Use case · Multi-specialty hospital
Hayati connects reception, billing clerk, ward store, hospital pharmacy, lab billing, and TPA desk without duplicate patient entry — queue, GST billing, offline counters, and optional AI Receptionist scoped per department.
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Multi-specialty hospital operating system means one governed patient record that moves from OPD registration through consultant visit, lab/radiology orders, IPD admission packages, hospital pharmacy dispensing, and TPA claim preparation. Hayati is operational ERP for Indian hospitals — not a full EMR replacement. It handles counter discipline, GST invoices, stock deduction at dispensary, payer category tagging, and branch-scoped reporting so finance can close without rebuilding the day in spreadsheets.
Registration
Reception captures UHID, payer type, and OPD token at main counter
Consultant OPD
Doctor issues orders; queue display shows token sequence per department
Lab / radiology
Billing clerk posts investigation bill; sample ID links to patient UHID
Pharmacy
Hospital dispensary bills against prescription with batch stock deduction
IPD admission
Admission desk opens package; advance receipt and bed category recorded
Discharge + TPA
Final bill, GST summary, and TPA desk export for cashless settlement
Morning OPD at a multi-specialty hospital starts at the registration counter, not in a generic dashboard. Reception creates or retrieves the UHID, selects cash versus credit versus TPA payer type, prints an OPD token, and routes the patient to the correct department queue. Consultant OPD runs on token discipline — the patient queue display shows sequence so ward boys and attendants are not arguing at every door. When the doctor orders blood work or radiology, the order must appear at the lab billing counter and the main billing desk without retyping the patient name. Hayati ties those events to one patient context so the billing clerk posts investigation charges once and the lab technician can match sample collection to the same record. IPD workflows run parallel: admission desk opens a bed package, records advance receipt, and flags whether pharmacy items are included or billed separately. Ward nurses may request consumables from the floor store; store keeper issues against patient or ward indent. At discharge, billing consolidates room rent, procedure charges, pharmacy lines, lab lines, and professional fees into one final GST invoice before the patient reaches the TPA desk. Offline billing matters when hospital Wi-Fi drops during peak OPD — counters keep recording sales and sync when connectivity returns so the day is not lost to router failure.
Reception owns first contact: UHID, mobile number, attendant name, payer category, and token issuance. They escalate insurance card validation to the TPA desk when the patient is cashless — reception should not guess approval limits. Billing clerks at the main cash counter post OPD consultation fees, procedure charges, package components, and investigation bills. They issue GST tax invoices, record UPI and cash splits, and print duplicate copies for patient files. Hospital pharmacy pharmacists verify prescriptions, select FEFO batches, and bill with HSN lines finance can defend. Store keepers manage ward indents, OT consumables, and returns — every issue should trace to a patient or cost centre. Lab supervisors confirm sample ID against billing before accepting specimens; radiology front desk confirms appointment slot and posts film or digital report delivery charges. TPA desk staff attach pre-auth references, split package versus non-package lines for payer rules, and prepare submission packs — Hayati keeps hospital-side bills aligned before portal upload. Night supervisors need read-only dashboards for pending discharges and open pharmacy credit accounts. Each role gets scoped login so a dispensary user cannot alter TPA settlement registers.
A cashless patient arrives with a referral letter and insurance card. Reception registers UHID, sends them to TPA desk for pre-auth verification, then prints OPD token for cardiology. They wait per queue display, consult, and receive lab orders on paper or printout. At lab collection, staff scan or enter sample ID tied to the billed test panel — the patient should not pay twice if already in a package. Reports route to consultant review; billing clerk adds any add-on tests the doctor ordered mid-visit. Patient visits hospital pharmacy with prescription; pharmacist bills and dispenses with batch traceability. If admission is required, admission desk converts OPD record to IPD, collects advance, assigns bed category, and hands a patient file copy to nursing. During stay, pharmacy delivers ward medicines; lab posts repeat investigations against the same UHID. At discharge, billing clerk presents itemized bill; patient pays copay or top-up if TPA partial approval. TPA desk gives claim documents and GST invoice copy. Optional AI Receptionist can book follow-up OPD slots by phone so reception handles fewer repeat timing calls — walk-ins still flow through the physical counter.
OPD billing starts with consultation fee posting at the main counter — GST rate depends on service category configured during onboarding. Package OPD plans bundle consultation plus defined investigations; billing clerk selects package code so add-ons bill separately and audit clearly. Investigation billing links test codes to lab or radiology tariffs; credit accounts for corporate clients post to ledger with payment terms instead of immediate cash. IPD packages split room rent, nursing, surgeon fee, anesthesia, OT consumables, and pharmacy — billing must show which components are TPA-covered versus patient-pay. Advance receipts reduce final balance; interim bills during long stays help families plan payment before discharge chaos. Hospital pharmacy bills are separate GST documents with medicine HSN lines — ward returns after billing create credit notes finance must see before TPA submission. TPA cashless flow tags payer ID, pre-auth number, and approved amount on the bill header; billing clerk cannot finalize discharge without TPA desk sign-off when policy requires it. UPI, cash, card, and NEFT settlements post to daily collection register. Offline mode records bills locally at pharmacy and main counter; sync reconciles sequence numbers when the link returns. E-invoice connectivity depends on your GST registration scope — confirm with your CA during walkthrough, not from a marketing promise.
