Getting started
{{product}} is built to be easy to use, and a hospital can set itself up in an afternoon. We create your hospital and its owner account. From there the owner, or anyone the owner trusts, works through a setup checklist that shows what is done and what is left.
- Add your staff and give each person a role.
- Enter your charge items, tariffs and lab tests.
- Lay out your wards and beds the way the building really is.
- Add rooms and working hours.
- Switch on the modules you pay for, and add your logo and colour.
If you would rather not do it alone, a {{product}} technician sits with someone from your hospital and goes through the same screens together.
Modules
The base plan covers the patient app, the staff workspace, appointments, outpatient notes with the hospital's own templates, prescriptions, roles and the audit log. Everything else is a module the owner switches on or off. Switching a module off stops new work in it; what it already recorded stays in each patient's history.
| Module | What it does | When switched off |
|---|---|---|
| Inpatient | Admissions, wards and beds, transfers, ward rounds, medicines given, intake and output, the labour chart, discharge | Stays and encounters are kept. It cannot be switched off while anyone is admitted. |
| Billing | Bills from the care given, tax per line, deposits and refunds, payments, receipts, cashier shifts, revenue reports | Invoices and payments are kept. |
| Laboratory | Test orders, a second person releasing results, alerts on critical values | Referrals and results are kept. |
| Radiology | Imaging orders, the radiologist's worklist, verified reports | Reports are kept. Images themselves stay in your imaging archive (PACS). |
| Pharmacy | Prescribing from your drug list, allergy and interaction warnings, dispensing | Written prescriptions are kept. |
| Emergency department | Arrivals board, colour triage, ambulance handover | Emergency visits are kept. |
| Rooms and scheduling | Rooms, busy hours, room holds | Appointments are kept. |
| Queue tokens | Tokens, the waiting room screen, live position on the phone | The token log is kept. |
| Secure messaging | Staff and patients talk inside the record | Message history is kept. |
| Emergency codes | Call a hospital emergency code and reach the right team | Past codes are kept. Switching it off asks twice. |
| Forms and consents | Consents, post-operative and delivery records, nursing charts, a body map | Signed forms are kept. |
| Operation theatre | Theatres, the case list, the surgical safety checklist, case times, the team and the items used on each case | Theatres, cases and checklist answers are kept. |
| Diet and canteen | Diet orders for admitted patients, a kitchen board by ward and meal, meals charged on the bill | Diet orders and meals already charged are kept on the admission. |
| Insurance | Insurers, TPAs and schemes, each patient's cover, cashless pre-authorisation | Payers, covers and pre-authorisations are kept. |
Two more are coming: an AI assistant and teleconsultation. They are shown on the pricing page without a price until they ship.
Roles and access
The owner account is the hospital's top account. It cannot be removed or demoted by another administrator, and ownership moves only by an explicit transfer.
Staff get roles built from individual permissions. Start from a preset such as receptionist or registration clerk, or build your own, and grant a single extra permission to one person when needed. Each person's menu is worked out from what they may do and which modules are on, so nobody sees a screen they cannot use.
Extra access can be given with an end time, such as a visiting doctor for a week, and it stops by itself when that time passes. The hospital can also set limits on discounts, refunds and bill cancellations: anything above the limit waits for a second person to approve it.
Every change is written to an audit log the owner can read, and a setting records each chart opened as well. A doctor who works at two hospitals uses one sign-in and switches between them; no patient information crosses from one hospital to the other.
Hosting
Hosted by us is the default. Your staff sign in from a browser and we run the servers, updates, backups and monitoring.
On your own server is for a hospital that must keep data on its premises or in its own cloud account. It is the same product, delivered as a build licensed to your hospital and run with Docker. The licence names your hospital, your modules and an end date. It is signed by us, checked when the system starts and again within a minute of the licence file changing, and backed by contract. An expired licence follows the same gentle wind-down as a late payment instead of stopping care.
Your web address
Every hospital is reached at an address of its own, one for patients and one for staff. A hospital without a domain of its own can have yourname.vivanam.com and yourname-staff.vivanam.com as a paid add-on; the pricing page has the details. A hospital that already has a domain can point it at {{product}} and we serve it there.
Records and storage
Records live in a proper SQL database (SQLite), not a document store or loose files. Every row is tagged with the hospital it belongs to, and every request is checked against that tag, so one hospital's staff can never read another's patients even though all hospitals sign in at the same address.
Backups run on a schedule, once a day unless the operator chooses otherwise, and the system warns when the newest backup is more than seven days old.
An administrator can export every record as a machine-readable file (NDJSON) at any time, including when a payment is late. Your records are yours.
Prescriptions and printing
A prescription is written in a form, not scanned from paper. The doctor picks each medicine from the hospital's drug list, with dose, route, how often and for how long, and {{product}} warns about recorded allergies and interactions before it is saved. Because it is structured, the pharmacy can dispense from it and it appears in the patient's medication history.
Lab requisitions and bills print today. A printed prescription for the patient to carry is planned.
Emergency and ambulances
The emergency module gives the department an arrivals board. A patient brought in by ambulance can be recorded before anyone knows their name, on a temporary chart that is joined to the real record later. The crew's handover is captured in a fixed structure (age, time, mechanism, injuries, signs, treatment), and the patient is triaged by colour.
AI
{{product}} does not use AI in clinical work today. The AI assistant that is coming will draft summaries and discharge notes for a clinician to review and sign. It stays off until the hospital owner turns it on, it is priced separately, and it never makes a clinical decision on its own.
Late payments
Patient care is never switched off. Up to 7 days late, staff see a reminder. At 21 days, new bookings and registrations pause while everything else continues. At 51 days, the hospital can look after patients already there, bill and read records. Nothing goes further without a person from our side talking to you first. The pricing page has the details.
Your country, your formats
Currency, time zone, date and number formats, tax and record numbering are settings for each hospital, so {{product}} works the same in a clinic in one country and a hospital group in another.
Notices and integrations
Appointment reminders, results and other notices go out through your hospital's own providers: SMS, email, WhatsApp, Telegram, push notifications or a webhook to another system. The administrator enters each provider's key once and it is stored sealed.
Rooms and scheduling, visitor analytics and the coming AI assistant each run on a separate service that {{product}} connects to, so each can be updated without touching patient records.