User Guide

• 1. Introduction
• 2. Quick start
• 3. Features
  • 3.1 Displaying usage instructions: help (by Peh Jun Siang)
  • 3.2 Adding a patient: add (by Cedric Lim Jun Wei)
  • 3.3 Listing all patients: list (by Cedric Lim Jun Wei)
  • 3.4 Editing a patient: edit (by Cao Qin)
  • 3.5 Locating patients by name or Nric: find (by Gabriel Teo Yu Xiang)
  • 3.6 Deleting a patient: delete (by Cao Qin)
  • 3.7 Counting total number of patients: count (by Chong Jia Le)
  • 3.8 Sorting the patients: sort (by Chong Jia Le)
  • 3.9 Showing Appointments of a Patient: showAppt (by Peh Jun Siang)
    • 3.9.1 Using the GUI
    • 3.9.2 Using the Command Line
  • 3.10 Adding an Appointment: addAppt (by Gabriel Teo Yu Xiang)
  • 3.11 Editing an Appointment: editAppt (by Gabriel Teo Yu Xiang)
  • 3.12 Deleting an Appointment: deleteAppt (by Gabriel Teo Yu Xiang)
  • 3.13 Using the Medical Record feature: mr/ (by Cedric Lim Jun Wei)
  • 3.14 Show medical record directly: showMr (by Peh Jun Siang)
  • 3.15 Clearing all entries: clear (by Cao Qin)
  • 3.16 Exiting the program: exit
  • 3.17 Saving the data
• 4. FAQ (by Peh Jun Siang)
• 5. Command summary

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1. Introduction

Hello, fellow clinic administrative staff.

Welcome to Hospify, a desktop application for a digital medical record management solution. With Hospify, you will be able to add, edit, find, delete and sort (and more!) patients’ medical record and even appointment details. In this user guide, you will learn more about how to get started with Hospify and how you can use the key features of the application.

Hospify is primarily optimized for use via a Command Line Interface (CLI), which means most features can be used by just typing a single line of command! If you can type fast, you will be able to manage medical records much more efficiently. However, if you are new to Hospify, fret not! Read on to find out what Hospify can offer.

Before we move on to how to install Hospify, let us understand how the user guide works!

To navigate around this user guide, you may use the hyperlinks provided at the top of the page to jump to a particular section that you are interested in. This user guide is divided into 4 major sections: Quick Start, Features (contains sub section, each representing a feature of Hospify), Frequently Asked Questions (FAQ) and Command Summary. The following explains the key notations used in this user guide:

1. text in box - represents a command, action, input, output or file

2. Notes: - represents noteworthy information

3. Tip: - represents a useful tip

4. Important: - represents important warnings

2. Quick start

In this section, we will be going through the process of installing Hospify on your computer and some of the necessary pre-requisites. Before we start the installation, please ensure that you have Java 11 or above installed in your Computer. If not, you may download Java 11 from here.

1. Download the latest hospify.jar from here. Click on hospify.jar to start the download as shown in figure 1.1 below.
   

   Figure 1.1 Hospify download page

1. Copy the file to the folder you want to use as the home folder for the Hospify app.

2. Double-click the file to start the app. A Graphical User Interface (GUI) similar to the one as shown in figure 1.2 below should appear in a few seconds. Notice that Hospify came listed with some sample patients.
   

   Figure 1.2 Start up UI showing list of sample patients

3. You can now try typing your very first command in the command box and press Enter to execute it! Not sure what to type? Try typing help and pressing Enter. A help window as shown in figure 1.3 below should appear.
   

   Figure 1.3 Help window

   Now, you can try out some other commands:

   • list : Lists all patients.

   • addn/John Doe ic/S1234567A p/98765432 e/johnd@example.com a/John street, block 123, #01-01 mr/www.samplerecord.com/01: Adds a patient named John Doe to Hospify.

   • delete3 : Deletes the 3rd patient shown in the current list.

   • clear : Deletes all patients.

   • exit : Exits the app.

4. You can refer to the Features below for a list of all the commands available and the details of each command.

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3. Features

In this section, we will be looking at a series of commands that Hospify supports, how you can use these commands, why these commands may be helpful to you and the expected outcomes of executing these commands. You may refer to the table of contents at the top of this page to skip to the specific command that you are interested in.

3.1 Displaying usage instructions: help (by Peh Jun Siang)

The help command shows you the list of all the commands and their usages with examples supported by Hospify.

Format: help

After executing help, the sizable Help Window pops up as shown below in Figure 2.1. The commands are sorted alphabetically.

