Admin Guide

For organization admins. Set up presets and forms, connect your cloud, add devices, run backups, and generate reports.

Admin vs Standard device roles

Every device in your organization is one of two roles:

• Admin — can edit presets and forms, manage cloud sync, run backups, and generate donor reports. Typically the team lead's device or the backend laptop.
• Standard — can create encounters, view records, and run analytics. Cannot change configuration or the formulary. Can be promoted to admin by an existing admin.

The first device that creates the organization automatically becomes the admin. Additional admin devices are promoted from Admin → Devices → [device name] → Promote to Admin.

Setting an admin password

The admin password protects the Options screen and the Admin configuration sections. Without it, even an admin device can't change presets.

1. Open Admin → Security
2. Tap Set Admin Password
3. Enter and confirm your password
4. Save

Customizing presets

Presets live in the Options tab. They control what shows up as one-tap buttons everywhere else in the app. Investing 30 minutes in good presets pays off across hundreds of patient encounters.

Sites

Each clinic location your team works at. Add a name, optional location notes, and an active/inactive toggle. Sites appear as a picker on every encounter form.

Physicians

The clinicians on your team. Add name, role (MD, NP, PA, RN, etc.), and any credentials you want printed on records or reports.

Formulary (medications)

Your medication list. For each medication, capture:

• Drug name (generic and brand)
• Available forms (tablet, suspension, injection)
• Strengths in stock
• Default dosing notes (adult and pediatric)
• Common indications

The formulary feeds the medication builder during encounters.

Procedures

The procedures your team performs. Examples: incision and drainage, suturing, dressing change, foreign body removal. Each procedure can have a default note template.

Chief complaints

Common presenting complaints — fever, abdominal pain, cough, rash. Used as one-tap buttons on the encounter form. Add ones specific to your program (e.g. snake bite, road traffic injury).

Diagnosis presets

The diagnoses your team commonly makes. For each preset:

• Diagnosis name
• Optional ICD-10 code
• Default linked medications (so picking the diagnosis can suggest typical Rx)

Lab tests (custom POS/NEG or numeric)

Add the labs your program runs. For each:

• Test name
• Type — POS/NEG, numeric, or urinalysis dipstick
• For numeric: units, reference range, and out-of-range flagging thresholds

Rx presets (prescription bundles)

This is one of the biggest time savers. An Rx preset bundles a full prescription — drug, dose, route, frequency, duration — into one tap. Examples:

• Malaria — adult → artemether-lumefantrine 80/480, PO, BID, 3 days
• UTI — adult → nitrofurantoin 100mg, PO, BID, 5 days
• Strep throat — pediatric → amoxicillin 50 mg/kg/day, PO, divided BID, 10 days

Build a library of presets that match your program's most common prescriptions. The builder still lets you adjust on a per-patient basis.

Referral types

The kinds of referrals your team makes. Examples: surgery day, hospital transfer, follow-up clinic, OB/GYN, dental, ophthalmology. Each type can have a default destination.

Show/hide presets without deleting

Most preset editors have a Visible toggle. Turn it off to hide a preset from the encounter form without losing it — useful for seasonal items (e.g. specific antimalarials only relevant in certain trips) or items you might want to bring back.

Cloud sync with your own Supabase

To share records across devices and keep an off-device copy, connect the app to a free Supabase project that your organization owns. The full walkthrough — creating the project and running the setup SQL — is in the Setup Guide.

1. Set this up during the first-run wizard ("New Organization"), or later from Admin → Cloud Connection.
2. Paste your Supabase Project URL and anon key (from Supabase → Settings → API).
3. Save. The app verifies the connection and starts syncing.

Once connected, the screen shows sync status — last successful sync, anything still pending, and any errors.

Adding team devices

Every other phone, tablet, or laptop joins by using the same Supabase URL and anon key as the first device.

1. Install the app on the new device and open it.
2. In the setup wizard, choose Join Existing Setup.
3. Paste your Supabase URL and anon key — the device pulls down your presets and history automatically.

Manual sync workflow (sync at end of day)

The app syncs automatically when internet is available, but most field teams prefer to control when sync happens — usually at the end of each clinic day when you're back at the lodge with reliable wifi.

1. From Admin → Sync, set sync mode to Manual
2. Each device works offline during the day
3. At end of day, gather devices in one place with internet
4. On each device, tap Sync Now
5. The backend Mac (or admin device) merges everything and pushes to the cloud
6. Other devices pull the merged result

The sync log on the Cloud Connection screen shows progress, conflicts, and any errors.

Backups

Whether or not you use cloud sync, download a backup at least once per clinic day. From Admin → Backup:

1. Tap Download Backup
2. Save the .json file — to your Files app, AirDrop to a teammate, or copy it to a laptop
3. The file contains all encounters, presets, and configuration

Restore on any device via Admin → Backup → Restore from File. Restoring merges records in — it never wipes existing data.

Generating donor reports

Donors typically want a one-page summary of activity. From Analytics → Donor Report:

1. Pick a date range (last trip, calendar year, custom)
2. Pick a site filter if needed (or leave empty for all)
3. Choose the sections to include — patient counts, age and sex breakdown, top diagnoses, lab volume, surgeries, referrals fulfilled
4. Tap Generate Report
5. Export as PDF or CSV

Free & supported

DH Field EMR is free, with every feature included. Beyond the in-app customization (forms, presets, encounter types), we're happy to help your team get the most out of it.

• Found a bug or want a feature? Email md@damicohealth.org.
• If it helps your work, a donation keeps it going — never required.