Dwaliro ERP - Key Modules

  • Clinical Module
    • Patient Registration
    • Appointments and scheduling
    • Out-Patient management
    • In-Patient Management
    • Patient diagnoses and Prescriptions
  • Laboratory Management
  • Pharmacy/Drugs and supply Inventory Radiography
  • Billing/Accounting
  • Human Resource management

What is Dwaliro ERP?

Dwaliro ERP is a fully customizable Health care management and resource planning tool. The tool is web-based and is aimed at providing a one stop management solution for all health care services. Dwaliro ERP has been specifically developed for health care providers who aim at;

  • Improving Responsiveness to Patient Care;
  • Streamlining operations and enhance decision making processes;
  • Increase user satisfaction for all stakeholders and;
  • Reduction in administrative and transactional costs.

Dwaliro ERP addresses all major operational processes of health care providers. Access to accurate and real time information, automation of intricate tasks and workflows is the fundamental focus of this ERP. The ERP features supreme flexibility, scalability, easy customization, intuitive visuals and interactive graphs that simplify complex data, comprehensive reports and dashboards that support a wide-ranging drill-down capabilities.

The System is built on top of existing open source systems such as OpenMRS for records management, OpenElis for laboratory management and Odoo ERP for hospital workflow processes. OMNI-Tech is an active member of these communities and provides custom implementations, support and other services all integrated in the Dwaliro ERP.

Visual overview of Dwaliro ERP Topography

1. Clinical Module.

The Clinical Module avails users the capability to register new patients, manage and easily retrieve bio-data for existing patients, manage patient admissions for In-patients. Through this module users are able to give the treatment history of existing patients including laboratory tests, diagnoses and prescriptions.
– Patient Registration.

The tool gives a patient registration form which can be customized as desired. The form captures the clients Bio-data like name, age marital and others. The form also captures any information about the client’s medical history like allergies to drug and other substances or known chronical illnesses if any. This information is saved into a database from which it been readily availed when needed.

– Appointments and scheduling

Through the Clinical module users (usually the front desk administrators/receptionists) are able to create and Manage Appointments across services and providers. This does not only save time for both the clients/patients but also enables the service providers manage their day to day activities appropriately.

– In-Patient Management.

The In-Patient Management sub-module provides the ability to admit, discharge and transfer a patient. The patient can be assigned to a selected bed. A summary of patient information can also be viewed. Example: vitals, diagnosis. The primary benefits of this feature are;

  • View patient list based on different status – To Admit, Admitted, To Discharge.
  • Admit a patient and assign a bed
  • Discharge a patient
  • Transfer a patient from one bed to another
  • View a summary of patient information

1.2  Laboratory Management

When a patient is registered using the registration module, the patient name and demographic information is synchronized automatically to the laboratory module. Patients who need any lab services either as prescribed by the physicians or as “walk-in patients” it’s quick and easy to add test details including results to their medical history.

The key features of the laboratory management system are:

  • Sample collection
  • Recording tests and results.
  • Referring tests.
  • Printing out of results.
  • Lab workload management.
  • Generating Reports.

1.3  Pharmacy/Drugs and supply Inventory

Pharmacy management enables healthcare facilities to effectively dispense medications to patients, monitor & manage stock and suppliers and in billing and accounting for drugs and services.

Pharmacy/Inventory Management allows medical facilities to:

  • Procure products from a supplier, and break these up in batches using their expiry dates.
  • Sell products from a shop which is mapped to a warehouse.
  • Move stock units between different stocking points and warehouses.
  • View the current stock levels by products.
  • Automatically reduce stock of product batch quantities when patient pays for the invoice comprising products (via the billing function).

1.4 Radiography

This module provides users the capability to store and conveniently access images from multiple modalities (imaging equipment) that the facilities are using. The tool provides a central database where these images and their respective interpretations are synchronized with the patient data. Physicians, accounts and other authorized users can view all the required data about a particular client/patient from one dashboard screen. This does not only save time but it also hastens better service provision.

1.5   Billing/Accounting

This module is synchronized with different modules like the clinical, pharmacy/inventory and human resources the other modules of Dwaliro ERP. Payments invoices are generated from different modules and sent to the Billing Module. The module gives a centralized place where bills and payments are managed.

This module allows the user to:

  • Process payment for the bill after giving credit, discount and applying taxes.
  • Maintain a patient’s financial record.
  • Integrate with drug order in the Clinical module, including draft bills.
  • Generate standard accounting reports.

