KiviCare WordPress - Documentation
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Core Concepts
Last updated 22 hours ago

Patient Lifecycle Management

Overview

This document provides a comprehensive guide to the patient lifecycle management in KiviCare, covering all stages from patient registration to ongoing care management, including profile management, medical records, and clinic relationships.

Patient Registration Process

Registration Methods

  1. Staff Registration – Healthcare staff can register patients on behalf
  2. Self Registration – Patients can register themselves (if enabled)
  3. Appointment-based Registration – Patients registered during appointment booking
  4. Bulk Import – Multiple patients imported via CSV/Excel files

Required Information

Basic Details:

  • First Name (required)
  • Last Name (required)
  • Email Address (required, unique)
  • Contact Number (required, validated)
  • Date of Birth (required)
  • Gender (required: Male, Female, Other)

Optional Information:

  • Patient Unique ID (auto-generated if enabled)
  • Profile Image
  • Blood Group
  • Address Details (Address, City, Country, Postal Code)
  • Clinic Assignment (multiple clinics supported in Pro version)

Registration Workflow

  1. Form Validation – All required fields validated before submission
  2. Duplicate Check – Email uniqueness verified across system
  3. Unique ID Generation – Automatic ID generation if enabled in settings
  4. Account Creation – WordPress user account created with patient role
  5. Clinic Assignment – Patient linked to appropriate clinic(s)
  6. Credential Generation – Login credentials generated and sent via email
  7. Welcome Notification – Welcome email/SMS sent to patient
  8. Profile Activation – Patient account activated and ready for use

Patient Profile Management

Profile Information Categories

Personal Information:

  • Name and contact details
  • Date of birth and age calculation
  • Gender and blood group
  • Profile photograph
  • Emergency contact information

Address Information:

  • Complete address with city, country, postal code
  • Multiple address support for different locations
  • Address validation and formatting

Medical Information:

  • Blood group and medical allergies
  • Medical history and conditions
  • Current medications and treatments
  • Previous medical reports and documents

System Information:

  • Patient unique identifier
  • Registration date and source
  • Account status and permissions
  • Last login and activity tracking

Profile Update Process

  1. Access Control – Verify user permissions for profile updates
  2. Data Validation – Validate all updated information
  3. Change Tracking – Log all profile modifications
  4. Notification – Notify relevant staff of profile changes
  5. Audit Trail – Maintain complete change history

Patient Status Management

Status Types

  • Active (0) – Patient can book appointments and access services
  • Inactive (1) – Patient account suspended, limited access

Status Change Workflow

  1. Permission Check – Verify user has status change permissions
  2. Impact Assessment – Check for active appointments or treatments
  3. Status Update – Update patient status in system
  4. Notification – Inform patient and relevant staff
  5. Access Control – Update system permissions accordingly

Status Change Rules

  • Only authorized staff can change patient status
  • Patients cannot change their own status
  • Status changes are logged with timestamp and user
  • Inactive patients cannot book new appointments
  • Existing appointments remain valid during status changes

Clinic-Patient Relationships

Multi-Clinic Support (Pro Version)

  • Patients can be associated with multiple clinics
  • Each clinic maintains separate patient records
  • Cross-clinic patient data sharing (configurable)
  • Clinic-specific appointment and billing management

Clinic Assignment Process

  1. Initial Assignment – During patient registration
  2. Additional Clinics – Added through profile updates
  3. Transfer Process – Moving patients between clinics
  4. Access Management – Controlling clinic-specific data access

Clinic-Based Permissions

  • Clinic Admins – Access to their clinic’s patients only
  • Receptionists – Manage patients within assigned clinic
  • Doctors – View patients they have treated or added
  • System Admins – Full access across all clinics

Medical Records Management

Medical Report Types

  • Diagnostic Reports – Lab results, imaging studies
  • Treatment Records – Procedure notes, treatment plans
  • Prescription History – Medication records and refills
  • Progress Notes – Follow-up and monitoring records

Document Management

  1. Upload Process – Secure file upload with validation
  2. File Organization – Categorized by type and date
  3. Access Control – Role-based document access
  4. Version Control – Track document updates and changes
  5. Retention Policy – Automated archival and cleanup

