Healthcare
Hospital Management System
An integrated hospital system connecting registration, outpatient and inpatient care, laboratory, pharmacy, billing and reporting in one secure platform.
- Web-based
- Android
- Server-based
Overview
Hospital Management System (HMS)
A Hospital Management System brings the daily work of a hospital into one connected platform. Reception, consulting rooms, wards, the laboratory, the pharmacy and the cashier all work from the same patient record, so information moves with the patient instead of on paper slips carried between departments.
Extrion Tech designs and develops HMS solutions in-house for hospitals in Zanzibar and across Tanzania. We begin by mapping how your facility actually runs – outpatient flow, admissions, ward rounds, theatre bookings and discharge – and then configure modules, user roles and reports around that process rather than forcing staff into a generic template. Insurance claims, mobile money payments and SMS reminders can be added where the relevant provider offers an API and the project scope includes them.
The result is a system that gives management a reliable daily view of patient numbers, bed occupancy, revenue and stock, while giving clinicians quick access to history, results and prescriptions. Access to clinical data is restricted by role, every change is recorded, and privacy, retention and regulatory requirements are agreed with your team for the relevant jurisdiction before go-live.
Business problems it addresses
- Patient files are stored on paper and are often missing or incomplete when the patient returns.
- Departments work in isolation, so lab requests, prescriptions and charges are lost between rooms.
- Revenue leaks because services delivered are not always captured on the patient’s bill.
- Management cannot see bed occupancy, patient volumes or daily collections without manual tallies.
- Preparing monthly statistical and insurance reports takes days of manual compilation.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From registration to follow-up
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1
Patient registration
Reception registers new patients or retrieves existing files and assigns a unique hospital number.
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2
Appointment or walk-in
The patient is booked to a clinic or added to the walk-in queue for triage and vital signs.
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3
Consultation
The clinician records history, examination, diagnosis and orders in the electronic record.
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4
Laboratory or pharmacy, if required
Lab requests and prescriptions reach the relevant department instantly, with results returned to the record.
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5
Billing
Every consultation, test, drug and bed-day is charged automatically to cash, insurance or corporate accounts.
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6
Payment
The cashier receives payment, issues a receipt and clears the patient for services or discharge.
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7
Reports and follow-up
Follow-up visits are scheduled and management reviews daily clinical, financial and stock reports.
Functions covered
Modules and what they do
01 Patient access
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Registration and records
Registers patients, assigns hospital numbers and keeps demographic and next-of-kin details.
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Appointments and queues
Books clinic appointments and manages walk-in queues from triage to the consulting room.
02 Clinical care
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Outpatient consultation
Captures complaints, examination, diagnosis and treatment plans for each visit.
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Inpatient and ward management
Handles admissions, bed allocation, transfers, nursing notes and discharge summaries.
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Theatre scheduling
Optional / subject to scope
Plans surgical lists, theatre allocation and records operation notes.
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Maternity and child health
Optional / subject to scope
Tracks antenatal visits, deliveries and postnatal care for mother and baby.
03 Diagnostics and pharmacy
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Laboratory
Receives test requests, records results and returns them to the requesting clinician.
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Pharmacy and stores
Dispenses prescriptions, tracks batches and expiry dates and manages store requisitions.
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Radiology
Optional / subject to scope
Manages imaging requests, scheduling and the recording of radiology reports.
04 Finance and management
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Billing and cashier
Generates itemised bills, receives payments and issues receipts per department.
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Insurance claims
Optional / subject to scope
Prepares claims for insurers, with NHIF submission optional where an API is available.
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Reports and dashboards
Produces patient statistics, revenue, occupancy and morbidity reports for management.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Patient records are restricted so that clinicians, cashiers and records staff see only what their role requires. Privacy safeguards, retention periods and compliance requirements are agreed with the hospital for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Data retention and deletion policies
Retention periods and deletion rules agreed with you.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Disaster recovery planning A documented plan to restore service after a major failure.
- Single sign-on Sign in with your organisation’s identity provider where supported.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
Data integrity
Each charge is linked to the service order that created it, and billing, dispensing and stock movements are saved in single database transactions so a bill cannot exist without its matching service. Clinical entries are never overwritten; amendments are recorded with the user and time, and daily cashier totals reconcile against receipts.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Departments, wards, clinics and bed categories
- Price lists per payer, insurer or corporate scheme
- Clinical forms, triage fields and discharge templates
- Statistical, revenue and management report formats
- Hospital branding on receipts, cards and reports
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Healthcare
Related systems
Clinic Management System A lean system for private clinics and dispensaries that handles patient visits, consultations, dispensing, simple lab work and cash or insurance billing.
Pharmacy Management System Point-of-sale and stock control for retail and wholesale pharmacies, with batch and expiry tracking, prescriptions, supplier orders and branch reporting.
Laboratory Information Management System Tracks every sample from request and collection through testing, verification and reporting, with turnaround monitoring, quality control and reagent stock.
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