K-AFYA is an advanced Cloud Hospital Information Management System (HIMS) that has been developed with the foresight of tackling all challenges that face physicians, clinics, & hospitals whilst also helping to make their practice go paperless.
The hospital system is 100% customizable to meet each facility’s needs. This means the system will adapt seamlessly to all
manner of conditions & operations that medical centers in the region are working under.
K-AFYA has excelled as a dependable hospital management information system by improving the quality of all medical services, reduction of operation costs by minimizing the usage of paperwork & improvement of hospital revenue collection by closing all loop holes used to misappropriate hospital funds.
We use HL7 standards to ensure different aspects of hospital information & doctor practice management system interoperable with outside systems & databases such as:
- The International Classification of Diseases (ICD-10)
- Current Procedural Terminology (CPT)
- Logical Observation Identifiers Names and Codes (LOINC)
- Systematized Nomenclature of Medicine & Codes (SNOMED – CT)
Handling patient bills will cease to be a chaotic scene in your hospitals and clinics.
Doctors will coordinate with other departments with great ease, regarding medical health records.
The system will help in saving time as prescriptions, bills & other calculations are maintained digitally. This helps Doctors to concentrate on their core activities.
The system has provided an excellent, hassle-free method for smart & effective workflow management.
The integrated HIMS generates insightful reports in a few clicks thanks to its user-friendly interface.
Doctors will no longer need to carry physical files. Patient data will be collected & stored to form an Electronic Medical Records (EMR) Repository. You can manage your Electronic Health Records (EHR) effectively with this bespoke system.
K-Afya provides a range of features that enable healthcare professionals to view medical records, manage patient healthcare plans, & access medication & equipment inventory.
PATIENT REGISTRATION & TRIAGE MODULE
The first step in the registration process in the K-AFYA Cloud Hospital Information Management System involves the capture of personal biometric data from the patient.
Next, the Triage phase comes in where the patients vitals are quickly recorded. The nurse at this station reviews previous visits, enters nursing notes and insurance cover information.
Some of the crucial information recorded at the triage department include auto calculation of BMI, blood pressure, cardex, dehydration, drugs & food allergies, mental status, pain severity, pulse, respiratory rates & temperature readings.
Once this information has been recorded, the system will automatically queue the patient to the doctor's schedule of patient visitors.
The queue system can be integrated further to be displayed on a display monitor screen placed on the waiting lobby. This is so as to help patients check on the doctor's schedule and check on their turn.
This module is responsible for recording all interactions between the patient and a doctor.
This information is comprised of chief complaints by the patient, examination findings and investigations, history of presenting illness (HPI), patient diagnosis, doctors summary and patient allergies recorded.
The doctor can also select the diagnosis from a ICD 10/ ICD 11 compliant diagnosis selection input module.
In cases where the patient is back for a review from a previous visit to the hospital, the system has availed a quick button that enables the doctor to view the Patient Electronic Medical Records (EMR).
The Patient EMR acts like a data bank for the patient. This ensures that their data is available to all other departments within the hospital at the click of a button.
The outpatient module also avails laboratory test results to the doctor all at a click of a button. The doctor can then review the patient's case file or even review the drugs he/she had sought to prescribe.
The Laboratory module focuses on the operations of the Laboratory Information System (LIS).
These operations involve the collection, processing & storage of medical data used by laboratory technicians to examine samples & accurately report on the findings so as to assist the doctor to diagnose ailments at a timely manner.
The system displays the doctor who initiated the laboratory test, automatically assigns the order to the next available lab technologist & appends his/her name to the laboratory report thereafter.
The Lab Information System module is equipped with a number of critical lab tests pre-installed on the platform. These tests can be defined into the following categories ; Auto Antibody Screen, Biochemistry, Haematology, Histology, Microbiology, Microscopy, Parasitology & Serology.
The laboratory technologist can enter the results in terms of parameters, findings or notes observed.
