Frequently Asked Questions
Hanmak Technologies Enterprise Systems
System Licensing
(Medicentre)
The system alerts the user on how long it would take for the license to expire. The user would then inform their System Administrator who then requests for license renewal from the Hanmak Support Team. Once you have the license: On the log in panel, go to Options > License Info. Browse for the License File and Install the license. This should renew your license successfully.
The system alerts the user on how long it would take for the license to expire. The user would then inform their System Administrator who then requests for license renewal from the Hanmak Support Team. If the license expires before the System Administrator has installed a license renewal, the system would become inaccessible. To renew the license: On the log in panel, go to Options > License Info. Browse for the License File and Install the license. This should renew your license successfully.
Hanmak Technologies enterprise systems are sold as licensed solutions. The user would therefore acquire licenses for each device as indicated on the End User License Agreement. A standard rate applies for each additional device. The System Administrator should then get in touch with the Hanmak Technologies support team which would then issue a license for these devices.
System Implementation
(Medicentre/TunaPOS/Loyon)
Hanmak Technologies determines the amount of effort it would require to implement the system depending on the client’s requirements. This would include the departments where the system is required to operate, the number of users to be trained and the amount of data to be migrated for initial set up. Upon performing an assessment depending on these factors, the implementation team would then provide the client with a tentative timeline on how soon the system would be operational. Each user is trained on the modules which they are required to use to be fully effective on the system. The system is designed for ease of use. It would therefore take a very short period for each user to effectively utilize their specific modules.
On Medicentre: The system can retrieve radiological images from digital X-Ray machines. Where a client requires the system to be integrated with other clinical diagnostic machines, the Hanmak Technologies development team would conduct a needs assessment and inform the client as to the feasibility of the integration.
Recommended hardware specification for the server are:
Recommended hardware specification for the client devices are:
Hanmak Technologies enterprise systems provide a format which would allow the user to import existing stock data. The user can therefore export data in the format provided by their current system. This can then be edited to fit the format provided by Hanmak Technologies. Hanmak Technologies enterprise systems allow the user to migrate accounting data from their present system to the accounting module on Medicentre/Loyon/TunaPOS. These transactions can be recorded on the accounting module by registering journal entries against the required General Ledgers.
Data Backup & Business Continuity
(Medicentre/Loyon/TunaPOS)
Upon set up, the system is configured to conduct automated backups. These are stored on a separate drive on the server. Where the client provides this, the system could store the backups on an entirely separate device on the network. Hanmak Technologies recommends that the client obtains a storage in the cloud. The backups can then be set up to sync with the virtual drive in the cloud for extra security.
Incremental data backups run on the system on set times throughout the day. Since these backups are automated, they would store changes made on the system data on each occassion. These backups can be used to restore the system where an adverse incident should affect the facility’s server.
Application Module: Stock
(Medicentre/Loyon/TunaPOS)
The user can capture required details for each stock item on the Inventory panel provided on the system. On initial set-up, the system would be configured to track stock levels as provided by your stock take as at the time of system changeover. Where a stock item is sold directly to the customer, the system would deduct this automatically. You can then view the Stock Movement report by department which displays Opening Stock Balances, Stock Adjustments and the Closing Stock Balances at the end of the required period.
Reports related to stock data recorded on the system can be accessed via Inventory > Inventory Reports. The user needs to select the Inventory general ledger, Inventory Sub-Account, Storage Location and the desired report.
Stock purchases on the system are recorded through the Procurement module. This provides for a means to capture Local Purchase Orders (LPO) sent to your supplier. In order to update your stock data for goods delivered to your facility, you need to create a Goods Received Note (GRN) against the LPO for that delivery. GRN’s allow the user to record the correct quantities supplied and set the unit prices for stock items meant for sale. Once you Receive & Commit the GRN to Stock, then your system stock levels will be updated with the quantities purchased.
System Access Controls
(Medicentre/Loyon/TunaPOS)
Each User on the system is assigned to a specific User Group. The System Administrator would allocate the required privileges for each User Group. Specific users would then access only those functions that are allowable on the system based on their User Group Privileges.
