DH EMR Clinic guides

User guide

The day-to-day reference for everyone who works in DH EMR Clinic, one section per role. Read your own role's section first. Organization setup, account approval and form changes are admin work, covered in the other Clinic guides.

One visit record is shared by the whole clinic: Reception creates it, Triage adds vitals, the Provider the diagnosis and prescription, Lab the results, Pharmacy what was handed over. Each role sees its own part as the patient moves across the board.

Signing in on any device

Staff accounts: anyone with one can use any clinic device. Your admin connects each device once, with a join link or its QR code.

Sign in

1. On the Sign in screen, enter your Email and Password.
2. Tap Sign in.

   "Signing in…", then your workspace: the Board for Reception, the Triage or Provider queue, the Lab screen or the Pharmacy screen.

Signing in needs internet. Afterwards the app keeps working offline; see If the connection drops.

Creating an account

1. Tap New here? Create an account.

   "Create your account": Your name, Email, Password. Use your real name: it is stamped on your work, and Pharmacy records show who handed over each medication.

2. Tap Create account.

   "Waiting for approval", with Check again and Sign out.

3. Tell your admin, then tap Check again once approved.

As the screen says: "A new account starts with no access at all. Your administrator approves it from their device, and then you can sign in and work. That usually takes a moment, not a day."

If you see	Why	What to do
"Cannot confirm your account yet"	The device could not reach the server.	Check the connection, tap Check again.
"This account has been turned off"	Your admin revoked it. "No records have been lost. Anything this account already saved is safe with your organization."	Talk to your admin. Once restored, Check again lets you straight in.
"Forgot your password?"	No password reset exists: "Your administrator can set up a fresh account for you - password reset emails are not reliable on most clinic projects."	Ask your admin.

Sign out

1. Go to Settings.

   The first card, Account: Name, Role (for example "Triage"), Admin ("Yes" or "No").

2. Tap Sign out and confirm "Sign out of this device? Records stay safely on the device. Signing back in needs a working internet connection, so avoid this while offline mid-clinic."

The sync chip and "Live"

The chip at the right of the top bar shows whether this device is talking to your cloud. Clinic syncs by itself: a full sync about every 20 seconds, other devices' saves usually within a few seconds. The board and the Lab and Pharmacy lists update on their own.

Chip says	What it means	What to do
Live	Connected live; others' changes arrive within seconds. Normal all day.	Nothing.
Connected	Cloud reachable, no sync yet this session. Brief, after signing in.	Wait, or tap the chip.
Syncing	Sending and receiving records.	Wait a moment.
Synced	Everything is backed up, but the live channel is down right now: others' changes arrive on the next 20-second sync.	Nothing; it usually returns to Live by itself.
Offline	No internet. Saves stay on this device; nobody sees your work, you see nobody's, until it returns.	Keep working. See If the connection drops.
Sync error	The last sync failed.	Tap to retry, check the connection. Still red: tell your admin.

"Live" shows only while the live channel is actually subscribed and the device is at rest. Tapping the chip syncs by hand ("Syncing…"). A "3 pending" badge means records still waiting to upload; a phone hides it, and the Waiting to sync row on the Cloud sync card in Settings has the count.

The screens, by role

The top bar shows "DH EMR Clinic" and your tabs (at the bottom on a phone). The first tab is where you land.

Role	Tabs, in order
Reception	Board, Visits, New visit, Settings
Triage	Triage (the queue), Board, Visits, Settings
Provider	Provider (the queue), Board, Visits, New visit, Analytics, Settings
Lab	Lab, Visits, Settings
Pharmacy	Pharmacy, Visits, Settings
Reception admin	Board, Visits, New visit, Analytics, Staff, Settings
Triage or Provider admin	Board, Triage or Provider (the queue), Visits, New visit, Analytics, Staff, Settings
Lab or Pharmacy admin	Lab or Pharmacy, Board, Visits, New visit, Analytics, Staff, Settings

Admins get every tab, but the queue tab appears for Triage and Provider admins only, after the Board. Lab and Pharmacy have no Board tab unless they are admins.