Once the laboratory technician posts the results, the system automatically notifies the doctor in charge who can then call in the patient & inform him/her of their diagnosis & either write a prescription or order further tests.
The system also avails reports on all tests conducted on a daily basis & can also prepare an analysis on the most frequently ordered test for purposes of ordering extra test specimen tools in advance.
These reports can also provide crucial information on revenue collection trends in the laboratory module.
Once a doctor posts a prescription on the K-Afya Cloud Hospital Information Management System, the system invoices the patient
account & sends the request to the pharmacy department.
Dispensation of drugs only happens after the billing office sends a notification of full payment. This guarantees the absolute accuracy & transparency of the movement of drugs in stock.
The system has a running balance of all stock levels for the medicines stored in the inventory. The system categorizes drugs into capsules, creams, drops, injections, ointments, powders, sprays, suspensions, syrups & tablets.
You can easily access drug consumption reports such as the monthly workload reports, Malaria drugs reports, anti-biotic drugs reports and those according to age - Under five and Over five.
The system also automatically notifies you 30 days before the expiry of drugs to ensure the safety of the patients being served. The Pharmacy module can also be implemented as a standalone at chemists and pharmacy stores.
ADDITIONAL CRITICAL MODULES
K-AFYA has a number of critical and optional modules and features that form the foundation of the system architecture and
These critical modules have been developed & designed to suit the typical day to day operations in a normal hospital environment as described by medical personnel working in a variety of Kenya's busiest hospitals.
BULK SMS SERVICES
Bulk SMS services are integral to the system as a mode of communication & alert notification.
We have partnered with an International Service Provider (ISP) to help us provide the best services to our clientele.
For this, we recommend the purchase of a Sender ID that will be used as the title for any sms sent to members by the system.
This will promote the authenticity of the communication channel to members.
Sender IDs are sourced for all networks that you intend to send messages to.
For example, you will be at liberty to choose whether you want to purchase one for Safaricom, Airtel or Telkom.
Each of these have a one-off fee of Kshs 10,000.
The only other cost involved in this services is the purchase of SMS bundles which can cost anywhere between Kshs 0.4 to 0.8 dependent on the number of SMS purchased.
BANK & M-PESA INTEGRATION
The Cloud Hospital System has the capacity for integration with a number of banking systems such as Co-operative Bank, Equity Bank,
Family Bank, KCB, DTB & M-Pesa.
This allows seamless communication between the financial institutions & the hospital at no extra fee.
The system will receive debit notifications whenever clients make payments to the hospital irrespective of the channel they use.
This in turn reduces the need to manually post transactions because the data is automatically dispensed within the system.
This kind of transactions promote transparency & accuracy of the transactional data from clients. It also serves to ease up on the laborious tasks of banking reconciliation.
CASH BOOK & GENERAL LEDGER MODULE
The Cash book captures all Accounts Receivables & Accounts Payables like Bill payments & Insurance payments, Creditor
payments, Incomes & Expenses etc.
The system enables faster adaptation of these transactions into the financial platform with the integration of Banks & M-Pesa notifications to ensure synchronization of information & fasttrack data processing.
The General Ledger is composed of financial reports that are necessary in the day to day running of business firms.
Therefore, submission of vital documentation to the regulators will be easy & automated.
You get unfettered access to reports such as Ageing reports for Creditors & Debtors, Balance Sheet, Cash Flow, GL Journals Trial Balance, Profit & Loss Statement among others.
Our software products are equipped with state of the art access controls mechanisms. Access must be limited to authorized
users via a secure authentication process.
Each user must have a unique username, & the sharing of accounts must not be allowed. System administrators should have a separate admin account to perform any administration tasks.
Access to our products must be password protected. Such protection shall include but not be limited to the secure & state of the art password policy; an automatic session logoff after a certain amount of idle time; lock out in case of multiple failed login attempts;
Safe & reliable password reset process; change of passwords at least every 90 calendar days. Passwords shall always be stored & transmitted in a secure way, e.g. by encryption, hashing or discrete channels.
