the test type(s) required
4. Add any special instructions or urgency notes
5. Submit the order — it appears in the lab technician's queue

6.2 Entering Results (Lab Technician)

1. Go to Laboratory → Pending Orders
2. Open an order and click Enter Results
3. Fill in result values, units, and reference ranges
4. Upload any attached files (images, PDFs) if applicable
5. Mark as Complete — the requesting doctor is notified

07

Billing Module

Handles the full financial cycle — invoice creation, payment recording, receipts, and financial reporting. Accessible by: Admin, Accountant, Receptionist (read)

7.1 Creating an Invoice

1. Go to Billing → New Invoice
2. Select the patient
3. Add line items: service/item description, quantity, and unit price
4. Apply any discounts if applicable
5. Set the due date and click Issue Invoice

7.2 Recording a Payment

1. Go to Billing → Invoices and find the relevant invoice
2. Click Record Payment
3. Enter the amount paid and payment method (cash, card, insurance, mobile money, etc.)
4. Optionally add a transaction reference number
5. Click Save — invoice status updates to Paid or Partial

Invoice Statuses

08

Staff & HR Modules

The Staff, Clocking, Payroll, and Leave modules form the HR suite. Accessible by: Admin, HR Manager

8.1 Staff Management

• Go to Staff → Staff Members to view all employees
• Add new staff: personal details, department, job title, employment type, and role
• Each staff member receives an Employee ID and a 6-digit PIN for clocking
• Upload a photo for the staff ID card (used in QR terminals)
• Assign the system role (Doctor, Nurse, Pharmacist, etc.) to grant HMS access

8.2 QR / PIN Clocking Terminal

A dedicated kiosk-style attendance terminal is accessible at /clocking/terminal/. Staff can clock in and out using:

• QR Code — Scan the QR code on their staff ID card using the terminal camera
• PIN — Enter their 6-digit PIN on the on-screen keypad

8.3 Payroll Processing

1. Go to Staff → Payroll and click New Payroll Run
2. Select the period (month/year) and which staff members to include
3. The system calculates gross pay based on base salary and allowances
4. Add any deductions (tax, NHIS, pension, salary advance loans)
5. Review and approve the payroll run
6. Generate and download payslips for each employee

8.4 Leave Management

1. Go to Staff → Leave Management to see all pending requests
2. Review each request: employee, dates, leave type (annual, sick, maternity, etc.), and reason
3. Click Approve or Reject with optional comments
4. Approved leave is deducted from the employee's leave balance automatically

09

Patient Portal

The Patient Portal gives patients direct, secure access to their health information from any device, 24 hours a day. It is accessible at /portal/.

9.1 Creating a Portal Account

9.2 Portal Features

9.3 Digital ID Card

The patient digital ID card is available at all times from the portal. It includes:

• Patient photo (if uploaded by reception) or initials avatar
• Full name, Patient ID, blood group badge prominently displayed in red
• Date of birth, age, gender, phone, and allergies (if recorded)
• QR code for reception scanning and terminal check-in
• PIN displayed as individual digit tiles (for manual terminal entry)
• Insurance company and policy number if on file

Patients can print the card from any printer, or tap Download as PNG to save a high-resolution image to their phone for use at any visit.

10

Administration

Administrators have access to all modules and are responsible for system configuration, user management, and data integrity.

10.1 Managing User Accounts

1. Go to Django Admin at /admin/ and sign in with admin credentials
2. Under Accounts, click Users to add or edit staff accounts
3. Set the username, password, first name, and last name
4. Save the user, then open their Profile to assign their role
5. The assigned role determines what they can see and do in HMS

Departments

Manage hospital departments under Staff → Departments. Add departments with name, code, description, and department head. Departments are used to organise staff and appointments by specialty.

10.2 Security Best Practices

11

Troubleshooting & FAQ

Common issues and their resolutions. If your problem is not listed here, contact your system administrator.

Common Issues