Smart Soft HIMS Digital Clinic & Hospital

A floating Smart AI button sits on the HIMS after login. AI Guide answers how to book, apply a corporate panel rate, print a refraction card, design a visit tab, or find a Preferences setting. It uses SmartSoft’s own software knowledge — roles, modules, and hospital workflows — and never gives clinical treatment advice. Support mode starts as an assistant and can escalate to a human when the user asks to speak with a person. Peer chat lets colleagues message each other without leaving the application. The Guide knows the current server URL (each hospital has its own instance) and will not invent menus that are not enabled for that organisation. Branding is always SmartSoft AI Guide or SmartSoft Support Assistant — never a third-party vendor name.

1. Click the Smart AI floating button on any staff screen.
2. Choose AI Guide for “how do I…”, Support for problems, or Peer chat for colleagues.
3. Ask in plain language (role and org modules are already in context).
4. If you need a person: ask to speak to a human — Support escalates the thread.
5. Use the paths the Guide names (sidebar, global search, Preferences) to finish the task.

SmartSoft Medical Summary pulls prescriptions, refraction, diagnoses, findings, IOP, and advised or performed diagnostics and procedures from every visit into one concise HTML narrative. IOP charts and clinical-findings sections can appear in the result. The text is editable rich HTML, stored on the patient record (profile_html), and printable. Daily usage is capped per organisation (Organisation.ai_summary_daily_limit) and logged in AISummaryLog / TokenUsage so administrators can see who generated what. The patient must belong to the user’s organisation. This is a documentation aid — the clinician reviews and signs off before it is treated as the official summary. It is not a diagnosis engine.

1. Open the patient profile (or the visit header).
2. Click Generate AI Medical Summary.
3. The system extracts all visit data and drafts an editable rich-text result.
4. Edit wording if needed, then Save — stored on the patient record.
5. Print the history summary, or regenerate later when new visits exist.
6. Admins review usage and raise or lower the daily limit as policy requires.

On a VisitDiagnostic record, staff upload images in multiple slots (img_a through img_h), save the record so it has an ID, then run SmartSoft Vision Module Modal A or Modal B. The module checks that the files are medically relevant and rejects non-medical pictures. It can use up to five prior visit summaries as context, then returns a structured report for right, left, or both eyes with a conclusion and suggestions. Findings populate the report fields. Usage is logged for the organisation. Hospital API configuration is managed by SmartSoft / Org Admin. This assists reporting; it is not a stand-alone diagnosis. The clinician must review and sign off. Always brand as SmartSoft Vision Module / Modal A / Modal B.

1. Open the diagnostic record and upload study images (multiple slots).
2. Save the record first — an ID is required before analysis.
3. Select images and an optional prompt.
4. Click Analyse with SmartSoft Modal A or Modal B.
5. Vision Module validates medical relevance, then drafts laterality, conclusion, suggestions.
6. Review the populated report fields, edit, and sign off before print.

Hospitals that turn on the AI Visit module get an alternate consultation UI: the clinician can speak findings (“Say Hi Smart”), refine the dictation, and keep using autocomplete and prescription tools. Voice samples and refinement endpoints sit beside the standard print and Rx workflows so a busy OPD can document without typing every field. The visit is still a normal SmartSoft visit — refraction, form-builder values, and print pads remain available. Powered by the SmartSoft AI Visit module.

1. Org Admin enables AI Visit on the organisation.
2. Open the visit from the consultant list via the AI Visit path.
3. Dictate findings; refine the text if the draft needs cleanup.
4. Complete Rx, default exam blocks, and print as on a classic visit.

Consent groups hold HTML templates linked to procedure sub-types. Administrators can draft or refresh template language with SmartSoft Consent AI, then staff assign the form from the appointment charge, capture the signature, and print it. Saved consents are stored as HTML on AppointmentChargesConsentForm and appear on the patient profile and counseling screens. Templates are reused across branches once the consent group is linked on the procedure sub-type detail.

1. Create a Consent Form Group and add templates.
2. Optionally generate or refresh wording with Consent AI, then edit.
3. Link the group on the procedure sub-type.
4. When the procedure is booked, open Consent from the appointment charge.
5. Fill, sign, save HTML, and print. Review later on the patient profile.

The Visit Form Builder lets admins design rows, columns, and field types for each specialty tab. Form Builder AI turns a natural-language request into a starting layout (text, number, select, checkbox, laterality markers, remarks, separators). The same builder is used for OPD, diagnostic, and procedure visit types, with a separate print layout when needed. Clinical values auto-save to VisitFormValue and appear on print and discharge documents.

1. Enable Form Builder on a Page Sub Heading.
2. Open the builder for that main or sub heading.
3. Ask Form Builder AI to generate fields from a description, or draw them by hand.
4. Save the layout; clinicians then chart into those fields on the visit.

For a procedure sub-type, SmartSoft AI can propose a follow-up schedule (when the patient should return after cataract, retina, or other surgery). Staff review and adopt the suggestion into the hospital’s post-op instruction and booking practice. It is a planning aid, not an automatic appointment creator.

1. Open the procedure sub-type.
2. Generate a SmartSoft AI follow-up schedule.
3. Review suggested intervals against hospital protocol.
4. Keep or edit before counselors use it in planning.

Reception registers a patient with demographics, photo, CNIC, address, city/area, and country-aware mobile numbers (branch country drives the default country code). Patients can be linked as family, tagged with a corporate or insurance panel, and found later through extended search or global search (name, MR, mobile). Duplicate-patient lookup on booking reduces messy double MR files. The patient list can stay simple for busy counters or expand into a full admin dashboard. Quick patient edit is available from appointment and visit screens so staff do not leave the queue.

1. Search first (global search or booking lookup) to avoid a duplicate MR.
2. Create the patient: name, age/DOB, gender, phone (country + network + number), address.
3. Attach photo and CNIC if the hospital collects them.
4. Link family / relatives and assign a corporate panel when applicable.
5. Save — MR is generated. Book the appointment from the same flow.

Busy counters sometimes create a second MR for the same person. Merge moves visits, appointments, and related history onto the surviving record so refraction, billing, and panels do not split across two files. The right is scoped — not every receptionist can merge — because it is irreversible for operational purposes and must be done after a visual check of both charts.

1. Confirm both records are the same person (name, phone, CNIC, photo).
2. Open merge with the permissioned account.
3. Choose the surviving MR and complete the merge.
4. Re-open the surviving profile and confirm visits and charges landed correctly.

The patient profile is the longitudinal chart. Tabs cover demographics, visit history, SmartSoft Medical Summary, procedure consent forms, advised and performed services, and related documents. Clinicians jump from profile to a visit, print a history summary, or continue counseling without hunting across modules. Corporate panel membership is visible so front desk and counselors price correctly. The same profile is the identity optical shop and pharmacy use when they look up a hospital patient.

1. Open the patient from search, booking, or the visit.
2. Review demographics and panel on the Profile tab.
3. Open a past visit, generate or print the AI summary, or view consents.
4. Continue to counseling, diagnostic, or pharmacy from the same MR.

Patient-flow reports and the front-desk flow chart show waiting, in-process, and completed stages across the hospital day. Journey and tracking reports help find bottlenecks — long waits after check-in, incomplete counseling, or diagnostics that were advised but never performed. Compliance views support quality review of the full pathway. This is how leadership sees whether the paperless journey actually completes.

1. Reception uses the live flow chart during the shift.
2. Supervisors open journey / tracking reports for a date range.
3. Investigate advise-versus-performed gaps with counseling and OT.
4. Export or print compliance when accreditation or CEO review needs a file.