Medical History Tracking

  • Chronic Conditions – Ongoing health issues
  • Allergies and Reactions – Drug and environmental allergies
  • Family History – Hereditary conditions and risks
  • Surgical History – Previous procedures and outcomes

Patient Encounters

Encounter Types

  • Scheduled Appointments – Regular planned visits
  • Walk-in Consultations – Unscheduled patient visits
  • Emergency Visits – Urgent medical care
  • Follow-up Appointments – Post-treatment monitoring

Encounter Workflow

  1. Patient Check-in – Arrival and registration confirmation
  2. Vital Signs – Basic health measurements recording
  3. Medical Assessment – Doctor examination and diagnosis
  4. Treatment Planning – Care plan development
  5. Documentation – Complete encounter notes
  6. Billing Generation – Service charges calculation
  7. Follow-up Scheduling – Next appointment planning
  8. Patient Check-out – Discharge and instructions

Encounter Documentation

  • Chief Complaint – Primary reason for visit
  • History of Present Illness – Current condition details
  • Physical Examination – Clinical findings
  • Assessment and Plan – Diagnosis and treatment
  • Prescriptions – Medications and instructions
  • Follow-up Instructions – Care continuation plan

Patient Unique ID System

ID Configuration Options

  • Enable/Disable – Toggle unique ID system
  • Prefix Settings – Custom prefix for IDs
  • Postfix Settings – Custom suffix for IDs
  • Number Only Mode – Numeric-only ID generation
  • Auto-generation – Automatic ID creation

ID Generation Process

  1. Configuration Check – Verify system settings
  2. Pattern Creation – Apply prefix/postfix rules
  3. Uniqueness Validation – Ensure ID is not duplicate
  4. Assignment – Link ID to patient record
  5. Display Integration – Show ID in all patient interfaces

ID Management Features

  • Duplicate Prevention – Automatic uniqueness checking
  • Manual Override – Staff can assign custom IDs
  • Search Integration – Find patients by unique ID
  • Export Inclusion – IDs included in data exports

Patient Statistics & Analytics

Individual Patient Metrics

  • Total Appointments – Complete appointment history
  • Completed Visits – Successfully finished appointments
  • Total Encounters – All medical interactions
  • Billing Summary – Complete financial overview
  • Treatment History – All medical services received

System-Wide Analytics

  • Patient Demographics – Age, gender, location distribution
  • Registration Trends – New patient acquisition rates
  • Activity Patterns – Visit frequency and timing
  • Revenue Analysis – Patient contribution to clinic revenue
  • Retention Metrics – Patient loyalty and return rates

Reporting Features

  1. Dashboard Widgets – Real-time statistics display
  2. Custom Reports – Tailored analytics generation
  3. Export Options – Data export in multiple formats
  4. Trend Analysis – Historical data comparison
  5. Predictive Insights – Future trend projections

Patient Communication

Communication Channels

  • Email Notifications – Appointment confirmations, reminders
  • SMS Messages – Quick updates and alerts (Pro version)
  • WhatsApp Integration – Modern messaging support (Pro version)
  • In-App Notifications – System-generated alerts
  • Physical Mail – Traditional correspondence when needed

Automated Communications

  1. Welcome Messages – New patient onboarding
  2. Appointment Reminders – Configurable timing and content
  3. Status Updates – Treatment progress notifications
  4. Billing Notices – Payment reminders and receipts
  5. Health Tips – Wellness and prevention messages

Communication Preferences

  • Channel Selection – Patient-preferred communication methods
  • Frequency Control – Customizable message frequency
  • Language Options – Multi-language support
  • Opt-out Management – Unsubscribe handling
  • Emergency Overrides – Critical message delivery

Data Export & Import

Export Capabilities

Supported Formats:

  • CSV (Comma Separated Values)
  • Excel (XLS/XLSX)
  • PDF Reports

Export Data Includes:

  • Patient demographics and contact information
  • Medical history and current conditions
  • Appointment and encounter history
  • Billing and payment records
  • Custom field data and forms