1.6   Human Resource management

This module is designed to give administrators a centralized platform to manage all human resource related matters. Employee annual leave is monitored and managed through this module. Administrators are able to know who is off duty hence proper scheduling of appointments. The module is also synchronized with the billing and accounting module to manage payment of salaries and commissions.

1. Non-Clinical Implementation (Basic Set Up)

In this setup, Dwaliro ERP is used primarily for managing the basic operations of the Health facility. Such processes include patient registration, capturing lab results, capturing billing information and Generating basic administrative reports. The ERP is not used for any clinical purposes.

Key business processes and how they are embedded in the basic set up.

  • Patient Registration is done using the system
  • Clinical functions like Triage, Diagnosis, Prescription, Observations, Lab / Radiology orders are on Paper by doctors and clinicians
  • Laboratory – Based on orders given on paper, enter samples and Lab results in the system.
  • Pharmacy – Based on paper based prescription, enter drug orders in the system, dispense drugs, generates bill and manage inventory.
  • Billing – Based on paper orders, enter services availed, products consumed (OPD & IPD) and generate bills from paper based records.
Visual overview of the Basic Set-up Topography
Minimum requirements for a basic installation.
  • CPU – Quad core
  • Memory – 8 GB
  • Hard disk – 500 GB
  • In addition, the computers should be networked using either cable or wireless router.

The Client computers that will be used by the doctors, registration desk and accounts need to have these recommended browsers. These can be installed if they do not have.

 

Device Recommended Browser
iOS Safari
Android Chrome (first preference)
Windows PC Chrome (first preference)
Mac Chrome
Linux Chrome, or Chromium

 

Note: The Basic set up does not necessitate a high end server. A computer with good memory capacity and storage space not less 500GB would work well as a server for this set up.

2. Basic Clinical Implementation (Standard Set -up)

In this setup Dwaliro ERP is used for very minimal clinical data capture and for managing the facility operations. The setup involves using Bahmni for Registration, Basic Clinical, Laboratory, Pharmacy and / or Billing and Reporting. This set up includes all the functionality detailed in the non-clinical implementation and additional functionality to capture basic clinical operations of the facility.

Key Business Processes:

  • Patient Registration is done using the system.
  • Basic Clinical entry is done in system – like Diagnosis, clinical history or specific observations
  • Other clinical details are still on paper – like Prescription, Observations, Laboratory / Radiology orders
  • Laboratory – Based on orders given on paper – Enter samples and Lab results in the system
  • Pharmacy – Based on paper based prescription – Enter drug orders in the system, dispense drugs, generates bill and manage inventory
  • Billing – Based on paper orders – Enter services availed, products consumed (OPD and IPD) and generate bills from paper based records
  • Managing patient data – Doctors/clinicians get to see clinical history on patient dashboard based on data entered by other departments
Visual overview of the Basic Set-up Topography

3. Complete Implementation

In this setup Bahmni is used for Clinical activities as well as for managing hospital operations. The setup involves using Bahmni for Registration, Clinical (OPD and IPD), Laboratory, Pharmacy and / or Billing and Reporting. This includes all the functionality given in the other two packages and more business management functionality that supports decision making for the facility.

Key Business Processes:

  • Patient Registration is done using the system.
  • Managing Clinical processes – Clinicians enter all clinical details in the system including Vitals, clinical history, diagnosis, prescriptions, Laboratory and radiology orders.
  • Laboratory – Based on orders given by doctors in the system – accept samples and enter Lab results in the system.
  • Pharmacy – Based on prescription given by doctors in the system – drug orders are pre-populated in the system, dispense drugs, generates bill and manage inventory.
  • Billing – Based on clinical orders and some paper based consumption entries – Some of the services and items consumed are pre-populated – for others, enter services availed, products consumed (OPD and IPD) and generate bills from paper based records.
Facts to note about the complete/Premium Set up
  • The facility will need a fully dedicated server for Dwaliro ERP to be installed successfully.
  • Users can assess server module of the ERP using their mobile devices and laptops while away from the facility.
  • If fully set up, the packages supports over 20 users.
  • Patients that need follow can sent reminders on the mobile devices if desired
  • The package supports decision making processes and gives customized reports as asked by the facility.
Visual overview of a complete Set-up Topography

Cost estimates for the basic implementation activities.