Each organisation can publish a public booking page where patients pick a doctor and slot. Requests land in the same appointment and booking-register workflow the front desk already uses, so staff confirm, convert, or reschedule without a second system. This is the hospital’s own page — not a third-party marketplace.

1. Admin publishes the booking slug and doctor timetable.
2. Patient opens the public booking page and chooses doctor + slot.
3. Request appears on the hospital booking register.
4. Reception confirms, converts to a charged appointment, or reschedules.

When the hospital enables the patient role, the same HIMS exposes patient-app APIs for appointments, prescriptions, refraction / glasses Rx, and visit feedback. The web login for patients is scoped so they cannot open staff URLs. The hospital record stays the source of truth for the mobile experience. Organisation-specific server URLs are used — there is no single global patient app host for every hospital.

1. Hospital enables patient-portal access for the organisation.
2. Patient signs in with the patient role (web or Flutter app).
3. View appointments, Rx, and glasses prescription; send visit feedback.
4. Staff continue to own booking, billing, and the clinical chart.

Screening supports outreach camps: create a screening organisation, maintain a person list, run repeat visits from an Excel upload (preview → run → report), and copy people who need hospital care into the main HMS patient register. The OPD, diagnostic, and surgery pathway then continues without re-typing names and phones from a paper camp list.

1. Create the screening organisation (camp / company / school).
2. Add or import the person list.
3. For a return camp: upload Excel → preview → run → read the report.
4. Promote screened persons who need care into the HMS patient register.
5. Book OPD / diagnostics on the new MR as usual.

The top-bar global search finds patients (and related visits / invoices) without opening a module first. A preview pane shows enough identity to pick the right MR when names collide. This is the fastest path from a phone call to the booking or the open visit.

1. Type MR, name, or mobile in the top bar.
2. Use the preview to confirm identity.
3. Open the patient, visit, or invoice in one click.

The booking register is the heart of the front desk. Staff search or create a patient, pick a consultant and shift from the induction timetable, set purpose and source, and save the reservation. Same-day walk-ins, future bookings, waiting lists, and cancellations live in one list. Duplicate-patient lookup and international phone fields reduce messy registrations. Booked services become AppointmentCharges that billing, counseling, consent, and clinical modules all read. Purpose, source, remarks, and family-link options are captured at booking so the day list is usable without opening the EMR.

1. Search the patient (or register) including duplicate lookup.
2. Pick doctor, shift (from induction), date/time, purpose, and source.
3. Save the reservation — charges can be added immediately or at check-in.
4. On arrival: check in, print token / MR card, hand the chart to refraction or consultant.
5. Cancel or reschedule from the same register when plans change.

Consultants are not free-text slots. An induction form holds visiting type, specialty, branch assignment, shift times, and shift-wise OPD charges. The booking screen only offers shifts that exist on that induction. Panel OPD rates can override private rates when the patient is on a corporate panel. Changing induction tomorrow changes what reception can book — no separate “calendar product”.

1. Create / edit the doctor induction (branches, days, shifts).
2. Attach shift OPD charges (private and, if needed, panel).
3. Reception books only those live shifts.
4. Monthly closing and performance reports use the same doctor identity.

Organisations that enable QMS print a token at check-in. A caller screen announces the next patient; tokens move through waiting, called, processed, or expired. Preferences control token layout and counters. Reception can generate the token while cashier collects payment in a separate mode — useful when the cash counter is physically apart from the booking desk.

1. Enable QMS and set token / counter preferences.
2. Check the patient in — token is generated and printed.
3. Caller screen calls the next token.
4. Staff mark processed (or the token expires if unused).

Digital Dice is the hospital’s self-service arrival path. A ticketing machine — or the Q Management print-token screen used as a kiosk — lets the patient pick a reservation type (and OPD area when configured) and print a token before anyone at reception types a name. The token is created without a patient record; reception later calls it, attaches the patient, and checks in. When Dice is on for the branch or the user’s OPD area, direct Add Patient / walk-in check-in is locked so the queue cannot be jumped. A second path is self-registration: the public patient portal creates the MR on the branch marked Self-Reg Default, so new patients do not need a clerk to open a file. The same QMS caller, stations, and waiting / called / processed / terminated states apply. Preferences include a Dice token report by date, OPD area, type, and status. A machine API issues tokens (optionally with patient demographics) so a physical dice or kiosk can sit in the lobby and feed the live queue.

1. Org Admin enables QMS. Turn on Digital Dice for the branch or selected OPD areas.
2. Optionally mark one branch as Self-Reg Default for portal registrations.
3. Patient uses the ticketing machine / Digital Dice: choose service type → print token.
4. Or a new patient self-registers on the public portal and is filed on that branch.
5. Reception calls the token on QMS, attaches or finds the patient, then checks in.
6. Review the Dice token report when tokens were issued but never processed.

Once a patient arrives, reception checks them in, prints an MR or PVC card (including barcode variants), and hands the chart to refraction or the consultant. Daily lists for OPD, advised diagnostics, and planned procedures keep each counter working from the same appointment. Payment slips and history reprints are available without opening the clinical visit. Check-in-required flags on some diagnostics stop the study from starting before arrival is recorded.

1. Patient arrives — find the booking and check in.
2. Print MR / PVC / token as the hospital prefers.
3. Route to refraction, consultant, diagnostic, or counselor from the day list.
4. Reprint payment slip from history if the patient lost the first copy.

Call-center admin and booking roles let a remote or phone team create reservations without cashier or clinical rights. Agents work from the same doctor timetable and patient search, so confirmed calls appear instantly on the hospital booking register. Default call-center menus exist so hospitals do not have to invent a sidebar from scratch.

1. Assign call-center role + menu group to the agent.
2. Agent searches / registers and books a live shift.
3. Hospital reception sees the booking immediately.
4. Arrival, token, and cash stay with on-site staff.

The ophthalmology refraction path is built into the visit, not a side spreadsheet. Default blocks cover old glasses, auto refraction, optional cyclo auto-refraction, then final refraction with sphere, cylinder, axis, BCVA, add, and IPD. A side panel keeps the running summary in view while the clinician works other tabs. Staff print a refraction card or PVC. Every change is stored in a refraction audit trail. The same Rx feeds the optical shop sale order so frames and lenses are cut from the clinical record. Dedicated refraction reports exist for supervisors.

1. Open the visit and complete Old Glasses if the patient wears spectacles.
2. Enter Auto Refraction (and Cyclo when indicated).
3. Record Final Refraction: sph / cyl / axis / BCVA / add / IPD.
4. Use the side-panel summary; print the refraction card or PVC if needed.
5. Optical shop later looks up this visit Rx on the sale order.

Each visit is a structured EMR. Page main headings become tabs (history, anterior segment, posterior segment, and so on) with sub-headings for field groups. Classic mode uses repeatable rows and organisation value-list autocomplete; Form Builder mode stores designed fields in VisitFormValue. Default blocks cover VA, IOP, gonioscopy, keratometry, optic disc, anterior chamber, lens, and related ophthalmic exams. Hospitals choose a single scrolling visit page or the legacy one-heading-at-a-time style. Classic sub-headings support max rows, default text (“Normal”), duration toggles, and collapse. Values accumulate in organisation value lists for smarter suggest next time.

1. Admin designs tabs and field groups per specialty (or uses defaults).
2. Clinician opens today’s visit from the appointment list.
3. Document history and exam blocks (classic rows or form-builder fields).
4. Values auto-save; print the visit pad when the consultation ends.