New visit is an action: it opens the form over the current screen. Your role decides which sections of the form you can change, wherever you open it: see View-only sections and why.

ReceptionBoard

Reception registers each arrival and places the visit in the first column of the board.

The board

The Board tab is headed Patient flow, with the date and a count, for example "06/10/2026 · 7 on the board". Today's visits only; earlier days stay on the Visits tab.

Each column is a station: by default Check-in, Triage, Provider, Lab, Pharmacy and Done, though your organization may have changed them. Headers show the name and count; an empty column says "Empty". Your column (for Reception, the first) is tagged your station, and the board scrolls to it.

The last column starts collapsed: "No one is done yet", then Show 3 done with the real count. Collapse closes it.

On each card	What it does
Name and wait chip	Time at this station: "12 min", "1 h", "1 h 20 min".
"No." and Open	The patient number, and a button opening the visit in your role's view.
Next:	Named for the following station ("Next: Triage"); one tap moves the card there. The last column has none.
Station list	The current station; pick another to move the card straight there, for example back to Triage, or Done for a patient who left.

An empty board says "No patients on the board yet" and "The board fills as patients are checked in. Use New patient to register an arrival, or Check in to place a visit that was already saved today. Visits from previous days stay on the Visits tab."

Moving a card another device just deleted shows "That visit is no longer on this device. The board has been refreshed." with Dismiss. Nothing of yours was lost.

Registering a new patient

Above the board, Check in is Reception's filled, primary button, with + New patient beside it.

1. Tap + New patient.

   "New visit" with only the Visit and Patient sections, under "Patient number generates from name + date of birth · Reception sections".

2. Visit: Site (required, remembered for the next patient), Date (required, today) and Provider.
3. Patient: Given name and Family name (required, two letters or more), then M or F for Sex (required). Spell names the same way every time: the patient number is built from them.
4. Date of birth as DD/MM/YYYY, or tick Estimate from age beside "Date of birth unknown" and enter an Estimated age in years. Phone is optional; Patient number is filled by the app.
5. A blue Returning patient notice (previous visits, last seen, last diagnosis) offers Copy allergies, history and medications forward: tap it to carry them into this visit, even though your view hides those sections. A different person with the same name and birthday: do not.
6. Tap Save (files the visit, closes the form, places the card first) or, with a queue waiting, Save & next patient: the card is placed, the form stays open keeping Site, Date and Provider, and a green note reads for example "Saved Grace Auma (GRAU03021988). Ready for the next patient."

Cancel closes without saving, asking "Discard this visit? Anything you have entered will be lost." if you typed anything. A missing field blocks the save: "Check 2 fields" lists each problem, such as "Family name is required." or "Site is required."

Checking in a visit that is already saved

1. Today's visits off the board (saved from the New visit tab or a chart, on any device) show as a count, "Check in (2)". Tap Check in.

   The Check in panel: "Today's saved visits that are not on the board yet.", one row per visit.

2. Tap the row's "Check in to" button, which names the first station, for example "Check in to Check-in".

   The card appears in the first column; the panel stays open for the next one, and Close closes it. Empty: "Every visit saved today is already on the board. Use New patient to register a new arrival."

Moving patients on

1. When Triage is ready, tap Next: Triage (or your second station's name). Every device sees it within seconds.
2. For a patient who leaves unseen, pick the last station from the card's station list.

Open on a card shows your Reception sections: Visit and Patient editable, everything else View only once it exists.

TriageQueue

Triage lands on its queue, records vitals, history and chief concern, and orders labs before the provider sees the patient.

Your queue

The Triage tab is headed "Triage", subtitle "06/10/2026 · 3 waiting · 2 at Check-in". Rows, longest-waiting first: name, wait chip, "No." and patient number, chief concern, Open and Next: Provider. They arrive as Reception moves cards, no refresh needed. Empty: "No one is waiting at Triage".

Open the Board (or the Board tab) shows the full board with Triage tagged your station, to pull someone forward or move a card anywhere. With no station named Triage the queue says "No Triage station on the board"; an admin adds one under Settings.

