HMO Encoder

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Registration Module

The Registration module houses the features that pertain to managing patients. This is the first module that patients will have a direct interaction with through the patient kiosk and queue board which is important in directing patients into which clinic services they need. Overall, the registration module is in charge of the clinic flow, making sure that it goes smoothly and trouble-free.

This module has three primary users namely Head – Registration, HMO Encoder, and Frontdesk. Each of these users have their own role and privileges to ensure the patient’s clinic journey. In this tutorial, we’ll discuss the one who coordinates with HMO providers to ensure the services’ coverages and discounts: HMO Encoder.

HMO Encoder

HMO encoders can access the registration module but is only limited to reading the records which is also true for the Laboratory, Imaging, PME, and Dental modules. Their main job is to ensure the patients get their respective coverages they have for the clinic services they availed. Below is a matrix of HMO encoder’s privileges:

CRUD = Create, Read, Update, Delete.
Head – Registration
Patient ProfileManages patient profilesRU
Queue ManagementCreates, edits, reads, and deletes items in queue; performs other queue operationsR
Queue LabelsCreate or remove queue labelsR
Queue MonitorManages the queue monitorR
KioskManages the kioskR
AppointmentsCreates and manages appointmentsCRUD
Medical Records
Materials Management
Physical Medical Exam

The HMO encoder has limited access to the Registration Module, most of which are only Read which is also true for the other modules involving medical records. Their main task revolves around billing tasks, specifically the services’ coverages and discounts for HMO approved patients. 

Patient Profile 

HMO Encoders have the ability to update a patient’s profile which includes information about the patient’s HMO provider and their member ID. 

To manage patient profiles go to Registration > Patients . Here, users can see the list of all the patients in the clinic. To view a patient’s record, click the name of the patient and users will be redirected to the patient’s profile. 

To add  or update the patient’s HMO details, click the “Add HMO” button wherein users can select the patient’s HMO provider and their corresponding card number. 

Queue Management, Queue Labels, Queue Monitor, and Kiosk

HMO encoders can only read the Queue Management , Queue Labels, Queue Monitor, and Kiosk features of the Registration module. Meaning, they can view the list of patients in queue, the clinic’s queue labels, queue monitor, and read the contents on the kiosk but can never perform an action with regards to these.


This is where clinic appointments can be CRUD for all of the clinic staff members which also includes confirmation and cancellation of set appointments, and adding of confirmed appointments to queue.

To add a new appointment, click the desired date of the appointment and then a prompt will appear asking for the appointment type, the appointment time, the clinic staff to attend to the patient, the name of the patient, and the reason for appointment. Click “create” to save.

To confirm an appointment, simply click the time of the appointment on the calendar and then click “confirm”. To cancel, just click “cancel appointment”.

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