Open the system address in any modern browser (Chrome, Edge, Safari, Firefox) on a computer, tablet or phone and sign in with your email and password.

• Menu – on the left. On tablets and phones tap ☰ to open it. On a computer the « button shrinks it to icons.
• Light / dark – the sun/moon button at the top right.
• My profile – tap your initials (or your photo) at the top right to change your phone number, password or profile photo. To set a photo: Profile photo → choose a picture (on a phone you can take one) → Upload photo. It is cropped to a square.
• Install as an app – press Install app at the top (Chrome, Edge, Android), or on iPhone / iPad use Share → Add to Home Screen. The system then opens from its own icon, full screen. It still needs a connection: patient information is never stored on the device.
• Sign out – the arrow beside your name. Always sign out on shared computers.

Roles

What you can open depends on your role: System Administrator, Hospital Administrator, Doctor, Nurse, Receptionist, Cashier, Pharmacist, Laboratory Technician, Radiology Technician.

1. Search first by name, MRN or phone.
2. Register patient if not found. Fill in identity, contact, emergency contact, PhilHealth / HMO, Senior or PWD status, allergies and long-term conditions. The MRN is given automatically.
3. The patient chart shows a summary and tabs for visits, results, prescriptions, bills and appointments.

Allergies are shown in red at the top of every clinical page for that patient.

1. Pick the day, then Book appointment: patient, doctor, department, time and reason.
2. A doctor cannot be booked twice at the same time.
3. When the patient comes, press Arrived: a visit is opened (and a queue ticket, if you choose).
4. Mark Cancelled or No-show when needed.

Online booking by patients

1. Share the booking page link (Online Booking → Booking settings) on your website, Facebook page or a QR poster.
2. The patient chooses a doctor or clinic, a date and one of the free times, then enters their MRN or mobile number and date of birth (returning patients) or their name and contact details (new patients).
3. They receive a reference code and can add the appointment to their calendar. With the code and their date of birth they can check or cancel the booking themselves.
4. The booking appears in Appointments and the Calendar marked Online. Reception presses Confirm; on the day the patient checks in at Registration or at the kiosk.

In Online Booking → Booking settings you set the opening hours, the days open and how far ahead patients may book, or switch online booking off. A doctor gets one booking per time slot; the Emergency Room, triage and wards cannot be booked online. No text message or email is sent automatically.

Calendar

Calendar shows the same appointments by month, week or day, for one doctor or all doctors. Press + on a day, or Book beside a time, to open the booking form with the date and time filled in. Click an appointment to see its details.

Google Calendar

• Private link per doctor (Calendar → Google Calendar tab): press Add to Google once and the doctor's appointments appear in their Google Calendar, on the phone too. Reception has one link for all doctors. This needs the online site; Google refreshes it every few hours.
• Add to Google Calendar on any appointment puts that one appointment in your Google Calendar immediately.
• The doctor's own Google Calendar: save the doctor's Calendar ID to see their personal calendar (leave, clinic hours) inside the system before booking.
• By default only the patient's initials and MRN are sent to Google. An administrator can change this under Options.

Staff screen

1. Open Queue and choose your department and counter (for example Cashier – Counter 2).
2. Call next calls the next number: emergency first, then priority (senior, PWD, pregnant), then regular.
3. Recall announces it again. Start serving when the patient is with you, Done when finished.
4. Skip if nobody comes. Skipped tickets can be recalled or put back in line.
5. Done & send to… finishes here and gives the patient a new number in the next department (for example Pharmacy → Cashier).

Tickets

Issue tickets from the Queue page, when opening a visit, or let patients take their own at the kiosk (a tablet at the entrance). Tickets can be printed on a receipt printer.

Announcements ticker

In Queuing → Queue settings → Announcements ticker tick Show announcements, type one announcement per line (for example clinic hours, the priority lane, health reminders) and save. They scroll along the bottom of every TV display, in both layouts, one after another and repeating. Changes appear on open displays within a few seconds, without reloading. You can also change the label on the left and the speed.

Announcements and voice

• When a number is called, a large “Now calling” pop-up covers the TV for about 8 seconds (“Calling again” for a recall), in both layouts. Add &popup=0 to a TV's link to switch it off there.
• Queuing → Queue settings → Announcements and voice: language or accent (including English Philippines and Filipino), female or male voice, speed, how many times each number is said, and the exact words, using {number} and {counter}.
• To choose an exact voice on one TV, press the microphone button at the top of the display. “Automatic” follows Queue settings.
• The voices come from the TV's browser. Microsoft Edge has the most natural ones; on Windows more can be added in Settings → Time & language → Speech.

