EHR-Africa User Manual

Plain-language help for everyday clinic work. Last updated July 2026.

1. Login and register

1. Open your clinic’s EHR-Africa website.
2. Enter your username and password.
3. Click Login.

New clinic? Use Register → create organization. Joining a clinic? Use Register → join with your organization code from your admin.

Screenshot: login page — add 01-login.png or run the capture script.

Registration locked? See account locked instructions.

2. Your dashboard

After login, the Dashboard is your home. Buttons open patients, appointments, billing, messages, and more. What you see depends on your role.

Tip: If you do not see a button, your role may not include that area. Ask your clinic administrator.

Screenshot: dashboard — 02-dashboard.png

3. Patients

1. Click Manage Patients.
2. Search by name, patient ID (MRN), or phone — or click Add Patient.
3. Open a patient to see their chart, visits, notes, labs, and documents.

Patient intake: If your clinic uses the public intake form, new submissions appear under Review Patient Intake on the dashboard. Approve or reject before the chart is created.

Unstructured records: Use Add Unstructured Medical Records to attach paper-era history before full digitization.

Screenshot: patients list — 03-patients.png

Screenshot: patient chart — 04-patient-details.png

4. Clinical notes

From a patient, open a clinical note to document the visit (SOAP). Save often.

• Orders — lab, imaging, and referrals from the note; use View order to open a placed order by ID.
• Prescriptions — sign Rx; they sync to the pharmacy dashboard when in-house pharmacy is on.
• Preventive care gaps — expand the gaps panel; mark addressed; optional proof upload.
• Psychology template — schedule follow-up and lock note when finished (where enabled).
• Bill Visit — on Medical Visits tab, charge for that encounter.

Screenshot: clinical note — 05-clinical-note.png

5. Appointments

Manage Appointments — book, edit, and cancel visits. View Schedule Calendar — calendar with closed days and holidays labeled.

Scheduling setup (admins):

• Configure Facility Schedule — different hours per weekday, multiple lunch breaks, public holidays, custom slot length (e.g. 35 minutes).
• Doctor Daily Schedule — see each doctor’s day; book from an open slot.
• Configure Pharmacy Hours — when in-house pharmacy is enabled.
• Appointment Reminder Settings — SMS lead days; use Copy SMS for manual reminders.

Screenshot: appointments — 06-appointments.png

6. Billing and payments

Quick Checkout is fastest for walk-in patients who pay now:

1. Billing & Payments → Quick Checkout
2. Select patient → add services → pay (cash or mobile money) → print receipt

Screenshot: billing — 07-billing.png

Screenshot: quick checkout — 08-quick-checkout.png

More detail: Billing system guide (invoices, void payments, cash register, reports).

Configure services: Admins set your clinic’s price list under Billing → Configure Services (or from the billing dashboard). Quick checkout and invoices use this catalog.

7. Insurance & HMO claims

If your clinic bills HMOs or insurers through the app:

1. Payer Setup — register each HMO/insurer (admins).
2. Enrollees — link patients to member numbers per payer.
3. Tariffs — maintain payer price schedules.
4. Create a cash invoice as usual, then open Insurance Claims → draft claim from invoice → validate → export batch (CSV/JSON/FHIR) for submission to the payer.

Cash billing is unchanged — claims are optional for insured visits.

8. Messages

Dashboard → Messages & Tasks for internal notes between staff. You can send to multiple recipients in one message.

Patient portal users can message the clinic; staff reply from the same messages area. Unread counts appear on the dashboard button.

Screenshot: messages — 09-messages.png

9. Patient portal

Administrators: Setup Patient Portal on the dashboard. Create portal login for a patient; you stay signed in as staff.

Patients can view appointments, medications, released results, and message the clinic (where enabled).

Screenshot: patient portal — 10-patient-portal.png

10. Role dashboards

11. In-patient (hospitals)

1. Admin turns In-Patient Services on from the dashboard.
2. Configure rooms and beds.
3. Admit from clinical note; assign beds from Admissions Dashboard.

In-patient setup guide

12. Working without internet

Log in and open the pages you need while online. When the connection drops, you can often keep documenting; changes sync when you’re back online.

Look for the sync status indicator on key pages (online, offline, or pending sync).

Full offline guide →

13. Facility setup (administrators)

14. Reports

• View Reports — clinic summaries and exports
• Preventive Gaps Summary — overdue screenings
• Conditions Breakdown / Condition Stats — population analytics
• Blood Group Summary — transfusion planning support
• View Deleted Patients — recover soft-deleted records (admins)

15. Administrators

• User Management — add staff, set roles
• Organization Code — share with new staff for registration
• View Audit Log — who changed what
• Security Dashboard — security events
• Manage Subscription — plan, payment, limits
• Download / Restore Backup — data protection

Screenshot: user management — 12-org-users.png

16. When something goes wrong

17. More guides

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