Tiba HMIS

Overview

Tiba HMIS is a comprehensive multi-tenant Hospital Management System that streamlines end-to-end hospital operations. The hospital portal is the staff-facing area where reception, nursing, doctors, laboratory, billing, pharmacy, inventory, and admin teams manage patients, visits, orders, and operations. Access is role-based: staff log in with email, password, and optional hospital code and are directed to the dashboard. Each module is protected by permissions (e.g. reception, doctor, billing). Multiple independent hospitals run on one secure platform with complete data isolation between facilities. AI features—document digitization (OCR and voice transcription), natural language clinical search, and evidence-based clinical consultation—reduce administrative burden at the point of care. The patient portal with consent management lets patients own and control who accesses their records across facilities.

Core Modules

Tiba HMIS includes these core modules so your facility can run registration, clinical care, orders, pharmacy, billing, and operations in one place.

• Patient Registration & Queue Management — Register patients, manage queues, and support outpatient/inpatient workflows with hospital-specific authentication.
• Outpatient & Inpatient Clinical Workflows — Clinical documentation, encounters, and care plans with AI-assisted capture and structured output.
• Orders & Results — Lab orders, radiology, and results management with visibility across consenting facilities.
• Pharmacy & e-Prescriptions — Prescription management, dispensing, and e-prescribing with drug interaction and allergy checks.
• Billing & Claims — Billing, invoicing, and claims submission with real-time dashboards.
• Inventory & Procurement — Stock management, reorder alerts, and procurement workflows.
• Reports & Analytics — Operational and clinical reports, dashboards, and analytics per facility, with data isolated so each hospital sees only its own.

Hospital Portal Features

The hospital portal gives each team a dedicated workspace with permission-based access. Below is what each area offers.

1. Access & Authentication

Staff log in with email and password; optional hospital selection for multi-facility setups. After login, staff are directed to the dashboard (patients use the separate patient portal). Each team sees only the modules they need—reception, nursing, doctors, lab, billing, pharmacy, and admin each have their own workspace. Account menu includes announcements, profile, and security settings.

2. Dashboard & Reception (New Visits)

Main staff landing showing patients in the visit flow. Per-visit actions: send to nurse, send to doctor, prescribe, send to lab, or discharge; assign doctor or nurse as needed. Quick actions and modals keep the flow smooth from check-in to discharge.

3. Patients

Searchable, filterable list of all patients with paging. Create a new visit for an existing patient, update patient details, add new patients, create appointments, or send to lab. Prescribe for a patient or manage referrals (view status: referred, viewed, completed) and refer patients to other facilities or providers.

4. Reception Interface

Patient appointments grid: confirm appointments (starting the attendance process), optionally assign a doctor, and create new appointments. View all booked appointments and register new patients directly from reception.

5. Nursing

Triage queue showing patients in the nursing track. For each patient, add triage: temperature, height, weight, pulse, systolic, diastolic, BMI (auto-calculated), and notes. Update triage and move the patient forward in the visit flow.

6. Doctor

Doctor queue with filters (e.g. triage, doctor, awaiting result, lab). Actions: refer patient, consult, prescribe, send to lab, view results. Consult: capture note, complaint, disposition (e.g. admitted), and fee; optional speech-to-text for faster documentation. Full prescribe flow; send to lab; view and approve lab results; refer patient to another facility or provider.

7. Laboratory

Phlebotomy and lab requests: manage samples, approve, and convert. Lab results: view results, add new results (quantitative or qualitative), link to lab request and panels/samples, then send and approve. End-to-end from request to result.

8. Billing

Invoice list, new invoice (by patient with steps for appointment, triage, prescription, and lab billing), overdue invoices, and billing reports. Create invoices from appointments, prescribed drugs, and lab requests. View inventory incoming items where relevant.

9. Pharmacy

Prescriptions dashboard with stats (e.g. drugs feedback, close to expiring, out of stock). View and manage prescriptions—fulfil or track. Public prescriptions view; create new invoice for pharmacy; create requisition for pharmacy stock.

10. Inventory

Inventory grid, purchase orders (and add purchase), requisition entry (and create requisition), incoming items (and new), and inventory reports. Add and manage stock across the facility.

11. AI Assistant

Chat interface and medical record upload. AI Consult: select a patient to see current visit analysis and historical patterns; conversational AI supports clinical decision-making with recommendations and insights. Upload records, use OCR and voice transcription during consultation, and get AI context at the point of care.