Hospital pharmacy inventory is the highest-volume stock point: OPD walk-in prescriptions, IPD ward issues, and emergency OT trays all deduct from the same item master. FEFO batch selection at billing prevents silent expiry write-offs auditors find later. Ward store and main pharmacy may be separate stock locations — transfers between them need documented movement so physical stock matches system stock during monthly stock take. OT consumables often bill as procedure components; store keeper issues against OT schedule or patient procedure code so costing reflects actual usage. Lab reagents and radiology contrast may sit on store ledgers tied to cost centres rather than patient billing — define during setup which SKUs bill to patients versus internal consumption. Returns from ward after patient discharge must reverse patient-linked issues or post to wastage with reason codes. Multi-branch hospital groups run central purchase with branch-scoped dispensaries; HQ sees consolidated near-expiry reports while each branch counter stays locally responsive. Schedule H and controlled drug registers apply where hospital pharmacy dispenses regulated medicines — pharmacist approval and searchable register export for drug inspector visits. Negative stock flags at billing time surface training gaps before year-end inventory shock.
Daily collection register by counter user shows cash, UPI, card, credit, and TPA totals — finance uses this for bank reconciliation before close. Department-wise revenue reports split OPD consultation, lab, radiology, pharmacy, IPD room rent, and procedure income so medical administrators see which units carry load. TPA aging and pending pre-auth reports help the TPA desk chase approvals before discharge backlog. Pharmacy sales with GST breakup, HSN summary, and return register feed your CA's GSTR preparation — export format validated on walkthrough. IPD occupancy and package utilization reports tie bed category to billed days versus physical occupancy disputes. Doctor settlement or professional fee reports depend on your consultant contract model — Hayati supports configured sharing rules scoped per hospital policy. Near-expiry and slow-moving stock reports reduce wastage at dispensary. Audit logs by user show who overridden discount, who reprinted bill, and who altered payer category — essential when internal audit or payer query arrives months later. Branch-scoped reporting keeps multi-facility groups from merging Mumbai and Hyderabad into one meaningless total.
List OPD departments, IPD bed categories, lab/radiology interfaces, payer mix, and which counters must run offline. Bring sample bills, TPA rejection cases, and pharmacy SKU export.
Configure consultation fees, investigation panels, IPD packages, pharmacy item masters with HSN, and TPA payer codes. Finance and pharmacy leads sign off before go-live.
Assign logins for reception, billing, pharmacy, store, lab front desk, and TPA desk with branch context. Define who can discount, reprint, or alter payer type.
Run live tokens, billing, and pharmacy dispensing for one busy OPD unit for two weeks. Measure duplicate entry, queue disputes, and offline sync behavior.
Extend to admission desk, ward issues, investigation billing, and discharge consolidation. Test package split, advance adjustment, and return-after-bill scenarios.
Validate cashless pre-auth tagging, final bill export, and reconciliation register against your top three payers before group-wide TPA rollout.
Enable daily collection, GST, and department dashboards for finance. Train night supervisors on exception queues and document SOPs per counter.
No. Hayati is operational ERP for counters, billing, pharmacy, queue, and TPA alignment. Clinical documentation depth depends on your existing EMR or consultant preference — Hayati connects billing and stock to patient context.
Yes. UHID carries from registration through OPD visits, investigations, pharmacy, admission, ward issues, and discharge billing without re-entering demographics at each counter.
Billing clerk consolidates charges with payer and pre-auth references. TPA desk validates package splits and approved limits before final GST invoice. Portal submission rules remain your procedure — Hayati structures hospital-side records.
Offline billing at pharmacy and main counters continues recording sales locally. Events sync on policy when connectivity returns — test your branch router scenario during pilot.
Yes. Configure separate stock locations with transfer documents between ward store and dispensary so stock take matches physical shelves.
Interface scope is confirmed per customer — sample ID and billing linkage are in scope; machine-specific LIS/PACS connectors depend on your vendor and walkthrough findings.
Finance and medical administration define package components — room, procedures, pharmacy inclusion, investigations — during onboarding. Billing selects package code so add-ons audit separately.
Include reception, billing, pharmacy, store, lab front desk, TPA desk, and finance. Multi-specialty rollout fails when only IT sees the demo without counter operators.
All features: AI Receptionist · AI Retention Agent · Patient Queue Display · Doctor Dashboard · TPA billing · Multi-branch · Pharmacy inventory · GST billing · Offline billing · Queue management
Bring department list, payer mix, sample OPD and IPD bills, pharmacy SKU export, and one TPA rejection case. We map counters, offline needs, and reporting before pilot commitment.