Import Process

  1. Template Download – Standardized import format
  2. Data Preparation – Format validation and cleanup
  3. Upload Process – Secure file transfer
  4. Validation Check – Data integrity verification
  5. Import Execution – Batch patient creation
  6. Error Reporting – Failed import notifications
  7. Success Confirmation – Import completion summary

Data Migration Support

  • System Integration – Import from other healthcare systems
  • Format Conversion – Multiple source format support
  • Duplicate Handling – Automatic duplicate detection
  • Relationship Mapping – Clinic and doctor assignments
  • Custom Field Mapping – Flexible data field matching

User Role Permissions

Patient Users

  • Profile Management – Update their own information
  • Appointment Booking – Schedule and manage appointments
  • Medical Records – View their own medical history
  • Communication – Receive notifications and messages
  • Billing Access – View payment history and invoices

Healthcare Staff Permissions

Doctors:

  • View patients they have treated or added
  • Access complete medical records for their patients
  • Update patient medical information
  • Generate prescriptions and treatment plans
  • View appointment and encounter history

Clinic Administrators:

  • Manage all patients within their clinic
  • Access complete patient database for their clinic
  • Generate reports and analytics
  • Configure clinic-specific settings
  • Manage staff access and permissions

Receptionists:

  • Register new patients
  • Update patient contact information
  • Schedule and manage appointments
  • Process payments and billing
  • Generate basic reports

System Administrators:

  • Full access to all patient data
  • System configuration and settings
  • User management and permissions
  • Data backup and maintenance
  • Integration management

Configuration Settings

Patient Registration Settings

  • Required Fields – Customize mandatory information
  • Validation Rules – Set data quality standards
  • Auto-generation – Configure automatic processes
  • Notification Templates – Customize communication messages
  • Approval Workflow – Set registration approval process

Unique ID Configuration

Settings Options:
- Enable/Disable unique ID system
- Prefix value (e.g., "PAT")
- Postfix value (e.g., "2024")
- Number-only mode toggle
- ID length and format rules

Privacy and Security Settings

  • Data Retention – Configure data storage periods
  • Access Logging – Track data access and modifications
  • Encryption Standards – Secure sensitive information
  • Backup Policies – Automated data protection
  • Compliance Rules – Healthcare regulation adherence

Communication Settings

  • Email Templates – Customize notification content
  • SMS Configuration – Set up messaging services
  • Reminder Timing – Configure notification schedules
  • Language Options – Multi-language support
  • Delivery Preferences – Channel priority settings

Best Practices

Patient Data Management

  • Regular Backups – Ensure data protection and recovery
  • Access Control – Implement proper user permissions
  • Data Validation – Maintain information accuracy
  • Privacy Compliance – Follow healthcare regulations
  • Audit Trails – Track all data modifications

System Optimization

  • Performance Monitoring – Track system response times
  • Database Maintenance – Regular optimization and cleanup
  • User Training – Ensure proper system usage
  • Security Updates – Keep system current and secure
  • Integration Testing – Verify third-party connections

Patient Experience Enhancement

  • Streamlined Registration – Minimize required information
  • Clear Communication – Use understandable language
  • Responsive Support – Quick issue resolution
  • Feedback Collection – Gather patient input
  • Continuous Improvement – Regular system updates

Troubleshooting Common Issues

Registration Problems

  • Duplicate Email Errors – Check existing patient records
  • Validation Failures – Verify data format requirements
  • Clinic Assignment Issues – Confirm clinic permissions
  • Unique ID Conflicts – Check ID generation settings

Profile Update Issues

  • Permission Denied – Verify user access rights
  • Data Validation Errors – Check required field completion
  • Image Upload Problems – Verify file size and format
  • Clinic Mapping Errors – Confirm clinic relationships

Communication Failures

  • Email Delivery Issues – Check SMTP configuration
  • SMS Not Sending – Verify SMS gateway settings
  • Template Errors – Validate message templates
  • Language Problems – Check translation settings

Performance Issues

  • Slow Loading – Optimize database queries
  • Search Problems – Rebuild search indexes
  • Export Timeouts – Reduce data set size
  • Import Failures – Validate data format

Suggestions & Improvements

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