Workflow Overview

This page shows the full end-to-end journey a patient takes through the rehabilitation center. Every step, every record created, and every person involved is explained here.

The Complete Patient Journey

Patient arrives / is referred
         │
         ▼
Front Desk registers the Patient
(Patient record created)
         │
         ▼
Appointment booked
(Patient Appointment created)
         │
Confirmation SMS sent to patient ◄── Automatic
         │
Reminder SMS sent before appointment ◄── Automatic (day before / hours before)
         │
         ▼
Patient arrives → Vital Signs recorded by Nurse
         │
         ▼
Doctor/Therapist opens Patient Encounter
- Records symptoms and diagnosis
- Prescribes therapy plan
- Orders lab tests (if needed)
- Prescribes medication (if needed)
         │
         ├─────────────────────────────────────────┐
         ▼                                         ▼
  Therapy Plan created                      Lab Test ordered
  (Therapy Plan record)                     (Sample Collection → Lab Test)
         │                                         │
         ▼                                         ▼
  Therapy appointments booked             Lab Technician enters results
  (Patient Appointments - Therapy)               │
         │                                    Lab Approver reviews
         ▼                                    & approves results
  Physiotherapist conducts sessions              │
  (Therapy Session record per visit)        Result sent to doctor/patient
  - Exercises recorded                           │
  - Counts targeted vs. completed                ▼
  - Patient Assessment if needed          Doctor reviews in next consultation
         │
         ▼
  Sessions count up against the plan
  (Therapy Plan: 8/10 sessions complete)
         │
         ▼
  Therapist / Doctor reviews progress
  (Patient Assessment scores compared)
         │
         ├── Not recovered → Extend plan / add sessions
         │
         └── Recovery goals met → Discharge
                   │
                   ▼
            Final consultation
            Discharge notes written
            Follow-up date set
            (if inpatient: Inpatient Record discharged)

Phase 1: Patient Registration (Front Desk)

Who does this: Front Desk / Healthcare Administrator

When to do this

Every new patient who comes to the center for the first time must be registered. A patient who has been before already has a record - search for them by name or mobile before creating a new one.

What is recorded

Full name, date of birth, gender
Mobile number and email (for appointment reminders)
Blood group
Known allergies and current medications
Medical history (past illnesses, surgeries)
Emergency contact

Result

A Patient record is created and the patient gets an account in the system. If “Invite User” is turned on, the patient receives an email to access the patient portal.

Phase 2: Booking the Appointment (Front Desk)

Who does this: Front Desk

Steps

Open the Patient Appointment form
Select the patient
Choose the appointment type (Consultation, Follow-up, Therapy Session, Procedure)
Select the practitioner
Choose the date and time (the system shows only available slots based on the practitioner’s schedule)
Select the service unit (consultation room, physiotherapy gym, etc.)
Save and submit

What happens automatically

An appointment confirmation SMS or message is sent to the patient
The appointment appears in the practitioner’s schedule for that day
The “Open Appointments” number card increases by one

Phase 3: Pre-Consultation Vital Signs (Nurse)

Who does this: Nurse When the patient arrives for their appointment, the nurse records vital signs before the doctor sees them.

Vital Sign	Why It Matters for Rehabilitation
Blood pressure	Important for patients with cardiovascular risk factors undergoing intensive therapy
Pulse	Helps monitor cardiac response to exercise therapy
Temperature	Screens for infection before therapy
Height, Weight, BMI	Baseline for physical progress tracking

The vital signs are linked to the appointment and automatically appear in the Patient History.

Phase 4: The Consultation (Doctor / Physician)

Who does this: Doctor / Physician The doctor opens a Patient Encounter linked to the appointment. They record:

Symptoms

What the patient is complaining about. Selected from a list of standard complaints or typed freely (for example, “Right knee pain after walking”, “Loss of grip strength in left hand”).

Diagnosis

The formal clinical diagnosis. Selected from standardized codes or typed freely (for example, “Post-surgical knee rehabilitation”, “Stroke rehabilitation - left hemiplegia”).

