Patient Management System

The patient management function is one of the core modules of the HelloClinic system, providing comprehensive features for patient data management, profile maintenance, emergency contact management, and insurance information processing. This document will detail how to use the various functions of the patient management system to help medical staff effectively manage patient information and enhance the quality of clinic services.

Functional Overview

The patient management system offers a comprehensive solution for managing patient data, including the following core functions:

Basic Management Functions

• Patient List Management: View and manage all patient information in a unified manner.
• Profile Editing: Complete maintenance of basic patient data.
• Patient Search and Filter: Quickly locate specific patients.
• Patient Tag Management: A flexible system for classification and tagging.

Advanced Functional Modules

• Patient Timeline: Complete tracking of medical history.
• Patient Task Management (Tasks): Systematic management of follow-up items.
• Patient File Management (Files): Digital storage and management of documents.

Ancillary Management Functions

• Emergency Contact Management: Maintenance of important contact information.
• Insurance Information Management: Management of insurance plans and benefit information.

Patient List Management

Patient List Interface

The patient list is located in the left-hand panel of the system, providing a clear overview of patient information:

Information Displayed

• Name: Patient's Chinese name.
• Gender: Male/Female indicator.
• Age: Current age.
• Phone Number: Primary contact phone number.

List Features

• Real-time Updates: Immediately reflects changes after adding or modifying patient data.
• Sorting Function: Can be sorted by fields like name, age, etc.
• Quick Preview: Click on a patient to view detailed information.

Adding a Patient

Add patient data through a simple operational flow:

Steps

1. Click the "Add" button at the top of the list.
2. Fill in the patient's basic information in the pop-up form.
3. Confirm the data is correct and click "Save".
4. The new patient will be automatically added to the list.

Required Information

• Patient Name
• Gender
• Contact Phone Number
• Date of Birth

Patient Search Function

Provides multiple search methods to quickly locate target patients:

Search Methods

• Name Search: Enter the patient's name to search.
• Fuzzy Search: Supports partial name matching.
• Live Search: Displays search results in real-time as you type.
• Clear Search: One-click to clear search criteria and return to the full list.

Search Tips

• You can search using any part of the last name or first name.
• Supports both Chinese and English name searches.
• Matched text will be highlighted in the search results.

Patient Profile Management

Data Viewing Interface

After selecting a patient, the system displays a complete personal profile page on the right, offering a comprehensive view of the patient's information:

Basic Personal Data

• Name (Chinese Name): Patient's official Chinese name.
• English Name: Patient's English name (for international documents).
• ID Number: Identification document number.
• Gender: Male/Female.
• Blood Type: A/B/AB/O (important medical information).
• Birth (Date of Birth): Complete date of birth.
• Preferred Language: The patient's preferred communication language.

Contact Information

• Area Code: Telephone area code.
• Phone Number: Primary mobile contact number.
• Fixed Phone: Home or office phone number.
• Email: Email address (for notifications and communication).

Address Information

• Residential Address: Patient's primary residential address.
• Office Address: Patient's workplace address.

Other Important Information

• Tags: Custom tags for easy classification and quick identification (can only be added after creating them in the "Tags" settings).
• Note: Record special precautions, allergy history, or other important notes for the patient.

Medical and Management Information

Medical Team Information

• Doctor In Charge: The primary physician responsible for the patient.
• Introducer: The person or institution that referred the patient to the clinic.
• Family History: Record of important hereditary diseases in the family.

Communication Preference Settings

The system provides preference settings for various communication channels:

• Accept WhatsApp Marketing: Consent to receive WhatsApp appointment reminders and health information.
• Accept Email Marketing: Consent to receive email notifications and clinic information.

Privacy Note: All communication preference settings comply with personal data protection regulations. Patients can modify their settings at any time.