You can rest assured that all data servers containing or processing your data must be located in a secure data
center/online/offline server, to which access is restricted.
We always implement a backup policy that ensures system & data recovery for at least 30 days backwards. Our primary mandate is to commit to protect all your data by protecting the software using Secure Socket Layer (SSL).
We will also strive to ensure that data is secured by means of multi-layer encryption services & packages such as AES Encryption, SHA256 among others.
Kangai Technologies shall provide secure & certified data hosting while it’s in transit & at rest. We shall deliver this by using at least eight cloud server storage options available to us for purposes of online hosting & data storage.
SOFTWARE SUPPORT & MAINTENANCE
We offer a complimentary support package to our clients that consist of 12 months free support from the day of purchase.
We also conduct follow-ups via physical site visits, Cisco Webex, Skype & Zoom sessions & telephone calls periodically to ensure the smooth running of the system.
Customizations & Upgrades are based on the severity of the project & can be tabulated on request.
We also use 3rd party applications such as AnyDesk & TeamViewer to provide exquisite, fast & real-time support services.
We also offer System training to users free of charge & on successful completion, we issue a certificate to the system users.
Our system deploys an Advanced Data Encryption Algorithm tool that promotes fool-proof Data Protection & enables Data Integrity.
The system is integrated with numerous statutory MOH reports & financial statements that are all exportable to Word, Excel or PDF.
Compliance to International Health Care practice, ICD 10 Integration (WHO standard for Physician’s Disease diagnosis), for better diagnosis & treatment of Patients.
The Electronic Medical Record (EMR) utility which helps doctors to retrieve patients diagnosis records & thus helps in better diagnosis & supreme treatment.
The system can send automated reminders for drug expiry, re-stocking alerts, payment notifications, appointment bookings or any other relevant communication.
Our system has no limitations on the number of users who can access the platform or number of patients, laboratory tests, parameters & drugs that can be recorded.
Thus, we host our system products on our dedicated cloud servers to enable seamless access & connectivity from anywhere in the world.
Pricing is based on factors such as; number of users, physical location & the scope of data.
We also have two models of payment; One-off & subscription models.
In the One-off model, the system is sold at an agreed fee & the system license is transferred to the client as a deed of full ownership.
In the Subscription model, the client will make payments in a monthly, quarterly or annual basis to be granted with a license to use the system product.
This letter will then get submitted to your bank or mobile money paybill provider, who shall then contact our team to initiate the integration process.
For M-Pesa Paybill integration, the whole cycle takes about 3 - 7 working days. For banks, which are a bit bureaucratic with this process, it can take anything from 14 - 45 working days.
You can also setup automated SMS notifications to be sent to your clients once payments are received, annual general meetings (AGM) alerts, reminders & warnings.
This feature reduces operation costs such as new cheque book fees, traveling costs for signatories & also the timeline it takes for loans to get disbursed.
All costs are broken down into modules like training costs, integration costs, support & maintenance charges, bulk SMS costs e.t.c
Our system products can be configured into USSD formats for usage by feature phones & old model mobile phones with limited or no internet connectivity.
All you need to do is contact us & let us setup an ideal solution for your company.
We also conduct follow ups via site visits, Skype sessions & telephone calls periodically to ensure the smooth running of the system.
Customizations & upgrades are based on the severity of the project & can be tabulated on request.
We offer System Training to users free of charge & on successful completion issue a certificate to the system users.
This means it can run on any web browser, on any computer or smartphone with a reliable internet connection.
We also install military grade Secure Socket Layers (SSL) certificates that ensures the data transmitted between our servers & your web server is encrypted, making it more difficult for hackers to decipher.
Monarch House, 1st Floor, Thika Road, Adjacent To USIU
info (at) kangai.co.ke
+254 737 283 113