About this guide

This guide provides an overview of ClinicIO and walks you through the installation process. In addition, this guide provides in-depth documentation for all features.

This guide does not assume any prior technical knowledge. Check the Section 5, “FAQ” section for frequent user issues.

1. Introduction

ClinicIO is a desktop app to enable you to manage a clinic with ease and efficiency. You can use ClinicIO to manage patient records, queues, medical inventory, appointments as well as view detailed statistics.

Head to the Section 2, “Installation Guide” to get started on install ClinicIO.

2. Installation Guide

This section is designed to help you to setup ClinicIO with 3 simple steps.

You can move on to Section 3, “User Interface Walkthrough” if you have installed ClinicIO.

Ensure you have Java version 9 or later installed in your Computer.

Instructions:

Download the latest clinicio.jar here.
Copy the file to the folder you want to use as the home folder for your ClinicIO.
Double-click clinicio.jar to start the app. You should be able to view the window shown below.

Figure 1. Startup Window

Type the command in the command box and press Enter to execute it.
e.g. typing help and pressing Enter will open the help window.

3. User Interface Walkthrough

This section is designed to help you familiarise with all of the user component in ClinicIO.

Here is an example of how ClinicIO looks like:

Figure 2. Ui Screen after login.

It consists of 9 parts: Menu Bar, Command Box, Result Display, Tab Pane, List Panel, Card, Display Panel Sync Status Bar, User Session Status Bar, each of the sections is explained as below.

The Menu Bar provide you quick access to functions as below.

Here are the available options currently:

File: Provide access to file functions.
- Exit: Exit the program.
Help: Show ClinicIO tutorial.

You can also press F1 to show ClinicIO tutorial.

3.2. Command Box

The Command Box allow you to enter command input.

3.3. Result Display

The Result Display provides you information with regards to the result of the command.

3.4. Tab Pane

The Tab Pane provides you with more accessibility to different areas of ClinicIO system.

Figure 3. Screenshot of Tab Pane

There are 4 tabs in the tab pane altogether. The sections are as follow:

Patient
Queue
Appointment
Medicine

3.5. List Panel

The List Panel displays a list of objects.

3.6. Card

The Card displays the object with minimal information.

3.7. Display Panel

The Display Panel displays the object in detail.

3.8. Sync Status Bar

The Sync Status Bar displays the last updated date and time of any changes to the data.

3.9. User Session Status Bar

The User Session Status Bar displays the current user session.

4. Features

This section is designed to provide a list of features that are implemented/working in progress to ease users in the day-to-day operations at the clinic.

As a doctor, you will be able to do the following:

View patient record
Enter patient additional medical information.

As a receptionist, you will be able to do the following:

Manage patient record
Manage clinic queue
Manage medicine inventory in the clinic
Manage future patient appointment
View statistics and export data.

Command Format

Words in UPPER_CASE are the parameters to be supplied by the user e.g. in add n/NAME, NAME is a parameter which can be used as add n/John Doe.
Items in square brackets are optional e.g n/NAME [t/TAG] can be used as n/John Doe t/friend or as n/John Doe.
Items with … after them can be used multiple times including zero times e.g. [t/TAG]… can be used as (i.e. 0 times), t/friend, t/friend t/family etc.
Parameters can be in any order e.g. if the command specifies n/NAME p/PHONE_NUMBER, p/PHONE_NUMBER n/NAME is also acceptable.

4.1. General Commands

4.1.1. Viewing help : `help`

You can view ClinicIO tutorial.
Format: help

You will be able to view ClinicIO guide (as below) in a new window.

Figure 4. Help Window

4.1.2. Listing entered commands : `history`

You can view all the commands that you have entered in reverse chronological order.
Format: history

Pressing the ↑ and ↓ arrows will display the previous and next input respectively in the command box.

4.1.3. Clearing all entries : `clear`

You can clears all entries from the clinic record.
Format: clear

4.1.4. Undoing previous command : `undo`

You can restores ClinicIO to the state before the previous undoable command was executed.
Format: undo

Undoable commands: those commands that modify the clinic record’s content (add, delete, edit and clear).