Patient Timeline (Timeline)

Timeline Feature Overview

The Patient Timeline is a powerful history tracking tool that comprehensively records and displays all of a patient's activities at the clinic. The Timeline presents the patient's medical journey in chronological order, allowing medical staff to:

• Quickly understand the patient's complete medical trajectory.
• Track service records and treatment progress.
• Identify patterns and visit habits.
• Provide continuity of medical care.

Timeline Interface Explained

Click the "Timeline of [Patient Name]" button in the patient list to open the timeline view for that patient.

Interface Components

Timeline Title

• Clearly displays "Timeline of [Patient Name]".
• Confirms the identity of the patient currently being viewed.

Smart Time Grouping The Timeline uses smart time grouping for quick navigation:

• Recent Activity: last week, 2 weeks ago, 4 weeks ago.
• Monthly Grouping: Jul 2025, Jun 2025, etc.
• Historical Records: last month and earlier periods.

Visual Design

• A clear timeline axis.
• Distinct icons for different event types.
• An intuitive display of the flow of time.

Timeline Event Types

The Timeline records various types of patient activities, with each event having a unique visual identifier:

Consultation-Related Events

Consultation Completed

• Visual Identifier: Blue circular icon with a "C".
• Recorded Content:
  • Event Name: "Consultation Completed"
  • Detailed Description: "Completed consultation at HelloClinic"
  • Completion Time: The exact time the consultation ended.

Check In

• Visual Identifier: Blue circular icon with a "C".
• Recorded Content:
  • Event Name: "Check In"
  • Detailed Description: "Checked in at [Clinic Name]"
  • Check-in Time: The actual time the patient arrived.

Appointment Management Events

Create Appointment

• Visual Identifier: Blue circular icon with a "C".
• Recorded Content:
  • Event Name: "Create Appointment"
  • Detailed Description: "Created an appointment at [Clinic Name]"
  • Creation Time: The time the appointment was created.

Financial-Related Events

Payment

• Visual Identifier: Blue circular icon with a "P".
• Recorded Content:
  • Event Name: "Payment"
  • Detailed Description: "Paid $[Specific Amount]"
  • Payment Time: The time the transaction was completed.

Patient Task Management (Tasks)

Tasks Feature Overview

The Patient Task Management feature is a systematic follow-up tool that allows medical staff to create, track, and manage various medical tasks for specific patients. Through structured task management, it ensures that patients receive continuous, complete, and personalized medical care.

Core Value

• Systematic Management: Unify all follow-up items to avoid omissions.
• Increased Efficiency: Automated reminders and status tracking.
• Improved Care Quality: Ensures the complete execution of treatment plans.
• Team Collaboration: Supports collaborative task assignment and execution.

Tasks Interface Explained

Click the "Tasks of [Patient Name]" button in the patient list to open the task management view for that patient.

Interface Components

Task Management Title

• Clearly displays "Tasks of [Patient Name]".
• Confirms the identity of the patient being managed.
• Provides navigation to return to the patient's profile.

Functional Operations Area

• Add Task: "Create Task" button located in the upper right corner of the page.
• Task Filtering: Supports filtering tasks by status, priority, and type.
• Batch Operations: Supports multi-selecting tasks for batch processing.

Task Viewing Area

• List View: Displays all tasks in a list format.
• Status Indicators: Visual indicators for task status.
• Quick Actions: Update status directly from the list.

Task Status Categories

Tasks are categorized by their completion status:

• To Do (1): Pending tasks, showing the number of uncompleted tasks.
• Done (1): Completed tasks, showing the number of completed tasks.

Creating a New Task

Create Task Button

Click the "Create Task" button in the upper right corner to create a new task.

Create Task Form

The following information needs to be filled out when creating a task:

Basic Information

• Title: The title or name of the task.

  • Required field.
  • Briefly and clearly describe the task content.
  • Recommended to start with a verb, e.g., "Track blood pressure changes," "Schedule follow-up visit."

• Status: The current status of the task.