For Medicentre:
Go to Config > Users. Under the User Groups tab, select and check your required User Group. Search for the privilege to assign under Available Privileges. Select the desired privilege. Click on the arrow indicating right to assign the selected privileges.
For Loyon/TunaPOS:
Go to Configurations > System Users. Under the User Groups tab, select your required User Group. Search for the privilege to assign under Available Privileges. Select the desired privilege. Click on the arrow indicating right to assign the selected privileges.
Data protection on the system is provided on multiple levels. Each user is provided with Username and Password. A user’s password should be private and confidential in order to safeguard the system data. Each user is assigned to a User Group. User Groups are provided with specific privileges which guide data access on the system. The system stores data on a centralized database. This database is password protected. Data stored on the database is therefore only accessible through the application (Medicentre/Loyon/TunaPOS).
The system allows a user 3 (three) attempts to log in. Where a user exhausts all these chances by entering an incorrect Username/Password combination, the system will block that user account. In order for this user account to be available for access, you can contact your System Administrator.
The system provides benefits to the administrator, who will be able to manage all users, define their roles and assign required access to the system. It will also provide access to all data and reports such as login log files, MIS reports, and so on.
The System Administrator can generate a report of the Privileges assigned to each User Group. This can be accessed via Config > Users > User Group tab. Here you can click on View Privileges Report. This will give you a quick means of determining which functions users can access on the system.
Application Module: Sales
(Medicentre/Loyon/TunaPOS)
Stock items can be recorded on the Inventory panel. Here you can assign all the required parameters against which you would like to track each specific item. Services are recorded under Resources > Services. You can record the required details for each service here and the service. This would include the price by which you would like your customers to be billed automatically each time the service is added to their bill. On TunaPOS: You would first need to create an Item Category Type and specify whether this grouping should be displayed on the POS panel. Create Item Categories which you would like to associate with specific item groups. Assign this Item Category to the desired Item Category Type. If you have a service that should be displayed on the POS panel, input its details under Resources > Services. Assign it to an Item Category Type that can be displayed on the POS panel. The above applies for stock items that are required to appear on the POS panel.
On Medicentre: Where a customer provides payment in different modes for instance, cash and mobile money, you can record each payment as a Customer Deposit. This Customer Deposit can then be offset against items billed to the customer.
On Medicentre: The system provides for a means to refund a customer where there is a deposit balance. This would be necessary where a customer has paid a deposit and there is a deposit balance after all the desired services have been rendered. To record a refund: Click Refund on the Customer’s Bill. Fill in the required data for the system to generate a Refund Voucher. Once you have Saved the Refund Voucher, the system will allow you to Refund the Customer. This would post a contra-entry against the affected General Ledgers on the system’s Accounting Module.
The system allows for reversal of cash transactions where a customer returns goods or where a service was paid for but never rendered. This is provided for on the receipts panel. Here you can cancel a Cash receipt partially or in full. This would adjust the stock levels of the affected inventory items. It would also post a contra-entry against the affected General Ledgers on the system’s Accounting Module.
Create a Credit Note against the Customer Invoice. This will return the billed items to the system stock and reduce the amount receivable on the Customer Invoice by the Credited Amount.
If the user has already created an invoice against a specific Medical Bill, the system would not allow for the creation of subsequent invoice against that bill. The current version of Medicentre only allows for a single Customer Invoice per Medical Bill.
The system allocates patients to different payment schemes i.e. insurance, companies or cash payers. For insurance the user can sell multiple invoices to the insurance companies for billing. This is done by the generation of the invoices under the accounts module in the A/R group accounts invoices. You can then export the invoice with all the patient bills and email the insurance company for billing.
Check the printer settings in the system under: Config > Computer Profile > Printing Options.
For Medicentre:
Under “Direct sales receipt printing options” set the system for automatic printing. Select the Paper Size and Printer Name. Then Update. Under “Patient billing receipt printing options” set the system for automatic printing. Select the Paper Size and Printer Name. Then Update.
For Loyon:
Under “Direct sales receipt printing options” set the system for automatic printing. Select the Paper Size and Printer Name. Select No. of Copies you would want printed. Then Update.