The Queuing section of the menu has the queue counter, the TV display and the ticket kiosk (both open in a new tab), and, for administrators, the display and voice settings.

Kiosk for returning patients

1. The patient touches Returning patient and scans the barcode on their patient card, or types their MRN or registered mobile number.
2. They enter their date of birth to confirm it is them. Only their first name and last initial are shown.
3. They choose a service, or touch Check in for my appointment if they have one today (this marks the appointment arrived and opens the visit, as reception's Arrived button does).
4. The number is issued on their record and the ticket prints by itself. Senior citizens and PWD on record get the priority lane automatically.

Print a patient card from the patient chart: Patient card.

RFID patient cards

1. Connect a USB RFID reader set to keyboard mode (it types the card number and presses Enter). 125 kHz (EM4100) and 13.56 MHz (MIFARE) cards both work.
2. Open the patient's chart → RFID card, click in the box and tap the card on the reader. It saves by itself. One card belongs to one patient.
3. At the kiosk the patient simply taps the card on the welcome screen: the record opens without typing the MRN or the birth date.
4. Staff can tap a card in any patient search box (patient list, appointment, queue, POS) to find the patient.
5. A lost card: open the chart → RFID card → Unlink card. The card then opens nothing.

Kiosk for new patients

1. The patient touches New patient and enters first name, last name, date of birth, sex and (optionally) a mobile number.
2. A patient record with a new MRN is created and marked Self-registered at the kiosk in its notes. If a record with the same name and birth date already exists, that one is used instead.
3. They choose a service and get their number. Reception then opens the record from the queue and completes the details.

Visitors who are not patients touch Not a patient? Get a number only.

Opening the kiosk

Go to Queue and press Kiosk, or copy the kiosk link from the Screens card (also in Queuing → Queue settings) and open it on the kiosk device. The link contains a key, so no sign-in is needed there.

Printing tickets on a POS (receipt) printer

1. Install the 58 mm or 80 mm printer in Windows and make it the default printer. In its printing preferences choose the roll paper size and no margins.
2. Start the kiosk with Google Chrome in kiosk mode, so tickets print with no dialog. Make a desktop shortcut with this target (one line):
   "C:\Program Files\Google\Chrome\Application\chrome.exe" --kiosk --kiosk-printing "KIOSK LINK"
   Use the kiosk link shown in Queuing → Queue settings.
3. Without --kiosk-printing the browser shows its print window each time. For a kiosk with no printer add &print=0 to the link.

Display board

Open the display link on a TV in the waiting area. It shows the number being called and the counter, plays a chime and speaks the number. Tap once to enable sound. Patient names are never shown on the public board.

There are two layouts, chosen in Queuing → Queue settings:

• Layout 1 – numbers only: the called number fills most of the screen.
• Layout 2 – video: a large video area for entertainment or health information, with the called number and the counters at the side and the next numbers along the bottom.

For the video, paste a YouTube link (one video or a playlist), or upload your own MP4 files, which play one after another and repeat. The video's sound is lowered automatically while a number is announced. One TV can use a different layout from the others by adding &layout=video or &layout=standard to its link.

1. New visit: choose Outpatient or Emergency, the department, doctor and chief complaint. For emergencies set the triage level (1 = most urgent).
2. Vital signs: blood pressure, pulse, breathing rate, temperature, oxygen, weight, height, pain. BMI is computed.
3. Consultation: Subjective, Objective, Assessment, Plan, diagnosis, ICD-10 code and follow-up date.
4. Orders: request laboratory tests, imaging and procedures. Each is charged to the bill at once.
5. Prescription: add medicines with dose, frequency, duration and quantity; print it.
6. Charge consultation fee, then Complete visit and choose what happens next (home, admitted, referred…). You can send the patient straight to another queue.

1. Admit patient (from Admissions or from a visit): attending doctor, an available bed, admitting diagnosis.
2. During the stay record vital signs, nursing / progress notes and orders.
3. Transfer bed moves the patient; days in the old room are charged at the old rate first.
4. Post room charges adds room and board up to today (each day is charged only once).
5. Discharge: final diagnosis, condition and summary. Final room charges are posted and the bed goes to cleaning.