Examples:

deletepatient 1
listpatient
undo (reverses the deletepatient 1 command)
selectpatient 1
listpatient
undo
The undo command fails as there are no undoable commands executed previously.
deletepatient 1
clear
undo (reverses the clear command)
undo (reverses the deletepatient 1 command)

4.1.5. Redoing the previously undone command : `redo`

You can reverses the most recent undo command.
Format: redo

Examples:

deletepatient 1
undo (reverses the deletepatient 1 command)
redo (reapplies the deletepatient 1 command)
deletepatient 1
redo
The redo command fails as there are no undo commands executed previously.
deletepatient 1
clear
undo (reverses the clear command)
undo (reverses the deletepatient 1 command)
redo (reapplies the deletepatient 1 command)
redo (reapplies the clear command)

4.1.6. Exiting the program : `exit`

You can exit ClinicIO.
Format: exit

4.2. User Authentication

ClinicIO’s User Authentication ensure that clinic staff are provided with correct access rights.

Here are the list of commands:

You can login to ClinicIO.
Format: login r/ROLE n/NAME pass/PASSWORD

If you have already logged in, you cannot login again.

Roles available to login: Doctor and Receptionist
The roles are in lowercase.
Password will be censored except the last character when you entered.
Password can only be 6 to 12 characters long.

Prior to logging in to ClinicIO, the ClinicIO user status will show that you have not logged in yet (Shown as below):

Figure 5. User login before

Once you have login successfully, the ClinicIO user status will be updated as below:

Figure 6. User login after

Examples:

login r/doctor n/Adam Bell pass/doctor1
login r/receptionist n/Mary Jane pass/reception3

4.2.2. Log out of the program : `logout`

You must log-in in order to use this feature.

You can log out of ClinicIO.
Format: logout

Once you entered the logout command, you will be redirected back to the startup page.

Figure 7. User logout success

4.3. Patient Management

ClinicIO provides a centralised patient management system to allow you to manage the clinic’s patient record more efficiently.

Here are the list of commands:

4.3.1. Adding a patient: `addpatient`

You must log-in as a receptionist in order to use this feature.

You can add a patient to the clinic record.

Format: addpatient n/NAME ic/NRIC p/PHONE_NUMBER e/EMAIL a/ADDRESS [medProb/MEDICAL_PROBLEMS]… [med/MEDICATIONS]… [alrg/ALLERGIES]… [preDr/PREFERRED_DOC]

You just need to type in the addpatient command as shown below:

Figure 8. Before adding patient

Then, the new patient will be added to the list as shown below:

Figure 9. After adding patient

A patient can have any number of medical problems, medications, allergies (including 0)

A patient does not need to choose a preferred doctor.

You must choose a preferred doctor that exists inside ClinicIO record.

Examples:

addpatient n/John Doe ic/S1234567D p/98765432 e/johnd@example.com a/John street, block 123, #01-01 alrg/Dairy Products
addpatient n/Betsy Crowe ic/S2231414A e/betsycrowe@example.com a/Newgate Prison p/1234567 medProb/High Blood Pressure med/Chlorothiazide

4.3.2. Deleting a patient : `deletepatient` `[coming in v2.0]`

You can delete the specified patient from the clinic record.
Format: deletepatient INDEX

Deletes the patient at the specified INDEX.
The index refers to the index number shown in the displayed patient list.
The index must be a positive integer 1, 2, 3, …

Examples:

list
deletepatient 2
Deletes the 2nd patient in the clinic record.
find Betsy
deletepatient 1
Deletes the 1st patient in the results of the find command.

4.3.3. Editing a patient : `editpatient` `[coming in v2.0]`

You can edit an existing patient in the clinic record.
Format: editpatient INDEX [n/NAME] [ic/NRIC] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [medProb/MEDICAL_PROBLEMS]… [med/MEDICATIONS]… [alrg/ALLERGIES]… [preDr/PREFERRED_DOC]

Edits the patient at the specified INDEX. The index refers to the index number shown in the displayed patient list. The index must be a positive integer 1, 2, 3, …
At least one of the optional fields must be provided.
Existing values will be updated to the input values.
When editing medical problems/medications/allergies/preferred doctor, the existing medical problems/medications/allergies/preferred doctor of the patient will be removed i.e adding of medical problems/medications/allergies/preferred doctor is not cumulative.
You can remove all the patient’s medical problems by typing medProb/ without specifying any medical problems after it.
You can remove all the patient’s medications by typing med/ without specifying any medications after it.
You can remove all the patient’s allergies by typing alrg/ without specifying any allergies after it.
You can remove all the patient’s preferred doctor by typing preDr/ without specifying any preferred doctor after it.

