EHR-Africa User Manual

EHR-Africa User Manual

Plain-language help for everyday clinic work. Last updated May 2026.

New here? Start with Login & register, then Your dashboard. Pictures appear below each section when screenshots are added to docs/user-manual/images/ (see screenshot instructions).

1. Login and register

  1. Open your clinic’s EHR-Africa website.
  2. Enter your username and password.
  3. Click Login.

New clinic? Use Register → create organization. Joining a clinic? Use Register → join with your organization code from your admin.

Login page
Screenshot: login page — add 01-login.png or run the capture script.
Figure 1 — Login screen

Registration locked? See account locked instructions.

2. Your dashboard

After login, the Dashboard is your home. Buttons open patients, appointments, billing, messages, and more. What you see depends on your role.

Dashboard
Screenshot: dashboard — 02-dashboard.png
Figure 2 — Main dashboard

3. Patients

  1. Click Manage Patients.
  2. Search by name or ID, or click Add Patient.
  3. Open a patient to see their chart, visits, and notes.
Patients list
Screenshot: patients list — 03-patients.png
Figure 3 — Patient list
Patient chart
Screenshot: patient chart — 04-patient-details.png
Figure 4 — Patient details

4. Clinical notes

From a patient, open a clinical note to document the visit (SOAP). Save often. Use Bill Visit on the Medical Visits tab to charge for that visit.

Clinical note
Screenshot: clinical note — 05-clinical-note.png
Figure 5 — Clinical note

5. Appointments

Manage Appointments — book and change visits. View Schedule Calendar — calendar view. Copy SMS — copy reminder text for your phone.

Appointments
Screenshot: appointments — 06-appointments.png
Figure 6 — Appointments

6. Billing and payments

Quick Checkout is fastest for walk-in patients who pay now:

  1. Billing & Payments → Quick Checkout
  2. Select patient → add services → pay (cash or mobile money) → print receipt
Billing dashboard
Screenshot: billing — 07-billing.png
Figure 7 — Billing dashboard
Quick checkout
Screenshot: quick checkout — 08-quick-checkout.png
Figure 8 — Quick checkout

More detail: Billing system guide (invoices, void payments, cash register, reports).

7. Messages

Dashboard → Messages for internal notes and tasks between staff.

Messages
Screenshot: messages — 09-messages.png
Figure 9 — Messages

8. Patient portal

Administrators: Setup Patient Portal on the dashboard. Follow the steps to let patients log in to their own records.

Patient portal setup
Screenshot: patient portal — 10-patient-portal.png
Figure 10 — Patient portal setup

9. Role dashboards

If you are…Use this button
PharmacistPharmacy Dashboard
Lab scientistLab Scientist Dashboard
Biller / accountantBiller/Accountant Dashboard
Doctor (lab results)Lab Results Dashboard

10. In-patient (hospitals)

  1. Admin turns In-Patient Services on from the dashboard.
  2. Configure rooms and beds.
  3. Admit from clinical note; assign beds from Admissions Dashboard.

In-patient setup guide

11. Working without internet

Log in and open the pages you need while online. When the connection drops, you can often keep documenting; changes sync when you’re back online.

Full offline guide →

12. Administrators

  • User Management — add staff, set roles
  • Configure Clinic Schedule — hours and slots
  • View Audit Log — who changed what
  • Security Dashboard — security events
User management
Screenshot: user management — 12-org-users.png
Figure 11 — User management

Platform owner (all clinics)

Not for clinic staff. Log in at /platform-login. See Platform admin guide.

13. When something goes wrong

ProblemWhat to do
Can’t log inCheck username/password; ask your admin
Locked during registrationAccount locked guide
Changes not savingCheck internet; refresh when online
Wrong payment recordedBilling → View all payments → Void (with reason)

14. More guides

Billing (detailed) Offline In-patient setup Platform admin Account locked Key features Brochure

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