Figure 2.1 Sizable Help Window

3.2 Adding a patient: add (by Cedric Lim Jun Wei)

This is a core and basic feature of Hospify. This command allows you to add a new patient to Hospify. Start by typing the command word add, followed by the following items:

1. n/NAME : Name of patient

2. ic/NRIC : Nric of patient

3. p/PHONE_NUMBER : Phone number of patient

4. e/EMAIL : Email of patient

5. a/ADDRESS : Home address of patient

6. mr/MEDICAL_RECORD_URL : Url to the patient’s online medical record

7. t/ALLERGIES : Known allergies of the patient

Let us summarise the information above to a single line of command in the following format.

Format: add n/NAME ic/NRIC p/PHONE_NUMBER [e/EMAIL] a/ADDRESS mr/MEDICAL_RECORD_URL [t/ALLERGIES]…​

• The NAME (upper limit of 100 characters) and ALLERGIES (upper limit of 100 characters) field should contain alphanumeric characters.
• The NRIC field should start with an alphabet, followed by 7 digits, before ending with another alphabet.
• The PHONE_NUMBER field should contain a number that is between 3 and 15 digits (inclusive) long.
• The EMAIL field should contain a valid email address (for more information on email validity, please refer to the Command Summary).
• The ADDRESS (upper limit of 200 characters) field can contain any word or number.
• The MEDICAL_RECORD field should contain a valid url (for more information on url validity, please refer to the Command Summary).

Let us use some examples (as shown below) to see how this command can actually be used.

Examples:

• add n/John Doe ic/S1234567A p/98765432 e/johnd@example.com a/John street, block 123, #01-01 mr/www.samplerecord.com/11
• add n/Betsy Crowe ic/S9425431A t/shellfish e/betsycrowe@example.com a/Newgate Prison p/1234567 t/grass mr/www.samplerecord.com/02

When a patient is successfully added to Hospify, a success message will appear in the message box, and the patient is shown at the bottom of the list as shown in figure 3.1 below.

Figure 3.1 Adding a patient (success scenario)

3.3 Listing all patients: list (by Cedric Lim Jun Wei)

This command allows you to display the complete list of patients recorded in Hospify. This may be useful after you have used the find command (which displays a partial list of patients) and you wish to revert back to the complete list of patients again.

To use the command, simply type in list on the command line with no additional parameters.

Format: list

In the example below, we first use the find command to search for patient Bernice Yu. To do so, we type find Bernice Yu on the command line. This results in a partial list containing only one patient as shown in figure 4.1 below.

Figure 4.1 Finding patient Bernice Yu

With the help of the list command, we can revert back to the complete list of patients as shown in figure 4.2 below.

Figure 4.2 Listing all patients

3.4 Editing a patient: edit (by Cao Qin)

This command allows you to edit an existing patient in Hospify, it is especially useful when the patients’ information changes and you want to update it in the system.

To use this command, simply type in edit and the fields of the patient you want to edit, as specified by the format below.

Format: edit INDEX [n/NAME] [ic/NRIC] [p/PHONE] [e/EMAIL] [a/ADDRESS] [mr/MEDICAL_RECORD_URL] [t/ALLERGIES]…​

• The INDEX refers to the index number of the patient as shown in the displayed patient list, and it must be a positive integer, such as 1, 2, 3, …​
• The NRIC field should start with an alphabet, followed by 7 digits, before ending with another alphabet.
• The NAME and ALLERGIES fields should only contain alphanumeric characters, and they have an upper limit of 100 characters.
• The PHONE_NUMBER field should contain a number that is between 3 and 15 digits (inclusive) long.
• The EMAIL field should contain a valid email address (to find more information on email validation, please check the Command Summary).
• The ADDRESS field should only contain alphanumeric characters, and its total length should not exceed 200 characters.
• The MEDICAL_RECORD_URL field should contain a valid URL (to find more information on URL validation, please check the Command Summary).

To help you better understand how to use the edit command, here are some examples below.

Examples:

• edit 1 p/91234567 e/johndoe@example.com edits the phone number and email address of the 1st patient to be 91234567 and johndoe@example.com respectively.
• edit 2 n/Betsy Crower t/ edits the name of the 2nd patient to be Betsy Crower and clears all existing allergies.

When a patient is successfully edited in Hospify, a success message will appear in the message box, and the edited patient will be updated in the list as shown in figure 5.1 below.
Figure 5.1 Editing a patient(success scenario)

3.5 Locating patients by name or Nric: find (by Gabriel Teo Yu Xiang)

This command allows you to find patients whose names contain any of the given keywords or NRICs.