Not every hospital wants the same consultation screen. New style shows all tabs on one scrollable page; legacy OS style opens one main heading at a time (familiar to long-time users). Printing Visit preferences control what appears on the prescription / visit pad (logo, Rx block, findings). PVC, barcode, and thermal variants exist for cards. The clinical data is the same either way — only the chrome changes.

1. Set visit design (new vs legacy) in Preferences / user preference.
2. Design the print pad under Printing Visit.
3. Clinicians work in their chosen UI; print uses the pad layout.

Consultants open their appointment list, start or continue a visit, prescribe, and advise diagnostics or procedures. Doctor performance analytics show OPD volume, advise versus performed, self-surgery, referral surgery (advised by this doctor, done by another), and pool surgery (this doctor operates another’s referral). Monthly closing and OT service views support how consultants are paid and reviewed. Induction forms hold the timetable, OPD charges, and branch assignment the front desk uses.

1. Open today’s consultant list and start the visit.
2. Document, prescribe, advise diagnostics / procedures.
3. Counseling and billing pick up those advises.
4. Leadership reviews performance and monthly closing from the same doctor identity.

The Rx tab searches the hospital medicine list, sets dosage, duration, laterality (for-organ), and tapering (PrescriptionTapring), and can copy from a prior visit or a template. Print layout follows Printing Visit preferences. Organisations can restrict Rx to pharmacy-stocked items. When pharmacy is enabled, the prescription becomes a pending indent so the hospital pharmacy dispenses from stock instead of a paper slip. Uncollected prescriptions remain visible.

1. Open the Rx tab on the visit.
2. Search medicines, set dose / duration / laterality / tapering.
3. Use a template or copy the last visit if appropriate.
4. Print the pad. Pharmacy sees a pending indent and dispenses to stock.

Administrators create page main headings and sub-headings per specialty, then either attach classic customisable fields or enable Form Builder. Fields include text, number, select, checkbox, date, labels, separators, side markers, and remarks. Values auto-save during the consultation and appear on print and discharge documents. The same pattern extends to diagnostic and procedure performance forms so OCT sheets and OT notes are not hard-coded for one hospital.

1. Create main headings (tabs) and sub-headings (groups) for the specialty.
2. Attach default blocks (refraction, VA, IOP) or enable Form Builder.
3. Design fields (or generate them with Form Builder AI).
4. Clinicians chart; values persist on the visit and on print.

Diagnostics are organised as main type and sub-type (OCT, biometry, visual fields, and so on). Consultants advise tests from the visit; counseling can confirm them; reception or diagnostic staff book the AppointmentCharge and perform the study. Branch-wise charges, incentive groups, and check-in-required flags keep money and workflow aligned. Form Builder can define the performance sheet for each sub-type. Target screens exist for branch diagnostic volume.

1. Admin maintains main / sub-type catalog and branch charges.
2. Consultant advises the test on the visit.
3. Counselor confirms (especially corporate / panel).
4. Charge is booked; patient checks in if required.
5. Diagnostic staff perform, report, and print.

Each performed diagnostic holds report fields and image slots. Staff upload machine captures, write or paste findings, print the report, and — when enabled — run SmartSoft Vision Module analysis to draft laterality-aware comments. Structured prints such as biometry / IOL calculation sheets are available from the same diagnostic visit. Image tools (drawing, HTML view, thumbnail regeneration) support how hospitals archive and show studies on the chart.

1. Open the performed diagnostic and upload images.
2. Save, then write the report or run Vision Module (Modal A/B).
3. Review, edit, and print (including biometry / IOL sheets when relevant).
4. Images remain on the visit for later clinicians.

Smart Diagnostics is a separate worklist for selected diagnostic families — useful when a department needs its own reservation list, print format, and branch-wise charges without mixing them into the general diagnostic counter. Patients still share the same MR; only the queue and stationery differ.

1. Configure smart diagnostic main types and charges.
2. Book onto the smart-diagnostics reservation list.
3. Perform and print with that department’s format.

Procedures are configured as main headings and sub-types with branch-wise charges, consent groups, post-op instruction groups, and optional Form Builder performance sheets. Staff book the procedure on the appointment, counsel the patient, capture consent, then perform and document the case. IOL calculation for selected patients, conditional checklists, and discharge-letter templates support cataract and other ophthalmic surgery. Incentive groups can be attached. Outsider procedure sheets cover visiting surgeons.

1. Admin maintains catalog, charges, consent group, post-op group, checklist.
2. Consultant advises; counselor confirms and quotes.
3. Charge is booked; consent is signed from the charge.
4. OT performs and completes the performance sheet / IOL / checklist.
5. Discharge letter and post-op instructions print from the same case.

OT admin and OT staff work from planned-procedure lists (including reception-facing views). Incentive groups can be attached to procedure types. Anesthesia and laser roles exist alongside standard OT so each theatre team sees the right list. Fitness / pre-op counseling can sit in front of the list when the hospital uses that pathway.

1. Counselor confirms the plan — it appears on today’s OT list.
2. Reception sees the planned list for arrivals.
3. OT / laser / anesthesia complete their part of the case.
4. Incentives and closing use the performed record.

When a procedure sub-type has a consent group, a Consent Form button appears on the charge. Staff open the assignment screen, complete and sign the form, and store the HTML on the booking. Print and later review happen from the appointment or the patient profile. Templates can be drafted with Consent AI and reused across branches. This is the paperless replacement for a drawer of signed photocopies.

1. Book the procedure charge (sub-type must have a consent group).
2. Open Consent Form from the charge.
3. Fill, sign, save HTML.
4. Print for the patient if needed; reopen from the profile later.

Post-op instruction groups are linked to procedure types so the patient leaves with the correct drops and precautions — not a generic sheet. Discharge-letter templates (including defaults) can be printed from the case. Copy tools exist so a new branch does not rebuild every group from scratch.

1. Attach a post-op instruction group to the procedure sub-type.
2. After the case, print instructions for the patient.
3. Generate the discharge letter from the template when the stay or day-care ends.

After a consultant advises surgery or investigations, counselors work a dedicated desk: tentative versus confirmed plans, quotations, doctor-allowed panels and procedures, and daily planned lists. Corporate patients can be marked Panel Approved when the panel uses its own rate list. Confirmation is the gate before scheduling and billing proceed. Counselor preference tables limit which panels, doctors, procedures, and diagnostics each counselor may handle.

1. Advised items appear from the visit.
2. Counselor builds a tentative plan and quotation.
3. For corporates: mark Panel Approved and generate letters if needed.
4. Confirm — items become schedulable and billable.
5. Reception / OT see the planned list.

The patient-counseling workspace is the newer planning screen: multiple plans, corporate panel badges, approval letters, and a confirm-all action for a day’s work. Performance analytics show counselor conversion. Approval requests and advise letters support insurance and corporate patients who need paperwork before OT. Patient panel approvals stay on the record for claims later.

1. Open the counseling workspace for the patient.
2. Build or adjust plans; see corporate badges and rates.
3. Generate approval / advise letters when the panel requires them.
4. Confirm one plan or confirm-all for the session.
5. Review counselor performance analytics.

The LIMS dashboard is the home screen for laboratory staff. It presents today’s key performance indicators (orders placed, pending collection, samples in process, awaiting pathologist verification, reports dispatched, and critical result alerts). Charts show 14-day order trends, pipeline mix, top services, and result flags. A sample pipeline chart shows how work is distributed across lifecycle stages. Quick launchers open the most common workflows in one click for invoice creation, sample collection, inventory, report design, and verification queues.