Vitals, history, chief concern and labs

1. Tap Open.

   "Edit visit", patient number, age, "Triage sections". Patient is View only, collapsed to what Reception entered; if it is wrong, tell Reception.

2. Vitals: Temperature (°C), Blood pressure (like 120/80), Weight (kg); when Sex is not M, Pregnant and Breastfeeding, Yes or No. A temperature outside 25 to 45 is refused at save, asking whether it was Fahrenheit.
3. History: check Allergies, Current medications and Past medical history with the patient; copied-forward entries are already filled in.
4. Chief Concern: type in the Chief concern box or tap the complaint buttons under it ("Fever", "Cough"). A tap adds the complaint; a second tap removes just that entry.
5. Labs: tick Ordered on each tile the patient needs ("Malaria RDT", "Hemoglobin"). The tile shows "Awaiting result" and the visit joins the Lab list at once.

Results: with a Lab station they are the lab's, so the result controls, Lab comments and Urinalysis are read-only for you. Without one you enter them: POS or NEG, or a number, plus Lab comments and the Urinalysis block (one button row per parameter). Such a tile never reaches the Lab list.

Diagnosis, medications and the rest are hidden from Triage unless your organization changes that.

Saving and advancing

1. Tap Save.

   Only your sections are written; the rest is kept even if someone saved the visit elsewhere meanwhile. "Not saved" or "Check 2 fields" names only your fields.

2. On the queue, tap Next: Provider. The provider sees the patient within seconds.

Whether the provider waits for results is your clinic's rule: the card can move with tests awaiting results, and the Lab list keeps the visit until they are in.

Triage has no New visit tab. The board's + New patient opens Visit and Patient plus your Triage sections, and the visit lands in the first column.

ProviderQueue

The provider lands on the Provider queue. Patient and Vitals arrive done, as a summary; lab results arrive as the lab enters them; diagnosis, medications, procedures, referral, imaging, surgery and notes are yours.

Your queue

The Provider tab works like Triage's queue: headed "Provider", subtitle "06/10/2026 · 4 waiting · 1 at Triage", rows longest-waiting first with Open and Next: Lab, "No one is waiting at Provider" when empty, and Open the Board for the full board with Provider tagged your station.

On the board a provider's primary button is + New patient, for walk-ins without Reception. A new visit opens Visit, Patient and your sections; Vitals is left off (view-only sections are not shown while creating), so Triage adds it once the card lands in the first column.

The visit

1. Tap Open.

   "Edit visit", patient number, age, "Provider sections", in your organization's order. By default: Visit, Patient, Vitals, History, Chief Concern, Labs, Diagnosis, Medications, then Procedures, Referral, Imaging, Surgery and Notes, which start closed with a "+" on the header. Required fields show a red "*".

2. Read Patient and Vitals: a View only chip, collapsed to what was recorded ("Temperature 37.0 °C") or "Nothing recorded yet."; tap the header for the full read-only form. A wrong vital is Triage's to fix, or an admin's.
3. Check Labs: an ordered, unresulted tile shows "Awaiting result"; a number result shows its value and a label such as "Normal" or "High" from your admin's ranges. Tick Ordered to order more; with a Lab station on the board, results are the lab's to enter and read-only for you (the rule is under View-only sections and why).

A result the lab saves arrives on the next sync, within seconds on Live; if the form is open, close it and tap Open again. Providers who take their own vitals get that section through the role grid; see View-only sections and why.

Diagnosis

Type in the Diagnosis box or tap the quick picks under it ("Malaria", "URTI"): tap to add, again to remove, mix with typing. Pharmacy sees the diagnosis next to the name, so fill it in.

Prescriptions and presets

1. In Medications, pick the drug ("Select medication" is the first entry). An empty dose box fills from the formulary.
2. Type the dose ("500mg", "2 tabs").
3. Pick a Frequency and a Duration.
4. + Add medication adds a line, × removes one; Treatment notes is at the bottom.