  • Defaults to "To Do".
  • Different status options can be selected.
  • Supports flexible switching between statuses.

• Content: A detailed description of the task.

  • Optional field.
  • Provide detailed instructions and requirements for the task.
  • Supports multi-line text input.
  • Can include execution steps, precautions, etc.

Assignment Information

• Assigned To: The person responsible for executing the task.
  • Can be selected from the system user list.
  • May default to the current user (e.g., CYRUS CHAN).
  • Supports assignment to different medical staff members.
  • Can provide smart recommendations based on specialty.

Time Management

• Due Date: The deadline for the task.
  • Optional field.
  • Clicking opens a date picker.
  • Helps with priority management and time planning.
  • The system may suggest a reasonable completion time based on the task type.

Create Task Operation

1. Click the "Create Task" button.
2. Fill in the task title (required).
3. Select the task status.
4. Enter detailed task content (optional).
5. Assign the responsible person.
6. Set a due date (optional).
7. Click the "Create Task" button to complete creation.

Task Management Functions

Task Status Management

• Check to Complete: Click the circular checkbox to the left of a task to mark it as complete.
• Status Change: Completed tasks automatically move from the "To Do" to the "Done" category.
• Real-time Updates: Task status changes are reflected instantly on the interface.
• Status History: A complete record of task status changes is maintained.

Task Viewing and Operations

• Task List: Displays all tasks in a list format.
• Task Details: Click on a task to view detailed information.
• Status Indicators: Different visual indicators for different task statuses.
• Quick Edit: Supports editing basic task information directly in the list.
• Batch Selection: Supports multi-selecting tasks for batch operations.

Smart Filtering and Sorting

• Filter by Status: Can switch between viewing "To Do" or "Done" tasks.
• Task Count: Each category displays the number of tasks.
• Quick Location: Helps quickly find tasks of a specific status.
• Priority Sorting: Automatically sorts tasks by importance.
• Due Date Reminders: Tasks nearing their due date are specially marked.

Clinical Applications of Tasks

Medical Care Tasks

Treatment Tracking

• Follow-up: Set reminders for patient return visits and treatment effectiveness evaluation.
• Symptom Monitoring: Continuously track changes and improvements in specific symptoms.
• Medication Management: Monitor medication adherence, side effects, and efficacy.
• Rehabilitation Progress: Track the execution of physical therapy or rehabilitation plans.

Tests and Examinations

• Lab Test Tracking: Track results of blood, urine, and other lab reports.
• Imaging Studies: Arrange and track X-rays, CT scans, MRIs, etc.
• Regular Screenings: Remind about vaccination schedules and health check-ups.
• Specialist Consultations: Coordinate multi-specialty consultation arrangements and track results.

Treatment Plan Management

• Phased Goals: Set and track treatment goals in stages.
• Treatment Progress: Record important milestones during the treatment process.
• Efficacy Assessment: Regularly evaluate treatment effectiveness and adjust plans.
• Complication Monitoring: Monitor for possible complications and side effects.

Administrative Management Tasks

• Document Processing: Medical record organization, certificate issuance, referral form preparation.
• Insurance Affairs: Follow-up on insurance applications, benefit confirmation, claims processing.
• Appointment Management: Scheduling special examinations, arranging specialist referrals.
• Contact Confirmation: Updating patient contact information, confirming emergency contacts.

Team Collaboration and Communication

• Professional Division of Labor: Assign appropriate medical staff based on their specialty.
• Clear Responsibilities: Ensure every team member understands their duties.
• Cross-departmental Collaboration: Promote effective communication between different departments.
• Knowledge Sharing: Share treatment experiences and best practices.

Patient File Management (Files)

Files Feature Overview

The Patient File Management feature is an advanced digital document management system that provides medical staff with a secure and efficient solution for file storage and management. Through centralized file management, it establishes a complete digital patient file library, significantly improving the clinic's document management efficiency, data security, and quality of medical services.

