Help Centre
How to use Fikacare
42 articles covering the day-to-day work — registering a patient, the queue, the consultation, receipts and cash, the morning brief — and the ideas underneath it, so that when the screen tells you something you know what it means.
The screenshots are taken from Fikacare Demo Hospital, a facility we invented for the purpose. Every patient, figure and member of staff in them is made up. Your own copy carries your hospital's name and nothing of ours.
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Getting started
What the software is, how to sign in, and how to read the screen.
- What Fikacare is A hospital information system that runs on the machines in your hospital, keeps working when the internet or the power does not, and reports the day without anyone typing it up.
- Signing in How to sign in, how the PIN and the lock screen work on a machine several people share, and what to do when it will not let you in.
- Finding your way around the screen The sidebar, the top bar, the search box, the sync pill and the footer — what each part is for.
Reception
Registering patients, the queue, visits and appointments.
- Registering a patient The five steps of registration, what is actually required, how drafts work, and how to avoid creating a second record for somebody you already have.
- Opening a visit A visit is one attendance. Opening one issues a queue ticket and puts the patient in a department's queue.
- The patient queue Who is waiting, who is being seen, and who is finished — across every machine in the hospital, with the age of what you are reading.
- Appointments Booking somebody for a future date, and turning an appointment into a visit when they arrive.
Patients and records
Finding a patient, reading a profile, and correcting what is wrong.
- Finding a patient Search by name, hospital number or phone number from anywhere with Ctrl + K, and what to do when somebody cannot be found.
- The patient profile Everything about one patient in one place: clinical summary, visits, records, payments and documents.
- Correcting something you got wrong There is no Delete. Every kind of mistake has its own correction, and each one leaves both the original and the fix visible.
- Two records for the same person Why duplicates happen, how to merge them, and what survives the merge.
The consultation
Seeing a patient, writing a note, and recording a diagnosis.
- The consultation screen The patient on the left, the note on the right, and the letters you can print from the top.
- Writing a consultation note The structured fields, the free-text box, why a billable consultation needs a coded diagnosis, and how to amend a note afterwards.
- Diagnoses and the problem list The difference between a diagnosis on today's note and a problem that follows the patient, and how to use ICD-10 without fighting it.
Money
Charges, cash sessions, receipts, refunds and the things that must balance.
- How charges work A charge is raised against a visit at a price copied from the tariff. The balance is never stored — it is the charges less the payments, added up.
- The cash session Open a session with your float before you take money, close it at the end, and the system tells you what should be in the drawer.
- Taking a payment Recording what a patient paid, against what, and printing a receipt that is valid whether or not there is a connection.
- Voiding a receipt A receipt issued in error is voided, never deleted. It needs a reason and, usually, somebody else to authorise it.
- Receipt continuity and missing numbers The report that accounts for every receipt number the hospital reserved. It should be clean every day, and what it flags is worth chasing.
Reports
The daily brief, the reports module, and how to check a figure yourself.
How Fikacare works
The ideas behind the software. Worth reading once, even if you never touch a setting.
- Offline is the normal case Fikacare is built for a hospital where the internet, the power or a machine will fail today. Nothing you do waits on a network.
- How machines catch each other up Four ways a machine can reach the rest of the hospital, tried in order. It uses the best one available and tells you which.
- Reading the banner The coloured strip at the top of the screen says how current what you are looking at is. Green, amber and red each mean something specific.
- Every change is written down, and nothing is overwritten Fikacare records what happened, not just how things stand now. A correction is a new entry beside the old one; nothing is edited away.
- Where hospital numbers and receipt numbers come from Numbers people read are handed out from blocks reserved in advance, so two machines can both be offline and never issue the same receipt number.
- Who can see what, and why a screen might be missing What you can do is your role, and what this machine is for, and what your hospital's plan includes — all three, not any one.
- What the cloud decides and what it never touches The cloud owns the setup — staff, prices, catalogues, machines. The hospital owns what happened. Neither overrules the other.
When something looks wrong
What the warnings mean and what to do about each one.
- The banner is red What red actually means, what to check, and why it is almost never a reason to stop working.
- Some writes were refused Not all sent" is the one warning that will not fix itself by waiting. Someone has to look.
- A machine has not been heard from The difference between a machine that has gone quiet and one that has never been switched on, and why they need different answers.
- I was signed out and I do not know why Usually an administrator changed what this machine does. The sign-in screen tells you which, and nothing you had recorded is lost.
- A figure looks wrong You can always open a number and see what it is made of. Here is how to settle it yourself.
- Printing What Fikacare prints, how printers are chosen per machine, and what to do when nothing comes out.
Administration
The portal, staff and roles, devices, and loading your old registers.
- The portal The hospital's own web portal: staff, roles, prices, catalogues, machines and reports, from anywhere.
- Staff and roles Adding somebody, choosing their role, and what happens when they leave.
- Machines Approving a new machine, choosing what it is for, the hub, and retiring one that has gone.
- Loading your old registers Bringing patients and outstanding balances in from paper or spreadsheets, with a dry run first and no risk of loading twice.
- Installing and updating the app Downloading Fikacare for Windows, installing it on each computer, and how new versions arrive and install.
Reference
Tables and definitions to come back to.
- Roles and what each one can do The roles Fikacare sets up, and what each is for. Remember that a role is only one of the three things that decide what somebody can do.
- Glossary The words Fikacare uses on screen, and what each one means.
- What arrives when Fikacare is delivered in stages, and each goes live only once it has been proven in a real hospital. Here is the order.