Examples:

editpatient 1 p/91234567 e/johndoe@example.com
Edits the phone number and email address of the 1st patient to be 91234567 and johndoe@example.com respectively.
editpatient 2 n/Betsy Crower t/
Edits the name of the 2nd patient to be Betsy Crower and clears all existing tags.

4.3.4. Locating patients by name: `findpatient`

You can find patients whose names contain any of the given keywords.

You must login in order to use this feature.

Format: findpatient KEYWORD [MORE_KEYWORDS]

The search is case insensitive. e.g hans will match Hans
The order of the keywords does not matter. e.g. Hans Bo will match Bo Hans
Only the name is searched.
Only full words will be matched e.g. Han will not match Hans
Patients matching at least one keyword will be returned (i.e. OR search). e.g. Hans Bo will return Hans Gruber, Bo Yang

You just need to type in the findpatient command as shown below:

Figure 10. Before finding patient

Then, any patient that matches the keywords will be displayed as shown below:

Figure 11. After adding patient

Examples:

findpatient John
Returns john and John Doe
findpatient Betsy Tim John
Returns any patient having names Betsy, Tim, or John

4.3.5. Listing all patients : `listpatient`

You can view a list of all patients in the clinic record.

You must login in order to use this feature.

Format: listpatient

You just need to type in the listpatient command as shown below:

Figure 12. Before showing all patient

Then, all patients will be displayed as shown below:

Figure 13. After showing all patient

4.3.6. Selecting a patient : `selectpatient` `[coming in v2.0]`

Selects the patient identified by the index number used in the displayed patient list.
Format: selectpatient INDEX

Selects the patient and loads the Google search page the patient at the specified INDEX.
The index refers to the index number shown in the displayed patient list.
The index must be a positive integer 1, 2, 3, …

Examples:

list
selectpatient 2
Selects the 2nd patient in the clinic record.
find Betsy
selectpatient 1
Selects the 1st patient in the results of the find command.

4.4. Queue Commands

4.4.1. Assign a patient into the queue : `enqueuepatient`

Assigns the patient based on the index number used in the displayed patient list.
Format: enqueuepatient INDEX

Assigns the patient into the queue (first in first out manner)
The index refers to the index number shown in the displayed patient list.
The index must be a positive integer 1, 2, 3, …

The command is typically used in combination with other commands.
Examples:

list
enqueuepatient 7
Selects the 7th patient in the displayed list of patients resulting from the list command and assigns the patient into the queue.
find Logan
enqueuepatient 1
Assigns the 1st patient in the displayed list of patients whose names contain Logan (case insensitive) resulting from the find Logan command and assigns the patient into the queue.

4.4.2. Show all patients in the queue : `showqueue`

Lists all patients in the queue. Format: showqueue

Example:

showqueue

4.4.3. Removing a patient from the queue: `dequeuepatient INDEX`

Pulls out the patient based on the index number used in the displayed patient list.

Examples:

dequeuepatient 9
Removes the 9th patient in the ClinicIO record from the queue.

The command can also be used in combination with other commands such as list and find.

Examples:

list
dequeuepatient 3
Removes the 3rd patient in the displayed list of patients from the queue.
find Cassandra
dequeue 1
Selects the 1st Cassandra as displayed in the list resulting from the find Cassandra command and removes her from the queue.

