AFYAPRO DOCUMENTATION

1.0 AFyaPro Overview

AFyaPro Hospital Management Information System is the software package which offers
Patient and Health Records Management as well as Hospital Administration features.
This packages is developed and maintained locally by NPK Technologies and it has been
on the market for the past 8 years. Depend on agreement this package can be available
as Open source software. AfyaPro can be used by small, medium and large hospitals.

1.1 General Features

AfyaPro has the following features:

 Multi language support which allows users to define and select their own
language

 Easy to use interface allowing users to easily locate the functions they are
looking for.

 Multi-tasking ability which allows the users of the system to do multiple tasks at
the same time without exhausting the computer.

 Beter performance which is achieved by dedicating all long running processes

to the server. This makes the software ideal for thin client computing and other
similar technologies.

 Allows unlimited creation of security groups. Within each security group you can
grant access to different functionalities exposed by the system. This allows users
of the system to see only the modules/functions they are assigned to, making
the system simple and less complicated.

Support of modern hardware like Barcode readers, thermal printers etc

 AfyaPro comes with a User defined reporting tool. Easy to make customized
reports based on the user environment.

 AfyaPro comes with International Classification of Diseases Codes (ICD codes)

preloaded and thus making the process of capturing the diagnosis and
treatment much easier.

 AfyaPro fully supports Tanzania Ministry of Health report formats (MTUHA-

DHIS2)

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1.2 Modules
AfyaPro has number of modules which enable majority of Hospital users to perform
their daily activities well. Among of the modules AfyaPro comprises are Registration,
Billing, Diagnosis and Treatment, Pharmacy, Laboratory, In-patient, Reproductive and
Child Health Care, HIV-ART module (Care and Treatment & PMTCT),Nurse station, vital
sign and Inventory

MODULES SCREEN

1.2.1 Patient Registration

 Allows automat patient registration numbering and also allows adapting to
locally format the patient numbers.

 The system allows the registered patient to be allocated to various treatment

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 points (clinics).

 The system has a configurable built in search engine for searching patient in a
very short time using any of the patient details.

 Patient cards (for registered patients) can be configured to automatically print

from the system

 The system allows users to view a quick list of patients already registered for
that day.

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OPD SCREEN

1.2.2 Patient Billing

 Support Multi currency billing

 Allows payments by cash, cheque, debit cards, etc

 Supports pre payments where patients or relatives can deposit money then bills
generated are deducted against the prepayments/deposits

 The system allows up to ten different prices to be set for each of the billing
items.

 The system allows patients to be categorized to various configurable groups.

Groups can be companies/institutions whose employees are to be treated
within the hospital. The system can automatically generate bill for each of the
companies whenever their employees gets treated or serviced.

 The system allows creation of invoices for non-cash patients

 When confi gured , the system automatically generates receipts and invoice
numbers and has the ability to maintain the series of these numbers. Formats
for the numbers can be predefined by the user during the system setup.
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  The system allows automating receipts/invoices printing.

 The system has a strong inbuilt debtors tracking with reminders.

 The modules allows payment to be received from various payment types (cash,
cheque, etc)

Bill Posting Screen

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Final Payment Screen

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1.2.3 Diagnosis and Treatment
 Easy to use diagnosis and treatment data entry screen. Doctors and Clinicians
can posts the diagnosis straightaway from their desks

 The modules tracks patient previous medical history

 This Module comes with International Classification of Diseases Codes (ICD

codes) pre-loaded and thus making the process of capturing the diagnosis and
treatment much easier.

 Local customization for diagnosis codes is possible.

 The module save the diagnosis as cases and in the next patient visit if it is the
same case the doctor can continue to attend the patient till diagnosis episode is
over

 Doctors can prescribe medicines for patient as well as sending patients to the
laboratory for the test and view the lab test results from the system

Diagnosis and Treatment Screen

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1.2.4 Pharmacy Management
 Support for multi stock locations

 Automatically reduces stock balance when sales for pharmacy items take place

 Automatically generate order list based on re – order levels

 Track stock balance per pharmacy or stock locations

 Track products history (in and out movements)

 Track expire date for all expiring items and prompt management for action
whenever a pre-defined period is detected.

 Allow transfer of stock from one store to another

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Pharmacy Screen

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1.2.5 Laboratory
 Allows definition of unlimited lab tests and charges applicable to them

 Records lab tests and results for each lab and lab technician

Laboratory Screen

1.2.6 In-patient Department

 Supports unlimited number of wards and their rooms

 Wards can be of different categories (Grade A, B,C etc)

 Tracking of patients by ward and bed numbers

 It is possible to transfer patients from one ward to another or from one bed to
another bed.

 It can also keep track of all patient who died, the reason for their death and the
name of the ward which the patient was admited to

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IPD Registration Screen

Admiting patient

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1.2.7 Reproduction and Child Health Care
The system supports the National standards for Reproduction and Child Health Care.
It includes Family Planning Methods, Danger Indicators, Birth Methods, Birth
Complications, Family planning, Antenatal, Postnatal, Children, and Vaccinations.