If your clinic has presets, a Prescription presets row at the top adds a preset's lines and notes in one tap, for example "UTI" or "Malaria >35kg". It only adds; edit or delete the lines as usual.

Beside each line, the quantity Pharmacy will hand out:

Beside the line	What it means
"20 tabs"	Dose understood: the quantity for that frequency and duration, prefilled for Pharmacy.
"20 tabs?"	Dose unreadable, so 1 per dose was assumed. Check it; a number of tabs or mg fixes the guess.
"ongoing"	Duration is Ongoing; no quantity is calculated.
"no qty"	Dose unreadable. Pharmacy sees "no quantity worked out, count by hand".

Referral, procedures, imaging, surgery, notes

Section	What is in it
Referral	Referral type (first entry "None"); once chosen, a Scheduled date box appears. The visit is marked "Referred" on the Visits tab.
Procedures	Buttons for what was done, for example "Wound Closure/Sutures".
Imaging	Ultrasound type and Findings.
Surgery	Tick Yes beside "Surgery performed" to open Type and Notes.
Notes	Free text for anything else.

Your organization's own sections work the same; a required one left blank is named in the "Check" list, for example "Social History: Smokes is required."

Saving and advancing

1. Tap Save.
2. Tests ordered: tap Next: Lab on the queue row or the card (on the default board, Lab follows Provider).
3. Prescribed, nothing waiting on the lab: on the Board, pick Pharmacy from the card's station list.
4. Nothing prescribed, no test waiting: use the station list to move the patient to the last station.

The Pharmacy list shows the visit as soon as a prescription line is undispensed, wherever the card is: the card is for the people in the room. When the lab is done, whoever has the board taps Next: Pharmacy on the Lab column; the Lab team has no board.

Analytics

Providers and admins have an Analytics tab: counts and charts from every synced visit, filtered by From, To, Site and Provider, with Reset. Tiles: Visits, Patients, New patients, Referrals, Lab positive, Median age.

Panels: Visits over time, Age and sex, Lab positivity, Top diagnoses, Top medications, Visits by site, Visits by provider, Data quality. It is the same screen as DH EMR Field; the Field user guide explains each one.

LabLab

Lab lands on a list of today's visits waiting for a result. Lab accounts have no Board tab.

The Lab list

The Lab tab is headed Lab, with the date and a count, "06/10/2026 · 3 waiting on results": every visit today with a test marked Ordered and no result, longest-waiting first.

Rows show the name, "No." and patient number, the card's board station ("· Lab" once moved there, "· Triage" if not yet), a chip per waiting test, and Enter results. The list updates by itself as others order tests.

Empty: "No visits are waiting on lab results" and "A visit appears here when a test is marked Ordered on its Labs section and has no result yet. Enter the result from this screen and the visit leaves the list."

Entering results

1. Tap Enter results.

   "Edit visit", patient number, age, "Lab sections". Patient (the right person?) and Chief Concern (why the test) are View only summaries. Labs is yours, ordered tests first, each with Ordered ticked and "Awaiting result".

2. Tap POS or NEG, or type the number for a test such as "Blood Glucose" or "Hemoglobin" (the unit is shown in the box). Leave tests that were not done alone.
3. A test done that nobody ordered: result it anyway; it is recorded as ordered and resulted.
4. Add Lab comments if needed, and a dipstick under Urinalysis: one button row per parameter (leukocytes, nitrite, protein and so on).
5. Tap Save.

   Only Labs is written; the rest is kept, including the provider's work meanwhile. Once every ordered test has a result the visit leaves your list, and the provider sees it within seconds on Live.

Interpretations

A number result is saved with a label from your admin's reference ranges, such as "Normal", "Elevated" or "Severe Anemia", worked out as you enter it. The chart reads "11.2 g/dL (Mild Anemia)"; a positive result shows in red. The label is a snapshot: if the ranges change later, saved results keep theirs.

A test your clinic runs but the form lacks has On by default unticked under Lab tests in Settings, or was never added. Tell your admin.

Resulted today

Under the list, Show 2 resulted today (real count) opens today's resulted visits, each with its tests and an Open button, for example to correct a mistyped value; Hide 2 resulted today closes it.