4.5. Data Management

4.5.1. Analytics

The analytics feature allows users to view statistics across the various functions of a clinic. These are viewed in isolation with separate commands for each department. However, they share a similar user interface composed of two distinct sections. They are the summary and the visualizations as shown in the following screenshot:

Summary

The summary displays the number of occurrences of events such as the Number of appointments in the screenshot above. They can be raw totals or averages. This will be indicated by the title. The numbers are categorized according to the following time periods:

Today: The occurrences on the present real life date.
This Week: The occurrences in the present real life week spanning from Monday to Sunday.
This Month: The occurrences in the present real life month.
This Year: The occurrences in the present real life year.

Visualizations

The pane below the summary displays visualizations. There may be multiple visualizations which can be cycled through using the Next and Previous buttons. The visualizations may be either one of a vertical bar chart, horizontal bar chart, vertically stacked bar chart or a line chart.

4.5.2. Analytics Commands

The following commands can be used to display the different types of statistics.

Displaying patient statistics : `patientstats`

Displays the following information about patients:

A summary of the number of patients over various time periods.
The number of patients segmented by each day of the week.
The number of patients segmented by different time periods within a day.

Format: patientstats

Displaying appointment statistics : `apptstats`

Displays the following information about appointments:

A summary of the number of scheduled appointments over various time periods.
The availability of appointment slots as compared to the number of scheduled appointments.
The number of appointments scheduled for each month in the current year.

Format: apptstats

Displaying doctor statistics : `doctorstats`

Displays the following information about doctors:

A summary of the average number of consultations per doctor over various time periods.
The number of patient preferences for each doctor.
The total number of consultations for each doctor.

Format: doctorstats

4.5.3. Exporting Patient Data

ClinicIO allows the exporting of patient related data to Comma Separated Values (csv) files. The filenames are predetermined and specific to the type of data being exported. The files are generated in the same file directory as the program.

4.5.4. Export Commands

The following commands can be used to export the different types of patient data.

Exporting patient personal information : `exportpatients`

Exports all patients' personal information to a csv file named ClinicIO_patientdata.csv.
Format: exportpatients

The personal information consists of the following fields, in order:

Name: the patient’s name.
Address: the patient’s address.
Phone: the patient’s phone number.
Email: the patient’s email address.

Exporting patients appointment records : `exportpatientsappointments`

Exports all patients' appointment records to csv file named ClinicIO_patientsappointments.csv.
Format: exportpatientsappointments

Each appointment record consists of the following fields, in order:

Name: the patient’s name.
Address: the patient’s address.
Phone: the patient’s phone number.
Email: the patient’s email address.
Date: the appointment’s date.
Time: the appointment’s time.
Status: the appointment’s status. May be either APPROVED or CANCELLED.
Type: the type of appointment. May be either NEW or FOLLOW_UP.

Go to Section 4.7, “Appointment Commands” for more details on appointments.

Exporting patients consultation records : `exportpatientsconsultations`

Exports all patients' consultation records to csv file named ClinicIO_patientsconsultations.csv.
Format: exportpatientsconsultations

Each consultation record consists of the following fields, in order:

Name: the patient’s name.
Address: the patient’s address.
Phone: the patient’s phone number.
Email: the patient’s email address.
Date: the consultation’s date.
Arrival Time: the arrival time of the patient at the clinic.
Consultation Time: the consultation’s start time.
End time: the end time of the consultation.
Doctor: the doctor being consulted.
Prescription: the prescribed ascribed to the patient.
Description: the doctor’s notes on the patient.
Appointment: whether the consultation is the result of an appointment. May be either YES or NO.
Appointment Date: the date of the appointment resulting in the consultation. Empty if no appointment was made.
Appointment Time: the time of the appointment resulting in the consultation. Empty if no appointment was made.

4.6. Medicine Inventory Commands

4.6.1. Adding a medicine: `addmed`

Adds a medicine to the medicine inventory

You must log-in as a receptionist in order to use this feature.

Format: addmed mn/MEDICINE_NAME mt/MEDICINE_TYPE ed/EFFECTIVE_DOSAGE ld/LETHAL_DOSAGE mp/PRICE mq/QUANTITY

The lethal dosage of a Medicine should be more than its effective dosage.

Example:

addmed mn/fedac mt/tablet ed/2 ld/8 mp/0.09 mq/1500

Usage: (refer to screenshots below)

Enter the command in the correct format to add a medicine to the medicine inventory.