For TunaPOS:
Under “Direct sales receipt printing options” set the system for automatic printing. Select the Paper Size and Printer Name. Select the required Department. Select No. of Copies you would want printed. Then Update. For Sales Orders: Under “Direct sales receipt printing options” set the system for automatic printing. Select the Paper Size and Printer Name. Select the required Department. Select No. of Copies you would want printed. Then Update.
Connectivity/Remote Access/Speed
(Medicentre/Loyon/TunaPOS)
The desktop version of Medicentre (this also applies to Loyon and TunaPOS) does not require internet connection. However, for the system to data transmission between the server and client devices the system relies on a Local Area Network (LAN) connection. A wireless Local Area Network (wLAN) would work just as well.
MedicentreV3 (the Web Application) will require that the facility installs a reliable internet connection. This system is offered as Software as a Service and therefore transactions committed by the user are stored in a secure cloud.
This is possibly due to a loss of connection between server and the client devices. To address this, first ensure that the server is on. Where the server is operational and all the client devices can access the system apart from one of these devices, you might need to check the network cable attached to that device. Ensure that this cable is connected properly. This would allow for the client device to access the system.
This is possibly due to a loss of connection between server and the client devices. To address this, first ensure that the server is on. Where the server is operational and all the client devices can access the system apart from one of these devices, you might need to check the network cable attached to that device. Ensure that this cable is connected properly. This would allow for the client device to access the system.
Switch off your network devices. These would include the router and network switch to which your server and client devices are connected. Allow for 10 minutes before you can switch them back on. This should clear any issues interfering with access to the system.
Check your client-server LAN/wireless connection. If your LAN/Wireless connection is not working properly then you would not be able to connect to the database residing on another computer. In this case, please consult your hardware engineer, to resolve your networking issues. If the connection is proper and still you have a problem in accessing Medicentre then contact our support team.
On Medicentre:
The system provides for a means of managing patient records such that all active patient visit summaries are cleared after a specified period. Designated users should clear medical bills once this have been settled or once a customer invoice has been generate against them. A slow-down of the system would therefore be caused where the above is not done. Either due to a large number of uncleared medical bills or a large number of uncleared patient visit summaries./p> The speed of operations on Loyon and TunaPOS would only be affected if the Local Area Network has problems. This would require the intervention of your System Administrator who would address these problems.
If your network equipment is not connected to an Uninterruptible Power Supply (UPS), this would result in an unreliable IT infrastructure. Data transmitted through the network would therefore be adversely affected resulting in unpredictable outcomes and in most cases this would slow the system down. Other than connecting the network equipment to the UPS, the System Administrator should ensure that the Local Area Network is properly set up. Ensure that there are no conflicting setting where there is more than one router in your facility.
Once a patient has settled their bill, the user would click on Process Medical Bill on the Billing panel. Where the medical bill is set to be cleared at a later date, the user can create an invoice against that bill. Having created the invoice, the user can the Process the Medical Bill.
Medicentre can be set up to clear Patient Visit Summaries automatically. The user would need to set this under Config > Computer Profile. Here, there is the option labelled “Automatically process hospital visits older than”. This is followed by an input box where you would put in the number of hours after which visits should be cleared.
If you were to set the system to “Automatically process hospital visits older than” 24 hours, then all Outpatient Visit Summaries recorded in the past 24 hours would be locked by the system. The system will no longer treat those visits as if they were active. However, the system would not clear Inpatient records as long as those patients are marked as In-Admission.
The current version of the system is set for access within the Local Area Network. Where a user needs to access the system remotely, they would need to acquire a Public IP from their Internet Service Provider.
The user’s device will then be set up to access system data through the provided Public IP.
Alternatively, where a user has Internet Access at the facility, they can access system data remotely through a remote access tool. This would include Team Viewer Quick Access which would allow you to launch the system as if you were at the facility’s Local Area Network.
The system stores data on a centralized database housed on the facility’s server. Where server operations are disrupted, no data transactions related to accounting, sales or customer records, would be committed to the system.
These operations are only possible where the server connection is re-established. Hanmak Technologies recommends that the server be connected to a reliable Uninterruptible Power Supply (UPS) in order to avoid unnecessary disruption of service.
Where the server stops operation, you can contact your System Administrator
+254 (0) 789 199 524
info@hanmak.co.ke