Search & Track lets reception, phlebotomy, and pathologists locate a case by patient name, MR number, order number, barcode, sample ID, or report number. Selecting a result opens a journey panel that shows current status plus a chronological timeline (order created → samples collected → results entered → verified → dispatched). In a multi-lab network the journey also reflects send / receive between Collection Center and Main Lab. This reduces “where is my report?” calls and helps supervisors spot bottlenecks. The same search widget appears on the dashboard for fast access.

Labs and Collection Centers are first-class tables under each hospital Branch (siblings—not Collection Centers under a Main Lab). Each Lab / Collection Center keeps a linked site_branch for Account login and LIMS branch_text_id scoping. Organisation flag “LIMS Rates Branch-wise” (default ON) keeps walk-in and panel rates per hospital Branch; when OFF, ServiceBranchCharge and corporate panel rates key off Lab / Collection Center sites, and Lab Receptionists price from their assigned site. Preferences → Branch List creates Lab or CollectionCenter rows (with auto site_branch) and sets each Collection Center’s default_performing_lab. Lab Site Services shows the same sibling tree using site_branch ids for Services. Orders stamp collection and performing sites at accession so samples collected at a Collection Center are processed and reported at the chosen Lab.

When collection and performing sites differ, walk-in collection stays at Collected until staff Send to Main Lab (dispatch + SampleTransfer record with timestamps, notes, and temperature notes). Main Lab inbound queue receives transfers, then continues the existing receive → in process → results → report path. Sender tracking lists outbound transfers with sent/received status. Queues are role-aware: Collection Centers see their own collection samples and outbound transfers; Labs see performing samples and inbound; org-wide viewers see all.

Lab Site Services uses a network map built from Lab and CollectionCenter tables: Organisation → Branch → Labs group and Collection Centers group (siblings). Each node’s Services link uses the site_branch id. For each site, admins enable services and set Can Collect / Order and Can Perform. Outsource and B2B partner panels hang under each Lab. Collection Center New Invoice only lists tests enabled for that site and routes processing to the default performing Lab. Labs keep their perform set for processing and reporting. New lab sites seed ServiceBranchCharge rows automatically when created.

Phlebotomy and accession staff work from Sample Collection queues filtered by status (pending collection, in process, etc.) and scoped to their lab site when multi-lab roles are in use. Each pending sample shows specimen, walk-in/home and cold-chain flags, and a How to collect button that opens catalog-driven guidance (tube, volume, patient prep, collection steps). Confirm Collect uses a checklist (identity, specimen, label, cold chain, prep when required). Collecting records who collected and when, assigns barcodes, and advances the order. At the performing lab, walk-in collection also marks Received at Lab; at a Collection Center, samples stay Collected until Send to Main Lab. Home samples can be assigned to a Lab Sample Collector. Find-by-scan / camera and tube label print support the bench workflow: labels encode the same sample_barcode as QR and Code128 so analyzers and the Instrument Agent can query the worklist after scan.

Accounts marked Lab Sample Collector land on a dedicated collector dashboard with no full LIMS menu—only home-collection samples assigned to them. Lab Admin / Assistant assign collectors from the Sample Collection worklist. Collectors collect and dispatch assigned home samples; they cannot manage rates, catalog, or inventory. Users stay locked to their branch (Collection Center or Lab).

Where enabled, home collection bookings capture patient requests for outdoor phlebotomy, preferred slots, and status through completion. Lab Admin / Assistant assign a Lab Sample Collector; collectors work from their focused dashboard. Dashboard metrics for open home bookings help supervisors allocate collectors and reduce missed visits.

The Services module manages which investigations your organisation offers. A global master catalog provides standardised tests with parameters, reference ranges, sample collection detail (tube, volume, patient prep, collection instructions), and perform-test instructions for technologists. Organisations install selected services as independent copies—collection and perform notes copy with the install—then edit local charges, parameters, and instructions without affecting other sites. Browse & Install includes search by code, name, specimen, or container. You can create custom services, toggle activation, update prices, manage branch charges, and open Lab Site Services to assign collect/perform rights. Branch charges also carry optional partial-advance flags (allow partial + minimum percent). Smart AI can suggest new services or updates (including collection and perform instructions) to the global catalog for review before apply.

Every catalog service can store sample collection detail (specimen, temperature, container/tube, volume, patient preparation, collection instructions) and perform-test instructions (analyzer / method steps, controls, critical-value checks). Global definitions enrich the builtin master pack and Smart AI seeder; install copies them into the organisation catalog. Staff edit them in the service detail modal (same pattern as parameters / reference ranges). On Sample Collection, a How to collect button opens a guidance modal with flags, tube/volume, and step list. On Result Entry, perform instructions appear as a banner above each test’s parameters so technologists see method notes while entering values.

Staff create a new laboratory order (invoice) against a patient, select tests from the organisation’s activated service catalog, and capture referring / reference doctor details. Pricing respects organisation charges and price tiers. At Collection Centers, only site-enabled services appear and the order is routed to the default performing Lab under the hospital Branch sibling network. Payments can be recorded (full or partial advance when enabled) and a separate bill/receipt print is available (distinct from the clinical result report). Order detail shows items, samples, results, balances, patient history, and actions to continue the workflow.

Catalog services can allow partial advance with a minimum percent (global Test defaults, overridable on Service Branch Charges). On LIMS appointment / invoice collection, staff open the payment screen with lims_partial mode: cash is seeded at the calculated minimum advance, credit-card and online slips can be applied to a chosen service line, and the UI shows planned collection vs balance left after the plan. Proceed posts payments against order lines; remaining balance stays due. Report print and public QR authenticity views respect payment gates so unpaid or under-advanced work is not released as a final patient report until policy is met. Full payment remains available for services that do not allow partial advance.

SmartSoft exposes secure instrument APIs for the local Lab Bridge agent that sits on the lab LAN next to analyzers. When a machine scans the tube barcode (the same sample_barcode printed at collection), the agent calls the Query API and returns only mapped tests/parameters for that instrument. After the run, the agent posts results (JSON, ASTM, or HL7). Ingest is idempotent by instrument + barcode + run_id, stores raw frames in InstrumentMessage, maps analyzer codes to TestParameter, and writes LabResult rows as Entered / pending verify. Pathologists still verify in the existing UI; payment and QR report rules are unchanged. Analyzers are never exposed on the public internet—the agent bridges ASTM/HL7/serial/TCP to HTTPS.

LIMS → Instruments maintains each analyzer (code, name, protocol ASTM/HL7/JSON, host/port hints, active flag) with a hashed API key for the agent. Per-instrument InstrumentTestMap rows link machine assay codes (HGB, WBC, …) to LIMS parameters and optional Test FK. Seed Pilot CBC creates PILOT-CBC-1 with hematology maps for demos. Message log shows recent query/inbound success and failures. Preference groups control Instruments nav visibility like other LIMS modules.

From LIMS → Instruments (or the dashboard shortcut), admins download SmartSoft_Lab_Bridge.zip containing the Python agent, start scripts, and OPEN_ME.html—a five-step visual guide (how it works map, hospital link, machine ports, save config, test). Open setup wizard inside SmartSoft is recommended for hospital-link tests (browsers block file://). On the lab PC, open_wizard.bat starts a tiny local page server; start_windows.bat / start_mac_linux.sh run the bridge with disk spool/retry if the cloud is briefly down. Listeners include JSON practice, ASTM TCP, and HL7 MLLP. The agent is a protocol bridge only—not a second LIMS.

Order detail and result entry include Patient LIMS History—prior orders, results, and parameter trends for the same patient. Result entry can show prior values beside current rows; print reports can surface relevant history. Combined with Smart AI interpretation, prior labs and visit clinical context improve continuity of care without leaving the current order.