Core Advantages

• Digital Transformation: Achieve comprehensive digitalization of the clinic's document management.
• Centralized Management: Store and manage all patient-related documents in one place.
• Secure and Reliable: Employs enterprise-grade security standards to protect sensitive medical data.
• Quick Access: Supports fast search and retrieval of necessary documents.
• Collaborative Sharing: Supports secure file sharing among the medical team.

Files Interface Explained

Click the "Files of [Patient Name]" button in the patient list to open the file management view for that patient.

Interface Architecture

File Management Title Area

• Clearly displays "Files of [Patient Name]".
• Confirms the identity of the patient being viewed.
• Provides a navigation link to quickly return to the patient's profile.
• Shows the total number of files and storage space usage.

Smart File View Toolbar Provides multi-dimensional options for file viewing and management:

• All: View all types of files (default view).
• Image: Specifically view medical images and picture files (X-rays, photos, scanned documents).
• Document: Specifically view documents, reports, and certificate files (PDF, Word, Excel, etc.).
• Recent: View recently uploaded or modified files.
• Favorites: View files marked as important.

File Statistics Information

• Real-time Count: Displays the number of files in the current view mode.
• Storage Space: Shows used and available storage space.
• File Type Distribution: Visually displays the distribution of different file types.

File Upload Function

Smart Upload Area

The Files page provides an intuitive and feature-rich file upload interface:

Visual Upload Area

• Cloud Icon: A clear visual indicator for cloud upload.
• Action Prompt: "Upload" as the main action prompt.
• Drag-and-Drop Guide: Detailed instruction "Click or drag to upload".
• Area Demarcation: A clear dashed border and background color to distinguish the area.
• Instant Feedback: Visual feedback effect when dragging files.

Upload Status Indicator

• Ready State: The default state waiting for file upload.
• Dragging State: Highlighted display when files are dragged into the area.
• Uploading State: Shows an upload progress bar and percentage.
• Completed State: A confirmation prompt for successful upload.

Diverse Upload Methods

Click to Upload

1. Click the upload area to open the system's file selector.
2. Supports multi-selection of files by holding Ctrl/Cmd key.
3. A detailed list of selected files for preview and confirmation.
4. Batch upload processing begins after confirmation.

Drag & Drop

1. Directly drag files from the computer to the upload area.
2. Supports dragging multiple files at once for batch upload.
3. Real-time preview of file information during the drag process.
4. Automatic categorization and tagging of different file types.
5. Real-time display of each file's upload progress.

Advanced Upload Features

• Resumable Uploads: Automatically resumes uploads after a network interruption.
• Duplicate Detection: Automatically detects and prompts about duplicate files.
• Format Validation: Validates file format and size before uploading.
• Automatic Renaming: Smart renaming to avoid file name conflicts.

Supported File Types

The Files system supports a wide range of file formats to meet the diverse document management needs of modern clinics:

Medical Imaging Files

Standard Image Formats

• JPEG/JPG: High-quality photos, clinical photos, wound records.
• PNG: Supports transparent backgrounds, suitable for charts and diagrams.
• TIFF: High-resolution medical images, maintaining original quality.
• BMP: Uncompressed bitmap, suitable for precise medical imaging.
• GIF: Dynamic images and simple animated records.

Professional Medical Images

• DICOM: The standard format for digital imaging in medicine.
• Scanned X-ray Films: Digitalized radiological images.
• Ultrasound Images: Various ultrasound examination images.
• Endoscopy Photos: Images from gastroscopy, colonoscopy, etc.

Clinical Record Images

• Wound Photos: A series of photos tracking the wound healing process.
• Before-and-After Comparisons: Comparison images before and after surgery or treatment.
• Dermatological Records: Images tracking changes in skin conditions.
• Rehabilitation Progress Photos: Records of physical therapy and rehabilitation processes.