After successfully entering the command, you will see the newly added medicine in the displayed list of medicines.

4.6.2. Finding a medicine by name: `findmed`

Find a medicine in the medicine inventory
Format: findmed MEDICINE_NAME

The search is case insensitive. e.g ibuprofen will match Ibuprofen
Only the name is searched.
Only full words will be matched. e.g. Ibu will not match Ibuprofen
Medicine with the matching name will be returned.

Example:

findmed ibuprofen
Returns the details of Ibuprofen

4.6.3. Listing all medicines: `listmed`

Displays a list of all the medicines in the medicine inventory.
Format: listmed

Example:

listmed

Usage: (refer to screenshot below)

After successfully entering the command, you will see a list of medicines in the medicine inventory.

4.6.4. Removing a medicine by index : `deletemed`

Removes the specified medicine from the medicine inventory.

You must log-in as a receptionist in order to use this feature.

Format: deletemed INDEX

The medicine with the matching index in the displayed list of medicines will be removed.

Example:

listmed
Displays list of medicines in the medicine inventory.
deletemed 1
Removes the first entry in the list of medicines.

Usage: (refer to screenshots below)

Enter the command in the correct format to remove a medicine from the medicine inventory.

After successfully entering the command, you will see the updated displayed list of medicines without the removed medicine.

4.6.5. Selecting a medicine by index : `selectmed`

Selects the specified medicine in the displayed list of medicines.
Format: selectmed INDEX

The medicine with the matching index in the displayed list of medicines will be selected.

Example:

listmed
Displays a list of medicines in the medicine inventory.
selectmed 3
Selects the third entry in the list of medicines.

4.6.6. Increasing quantity of a medicine : `increasemed` `[coming in v2.0]`

Increases the quantity of the specified medicine in the displayed list of medicines.
Format: increasemed INDEX mq/QUANTITY

The quantity of the medicine with the matching index in the displayed list of medicines will be increased.

Example:

listmed
Displays a list of medicines in the medicine inventory.
increasemed 3 mq/500
Increase the quantity of the third entry in the list of medicines by 500 units.

4.6.7. Decreasing quantity of a medicine : `decreasemed` `[coming in v2.0]`

Decreases the quantity of the specified medicine in the displayed list of medicines.
Format: decreasemed INDEX mq/QUANTITY

The quantity of the medicine with the matching index in the displayed list of medicines will be decreased.

Example:

listmed
Displays a list of medicines in the medicine inventory.
decreasemed 2 mq/10
Decrease the quantity of the second entry in the list of medicines by 10 units.

4.7. Appointment Commands

4.7.1. Adding appointments: `addappt`

Adds an appointment to the appointment schedule.
Format: addappt d/DATE tm/TIME tp/[followup/new] n/NAME ic/NRIC p/PHONE e/EMAIL a/ADDRESS t/TAGS

Date is in dd mm yyyy format and time is hh mm in military time.

Tags are optional.

Examples:

addappt d/03 04 2018 tm/16 45 tp/followup n/John Doe ic/S1111111G p/98765432 e/johnd@example.com a/311, Clementi Ave 2, #02-25 t/fever
Adds a follow-up appointment scheduled on 3 April 2018 at 4.45pm for John Doe with IC S1111111G.
addappt d/12 12 2013 tm/1300 tp/new id/100 n/Sally Bower ic/G3333333H p/98765432 e/johnd@example.com a/311, Clementi Ave 2, #02-25
Adds a new appointment scheduled on 12 December 2013 at 1.00pm for Sally Bower with IC G3333333H.

4.7.2. Listing Appointments by Day: `listappt`

Shows a list of all the appointments for the specified day.
Format: listappt d/DATE

Date, like in addappt, is in dd mm yyyy format.

Examples:

listappt 02 03 2017
Lists all appointments on 2 March 2017.
listappt 01 01 2000
Lists all appointments on 1 January 2000.