Format: find KEYWORD [MORE_KEYWORDS] [NRIC] [MORE_NRICs]

• The search is case-insensitive. e.g. hans will match Hans, and s1234567a will match S1234567A
• The order of the keywords or NRICs does not matter. e.g. Hans Bo will match Bo Hans
• Both the name and NRIC are searched.
• Patients matching at least one keyword or NRIC will be returned (i.e. OR search). e.g. Hans Bo S7654321A will return Hans Gruber, Bo Yang, Tom Lee (whose NRIC is S7654321A)

After executing the command, a message will appear showing the number of patients found, as well as the patients in the list displayed as shown in figures 6.1 and 6.2 below.

Examples:

• find alex david returns Alex Yeoh, David Li
  Figure 6.1 Finding patients Alex Yeoh and David Li

• find bernice s0000003a returns Bernice Yu, Charlotte Oliveiro Figure 6.2 Finding patients Bernice Yu and Charlotte Oliveiro

3.6 Deleting a patient: delete (by Cao Qin)

This command allows you to delete a specific patient from Hospify. As a converse of add command, delete command might be useful when you find a patient’s information will no longer be used in the system and want to remove it.

To use this command, simply type in delete and the INDEX or NRIC of the patient you want to delete, as specified in the format below.

Format: delete INDEX or delete NRIC

To help you get more familiar with the delete command, here are some examples of using this command, as shown below.

Examples:

scenario 1 (delete by index):

• list(shown in Figure 7.1 below) followed by delete 2(shown in Figure 7.2 below) deletes the 2nd patient in Hospify’s patient list.

  list command shows all the patients and their corresponding index. Figure 7.1 result of list command

  delete 2 command deletes the patient with index 2. Figure 7.2 result of delete 2 command

scenario 2 (delete by nric):

• delete S0000004A(shown in Figure 7.3 below) deletes David Li (whose NRIC is S0000004A).

  Figure 7.3 result of delete S0000004A command

3.7 Counting total number of patients: count (by Chong Jia Le)

This command allows you to see the total number of patients recorded in Hospify.

To use this command, simply type in count on the command line with no additional parameters.

Format: count

Example:

Figure 8.1 Result of count command

3.8 Sorting the patients: sort (by Chong Jia Le)

This function allows you to sort the patients in Hospify. The sort can be performed by either name or NRIC and it will be sorted in ascending order. Using this command after you have used the find command, which displays a partial list of patient, would allow you to sort the partial list.

To use this command, simply type in sort on the command line followed by either name or NRIC depending on how you want the patients to be sorted.

Format: sort name or sort NRIC

Examples:

• Performing sort name would result in the patients to be sorted by their name in ascending order, as shown in the steps below.

  1. Initially, list of patients is not sorted by name as seen below:

     Figure 9.1 List of patients not sorted by name

  2. After user inputs sort name list is sorted as seen below:

     Figure 9.2 List of patients after sort name

• Performing sort NRIC would result in the patients to be sorted by their NRIC in ascending order, as shown in the steps below.

  1. Initially, list of patients is not sorted by NRIC as seen below:

     Figure 9.3 List of patients not sorted by NRIC

  2. After user inputs sort NRIC list is sorted as seen below:

     Figure 9.4 List of patients after sort NRIC

• Performing find amy followed by sort name would result in the app displaying all patients whose names contain amy sorted in alphabetical order by their name.

  1. find amy is performed resulting in the application showing only patients whose names contain amy as shown below:

     Figure 9.5 Partial list of patients after find amy

  2. After the user inputs sort name, the partial list is sorted as seen below:

     Figure 9.6 Partial list of patients after sort name

3.9 Showing Appointments of a Patient: showAppt (by Peh Jun Siang)

The showAppt command shows you all the appointments of a patient in a table for ease of viewing. Unlike other commands, you can click on the patient’s information to show the appointments without needing to enter any commands.

3.9.1 Using the GUI

You can simply double click on the patient to display all the appointments of that patient.

Figure 10.1 Show appointments via GUI

3.9.2 Using the Command Line

If the number of patients is too large, it might be difficult to find the patient’s information to click. In that case, you can use the command line to show the patient’s appointments.

Figure 10.2 Show appointments via Command Line

Format: showAppt NRIC

Example: showAppt S1234567A

The Appointment window should pop up after successfully running the command either through the GUI or the Command Line shown below.

Figure 10.3 Appointments window with appointments of patient

3.10 Adding an Appointment: addAppt (by Gabriel Teo Yu Xiang)

This command allows you to schedule an Appointment for a patient in Hospify.