This section gives estimated price rates for the activities included in the implementation process. The activities are divide into three main categories;

Needs Assessment.
Under this category, the implementing team visits the health facility to assess the day to activities and business processes at this facility. The team could do this assessment by reviewing existing document, interviewing several staff members, or even have a focused group discussion with concerned stakeholders. The time spent on assessing needs of a facility depends several factors which include but are not limited to the following;

  • Size of the facility
  • Range of services and products the facility offers
  • Number of people employed at the facility.
  • Range of business processes running at the facility
  • Availability of facility stakeholders
  • Level of Automation desired by the facility. (Which business processes the facility wants to computerize).
  • Availability of operational data.

 

Configuration and customization.
Through the needs assessment findings, the team can now customize and configure Dwaliro ERP to fit the specific need of the health facility. Different modules are modified to suit the facility’s business process and improve their output. Clients are availed a trial platform where they can test the customized version the ERP before it is deployed on their server. The costs involved depend on the set-up selected, as explained in Section 4. Some of the customizable items include;

  • Patient management information and process details.
  • Service and product prices
  • Payment Options and procedures
  • Available Services and Products
  • Various Reports

 

After the customized version of Dwaliro ERP has been tested by the Client then, the team can deploy it at the facility. The deployment activities also depend on a number of factors which include but are not limited to;

  • Availability of all needed hardware
  • Availability of minimum needed software specifications.
  • Which modules of Dwaliro ERP the facility has chosen to implement.
  • Availability of support resources like a stable internet connection and stable power supply.

 

Cost of the above activities per implementation package

The table below gives estimated cost for the main implementation activities. The activities costed below do not include transport and per diem estimates. Please not that transport will be charged a rate of USD 1.25 per Kilometer and per diem rate will be USD 75 per day per person.

Implementation Package Basic Set up (Non-clinical Implementation) Standard Set Up( Basic Clinical Implementation) Premium set up (Full ERP set up)
Activity Category No. of people No. days Rate per day (USD) Total (USD) No. of people No. days Rate per day (USD) Total (USD) No. of people No. days Rate per day (USD) Total(USD)
Needs Assessment 2 4 150 1200 2 8 150 2400 2 10 150 3000
Configuration and customization 2 12 150 3600 2 20 150 6000 2 30 150 9000
Deployment and user training 2 4 150 1200 2 5 150 1500 2 8 150 2400
Total (USD) 6000 9900 14400

 

Monthly License Fees Support Costs

Implementation Package/ Item Monthly support and subscription.

 

Rate per Month (USD) Total per year (USD)
Basic Set up (Non-clinical Implementation)

 

Support services include;

Ø  Basic License

Ø  Auto Data backup.

Ø  Attend to any technical issues within 3 working days.

Ø  Training and support for system users

150 1,800
Standard Set Up( Basic Clinical Implementation) Support services include;

Ø  Standard License

Ø  Auto Data backup.

Ø  Training and support for system users

Ø  Attend to any technical issues within 24 hours.

Ø  Optimization and upgrade of system features.

  200 3,600
Premium set up (Full ERP set up) Support services include;

Ø  Premium license

Ø  Auto Data backup.

Ø  Training and support for system users.

Ø  Attend to any technical issues within 24 hours.

Ø  Optimization and upgrade of system features.

Ø  Dedicated online support.

Ø  Business continuity in case of system failure.

 

250 3,000

 

Estimated cost rates for Hardware Equipment

This table gives estimated market price for the hardware needed for a successfully basic installation of Dwaliro ERP. As stated before the Basic and standard set-up may run without a server. Clients that require these packages may therefore calculate a cost estimate excluding the server price that has been included in the table. Also costed below are basic requirements for setting up minimally sized local area network.

Item Quality Unit Price (USD)
1) Full Computer Set;

w   Systems Unit(4 GB RAM, 500GB HHD)

w   21 inch Monitor

w   Keyboard

w   Mouse

1 piece 600
2) Wireless router 1 piece 250
3) PowerEdge R220 rack server

  • Intel Xeon® processor E3-
  • 1200 v3 product family
  • 4x DDR3 UDIMMs w/ECC
  • 1600MT/s
  • 8 GB RAM
  • 1 TB Hard disk

Microsoft Windows Server 2012 R2

1 piece 1,800
4) Network Cable Cat6 1 meter 10
5) RJ 45 Connectors I piece 1
6) APC Smart-UPS RC 2000VA 230V Harsh Environment 1 piece 650
7) Trunking 16*25mm 1 piece 150
8) Wall plug, screws, cable ties (lot) 1 set 10
9) Security Firewall Software 1 350