Your list does not depend on the board's Lab column: a visit is on it because a test is ordered without a result, wherever the card sits. Someone with the board moves the card to Lab and on again. Your Visits tab shows every patient, not only today's; see Finding a patient.

PharmacyPharmacy

Pharmacy lands on a dispensing list: today's visits with a prescription line not yet handed over. Pharmacy accounts have no Board tab.

The Pharmacy list

The Pharmacy tab is headed Pharmacy, with the date and two counts, "06/10/2026 · 4 waiting · 9 lines to dispense", longest-waiting first. Each visit shows the name, "No." and patient number, the diagnosis, and "Allergies:" when any are recorded. Read them before handing anything over.

Under the name, one row per line to dispense:

1. Read the line: drug, dose, frequency, duration and quantity, for example "500mg · Three times daily q8h · 7d · 21 tabs". An unreadable dose ends "· no quantity worked out, count by hand".
2. Check Qty, prefilled with that quantity. Change it if you hand over a different amount, for example when stock runs short; when it is empty, type what you gave.
3. Tap Dispensed once the medication is in the patient's hands.

   "Saving…", then the line disappears; when every line is done, the visit does too.

Each dispensed line records the quantity, your name and the time on the visit, and syncs, so the provider's chart and the admin's reports show it.

Empty: "Nothing is waiting to be dispensed" and "A visit appears here when a prescription on it has not been marked dispensed yet. Each line is marked with the quantity handed over, by whom and when."

Opening the visit

Open visit opens "Edit visit" with the patient number, age and "Pharmacy sections": Patient and Diagnosis as View only summaries, and Medications, editable. Use it to fix an unreadable line, add one the provider phoned in, or add Treatment notes; Prescription presets and + Add medication work here too. Save writes only Medications.

Dispensed today and Undo

Under the list, Show dispensed today (6) (real count) opens today's dispensed lines, each with what was recorded, "21 tabs · Grace N. · 10:42", or "Qty not recorded" when the box was empty, and an Undo button; Hide dispensed today (6) closes it.

Undo returns the line to the waiting list and clears who dispensed it: for honest mistakes, such as the wrong line.

If the visit was deleted on another device at that moment: "That visit is no longer on this device. The list has been refreshed." with Dismiss.

Dispensing does not move the card. Agree who moves it to the last station, usually Reception or the provider from their board, when the patient leaves.

Finding a patientEveryone

Every role has a Visits tab: every patient synced to this device, from any day. Four counts across the top: Visits, Patients, Today, Pediatric (<18).

1. Type in the search box ("Search name, patient number, concern, diagnosis...") to search by name, patient number, concern, diagnosis, site or provider.
2. Tap Filters to narrow by Site, Provider, Referral or a From and To date range; Reset clears them. Active filters show as "Filters (2)".
3. Tap a patient's card to open the chart (next heading).

Cards are most recently seen first: name, latest site, latest date, sex and age, "No." and patient number, latest diagnosis. Badges: "Lab+" (positive lab), "Referred", "Pregnant", and the visit count, "3 visits".

If the list says	What it means
"No visits recorded on this device yet."	Nothing has synced here yet. On a freshly joined device, wait for Live or Synced.
"No visits match those filters."	Your search or filters excluded everything. Tap Reset.
"Showing the first 150 of 212 patients. Narrow your search to see the rest."	More than 150 patients matched. Type a name to narrow the list.

The tab's + New visit button, unlike the board's + New patient, does not place the visit on the board; Reception finds it in the Check in list. Like Edit on the chart, it opens the form as your role sees it.

The patient chartEveryone

A card opens the chart as a panel over the list; tapping outside closes it. The header shows the name, "Patient number", sex and age, and "DOB" when known ("(est.)" if the age was estimated), with + New visit (a new visit for this patient, identity filled in) and Close.

The body starts with the visit count. From two visits on, a Vitals trend card shows small temperature and weight graphs and a table of Temp, BP and Weight per visit, oldest first as V1, V2 and so on.