12. Multi-Tenant (Cross-Facility)

Search for patients across facilities. If your facility does not yet have consent, request it from the patient; once granted, view comprehensive patient history from all consenting hospitals. Manage consent requests and see consolidated medical history when clinically needed.

13. Announcements

Announcement channels for facility-wide or department updates. Browse channels and open any channel for full detail.

14. Admin

Manage members (users, patients, doctors) with add/edit/delete; company or facility settings; and role and permission management. Edit or delete patient details from the admin view as needed.

15. Navigation & Layout

Sidebar gives quick access to Patients, Reception, Nursing, Doctor, Laboratory, Billing, AI Assistant, Multi-Tenant, Announcements, Pharmacy, and Inventory; Admin for administrators. Account area for profile, security, and staff announcements.

Feature Summary

Quick reference for what each area of the hospital portal offers.

Key Features

• AI-assisted documentation — Scan or transcribe notes with OCR and voice; structured output flows into the EMR with 70%+ field accuracy.
• Natural language clinical search — Query patient data in plain language; results respect patient consent and aggregate across facilities when permitted.
• AI clinical consultation — Evidence-based diagnostic support, medication safety checks, and treatment suggestions at point of care.
• Role-based access — Fine-grained permissions and hospital-specific authentication; staff access only their facility’s data unless patient consent allows cross-facility view.
• Configurable forms and templates — Department- and facility-specific forms and clinical templates.
• Multi-facility & multi-tenant support — Multiple hospitals on one platform with complete data isolation; patient-controlled consent for cross-hospital data sharing.

Architecture

Tiba HMIS uses a modular service architecture with a secure API layer for EHR and administrative operations. The multi-tenant design ensures each hospital’s data is partitioned and accessible only to that tenant (and to other facilities only when the patient has granted consent). The AI pipeline runs asynchronously for document ingestion, transcription, and entity extraction, feeding structured data back into HMIS subsystems and into the patient portal where applicable. All cross-tenant access is governed by patient consent and audit logging.

Integrations

Tiba HMIS integrates with existing systems while preserving multi-tenant boundaries and patient consent:

• EMR interoperability — REST APIs and FHIR/HL7 where applicable for bidirectional sync with Epic, Cerner, Allscripts, and other compliant systems.
• Lab and pharmacy systems — Connect LIS, pharmacy systems, and dispensaries.
• Billing systems and insurers — Claims and billing integrations.
• FHIR and standard exports — Structured data export for interoperability and reporting.

Deployment Options

• Cloud-hosted SaaS — Fully managed multi-tenant cloud deployment; fast provisioning and automatic updates.
• Hybrid deployments — Edge capture (e.g. on-site document/audio capture) with cloud processing and storage where compliance allows.
• On-premise options — For specific compliance or data residency requirements; contact us for availability.

Security & Compliance

Tiba HMIS is built for healthcare with privacy-by-design and policy-driven data handling:

• Encryption — In transit (TLS 1.3) and at rest (AES-256).
• Access control — RBAC, MFA/SSO, least-privilege access, and hospital-specific authentication codes.
• Audit logs — Immutable retention for all access and consent events; full transparency for patients and compliance.
• Privacy-by-design — Tenant data isolation, patient consent enforced at the data layer, and alignment with SOC 2, and applicable regulations.

Pricing

Flexible plans based on facility size, number of facilities (multi-tenant), and modules enabled. Pricing can reflect per-facility or per-user models. Contact sales for a tailored quote and deployment options.

Getting Started

1. Book a demo — Review workflows, multi-tenant setup, and patient consent flows with our team.
2. Select modules and deployment model — Choose the modules you need and cloud, hybrid, or on-premise deployment.
3. Provision and configure — We provision your tenant(s), configure roles and permissions, and set up the patient portal and consent management.
4. Train staff and go live — Training and support to get your facility live; optional phased rollout by department.

FAQ

• Can we use Tiba HMIS alongside paper or mixed workflows?
  Yes. Tiba supports progressive digitization by department. You can start with registration and billing, then add clinical documentation and AI features as you roll out.
• How does data stay separate between hospitals?
  Each hospital is a separate tenant with its own data partition and authentication. Patient data from one facility is never visible to another unless the patient grants consent through the Tiba patient portal.
• Do you have APIs for our existing systems?
  Yes. Tiba HMIS and the Tiba Copilot API (Scribe, search, etc.) offer REST APIs for interoperability with your EMR, lab, pharmacy, and billing systems. All API access respects tenant isolation and patient consent.

Contact

Questions about Tiba HMIS or a tailored deployment? Contact our team or email sales@tiba.co.ke.