After results are entered in LIMS, SmartSoft Lab AI can draft an interpretation using the current report, previous laboratory history, the patient’s medical summary, and related procedure or diagnostic findings. Pathologists and lab doctors still verify and dispatch the official report. Report print and public QR authenticity can be gated on payment rules. This shortens turnaround on narrative comments without replacing professional sign-off. See the Laboratory section for the full LIMS training catalog (dashboard, collection, analyzer bridge, QR reports, inventory, outsource, B2B).

1. Enter or receive results on the LIMS order.
2. Request SmartSoft Lab AI interpretation.
3. Review the draft against current and prior results.
4. Verify, then dispatch / print the official report (QR optional).

On the order detail Pathologist Verification panel, Smart AI can draft a concise clinical interpretation from current lab results, prior LIMS history for the same patient, and medical-record context from visits (diagnoses, medications), procedure advise, diagnostic advise, and critical diseases. Pathologists review, edit (bold / highlight), and save before printing. This accelerates report turnaround while keeping a human in the loop—AI never replaces final clinical responsibility.

Services Analytics summarises utilisation of laboratory investigations—volume and value trends that help lab managers decide staffing, reagent stocking, and pricing. Use it alongside inventory and purchase modules to align supply with demand for high-volume panels such as CBC, LFT, and HbA1c.

Technologists enter results against each test parameter with units and reference ranges—manually or after analyzer ingest (instrument-filled rows still require human verify). For each ordered test, perform-test instructions from the catalog appear as a banner above the parameter rows (analyzer steps, controls, critical checks). Flags highlight low, high, and critical values. Prior patient values and history are available during entry. Pathologists use Verify & Print queues to review, e-sign / verify, and release reports. Dual responsibility (entered by / verified by) supports clinical governance. Once verified—and payment gates are satisfied—reports can be printed and patients or doctors can confirm authenticity via QR online verification. Processing typically occurs at the performing Lab after inbound receive.

Each organisation designs its clinical report look from a global gallery of 50+ layout templates (classic, centered, banner, certificate border, compact, specialty, formal, and more). Branding controls include lab title, tagline, address, phone, accreditation text, colour palette, typography (font, sizes, alignment, bold/uppercase), logo upload or URL, QR placement, and page margins. A live preview updates as you edit. Saved designs apply automatically to all subsequent report prints and influence public verification branding.

Printed reports use the organisation’s report design theme and include patient demographics, ordered investigations, result tables with flags, optional interpretation, and signature blocks. A QR code links to a public verification page (no login) that confirms whether the report token is valid and whether results are verified or still preliminary. When partial-advance / payment gates apply, print and public result display wait until the order meets collection policy—protecting revenue without changing clinical verify workflow. This strengthens trust for patients and external doctors receiving paper or PDF copies.

The Inventory module maintains laboratory products (reagents, kits, consumables) with average cost, reorder levels, and organisation totals. Stock is also held per lab site (Inventory Location Stock): purchase, receive, adjust, and test consumption post to the current user’s laboratory branch. Org-level current stock remains the sum of locations for dashboards. A global product catalog can be installed; Smart AI can propose products. Test–inventory recipes drive consumption. Expiry alerts and stock reports (filterable by lab site) support quality control.

When Collection Centers and Main Labs share an organisation, stock must move with the same control as samples. Lab Stock Transfer vouchers (Inventory → Stock Transfer, also Stock Xfer on the LIMS nav) let Lab Admin / entitled roles create a draft with one or more product lines, Dispatch to decrement location stock at the from-site (TRANSFER_OUT ledger + narration), then Receive at the destination (TRANSFER_IN). Cancel reverses an in-flight dispatch so quantities are not lost. Typical flow is Main Lab replenishing Collection Centers; returns to Main are also supported. List and detail screens show status, timestamps, and who dispatched / received for audit.

When samples are collected, Test–Inventory recipes can queue pending consumable lines without deducting stock yet. Consumption Closing builds a daily draft cart from those suggestions; staff edit quantities, then Post to create CONSUMPTION ledger rows and reduce location stock. Manual consumption invoices cover Misc / Misuse, Non-test, and Wastage types outside the daily closing path. Printable consumption invoices support supervisory review and finance handoff.

Purchasing covers raising purchase orders, recording purchases / GRN against suppliers, purchase returns, and supplier payments with printable documents. Goods receipt increases stock at the receiving lab site location while updating organisation totals and supplier payables—keeping the laboratory supply chain auditable for finance and accreditation visits.

Not every assay is performed in-house. Mark catalog services as In-house or Outsource and optionally set a default partner lab. Maintain Outsource Labs (code, contact, address, balance) under OS Labs, each with a cost rate list (what the partner claims from you per test). After collection, staff open Outsource Dispatch and send the sample to a partner. Samples and order items are flagged as outsourced so dashboards and trackers stay accurate. Final acceptance posts an OutsourceLabLedger charge; with advanced accounting, a Chart of Accounts journal is also created (Dr Laboratory Outsource Expense, Cr Payable). Payments against partners reduce the payable balance.

Each Outsource Lab can be linked to a portal Account (access level Outsource Lab). Partner users land on a focused portal—no full hospital menu—showing inbound dispatches assigned to their lab. They acknowledge receipt, enter / attach results, and finalize. Sending laboratories can alternatively upload an external PDF report and Accept on the dispatch list. Cancelled dispatches are excluded from payable posting. This keeps send-out TAT visible to both sides without sharing the full LIMS catalog or patient registration screens.

OS Tracker reports cover pending, dispatched, with-partner, accepted, and cancelled volumes for daily, weekly, monthly, or custom date ranges, filterable by partner lab, with CSV export for finance. Partner detail shows recent ledger rows and a payment form to record amounts paid against payable balance. Dashboard quick links (Outsource, OS Labs, OS Tracker) keep send-out operations one click from the laboratory home screen.

B2B is the reverse of Outsource: other laboratories send untested samples to your lab for performance. Maintain B2B Clients with specialised rate lists (what each client pays you — rates may differ per client). Staff accept inbound submissions into normal LabOrders, process results, and dispatch reports. Receivable ledger charges post on accept; payments received reduce client balance.

Each B2B Client can be linked to a portal Account (access level B2B Client). Partners land on a focused portal—no full hospital menu—where they submit patient demographics, specimen notes, and selected tests from your catalog. They track status (Submitted → In lab → Reported) and open dispatched clinical reports when your lab finishes. Portal-only users cannot manage rates, inventory, or other modules.

LIMS roles control setup vs operations. Lab Admin manages rates, services, inventory, stock transfers, outsource partners, B2B clients, Lab Site Services (which site collects / performs each test), and Instruments (analyzer registry, API keys, Lab Bridge setup pack). Preference groups can show/hide Instruments like other nav modules. Lab Assistant runs day-to-day orders and collection; Lab Sample Collector is locked to assigned home collections. Outsource Lab accounts use the partner portal only; B2B Client accounts use the inbound submit/report portal only. Stock transfers and lab-site responsibility preferences: Lab Admin always; on single-branch organisations Hospital Admin and Staff may also; on multi-branch organisations Org Admin and Staff may also.

LIMS records carry organisation and branch identifiers aligned with SmartSoft’s hospital platform. Catalog installs, report designs, inventory (including location stock), sample transfers, and orders are scoped per organisation so labs sharing the same deployment do not see each other’s patients or stock. Within an org, each hospital Branch can own multiple Lab and CollectionCenter records as siblings. Global catalogs remain shared templates that each org copies when installing services or products (including collection and perform instructions).