Wards & Beds shows every bed: green available, amber occupied, blue cleaning, red maintenance. Set a bed back to available after cleaning.

1. The worklist shows pending requests; STAT and urgent are on top.
2. Collect specimen (laboratory) or Start exam (imaging).
3. Enter result: tests with a template show each parameter with its unit and reference range; mark high / low / critical. Others take free-text findings and an impression.
4. Complete & release locks the result. Print the report for the patient.

Walk-in patients with a request from outside: use Walk-in / direct request.

X-ray and other images

1. On a radiology result press Add images, choose the X-ray images (JPG, PNG, WebP), a PDF report or DICOM (.dcm) files, and Upload. On a tablet or phone you can photograph a film directly.
2. Older films, outside results and scanned forms go on the patient's chart: Images & files tab → Upload X-ray / file, with the type, date taken and a title.
3. Click an image to view it full screen: zoom (mouse wheel or + / −), drag to move, rotate, invert, brightness and contrast.
4. Files are kept exactly as uploaded, in a protected folder. Only doctors, nurses, laboratory / radiology staff and administrators can open them, and every opening is recorded in the Audit Log.
5. A file uploaded to the wrong patient: an administrator removes it with a reason. It disappears from the record but is kept on the server.

DICOM files are stored and can be downloaded for a DICOM viewer; the browser cannot display them itself.

Dispensing

1. Open the prescription, check allergies, match each line to a stock item and set the quantity.
2. Dispense: stock is reduced (earliest expiry first) and the medicines are added to the bill.
3. For buyers without a prescription use Over-the-counter sale.

Inventory

• Receive stock with batch number, expiry date and cost.
• Adjust after a physical count; the difference is logged with your reason.
• Watch the low stock and expiry lists; write off expired batches.

1. Every visit has one bill. Charges arrive automatically from consultations, orders, pharmacy and rooms; add other items by hand.
2. Set the discount (Senior, PWD or custom), PhilHealth and HMO amounts.
3. Receive payment: cash, card, GCash, Maya, bank or check. Change is computed for cash. The official receipt prints.
4. Partial payments are allowed; the bill shows the balance.
5. Wrong payment? Void it with a reason. Nothing is ever deleted.
6. Print the statement of account for the patient and the daily collection report at closing.

The Point of Sale menu is for quick counter sales of medicines, supplies and miscellaneous services (for example a medical certificate) to walk-in customers and patients. It is open to cashiers, pharmacists and administrators. Every POS sale is also a normal paid bill: it appears in Billing & Cashier, in the daily collection report, in Reports and in the inventory ledger, and the stock goes down by itself.

Start of the day: open your shift

1. Open Point of Sale → POS counter. Count the cash in your drawer, type it and press Open shift.
2. During the shift use Shifts / Cash drawer to record cash put in (change fund) or taken out (deposit to the cashier's office, petty cash), always with a reason.

Selling

1. Scan the barcode with a USB scanner (it types the SKU and presses Enter by itself) or tap an item. Search by name, generic name or SKU; the chips filter Medicines, Supplies and Services. The box button hides items that are out of stock, the list button shows a compact list.
2. Change the quantity with − / + or type it. The cashier cannot sell more than is in stock; items with an expired batch on the shelf cannot be sold until it is written off in Inventory.
3. Optional: pick the patient (name, MRN or phone), or type the walk-in customer's name. A senior citizen or PWD patient gets the discount from Hospital Settings at once; type the ID number if it is not on the patient record. Other discounts (in percent) are allowed up to the limit in POS Settings.
4. Press Pay. Type the cash received (or tap a quick amount); the change is shown. A sale can be paid with several methods at once (for example part GCash, the rest cash); card and e-wallet payments need their reference number. Press Complete sale.
5. The receipt (58 or 80 mm) prints by itself. It shows the official receipt number(s), one per payment method.
6. Hold parks a sale (for example while the customer gets more money) and Held brings it back. Held sales stay on that device only.

When the connection drops

Keep selling: a sale completed without a connection is kept on the device, a provisional receipt prints, and a red upload button shows how many are waiting. They upload by themselves when the connection is back (or press Upload now) and get their official receipt numbers then. A sale is never recorded twice. Keep the POS page open until everything is uploaded. A sale that cannot be recorded (for example the stock ran out meanwhile) stays in the list with the reason.