Format: addAppt NRIC appt/DATE TIME [d/DESCRIPTION]

• NRIC represents the NRIC of the patient you are adding an Appointment to.
• DATE and TIME represent the date and time of the Appointment respectively.
• DESCRIPTION represents the name or brief description of the Appointment. e.g. Eye Check-up or Physiotherapy Session

• Date format:

Format	Example
dd/MM/yyyy	28/09/2022

• Time format:

Format	Example
HH:mm	20:00

Examples:

• addAppt S1234567A appt/25/12/2020 15:00
• addAppt S0000001A appt/28/09/2022 20:00 d/Eye Check-up

When an Appointment is successfully added to a patient, a success message will appear in the message box, and the number of upcoming appointments will be updated and reflected as shown in figure 11.1 below.

Figure 11.1 Adding an appointment (success scenario)

3.11 Editing an Appointment: editAppt (by Gabriel Teo Yu Xiang)

This command allows you to edit an existing Appointment for a patient in Hospify.

Format: editAppt NRIC oldappt/DATE TIME newappt/DATE TIME [d/DESCRIPTION]

• The Appointment to edit must be an existing appointment of the patient.
• NRIC represents the NRIC of the patient whose Appointment you are editing.
• DATE and TIME formats follow the same format as specified in the addAppt command section.
• DESCRIPTION represents the description of the new Appointment to be changed to.

Examples:

• editAppt S0000001A oldappt/28/09/2022 20:00 newappt/30/09/2022 15:00
• editAppt S1234567A oldappt/25/12/2020 20:00 newappt/10/01/2021 14:00 d/Revisit

When an Appointment is successfully edited, a success message will appear in the message box as shown in figure 12.1 below.

Figure 12.1 Editing an appointment (success scenario)

3.12 Deleting an Appointment: deleteAppt (by Gabriel Teo Yu Xiang)

This command allows you to delete an existing Appointment for a patient in Hospify.

Format: deleteAppt NRIC appt/DATE TIME

• The Appointment to delete must be an existing appointment of the patient.
• The Appointment name/description does not need to be specified, since Hospify does not allow multiple appointments of the same timing for the same patient, and every appointment will have a unique timing.
• NRIC represents the NRIC of the patient whose Appointment you are deleting.
• DATE and TIME represent the date and time of the Appointment to be deleted.
• DATE and TIME formats follow the same format as specified in the addAppt command section.

Example:

• deleteAppt S0000001A appt/28/09/2022 20:00

When an Appointment is successfully deleted, a success message will appear in the message box, and the number of upcoming appointments will be updated and reflected as shown in figure 13.1 below.

Figure 13.1 Deleting an appointment (success scenario)

3.13 Using the Medical Record feature: mr/ (by Cedric Lim Jun Wei)

By now we have learnt that we can add and edit patients by including the mr/MEDICAL_RECORD_URL field. Recall that this is a compulsory field for the add command while it is an optional field for the edit command and we can summarise the command formats as shown below.

Format: add n/NAME …​ mr/MEDICAL_RECORD_URL …​ or edit INDEX …​ [mr/MEDICAL_RECORD_URL] …​

Example: add n/John Doe …​ mr/www.samplemedicalrecord.com/01 …​ or edit 1 …​ mr/www.samplemedicalrecord.com/02 …​

With this field, you can store the url to the online medical record of the patient and can access this url in the patient’s tab whenever necessary. Now, let us explore how we can make use of this feature to edit patients’ online medical record.

In the following example, we will be using Google Docs to store the medical record of patient John Doe.

1. First, we add patient John Doe using the add command. For this step, we will be using the url https://docs.google.com/document/d/1cWm83218iwKEzNHP41vHFWLukaDn6eYompjyCcJxBiA/edit. Upon successful addition, you should be able to see a success message including the MEDICAL_RECORD_URL you have just added when you scroll the message box to the bottom as shown in figure 14.1 below.
   

   Figure 14.1 Adding patient John Doe

2. Next, to copy the medical record url of patient John Doe that we have just added, locate the patient in the list and click on the MR URL button located on the bottom right corner as shown in figure 14.2 below. A Link Copied! success message should appear once clicked, indicating that the link has been copied to the system clipboard.
   

   Figure 14.2 Copying medical record url of John Doe

3. Then, open the web browser of your choice and paste the medical record url onto the search bar as shown in figure 14.3 below.
   

   Figure 14.3 Pasting medical record url of John Doe onto search bar

4. Finally, you can access the medical record of the patient and make edits if applicable. A sample medical record is shown in figure 14.4 below for your reference.
   