The Pharmacy dashboard is the home screen for pharmacists and store supervisors. It summarises today’s sales and purchase counts and amounts, products currently in stock, low-stock signals, and OT procedure charge activity. Quick actions open sales lists, purchase lists, income statement, and OT charge invoices so shift staff can move from overview to action without hunting through menus.

The catalog organises medicines and consumables as Company (manufacturer) → Group → Product → Batch. Staff maintain trade and purchase prices, packaging, and prescribed dosage hints. Utilities support merging duplicate products, switching company or group, copying catalog segments between warehouses, and importing products from Excel. Product and batch ledgers provide a full movement history for audits and recalls.

Pharmacy supports multiple warehouses (main store, OT store, satellite counters) with optional rack locations for physical picking. Mark a warehouse as head office, map which manufacturing companies stock in which warehouse, and print warehouse stock reports including batch-wise quantities. Authorised users can be limited to specific warehouses for safer operations across a hospital campus.

The sales screen is the primary POS for walk-in and hospital-linked dispensing. Pharmacists add products to a cart (including QR/barcode scan), apply discounts, choose cash or credit settlement, and print or reprint invoices. Sales return invoices reverse dispensed stock cleanly. Extended sale reports and customer invoice history support helpdesk queries and finance reconciliation.

Pharmacy integrates with hospital patient flows: scan or search admissions and OPD patients to raise patient-linked sales, and record OT procedure charge invoices tied to theatre activity. This keeps clinical consumption billable and traceable to the visit or admission while updating warehouse stock in the same transaction.

Purchase invoices capture supplier deliveries with batch numbers, expiry dates, trade/purchase rates, and optional bonus quantities. Goods increase warehouse stock immediately. Purchase returns send stock back to suppliers with printable vouchers. Batch QR labels can be printed at goods receipt for later POS scanning.

Purchase orders formalise what you intend to buy before stock arrives. Create POs against suppliers, use auto-suggest helpers for reorder needs, print the order, and later receive the PO into a purchase invoice so ordered quantities convert into real batches and warehouse stock with an auditable trail.

When OT stores, satellite pharmacies, or wards need stock from the main store, stock transfer invoices move batches between warehouses. Cart-based entry, printed transfer documents, and a transfer invoice list keep multi-location inventory balanced without informal “borrowing” that breaks ledgers.

Stock adjustment vouchers let authorised staff increase or decrease batch quantities with a reason—damage, expiry write-off, or count variance. Adjustments are vouchered like finance journals so inventory and accounts stay reconciliable after physical audits.

Expiry intimation screens and expired stock reports highlight batches approaching or past their expiry date. Pharmacists can quarantine, return to supplier, or write off stock before it is dispensed—supporting patient safety and reducing financial loss from dead inventory.

Operating theatre teams raise indents (optionally from reusable templates). Pharmacy fulfils pending indents into sales, then can send invoice summaries to OPD / ward billing with receive confirmation. This closes the loop between clinical demand in OT and pharmacy stock plus hospital billing.

Maintain supplier profiles and branch mappings, then review the supplier ledger for purchases, returns, and payments. Record payments to suppliers, supplier discounts, and journal voucher adjustments so accounts payable stays aligned with inventory procurement.

Pharmacy accounts track cash and bank movement tied to pharmacy operations: receipts from sales collections, payments to suppliers or expenses, pharmacy bank account master, and bank-to-bank transfer vouchers. This keeps the pharmacy cashbook usable even when corporate finance runs a separate ledger.

Managers drill from pharmacy income statement into invoice line detail, review profit & loss, and inspect daily sales/purchase cash reports. Stock prints by warehouse or company, sale-stock comparisons, and expiry reports give a full picture for month-end and accreditation or ownership reviews.

Pharmacy records carry organisation and branch identifiers aligned with SmartSoft’s hospital platform. Products, warehouses, invoices, and ledgers are scoped per organisation so hospitals sharing one deployment do not see each other’s stock or sales. Optional warehouse-to-warehouse data import helps migrate or clone catalogues when opening a new store.

The Optico dashboard is the home screen for optical shop staff and supervisors. It summarises today’s sale orders, deliveries, pending work, and revenue, with lifetime counters and trend charts. Low-stock signals and quick actions (new order, purchase, items, suppliers) help the team move from overview to action without hunting through menus.

Each Optico shop is a separate store location with its own address and branch context. Authorise users to specific shops, assign which item brands each shop carries, and transfer stock between shops. This supports hospital campuses and retail chains that share one SmartSoft deployment without mixing inventories.

When opening a new Optico location, guided import steps can copy print settings, brands, items, vendors, and historical transactions from an existing shop. This shortens go-live time for additional branches on the same SmartSoft platform.

Items are organised as Brand → Group → Sub-Group (for example Brand → Frames → Metal). Merge and maintenance utilities keep duplicates under control. Per-shop sale and purchase prices are tracked with a price history log so retail and costing stay auditable when rates change.

Optico items represent frames, lenses, contact lenses, and accessories with optical attributes such as power, model, and size/packing. Item types classify the assortment. Quantity buckets track stock in process, on sale order, and on hand. Existing QR codes can be stored for scanning at purchase and POS.

Define racks inside each optical shop and assign items to locations so staff can find frames and lenses quickly during order fulfilment. Combined with stock reports and item ledgers, racks support tidy showroom and store-room operations.

When one branch runs short of a frame model or lens power, stock transfer moves quantities between Optico shops with documented vouchers. Transfers update ledgers so multi-location optical chains stay balanced without informal borrowing.

Raise purchase demands and purchase orders against vendors, then receive stock via purchase invoices (from a PO or without an order). Purchase returns reverse goods to suppliers. QR labels can be printed from purchase documents so new frames and lenses are scan-ready for sales.

Maintain optical vendors and review the vendor ledger for purchases, returns, and settlements. Record payments to vendors and receipts so accounts payable stays aligned with inventory procurement for frames, lenses, and accessories.

Sale orders capture spectacle or contact jobs from booking through lab work and customer delivery. Statuses include in process, ready, deliver, and cancel. Advance payments and promised delivery dates keep customers informed. Staff queues (“my sale orders”) focus technicians on work currently in process.

Find patients from the SmartSoft patient master and attach them to optical sale orders and invoices. Customers are marked for optical follow-up, and refraction history flows from clinical visits. This keeps retail optical work connected to the same patient journey as OPD and surgery.

Sale invoices provide counter billing for ready stock or completed orders. Staff use cart-based entry, optional QR scan mode, discounts, and payment collection. Multiple active carts support overlapping customers. Invoices can originate from a sale order so lab jobs convert cleanly into final bills.

Sale return invoices reverse dispensed or sold items against the original sale, restoring stock where appropriate and supporting refunds to the client. This keeps inventory and cash reconciled when frames or lenses are exchanged.

Refraction carts on sale orders and invoices record right/left sphere, cylinder, axis, near/add powers, IPD, and clinical notes (plano, foggy, narration). When a patient is selected, Optico can pull the latest refraction from the hospital visit module so optical staff start from the ophthalmologist’s prescription.

Print QR labels from items or purchase invoices with configurable label size. Print settings control what appears on sale invoices—logo, refraction block, group/sub-group lines, customer info, and borders—so each shop can match its branded paper stationery.

Managers review stock reports (including expandable movement detail), sale and sale-order reports, purchase and purchase-order reports, and sale-stock comparisons. Printable outputs support month-end, ownership reviews, and assortment planning for frames and lenses.