Document File Types

Medical Report Documents

• PDF Documents: Lab reports, diagnostic certificates, referral letters, pathology reports.
• Scanned Documents: ID cards, insurance cards, medical records, consent forms.
• Certificates: Diagnostic certificates, leave certificates, disability certificates.

Office Documents

• Microsoft Office: Word (.doc/.docx), Excel (.xls/.xlsx), PowerPoint (.ppt/.pptx).
• Text Files: TXT, RTF, CSV.
• Other Formats: Special medical formats supported based on clinic needs.

File Size and Limits

• Single File Limit: Generally 50MB for standard files, up to 100MB for medical imaging files.
• Batch Upload: Up to 10 files at a time.
• Total Storage: 500MB of storage space per patient.
• Format Security: Automatically scans and blocks potentially harmful file formats.

File Management Functions

Smart File Viewing

Diverse Viewing Modes

• Grid View: Displays files in a thumbnail grid, suitable for Browse images.
• List View: Displays detailed file information in a list, suitable for managing documents.
• Timeline View: Displays file upload history in chronological order.
• Category View: Automatically groups and displays files by type.

File Preview Function

• Real-time Thumbnails: High-quality thumbnails are automatically generated for image files.
• Quick Preview: Mouse hover displays basic file information.
• Full-Screen View: Supports detailed viewing in full-screen mode.
• Multi-page Documents: Page navigation for multi-page documents like PDFs.
• Zoom Function: Supports zooming in and out of images and documents.

File Information Display

• Basic Info: File name, size, format, resolution.
• Time Info: Upload time, last modified time, access time.
• Version Info: File version history and change log.
• Permission Info: File access permissions and sharing status.

Advanced Filtering and Searching

Multi-dimensional Filtering

• File Type: Filter by type, such as images, documents, videos.
• Upload Time: Filter files by a date range.
• File Size: Filter by a file size range.
• Tag Category: Filter by custom tags and categories.
• Uploader: Filter files by the person who uploaded them.

Smart Search Function

• Filename Search: Supports fuzzy search for filenames.
• Content Search: Full-text search within PDF and text files.
• Tag Search: Search by tag keywords.
• Advanced Search: Precise search by combining multiple criteria.
• Search History: Saves frequently used search criteria.

Comprehensive File Operations

Basic File Operations

• Download File: Download single or multiple files to a local device.
• Rename: Edit file names directly.
• Copy File: Copy files within the system.
• Move File: Move files between different categories or folders.
• Delete File: Securely delete unneeded files (includes a recycle bin feature).

Advanced Management Functions

• Version Control: Manage different versions of a file.
• Tag Management: Add, edit, and delete custom tags.
• Category Management: Create and manage a file categorization system.
• Batch Operations: Perform operations on multiple files simultaneously.

Sharing and Collaboration

• Secure Sharing: Securely share specific files with other medical staff.
• Permission Control: Set access permissions for different personnel.
• Collaborative Viewing: Supports simultaneous viewing and annotation by multiple users.
• Access Log: A complete log of file access history.

Summary

The patient management function provides clinics with a complete, secure, and efficient solution for managing patient data. Through systematic data management, intelligent feature design, strict security controls, and comprehensive support services, clinics can significantly improve service quality and work efficiency, ensure the security and accuracy of patient data, and provide patients with a better healthcare experience.

The core advantages of the system include:

• Comprehensive Functionality: Covers all core needs of patient management.
• Secure and Reliable: Multi-layered security protection and data privacy.
• Easy to Use: Intuitive user interface and operational flows.
• Highly Integrated: Seamless integration with other clinic systems.
• Continuous Optimization: Continuous improvement based on user feedback.
• Professional Support: Complete technical support and training services.

By effectively utilizing the patient management system, clinics can establish a modern, standardized, and intelligent patient management framework, laying a solid foundation for the clinic's long-term development and competitive advantage.