   Figure 14.4 Sample medical record of John Doe on Google Docs

The example we have just discussed uses the add command. The usage of the MEDICAL_RECORD_URL field in edit works in the same way as described in the add example as well.

Another method to access the online medical record of the patient directly (without the copy-and-paste mechanism) is shown in the showMr command section below.

3.14 Show medical record directly: showMr (by Peh Jun Siang)

We understand that it might be quite a hassle to copy the URL and paste it in your browser manually. Therefore, we implemented a short cut so that you can open up your default browser with the URL to the medical record directly from Hospify with the showMr command!

Format: showMr NRIC
Example: showMr s1234567A

Running the command as shown below will open your computer’s default browser with the patient’s medical record. Figure 15.1 Using the showMr command to open patient’s medical record.

3.15 Clearing all entries: clear (by Cao Qin)

This command allows you to clear all patients’ information from Hospify. It is very useful when you want to clear all the sample data in the system and start using Hospify in your own clinic!

To use this command, simply type in clear, and all the patients’ information will be removed from the system.

Format: clear

To help you understand this command, here is an example of using it, as shown below.

Example:

execute clear(shown in Figure 16.1 below) command will empty the patient list (shown in Figure 16.2 below).

Figure 16.1 clear command

Figure 16.2 clear command result

3.16 Exiting the program: exit

You can exit the program by typing exit on the command line. Alternatively, you can close the window directly. Don’t worry, either way, your data is automatically saved in the program!

Format: exit

3.17 Saving the data

Hospify data are saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

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4. FAQ (by Peh Jun Siang)

In this section, we will be looking at some of the frequently asked questions from our users.

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5. Command summary

In this section, we have summarised all the commands and their formats into a table for easy reference. The commands are arranged in alphabetical order. Additionally, you may refer to the specific requirements of a valid email and url (for the Medical Record feature) if you are encountering problems with using these fields.

Action	Format, Examples
Add	add n/NAME ic/NRIC p/PHONE_NUMBER e/EMAIL a/ADDRESS mr/MEDICAL_RECORD_URL [t/TAG]…​ e.g., add n/James Ho ic/S1234567A p/22224444 e/jamesho@example.com a/123, Clementi Rd, 1234665 mr/www.samplerecord/100 t/shellfish
Add Appointment	addAppt NRIC appt/DATE TIME [d/DESCRIPTION] e.g., addAppt S1234567A appt/30/12/2020 18:00 d/foot surgery
Clear	clear
Count	count
Delete	delete INDEX e.g., delete 3 delete NRIC e.g., delete S1234567A
Delete Appointment	deleteAppt NRIC appt/DATE TIME e.g., deleteAppt S1234567A appt/30/12/2020 18:00
Edit	edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [ic/NRIC] [t/TAG]…​ e.g.,edit 2 n/James Lee e/jameslee@example.com ic/S1234567A
Edit Appointment	editAppt NRIC oldappt/DATE TIME newappt/DATE TIME [d/DESCRIPTION] e.g., editAppt S1234567A oldappt/30/12/2020 18:00 newappt/27/11/2020 20:30 d/Revisit
Exit	exit
Find	find KEYWORD [MORE_KEYWORDS] [NRIC] [MORE_NRICs] e.g., find James Jake e.g., find Curry Davis Heskey S1234567A
Help	help
List	list
Show Appointment	showAppt NRIC or double click on patient e.g., showAppt S1234567A
Show Medical Record	showMr NRIC or double click MR URL button to copy the url and paste onto web browser manually e.g., showMr S1234567A
Sort	sort name or sort NRIC

• Valid email format

  • Emails should be of the format local-part@domain.topleveldomain
  • The local-part (upper limit of 64 characters) only contains alphanumeric characters or special characters including !#$%&’*+/=?`{}~^.- and the vertical line symbol
  • The domain should be between 2 and 255 characters long (inclusive), start and end with alphanumeric characters, and consist of alphanumeric characters, a period or a hyphen for the characters in between, if any
  • The top level domain should be between 2 and 6 (inclusive) characters long and only contain alphabets
    

• Valid URL format

  • URL should be of the format (http:// or https://)(www.)domain.topleveldomain/path
  • The URL can start with http://, https://, www. or any of the first two paired with www.
  • The domain should be between 2 and 256 characters long (inclusive) and should only contain alphanumeric characters or special characters including @:%._+~#?&=/
  • The top level domain should be between 2 and 6 (inclusive) characters long and only contain alphabets
  • The path follows the same rule as the domain except there is no restriction in its length