Each appointment carries AppointmentCharges — OPD consultation, diagnostics, procedures, LIMS tests, and add-ons. Lines link to assignedShiftOPDCharges, procedureSubType, diagnosticSubType, or lims_test. Those rows drive cashier collection, discounts, consent buttons, counselor confirmation, and corporate claim splits. Service type codes stay consistent: O=OPD, D=Diagnostic, P=Procedure, L=Lab. Payment slips and daily cash views stay tied to the same charge rows the clinical modules created.

1. Book the appointment and add charge lines (or add at check-in).
2. Apply discount if policy allows (or raise a Discount Request).
3. Collect payment (or mark for corporate claim).
4. Consent / perform / pharmacy indent all read these same lines.

Before a charge hits an appointment it lives in the Charges catalog: general OPD prices, doctor-shift prices from induction, branch-wise OPD, and panel rate lists. Diagnostic and procedure sub-types have their own branch-wise charge screens. This is how a hospital keeps private, corporate, and visiting-consultant prices from colliding. Add-on services sit on the same catalog.

1. Maintain general and shift-wise OPD prices.
2. Set branch-wise diagnostic and procedure rates.
3. Build panel rate lists for corporates (Excel import supported).
4. Booking then picks the correct rate automatically.

Corporate and insurance patients use Panel rates instead of walk-in prices. Admins create panels under a patient type, build rate lists (OPD, diagnostic, procedure, LIMS, add-ons — Excel import supported), and send the list through an objection / approve flow. Registering the patient on the panel applies those rates automatically. Counselors mark Panel Approved items, generate approval or advise letters, then claims and panel ledgers track what the company owes versus what the patient pays. A corporate manager dashboard and claimable-charges report close the month. Counselors can be restricted to allowed panels and doctors.

1. Create the Panel under patient type (Corporate / Insurance).
2. Build PanelRateList (OPD / D / P / LIMS / add-ons); submit for approval.
3. Register the patient on the panel — bookings use panel rates.
4. Counselor marks Panel Approved and generates letters if required.
5. Perform services; split claimable vs patient-payable; post claims and review the ledger.

Instead of a single personal discount percentage, branches can use operational discount groups: named steps with percent limits per service type (O/D/P/L), assigned approvers, and optional specialty scope. Front desk requests a discount; if it is within the user’s step it may apply immediately, otherwise a Discount Request is routed. Approvers see a pending list. Branch flags still allow direct discount or refund where policy permits (is_opd_direct_discount and siblings). Legacy Hierarchy personal % can still exist beside this model.

1. Create an OperationalDiscountGroup for the branch.
2. Add steps: name, priority, % limits, assigned users, optional specialties.
3. Reception requests % or amount on a charge.
4. Auto-apply if within the user’s step; otherwise wait for approver.
5. Approver accepts or rejects; amount_approved updates the charge.

Day-to-day hospital money lives in the operational account module: receipts, payments, expense vouchers, bank accounts, bank-to-bank transfers, daily cash flow, doctor payment vouchers, and IPD accounts. Cashiers, treasurers, and finance heads each have a dashboard. Cash-shortage approval and pending bank-to-bank locks keep the till honest at close of day. This is not the GL — see General Ledger when advanced accounting is on. It is also not /Account/ user administration.

1. Cashiers collect against appointment charges and post receipts.
2. Payments go out for expenses, refunds, and doctor shares.
3. Treasurer reviews daily cash flow and shortages.
4. Finance head uses the summary dashboard; export detail when needed.

Payment method is a first-class hospital module, not a remark on the receipt. The cashier takes cash, credit card, or online against the same appointment, pharmacy, or optical charge. Each method is a bank account type: cash in hand, a credit-card clearing account, or an online / wallet account. The receipt records the method and posts a debit/credit line to that account’s Bank Ledger — so the till, the card batch, and the online settlement never share one pot. Split payments are allowed (part cash, part card). Daily cash flow and the cash summary report separate cash, card, and online totals. Bank-to-bank vouchers move money between accounts (for example card settlement into the main bank). Petty-cash and adjustment accounts stay out of patient collection. This is the operational ledger, not the general ledger chart of accounts.

1. Finance sets up bank accounts and marks each as cash, credit card, or online.
2. Cashier collects against the charge and chooses Cash, Credit Card, or Online (or a split).
3. The receipt posts to that account’s Bank Ledger.
4. Daily cash flow shows cash, card, and online in separate columns.
5. Treasurer settles card / online into the main bank with a bank-to-bank voucher.

Doctor share is a full policy-to-payout cycle, not a single percentage on the doctor card. OPD incentive groups set a percentage or a fixed value per specialty purpose and patient type (private vs panel). Procedure, diagnostic, and LIMS groups go further: self-performing, referral, pool, hospital share, and optional incentive-after-cost. Those groups attach to the doctor’s induction shift, so two consultants on the same specialty can have different policies. Finance (or front desk) runs a date-range calculation for a doctor and branch. Each paid appointment charge becomes a line (OPD / procedure / diagnostic / LIMS) with doctor share, hospital share, and revenue. Lines wait for approval, then a draft voucher locks them into a DoctorIncentiveCalculation, marks AppointmentCharges as incentive-calculated, and can post to the DoctorLedger and a payment voucher. Unprocessed lines can be reset and recalculated. Consultants with Show My Incentives see the same report on their dashboard without seeing other doctors’ policies.

1. Build OPD / procedure / diagnostic / LIMS incentive groups (percent or fixed, by patient type).
2. Attach the group to the doctor’s induction shift (and patient types on that shift).
3. After cash is collected, run doctor share for a date range and branch.
4. Review line-level shares; approve what should go to the ledger.
5. Draft the incentive voucher, confirm, print — lines lock and post to DoctorLedger / payment.
6. Optional: consultant opens My Incentives when show_incentive is enabled.

Hospitals that enable advanced accounting get a proper GL: chart of accounts, journal vouchers, trial balance, account ledger, reconciliation, and balance sheet. Legacy operational vouchers can be migrated into the GL so month-end does not live only in cash books. Keep this distinct from /account/ (operational cash) and /Account/ (users).

1. Enable advanced accounting for the organisation.
2. Build or import the chart of accounts.
3. Post journals; reconcile banks.
4. Run trial balance and balance sheet; migrate legacy vouchers if needed.

The organisation dashboard, CEO dashboard, finance dashboard, treasurer dashboard, and corporate-manager dashboard summarise volume and money without exporting to Excel first. Graphs slice by date, branch, doctor, specialty, and service type. Detail reports export when an audit trail is required. Each login also lands on a role-appropriate home (reception, consultant, pharmacy, lab). Cache-clear exists when today’s numbers look stale.

1. Leadership opens CEO / organisation / finance dashboards.
2. Filter by date, branch, doctor, specialty, service type.
3. Drill into detail reports and export Excel when auditing.
4. Role users stay on their operational home for the day.

Beyond dashboards, dedicated reports cover daily cash flow, service-wise and panel-wise revenue, doctor-wise detail, branch monthly progress, target versus achievement, refraction reports, AI summary usage, and patient-flow compliance. Filters typically include date, branch, doctor, specialty, and patient type. Excel export is available where an audit file is required. Dynamic finance report tables support billing, revenue, and panel-wise summaries.

1. Pick the report (cash, revenue, doctor-wise, panel, flow, refraction, AI usage).
2. Set date, branch, doctor, specialty, patient type.
3. Read on screen or export Excel for audit.

Compliance is a scored view of whether the hospital actually used the chart — not a second accreditation product. Doctor Software Compliance counts patients assigned to each consultant (OPD, diagnostic, procedure, LIMS) and whether refraction, findings, diagnosis, customisable fields, medicines, images, discharge cards, and lab orders were recorded. Patient Flow shows who registered, waited, was advised, and never returned. QMS token reports and aging lists catch tokens issued but never converted to a visit. Leadership compares doctors and medical officers, drills to the patient, and exports Excel when accreditation or a CEO review needs a file.