4.7.3. Listing All Appointments: `listallappt`

Shows a list of all appointments.
Format: listallappt

4.7.4. Cancelling Appointments: `cancelappt`

Cancels an appointment from the appointment schedule.
Format: cancelappt INDEX

Cancels the appointment with the specified INDEX.
The index refers to the index number shown in the displayed appointment list.
The index must be a positive integer 1, 2, 3, …

Examples:

listappt d/03 04 2018
cancelappt 1
Cancels the 1st appointment in the list.
listappt d/12 12 2018
cancelappt 4
Cancels the 4th appointment in the list.

5. FAQ

This section is designed to help you answer any issues that are frequently asked by others.

How do I transfer my data to another Computer?

Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous ClinicIO folder.
How to save data in ClinicIO?

There is no need for you to save manually. ClinicIO will automatically save data to the hard disk after any command that changes the data.

6. Command Summary

This section is designed to provide a comprehensive list of commands for you.

6.1. General commands

Clear : clear
Help : help
History : history
Redo : redo
Undo : undo

6.2. User Authentication Commands

Login : login r/ROLE n/NAME pass/PASSWORD
e.g. login r/doctor n/Adam Bell pass/doctor1
Logout : logout

6.3. Patient Management Commands

Add patient addpatient n/NAME ic/NRIC p/PHONE_NUMBER e/EMAIL a/ADDRESS [medProb/MEDICAL_PROBLEMS]… [med/MEDICATIONS]… [alrg/ALLERGIES]… [preDr/PREFERRED_DOC]
e.g. addpatient n/John Doe ic/S1234567D p/98765432 e/johnd@example.com a/John’s Lane, block 123, #01-01 alrg/Dairy Products
Delete patient : deletepatient INDEX
e.g. deletepatient 3
Edit patient : editpatient INDEX [n/NAME] [ic/NRIC] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [medProb/MEDICAL_PROBLEMS]… [med/MEDICATIONS]… [alrg/ALLERGIES]… [preDr/PREFERRED_DOC]
e.g. editpatient 2 n/James Lee e/jameslee@example.com
Find patient : findpatient KEYWORD [MORE_KEYWORDS]
e.g. findpatient James Jake
List all patients : listpatient
Select patient : selectpatient INDEX
e.g.selectpatient 2

6.4. Queue Commands

Show patients in the queue : showqueue
e.g. showqueue
Enqueue a patient : enqueuepatient INDEX
e.g. enqueuepatient 3
Remove a patient from the queue : dequeuepatient INDEX
e.g. dequeuepatient 4

6.5. Data Commands

Patient Statistics : patientstats
Appointment Statistics : apptstats
Doctor Statistics : doctorstats
Medicine Statistics : medstats
Export all patients' personal information : exportpatients
Export all patients' appointment records : exportpatientsappointments
Export all patients' consultation records : exportpatientsconsultations

6.6. Medicine Inventory Commands

Add Medicine : addmed mn/MEDICINE_NAME mt/MEDICINE_TYPE ed/EFFECTIVE_DOSAGE ld/LETHAL_DOSAGE mp/PRICE mq/QUANTITY
e.g. addmed mn/Paracetamol mt/tablet ed/2 ld/8 mp/0.05 mq/1000
Find Medicine : findmed MEDICINE_NAME
e.g. findmed Paracetamol
List Medicine : listmed
e.g. listmed
Delete Medicine : deletemed INDEX
e.g. deletemed 1
Select Medicine : selectmed INDEX
e.g. selectmed 3
Increase Medicine Quantity : increasemed INDEX mq/QUANTITY
[coming in v2.0]
e.g. increasemed 3 mq/500
Decrease Medicine Quantity : decreasemed INDEX mq/QUANTITY [coming in v2.0]
e.g. decreasemed 2 mq/20

6.7. Appointment Commands

Add Appointment : addappt [d/DATE] [tm/TIME] [tp/TYPE] [ic/NRIC] [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [t/TAG]…
e.g. addappt d/01 01 2018 tm/14 30 tp/followup n/Johnny Do ic/D1234567G p/9999999 e/john@email a/Spring Road t/recurringfever
List Appointment : listappt [d/DATE]
e.g. listappt d/12 12 2012
List All Appointment : listallappt
Cancel Appointment : cancelappt INDEX
e.g. cancelappt 2

ClinicIO - User Guide