Therapy Plan Prescription

The doctor creates or links a Therapy Plan specifying:

Which therapy types are needed
How many sessions of each

Example: “Physiotherapy - 12 sessions, Occupational Therapy - 8 sessions.”

Medication Prescription (if needed)

The doctor prescribes any medications needed for pain management or recovery support.

Lab Tests (if needed)

The doctor orders any required blood tests or imaging.

Notes

Any additional notes about the patient’s condition or instructions. When the encounter is saved, the system can automatically create Service Requests for each prescribed therapy and orders for each lab test.

Phase 5: Therapy Plan Execution (Physiotherapist)

Who does this: Physiotherapist / Therapist This is the core of rehabilitation. The therapist works through the therapy plan session by session.

Before Each Session

Open the appointment for the therapy session
Create or open the Therapy Session record linked to the appointment and therapy plan
Review the patient’s history and previous session notes

During Each Session

The therapist records:

Field	What to Record
Therapy type	Which type of therapy was performed today
Start date and time	When the session began
Duration	How many minutes the session lasted
Service unit	Which room or gym was used
Exercises	List each exercise performed
Counts targeted	How many repetitions were planned
Counts completed	How many the patient actually completed
Notes	Clinical observations and patient feedback

Patient Assessment (Periodic)

At the start of the plan, mid-way, and at the end, the therapist runs a formal Patient Assessment using a standardized template. The system calculates the total score automatically. Comparing scores from the first assessment to the latest one shows whether the patient is improving.

After Each Session

The therapy session is submitted
The Therapy Plan’s “sessions completed” count increases automatically
The session appears in the Patient History

Phase 6: Lab Test Processing (Lab Team)

Who does this: Lab Technician, Lab Approver

Step 1: Sample Collection

The lab technician collects the sample from the patient and records a Sample Collection document with the sample type, date, and time.

Step 2: Lab Test Processing

The technician opens the Lab Test record (created when the doctor ordered the test) and enters the results for each parameter.

Step 3: Approval

If “Lab Test Approval Required” is on in Healthcare Settings, a Lab Approver reviews the results before they are released. The approver ensures:

All parameters have been filled in
Any abnormal results are flagged
The format is correct

Step 4: Result Released

The approver clicks Approve. The result is now available in the Patient History and can be printed or emailed to the patient.

Phase 7: Nursing Care (Inpatient or Day Care)

Who does this: Nurse For patients who are admitted or require nursing care:

The nurse checks the Inpatient Record (if admitted) or the Nursing Tasks list
Each nursing task (check vitals, administer medication, change dressing, etc.) is completed and marked as done
The nurse records actual start and end times and any notes

For inpatient medication: the nurse opens the Inpatient Medication Order and records each dose as administered.

Phase 8: Progress Review and Discharge Decision (Doctor)

Who does this: Doctor / Physiotherapist Periodically (or at the end of the therapy plan), the doctor reviews:

Patient Assessment scores from multiple sessions (are they improving?)
Therapy Plan status (how many sessions completed vs. prescribed?)
Current symptoms vs. initial symptoms

If the patient has not recovered: the doctor extends the therapy plan, adds more sessions, or prescribes a different therapy type. If recovery goals are met: the doctor schedules a final consultation and prepares for discharge.

Phase 9: Discharge (Doctor + Front Desk)

Who does this: Doctor, then Front Desk

Doctor’s Actions

In the final consultation (Patient Encounter):

Notes the discharge decision
Writes discharge instructions (exercises to continue at home, restrictions, medications to continue)
Sets a follow-up appointment date

For inpatients: the doctor updates the Inpatient Record with discharge notes and submits the discharge.

