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Business Rules Reference

This document consolidates all confirmed business rules for the iHospita HMS system.

VIP & Discount Rules​

Point Accumulation​

RuleDescription
Earning Rate1 point per $1 spent (configurable by hospital)
Point ScopePoints accumulate at family level, not individual
Point TimingPoints awarded after payment completion
Point CurrencyOnly USD spending counts (KHR converted at exchange rate)

VIP Tier Thresholds​

TierPoints RequiredDefault Discount
Bronze0 - 9990%
Silver1,000 - 4,9995%
Gold5,000 - 9,99910%
Platinum10,000+15%

Discount Application Rules​

  1. Single Discount Only: VIP discount OR promotional discount, not both
  2. No Queue Priority: VIP status does not affect queue position
  3. Automatic Application: VIP discount applied automatically on invoice
  4. Override Permission: Only Owner/Admin can override discount
  5. Hospital Customization: Each hospital can customize thresholds and percentages

Queue Management Rules​

Queue Structure​

RuleDescription
Queue OrganizationPer doctor (not per department)
Queue OrderFirst-come-first-served
VIP PriorityNo priority for VIP patients
Emergency HandlingManual priority by staff

Queue Operations​

OperationRule
Skip PatientAllowed with reason required
Call PatientStaff manually calls next
No-Show HandlingManual skip after configurable timeout
Return to QueueGoes to end of queue

Queue Display​

FeatureConfiguration
Show Patient NameNumber only (privacy)
Show Wait TimeEstimated based on average
Audio AnnouncementEnabled, multi-language
Auto-RefreshReal-time via WebSocket

Appointment Rules​

Booking Rules​

RuleConfiguration
Advance LimitConfigurable per hospital
Minimum NoticeConfigurable per hospital
Time Slot DurationConfigurable (15/30/60 min)
OverbookingNot allowed
Double BookingPrevented by system

Cancellation Rules​

RuleDescription
Cancellation FeeNone
Cancellation WindowAnytime
No-Show PenaltyNone
ReschedulingAllowed unlimited times

Reminder Rules​

ReminderTiming
ConfirmationImmediate on booking
Reminder 124 hours before
Reminder 21 hour before (optional)

Payment Rules​

Payment Methods​

MethodProcessing
CashManual entry by cashier
Card (Stripe)Automatic via Stripe
Card (ABA Payway)Cambodia local gateway
Bank TransferManual entry with reference

Partial Payment Rules​

RuleDescription
Partial AllowedYes
Minimum AmountNo minimum
Maximum PaymentsUnlimited
Balance TrackingAutomatic

Receipt Rules​

RuleDescription
Receipt GenerationAutomatic after payment
Receipt FormatPDF
Receipt DeliveryPrint or Email
Receipt NumberingSequential per hospital

Patient Registration Rules​

Registration Requirements​

FieldRequiredNotes
Full NameYesFirst and Last name
Phone NumberYesPrimary contact
Date of BirthYesFor age calculation
GenderYes-
Emergency ContactYesName and phone
EmailNoFor notifications if provided
AddressNoOptional
ID NumberNoNational ID or Passport

Patient ID Generation​

RuleFormat
ID FormatP-{HospitalPrefix}-{Sequence}
ExampleP-SAMAKI-000001
UniquenessUnique per hospital

Family Membership Rules​

RuleDescription
Auto-CreationCreated on first patient registration
Primary ContactFirst registered patient
Member LinkingBy relationship (spouse, child, parent, etc.)
Point SharingAll members share family points

Authentication Rules​

Session Rules​

RuleConfiguration
Session Timeout8 hours of inactivity
Concurrent SessionsAllowed (no limit)
2FA RequiredYes, for all staff
2FA MethodEmail OTP

Password Rules (Keycloak)​

RuleConfiguration
Minimum Length8 characters
ComplexityUpper, lower, number required
ExpiryNo expiry (Keycloak default)
Reset MethodEmail link

Role Hierarchy​

RoleAccess Level
OwnerFull access to hospital
AdminAll except hospital settings
DoctorClinical + read patients
NurseVitals + assist clinical
ReceptionistPatient + queue + appointments
CashierBilling + payments
Lab TechnicianLaboratory only
PharmacistPharmacy only

Clinical Rules​

Consultation Rules​

RuleDescription
Allergy DisplayProminent warning on all screens
SOAP NotesRequired for each consultation
Diagnosis CodeICD-10 required
Vital SignsOptional but recommended

Prescription Rules​

RuleDescription
Drug Allergy CheckAutomatic warning
Drug InteractionAutomatic warning
Pharmacy QueueAuto-sent after save
RefillsNot supported initially

Laboratory Rules​

RuleDescription
Critical ValuesImmediate alert to doctor
Abnormal FlaggingAutomatic based on reference range
Result ReleaseAfter technician approval
Report FormatPDF

Console Rules​

Hospital Onboarding​

RuleDescription
Approval RequiredNo - Auto-approve
Initial UserOwner created by Console
Role TemplatesCopied from global templates
Default ThemeiHospita Blue

Impersonation Rules​

RuleDescription
Who Can ImpersonateSupport role only
Session Duration1 hour maximum
Audit LoggingFull session recorded
Actions AllowedRead-only (configurable)

Role Template Rules​

RuleDescription
Template CreationConsole Admin only
Template ApplicationNew hospitals only
Existing HospitalsKeep current roles
Custom RolesNot allowed per hospital

Notification Rules​

Email Notifications​

EventRecipientTrigger
Appointment ConfirmedPatientOn booking
Appointment ReminderPatient24h before
Payment ReceiptPatientAfter payment
Critical Lab ResultDoctorOn entry

Notification Preferences​

RuleDescription
Opt-OutNot allowed for critical
ChannelEmail only (no SMS)
LanguageBased on patient preference

Data Rules​

Multi-Tenancy​

RuleDescription
Data IsolationComplete per hospital
Cross-Hospital AccessNot allowed
Shared DataProduct catalog only

Currency Rules​

RuleDescription
Primary CurrencyUSD
Secondary CurrencyKHR
Exchange RateConfigurable per hospital
DisplayBoth currencies on invoice

Audit Trail​

EventLogged
Login/LogoutYes
Patient Create/EditYes
PaymentYes
PrescriptionYes
ImpersonationYes