Workflow Overview - Bizaxl Documentation

This page shows the full lifecycle of a patient visit at a general clinic. Every phase is explained with which team member is responsible and what record gets created.

The Full Patient Journey

PHASE 1: PATIENT REGISTRATION
New patient arrives at reception
         │
         ▼
Reception registers the patient
Patient record created (HLC-PAT-.YYYY.-)
Medical history, allergies noted
         │
         ▼
Optional: Registration fee collected
Patient portal invite sent (if enabled)

         │
         ▼

PHASE 2: APPOINTMENT BOOKING
         │
         ├── Reception books in person
         │   OR
         └── Patient books online (portal)
                   │
                   ▼
         Patient Appointment created (HLC-APP-.YYYY.-)
         Linked to doctor, department, date, and time slot
         Status: Scheduled
                   │
                   ▼
         Appointment Confirmation SMS sent automatically
         Status: Confirmed

         │
         ▼

PHASE 3: PATIENT ARRIVAL AND CHECK-IN
Patient arrives at clinic
         │
         ▼
Reception checks in the patient
Status: Checked In → Open
         │
         ▼
Nurse records Vital Signs
(temperature, BP, pulse, weight, height, BMI)
         │
         ▼
Doctor is notified patient is ready

         │
         ▼

PHASE 4: CONSULTATION
Doctor opens the Patient Encounter (HLC-ENC-.YYYY.-)
         │
         ▼
Doctor records:
  ├── Symptoms / Complaints
  ├── Examination findings
  ├── Diagnosis
  ├── Drug Prescription (medications)
  ├── Lab Test orders
  ├── Clinical Procedure orders
  └── Referrals / Therapy orders
         │
         ▼
Encounter is submitted
Appointment status → Closed
Orders sent to lab / procedure room
         │
         ▼
Prescription can be printed or emailed to patient

         │
         ▼

PHASE 5: ANCILLARY SERVICES
         │
         ├── LABORATORY
         │   Lab Test record created (from order)
         │   Sample collected (Sample Collection record)
         │   Lab Technician enters results
         │   Lab Approver reviews and submits
         │   Results available in Patient History
         │   Result notification sent to patient
         │
         ├── CLINICAL PROCEDURES
         │   Clinical Procedure record created
         │   Procedure performed by doctor/nurse
         │   Consumables tracked
         │   Record submitted
         │
         └── DIAGNOSTIC IMAGING/OBSERVATIONS
             Observation records created
             Results entered by radiologist/technician
             Diagnostic Report groups observations
             Report reviewed and approved

         │
         ▼

PHASE 6: BILLING
Billing team checks "Appointments to Bill" count
         │
         ▼
For each completed appointment:
  ├── Create Sales Invoice
  ├── Add consultation fee
  ├── Add lab test fees
  ├── Add procedure fees
  └── Add any other services
         │
         ▼
Patient pays (cash, card, insurance)
Invoice submitted → Invoiced status ticked on appointment
         │
         ▼

PHASE 7: FOLLOW-UP
         │
         ├── If free follow-up eligible:
         │   Fee Validity record created
         │   Next visit within valid days = no fee
         │
         ├── If next appointment needed:
         │   Book follow-up appointment
         │   Status: Scheduled
         │
         └── Patient views results online via portal

Phases at a Glance

Phase	Who Handles It	Records Created
1. Patient Registration	Reception	Patient
2. Appointment Booking	Reception or Patient (online)	Patient Appointment
3. Check-in and Vital Signs	Reception + Nursing User	Vital Signs
4. Consultation	Healthcare Practitioner	Patient Encounter, Drug Prescription, Lab orders
5a. Laboratory	Laboratory User, LabTest Approver	Lab Test, Sample Collection
5b. Clinical Procedures	Doctor, Nursing User	Clinical Procedure
5c. Diagnostic Reports	Doctor, Technician	Observation, Diagnostic Report
6. Billing	Healthcare Administrator / Billing	Sales Invoice
7. Follow-up	Reception, Patient (online)	Fee Validity, next Patient Appointment

Appointment Status Flow

An appointment moves through these statuses as the visit progresses:

Scheduled → Confirmed → Checked In → Open → Closed
                                            │
                                            └── (or Cancelled / No Show)

Status	What It Means
Scheduled	Appointment booked, not yet confirmed
Confirmed	Appointment confirmation sent to patient
Checked In	Patient arrived at clinic
Open	Patient is waiting to be seen
Closed	Consultation completed
Cancelled	Appointment cancelled before the visit
No Show	Patient did not arrive and appointment time passed

For Inpatient Admissions

Some patients seen in a general clinic consultation need to be admitted overnight. When that happens, the workflow extends:

Doctor decides admission is needed (during Patient Encounter)
         │
         ▼
Inpatient Record created
Bed assigned (Healthcare Service Unit)
Patient admitted
         │
         ▼
Nursing Tasks created for daily care
Doctor visits → Inpatient Visit recorded
Medications ordered → Inpatient Medication Order
         │
         ▼
Lab tests and procedures continue as normal
         │
         ▼
Doctor issues discharge order
Discharge notes and follow-up date recorded
Inpatient Record submitted
Bed becomes Vacant
         │
         ▼
Final consolidated invoice created for entire stay