Front Desk’s Actions

Ensures all outstanding services are invoiced
Books the follow-up appointment if required
Prints discharge summary (if needed)

Role Summary

Role	Phase They Are Active In
Front Desk (Healthcare Administrator)	Registration, Appointment booking, Billing, Discharge paperwork
Physician / Doctor	Consultation, Diagnosis, Therapy plan prescription, Discharge decision
Physiotherapist	Therapy sessions, Patient assessments, Exercise prescription
Nurse	Vital signs, Nursing tasks, Inpatient medication administration
Lab Technician	Sample collection, Lab test processing
Lab Approver	Lab result approval and release

Records Created at Each Phase

Phase	Record Created
Registration	Patient
Appointment	Patient Appointment
Pre-consultation	Vital Signs
Consultation	Patient Encounter, Service Request, Medication Request
Therapy plan	Therapy Plan
Each therapy visit	Therapy Session, Patient Assessment (periodic)
Lab	Sample Collection, Lab Test
Inpatient	Inpatient Record, Inpatient Medication Order, Nursing Task
Discharge	Updated Patient Encounter, updated Inpatient Record

Home Care Services

Dental Clinic

Diagnostic and Scan Centre

Eye Care Center

General Clinic

Rehabilitation Center

The Complete Patient Journey

Phase 1: Patient Registration (Front Desk)

When to do this

What is recorded

Result

Phase 2: Booking the Appointment (Front Desk)

Steps

What happens automatically

Phase 3: Pre-Consultation Vital Signs (Nurse)

Phase 4: The Consultation (Doctor / Physician)

Symptoms

Diagnosis

Therapy Plan Prescription

Medication Prescription (if needed)

Lab Tests (if needed)

Notes

Phase 5: Therapy Plan Execution (Physiotherapist)

Before Each Session

During Each Session

Patient Assessment (Periodic)

After Each Session

Phase 6: Lab Test Processing (Lab Team)

Step 1: Sample Collection

Step 2: Lab Test Processing

Step 3: Approval

Step 4: Result Released

Phase 7: Nursing Care (Inpatient or Day Care)

Phase 8: Progress Review and Discharge Decision (Doctor)

Phase 9: Discharge (Doctor + Front Desk)

Doctor’s Actions

Front Desk’s Actions

Role Summary

Records Created at Each Phase

​The Complete Patient Journey

​Phase 1: Patient Registration (Front Desk)

​When to do this

​What is recorded

​Result

​Phase 2: Booking the Appointment (Front Desk)

​Steps

​What happens automatically

​Phase 3: Pre-Consultation Vital Signs (Nurse)

​Phase 4: The Consultation (Doctor / Physician)

​Symptoms

​Diagnosis

​Therapy Plan Prescription

​Medication Prescription (if needed)

​Lab Tests (if needed)

​Notes

​Phase 5: Therapy Plan Execution (Physiotherapist)

​Before Each Session

​During Each Session

​Patient Assessment (Periodic)

​After Each Session

​Phase 6: Lab Test Processing (Lab Team)

​Step 1: Sample Collection

​Step 2: Lab Test Processing

​Step 3: Approval

​Step 4: Result Released

​Phase 7: Nursing Care (Inpatient or Day Care)

​Phase 8: Progress Review and Discharge Decision (Doctor)

​Phase 9: Discharge (Doctor + Front Desk)

​Doctor’s Actions

​Front Desk’s Actions

​Role Summary

​Records Created at Each Phase

The Complete Patient Journey

Phase 1: Patient Registration (Front Desk)

When to do this

What is recorded

Result

Phase 2: Booking the Appointment (Front Desk)

Steps

What happens automatically

Phase 3: Pre-Consultation Vital Signs (Nurse)

Phase 4: The Consultation (Doctor / Physician)

Symptoms

Diagnosis

Therapy Plan Prescription

Medication Prescription (if needed)

Lab Tests (if needed)

Notes

Phase 5: Therapy Plan Execution (Physiotherapist)

Before Each Session

During Each Session

Patient Assessment (Periodic)

After Each Session

Phase 6: Lab Test Processing (Lab Team)

Step 1: Sample Collection

Step 2: Lab Test Processing

Step 3: Approval

Step 4: Result Released

Phase 7: Nursing Care (Inpatient or Day Care)

Phase 8: Progress Review and Discharge Decision (Doctor)

Phase 9: Discharge (Doctor + Front Desk)

Doctor’s Actions

Front Desk’s Actions

Role Summary

Records Created at Each Phase