Then one card per visit, newest first: "Visit 3", the date, site, provider and the form it was filed under; Edit (opens it as your role sees it) and Delete.

Below them: Vitals, History, Labs (each result with its label, positives in red), Urinalysis, Clinical (diagnosis, each medication with its quantity, treatment notes, procedures, imaging, surgery, referral, notes) and Additional (your clinic's own questions). Empty rows are hidden.

Look up last time here while the patient is in front of you, whatever your role: an earlier hemoglobin for Lab, last visit's dispensing for Pharmacy.

Deleting a visit

1. Tap Delete on the visit card.

   "Delete the 12/04/2026 visit for Amara Nakato? The visit is removed from this device and from every device that syncs with it. This cannot be undone from inside the app - only a backup taken before now can bring it back."

2. Tap OK only if you are sure.

   "Deleted the 12/04/2026 visit for Amara Nakato." with Dismiss.

View-only sections and whyEveryone

Wherever you open a visit, the form shows your role's view, and the line under "Edit visit" ends with your role, for example "Triage sections". Sections you edit look normal.

Sections you may only read carry a View only chip and start collapsed to what was recorded, as label: value lines such as "Temperature 37.0 °C", or "Nothing recorded yet."; tapping the header opens the full form, greyed out. Sections that are not your job are not shown.

Role	Edits	Views only
Reception	Visit, Patient	Everything else
Triage	Vitals, History, Chief Concern, Labs	Patient
Provider	Everything else, including your clinic's own sections	Patient, Vitals
Lab	Labs	Patient, Chief Concern
Pharmacy	Medications	Patient, Diagnosis
Admin	Everything	Nothing

Lab results have one more rule. With a Lab station on the board, every role except Lab (and admins) orders tests with Ordered and reads results, "Awaiting result" until the lab enters one; the result controls, Lab comments and Urinalysis are read-only for them. Without one, whoever can edit Labs enters results.

Those are the shipped defaults. In the template editor every section has a Roles button opening a grid of View and Edit checkboxes per role, so a view that differs from this guide is your admin's choice, not a fault.

The split protects the record, not secrets. A save writes only the sections you can edit and copies the rest from the freshest saved copy, so a Pharmacy save can never blank the vitals, and Triage saving on one device cannot undo a diagnosis the provider typed on another. A smaller form is also faster.

If the connection dropsEveryone

The chip turns to Offline. Keep working: every save goes to this device first, always, so a dropped connection never loses one.

While offline	What happens
Other devices	Nothing you save reaches them, nothing they save reaches you, until the connection returns. The board and the Lab and Pharmacy lists stop updating from others; a card you move stays moved on your screen and is sent later.
When it returns	The device syncs by itself, Syncing then Live, and everyone's changes merge.
Same visit, two devices	The later save wins for the sections it edits; sections a role did not edit are preserved from the other side. A form still open gets the "This visit was changed on another device while you had it open." warning at save: read it and choose.
Signing out	Do not. Signing back in needs the server; the Account card in Settings says so.

Your account is re-checked with the server periodically. After a week without contact a banner says "Reconnect to confirm your account." and "Everything keeps working; connect to the internet when you can so your account can be confirmed." The flip side: a revoked account keeps working until that device next talks to the server.

The storage banners ("Back this device up today.", "This device cannot read its records. Do not enter more patients here.", "Close the other tabs.") are the same as in Field; the Field user guide explains each. Short version: stop, tell your admin, and never "fix" anything by clearing the browser's data or reinstalling.

Updating the appEveryone

The app never updates itself: an update reloads it, and a reload mid-visit is the interruption you do not need, so updating is your choice, at your moment.

1. When the bar "A new version of DH EMR is ready." appears, with "Updating reloads the app, so finish and save any open visit first. Saved records are not affected.", finish and save the open visit.
2. Tap Update now. You stay signed in. Not now hides the bar until the app next starts.

Each device updates on its own, so take updates when offered, between patients or at the end of the day, on every device. If a new join link says "That join link was made by a newer version of DH EMR Clinic. Update this app, then open the link again.", tap Update now first.

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