Keyboard

F2 search, F3 patient, F4 pay (in the payment window: exact cash), F7 discount, F8 hold, F9 held sales, Enter completes the payment, Esc closes a window. + / − in the empty search box change the quantity of the last item.

Sales, reprint and void

Sales lists the sales by date, with search by sale, receipt or bill number, patient or customer. Open a sale to reprint the receipt. Void needs a reason and your password: the receipts are voided, the items go back into stock and the bill becomes void; the sale stays on record. A cashier can void their own sale while the same shift is open; afterwards only an administrator can. Always void POS sales here, not in Billing, so the stock is returned.

End of the shift and of the day

1. X reading (Shifts / Cash drawer): the shift so far, at any time, without closing it.
2. Close the shift: count the drawer and type the amount. The closing report shows the expected cash (opening cash + cash sales + cash in − cash out) and whether you are over or short.
3. Z Reading (cashier or administrator): after every shift is closed, make the Z reading of the day. Each date gets one numbered Z reading with the accumulated sales; it cannot be redone or deleted.

POS Settings (administrators): payment methods offered, shift required, stock rule, largest discount, selling services, receipt paper (58 / 80 mm), automatic printing, receipt message and sounds.

Choose a report and date range: patient census, revenue and receivables, clinical statistics, diagnostics, pharmacy, queue performance. Each report has Download PDF (with the hospital letterhead, page numbers and totals, ready to file or email) and Download Excel (a formatted workbook with a summary sheet and one sheet per table, with real numbers you can sum and filter). Print and CSV are still there. The cashier's daily collection report in Billing has the same two downloads. Fill in the hospital address, phone and TIN in Hospital Settings so they appear on the letterhead.

• Staff & Users – create accounts, set roles, reset passwords, disable people who left (accounts are never deleted, so the history stays).
• Departments – clinics and units; tick has a queue and give a letter for its ticket numbers.
• Services & Prices – everything the hospital charges for. For laboratory tests add the result template, one line per parameter: Name | unit | reference range.
• Hospital Settings – name, address, TIN, discounts, receipt footer and appearance. The queue screens, video and voice are in Queuing → Queue settings; online booking in Online Booking → Booking settings.
• Appearance (in Hospital Settings) – the theme colour for the whole system, including the kiosk and the TV display. The default is green and white. Pick one of the ready colours or your own, and choose whether screens start light or dark. Each person can still switch light / dark with the sun or moon button.
• Audit Log – who did what and when.
• Logo (Hospital Settings) – the hospital's own logo, shown in the menu, on the sign-in page, kiosk and TV display, on every printout and PDF report, and as the app icon. PNG with a transparent background looks best.
• System branding (System Administrator only, under System) – the system's name and short name, the logo, the browser-tab icon (favicon) and the installed app: its name, the name under the home-screen icon, its icon and start-up colour, with previews.

System Administrator only.

1. Open Backups → Build backup. Choose Files + Database for a complete copy.
2. Download the Archive and the Installer and keep them somewhere safe, off the server.
3. Restore database brings the data back to that moment (a safety backup of the current data is made first).

Move or copy the whole system (for example local → web host)

1. On the new host create an empty MySQL database and user.
2. Upload installer.php and the …_archive.zip to the folder for the site.
3. Open installer.php in the browser. Enter the installer password shown beside the package.
4. The installer checks the server, extracts the files, imports the database and saves the new database settings.
5. Press Delete installer files at the end.

System Administrator only. Use this to send program changes from your local (XAMPP) copy to the online site without uploading files by hand.

Connect the two sites (once)

1. On one site open System Updates → Generate key and copy it.
2. On the other site paste it under use a key from the other site. Both sites must have the same key.
3. On the local site enter the online site address and press Test connection.

Send an update

1. Compare changes lists the files that are new, changed or removed.
2. Update online site now. The online site makes a full backup, shows an “updating” page for a few seconds, installs the files, upgrades its database and comes back.

Never sent: the online site's database, config/config.php, uploads and backups.

If the online site cannot be reached directly

Download update package on the local site and Install package on the online site's System Updates page.

Undo

On the online site: Update history → Roll back restores the files and database from the backup made just before that update.

• Never share your account. Everything you do is recorded under your name.
• Use a password of at least 8 characters that you do not use elsewhere.
• Sign out or lock the screen when you leave the computer.
• Open patient records only when you need them for your work.
• Use HTTPS for the online site and keep the deploy key and installer passwords secret.