ERPNext Healthcare 4 (Documents Storage and Patient History)

ERPNext Healthcare Patient History Dashboard Implementation Expert, Union Mercantile Solutions

Documents Storage

There are various kinds of reports, critical notes and information that need to be maintained against a patient. Instead of dwelling with third-party storage apps, use ERPNext’s file attachments to store multimedia documents of any format ranging from text, PDFs, reports, images or videos even. This also ensures that patient record reflects all information pertaining to him/her.

Documents Storage

Patient Medical History

With this report, you can view any patient’s historical records as maintained in the healthcare software. Information ranging from primary details of patient, allergies and medication offered in the past, patient encounters with the healthcare practitioners, and so on. This screen gives you the life cycle of a patient, right from the beginning of their journey with your healthcare unit.

Maintenance of accurate and complete medical records of patients is one of the rudiments for healthcare practitioners and providers. Over and above, the ease at which the information is accessible by a practitioner is critical in rendering effective, high quality care.

ERPNext Healthcare helps you to draw up the medical history of a Patient anytime by quickly searching and selecting the Patient. View > Medical Record button is available in all forms where Healthcare Practitioners act, so that they can easily switch to the Patient Medical History page to view the patient history.

Medical Record automatically keeps track of all Complaints, Diagnosis and other information captured as part of a Patient Encounter, Vital Signs, Lab Investigations, ordered Clinical Procedures, Admissions etc.

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Adding Medical Records Manually

In the Patient document Create > Medical Record will allow you to record notes to the Medical Record manually. You can also attach files when doing this, and the Medical Record will display links to the attached file alongside the notes. It’s also possible to add Medical Records from the Patient Encounter.

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Inpatient Record

ERPNext Healthcare captures the all details about a Patient Admission using this document.

Inpatient Record is automatically created when a practitioner order an admission, you can find the document by going to,

Healthcare > Patient Care > Inpatient Record

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Healthcare Practitioner can order a patient admission from the Patient Encounter document using the Schedule Admission button. This will automatically create an Inpatient Record for the Patient in Admission Scheduled status. The IP admission officer can then allot a vacant room to the Patient as recommended by the referring practitioner in the admission order.

All details as provided by the Practitioner in the admission order will be made available in the Inpatient record, and the dashboard will link to all other documents which are created in the admission period, you also allowed to create new documents from the dashboard.

Note: Field Level permissions are by default applied so that Diagnosis information, Admission Instructions and other details are only visible to users with roles Physician and Nursing User enabled

Patient ADT is also managed within the Inpatient Record as described in the Inpatient ADT section.

Lab Test

ERPNext Healthcare allows you to manage a clinical laboratory efficiently by allowing you to enter Lab Tests and print or email test results, manage samples collected, create Invoice etc. ERPNext Healthcare comes pre-packed with some frequently ordered tests, you can reconfigure Lab Test Templates for each Test and its result format.

Once you have all necessary Lab Test Templates configured, you can start creating Lab Tests by selecting a Test Template every time you create a Test. To create a new Lab Test

Healthcare > Laboratory > Lab Test > New Lab Test


It is also possible to use the Create Multiple option to create all the lab tests ordered / billed for a patient.

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You can select the Patient and then the Encounter or Invoice from which you need to pull the tests without having to open the Encounter / Sales Invoice to look up the orders.


If the Lab Test Template has sample collection enabled, creating Lab Test will automatically create Sample Collection records.

Note: To create Sample Collection documents for every Lab Test, turn on “Manage Sample Collection” flag in Healthcare Settings and select Sample in the Lab Test Template

ERPNext Healthcare also allows creation of Lab Tests automatically when any lab tests are billed (via Sales Invoice). This along with other Laboratory configurations can be setup.

As the results gets ready, you can enter the details of results in the Lab Test document. All presets, Normal Values etc. as configured in the Lab Test Template are made available Lab Test for easy data capture.

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In many Laboratories, approval of Lab Tests is a must before printing and submitting the document. ERPNext Healthcare allows you to create Users with Role “Lab Test Approver” for this. You will also have to enable this in

Healthcare Settings > Laboratory Settings > Require Lab Test Approval

This will ensure that emailing or printing of Lab Tests can only be done after Approval of the Lab Test by the Lab Test Approver.

Sample Collection

It’s critical for a Laboratory to manage collected samples and you may want to ID the sample, print stickers etc. You can create a Sample Collection directly from

Healthcare Settings > Laboratory > Sample Collection

You can optionally automate the creation of Sample Collection document for each Lab Test by turning on this flag Healthcare Settings > Laboratory Settings > Manage Sample Collection.

Note: You will have to select a Sample in the Lab Test Template for the system to automatically create a Sample Collection document

You will have to enter the sample collected date and time to Submit the document signaling that the sample is collected.

Printing of sample identification tags is also possible. By default a sample sticker print template is made available, but you can always customize this directly using the Print Format Builder or even create a custom Print Format if required.

Inpatient ADT

Managing ADT (Admission, Discharge, Transfer) in a busy Hospital is quite a tricky function and ERPNext Healthcare eases this to a great extent. In ERPNext Healthcare every patient admission is managed using the Inpatient Record document.


A Practitioner can order a patient for admission from the Patient Encounter screen using the Order Admission.

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As part of the Admission Order, the practitioner can provide necessary details as to which type of ward bed the Patient needs to be admitted to, and any other admission instructions for the staff.

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On ordering a patient for admission, ERPNext Healthcare creates an Inpatient Record for the Patient with all instructions provided by the Practitioner. Any prescribed medications and investigations or procedure orders as part of the ordered Encounter will be carried to the IP record.

Note: Field Level permissions are by default applied so that Diagnosis information, Admission Instructions and other details are only visible to users with roles Physician and Nursing User enabled

Inpatient admission officer can see the Inpatient Record with status Admission Scheduled and allot the Patient the Ward as per the availability. The Admit button in the Inpatient Record will allow the admission officer to select a ward bed for the Patient and process the admission.

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Once a Service Unit is assigned for the patient, the Inpatient Record status will be updated to Admitted.


Similar to the Schedule Admission, Patient Encounters for admitted Patients will have the option to Order Discharge triggering the status of the impatient Record to Discharge Scheduled.

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The Practitioner can order an inpatient’s discharge through a Patient Encounter or the Inpatient Record. The Discharge Order allows Practitioner to select the contents of the Discharge Notes (or the Discharge Summary) which gets updated in the patient’s Inpatient Record document. The practitioner can select the investigations, medications and procedures which were included in the Patient’s treatment at the facility which are to be printed in the discharge notes and optionally add his comments to print.

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The admission officer can print the Discharge Notes from the Inpatient Record and use the Discharge button to record patient’s leave and marking the status to Discharged

Note: ERPNext healthcare validates that all services availed during the stay at the facility are Invoiced to successfully complete the Discharge option. However, note that this validation does not consider the Invoice status.


The Inpatient Record holds all data related to the Patient’s stay at the facility including all the wards beds (Service Unit) utilized.

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You can always transfer a patient from one Service Unit to another using the Transfer button. This will allow you to select the Service Unit to which the Patient is being transferred.

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