RCH Register Screen

E.g. Antenatal Screen

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1.3 HIV-ART Module

This module comprises of two important modules which are Care and Treatment clinic
(CTC) and (Prevention from Mother to Child Transmission) clinic PMTCT. It can perform
the following tasks;

 Registration

 Entering triage records (Vital sign like weight, BP etc)

 Filling in the results of the HIV test, CD4 count test and other Lab tests

 Filling in CTC2 card for both ARV and non-ARV clients

1.3.0 CTC Module

It comprises of the following Registration, Appointment, Triage (Vital Signs), HIV test
results, CD4 count results and CTC2 card.

1.3.1 Registration

A client is registered into CTC clinic and booked for the service

CTC Registration Screen

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1.3.2 Appointment

Used to make appointment for the next patient visit date

Appointment Screen

1.3.3 Triage (Vital Signs)

This part used to record daily measurements taken from the patient including weight ,
height, pulse, respiration rate, Blood Pressure, etc

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1.3.4 HIV Test Results

To enter the results of the HIV test from different samples taken for the observation

HIV Test Result screen

1.3.5 CD4 Count Result

CD4 results from lab can also be entered into the system

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1.3.5 CTC2 Card

This is a special card used in Tanzania to enter the record of the patient in every visit of
the appointment date for the CTC clinic follow up.

CTC2 Card Screen

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1.4 PMTCT clinic

This clinic comprises of the following

 PMTCT ANC Register

 PMTCT Delivery Register

 PMTCT mother to child Register

1.4.1 PMTCT ANC Register

Register all pregnant women from Antenatal clinic (ANC) whether their HIV status is
known or not

PMTCT ANC Register Screen

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PMTCT ANC Register new visit details Screen

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1.4.2 PMTCT Delivery Register

Register for all pregnant women in the PMTCT clinic whose HIV status is known to be
positive during the time of delivery

PMTCT Delivery Register Screen

PMTCT Delivery Register new visit details Screen

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1.4.3 PMTCT mother to child Register

Register for the follow up of both mothers and HIV exposed infants

PMTCT mother to child Register Screen

PMTCT mother to child Register new visit details Screen

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1.5 Requirements

For data security reasons, we propose the main system database to run from the server.
Any commercially available server running Microsoft windows can serve for this
purpose. Here are the requirements for workstations in the environment that is not thin
client configured. Note that these requirements assume that local area networking
exists on the points to be connected.

Module Hardware Requirements

Patient Registration  Desktop Computer with Basic hardware configurations Thermal Label
Printer, preferably Godex EZ-1100+ or equivalent (optional requirement)

 Document Printers (can be any HP LaserJet printer): only if the hospital

wishes to print the patient cards at the registration.

 Barcode Scanner, preferably Metrologic 9520 or equivalent. (optional

requirement)

Patient Billing  Desktop Computer with Basic hardware configurations Document Printers
(can be any HP LaserJet printer): if the hospital wishes to print A4 size
invoices.

 Barcode Scanner, preferably Metrologic 9520 or equivalent. (optional

requirement)

 Thermal Receipt Printer, preferably EPSON Receipt printer, Model: TM-T88IV

or equivalent. (optional requirement)

Other Modules  Desktop Computer with Basic hardware configurations

1.6 Implementation
The implementation of AFyaPro starts by need assessment to know the existing
situation at client side and check if all requirements needed are available. If any of the
requirements is missing then the client is supposed to fulfill it before the
implementation phase starts. Some of the requirements needed the involvement of the
client and the vendor or supply.
After making sure all that are needed are available then the implementation of the
software starts which followed by user training and backlogging of data.

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1.7 Performance
So far the product is stable and the only breakdown we do experience are due to
hardware and LAN

1.8 Documentation
All documents (i.e. user manual, Technical documents) for AFyaPro are available and
updated from time to time to include added features of the system and disseminate to
users for their quick reference during and after the implementation.

1.9 Maintenance and Support

AFyaPro team recommend hospitals to have someone local to support them, they
provide the administration and troubleshooting trainings. Remote support is available if
the site has good internet connection. We do offer 3 months free support after
installation, followed by monthly agreed payments for maintenance and support which
is paid annually. All upgrades are free regardless of the client status since the client is
paying for annual cost for maintenance and support.

2.0 Type of users

AFyaPro training approach assumes that users have basic computer knowledge, for
a case where that is not true then they normally start with basic computer knowledge
training which require extra one month of training before AFyaPro training.
We normally conduct training based on 3 user groups
namely;
 (a)System end users - these are the users who will use the system on their day
to day activities. They are the ones who receive most of the training but only on
specific areas based on their day to day work at the hospital. This training is
planned for 2 weeks and maximum of 3 weeks, where first training is formal
classroom training and the second is of more practical training at their working
desks.
 (b)Hospital Administrators – this group consist of hospital head of
departments their main concern on the system is the information produced by
the system. They are not part of the day to day data entry into the system but
they are the users of the information generated from the system. Their training
is a bit light compared to group (a) above. Their training concentrates more on
data sharing and reports generation, it lasts for one week.
 (c)System Administrators – this group receives training in (a) and (b) plus
further system design and administration training. While both training in (a) and
(b) are conducted on site, for this group, some of the training can be offered
direct from our office where necessary. System administration training will
further cover database administration issues plus introduction to AFyaPro
design and development.

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The main aim for this training is to equip the hospital with support staff who is
able to solve most of the user problems onsite without referring the problems
to the vendor.

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