1. Open Doctor Software Compliance; set date, branch, and specialty.
2. Compare completeness % by doctor / medical officer; drill to the visit.
3. Use Patient Flow for advise-versus-performed and drop-off.
4. Run QMS token / aging compliance when reception queues are the question.
5. Export Excel for quality or accreditation review.

Doctor Performance Analytics break down OPD activity and how often advised diagnostics or procedures were actually performed. Surgery is attributed as self, referral (advised by this doctor, done by another), or pool (this doctor operates another’s referral). Monthly closing uses the same numbers for share and review.

1. Open Doctor Performance for the period and doctor / specialty.
2. Compare advise vs performed and surgery attribution.
3. Use the same figures in monthly closing / share discussions.

IPD covers indoor admission, ward administration, and IPD billing through the accounts dashboard. The inpatient stays linked to the same MR, so OPD history, diagnostics, pharmacy issues, and OT charges roll into one stay instead of a parallel paper file. Panel lists for IPD selection support corporate indoor patients. Misc invoices cover charges that are not a standard OPD line.

1. Admit the existing (or new) patient to IPD / ward.
2. Ward admin manages the stay.
3. Pharmacy, OT, and diagnostics post against the same MR.
4. Bill from the IPD accounts dashboard; discharge when complete.

Optional restaurant module: halls and tables, kitchens, recipes with ingredients, menu add-ons, live reservation, kitchen queue, and bill close. Recipe consumption deducts raw-item inventory. Vendor purchase and purchase return keep the store stocked. Useful for hospital cafeterias that should post to the same organisation books.

1. Enable restaurant on the organisation; set halls, tables, kitchens, recipes.
2. Reserve → place order → kitchen queue → deliver → close bill.
3. Recipe lines deduct inventory; purchase restocks raw items.

Hospitals that run a wellness or gym facility can enroll members (linked to the patient file), record body measurements, control facility access, and collect membership invoices through the same receipt module as the rest of the hospital.

1. Enable fitness club; define facilities.
2. Enroll a member from (or as) a patient.
3. Record measurements and access.
4. Invoice membership; collect via hospital receipts.

Organisation WhatsApp settings and a message queue let the hospital send operational notifications (booking confirmations and similar) from the same system that holds the appointment — no spreadsheet of phone numbers. Queue processing is hospital-configured.

1. Configure WhatsApp settings for the organisation.
2. Bookings and selected events enqueue messages.
3. Queue sends; staff do not copy numbers into a personal phone.

Smart HR keeps employee records in the same deployment as the HIMS so rostering and clinical access stay aligned. Combined with user roles, permission groups, and menu groups, HR is the people side of who may open which counter. Hierarchy / seniority can still influence legacy personal discount % where operational discount steps are not used.

1. Maintain the employee record.
2. Create the login (Account) and assign role + permission group + menu group.
3. Assign branch (and LIMS preference group if lab).

SmartSoft is multi-tenant: organisations enable modules (pharmacy, Optico, LIMS, restaurant, gym, AI Visit, QMS, and others). Branches have their own patients, stock, and cash. Users are assigned a branch (and can switch when allowed). Country on the branch drives default phone codes for registration. Shared catalogs can be copied; clinical and inventory data stay scoped. A hospital branch can own multiple labs and collection centers (see Laboratory). SaaS branch invoicing exists for platform billing.

1. Create organisation; toggle the modules this hospital bought.
2. Create branches (country, address, cash flags).
3. Assign users to a branch; allow switchers only when policy says so.
4. Copy shared catalogs; keep patients and stock per branch.

Access is not a single Django group. Each account has a role flag (consultant, reception, cashier, lab admin, and dozens more — clinical, OT, counseling, pharmacy, Optico, restaurant, LIMS, call center, patient). A Permission Group decides module view versus edit (doctor_access / doctor_access_e, patient, OPD, diagnostic, procedure, prescription, charges, corporate, reception, preference tabs, cashier payment types). A Menu Group builds the sidebar and per-page add/edit/delete. When url_control_status is on, those flags are enforced on URLs. View-only users can look but never change. OrganisationAccountAccessRight controls who may create users, reset passwords, block users, use the OPD form builder, or merge patients.

1. Create the user and set the authority role flag.
2. Assign one Permission Group (view vs edit matrix).
3. Assign a Menu Group (sidebar + per-page CRUD).
4. Set branch; add LIMS preference group if the user is lab.
5. Turn on URL control when the hospital wants menus to be law, not decoration.

Staff can enable time-based one-time passwords (TOTP) after password login. New users can be prompted to set up 2FA or skip according to policy. Django admin has a step-up 2FA screen so an already-logged-in user still proves possession of the authenticator before admin. Repeated failed passwords lock the account for a cooling-off period. Login activity is audited so organisations can see who signed in from where. This sits in front of every module on this page.

1. Sign in with username and password.
2. If 2FA is enabled, enter the authenticator code.
3. New users may see a setup prompt (or skip, if policy allows).
4. Failed attempts increment toward lockout; wait or ask admin to unlock.
5. Admin actions may require a second 2FA step.

SmartSoft keeps a user audit trail on clinical and admin records, not only at login. JointActivityLog ties a record’s history together; ActivityLog stores each change with the signed-in user, timestamp, IP, device MAC, and a field-level before/after diff (structured JSON, with a legacy F:/T: parser for older rows). CentralLog is the newer generic log: CREATE / UPDATE / DELETE against any model via content type, used by pharmacy, password changes, and the history modal on lists (procedures, diagnostics, refraction, incentive group lines). Opening a row’s history icon loads that object’s timeline without leaving the page. Login, logout, failed password, and account-block events live in LogAccounts with IP and user-agent — the same trail that drives lockout. Financial data deletion has its own FinancialDataDeletionLog. This is the hospital’s answer to “who edited this charge / policy / patient?” — distinct from 2FA, which only protects the door.

1. Staff create or edit a record (charges, incentive policy, clinical row, user, …).
2. The system writes ActivityLog / CentralLog with user, IP, and field diffs.
3. An auditor opens Reports → Activity Log or the row’s history icon.
4. Compare old → new values; filter by user or object.
5. For sign-in questions, use LogAccounts (login, logout, failed, blocked).

Preferences is where the hospital becomes *this* hospital: visit tabs per specialty, form builder, operational discount steps, prescription pad layout, QMS and token rules, booking rules, permission and menu groups, WhatsApp, and module-specific settings. Changing a heading or a charge here changes tomorrow’s OPD without a software release. Preference tabs themselves are permission-gated (basic, OPD, diagnostic, procedure, …).

1. Open Preferences for the organisation / branch.
2. Design visit tabs, discounts, tokens, print pads, booking, QMS.
3. Maintain permission groups and user menu groups here too.
4. Save — the next booking and visit use the new rules.

Locations and the dynamic map module keep city, area, and site geography consistent for patient registration, branch setup, and any screen that needs a structured address. Area options load by city so the front desk does not type free-text neighbourhoods that never match a report filter later.

1. Maintain city and area lists (and map sites if used).
2. Reception picks city then area on registration.
3. Reports and branch geography reuse the same masters.

Dashboard Designer lets a hospital arrange widgets and shortcuts for a role instead of accepting only the default home. Combined with menu groups, two hospitals on the same codebase can greet a receptionist with completely different tiles.

1. Open Dashboard Designer for the role or organisation.
2. Place the widgets and shortcuts that shift staff actually use.
3. Users land on that layout after login.