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User Guide

Doc'it icon

Doc'it provides a centralised platform for authorised staff from small family clinics to view, update, and onboard patient records, solving the inefficient paper records and files used today. With Doc'it, small family clinics can reduce man-hours in managing paper files, translating this saved time into better front-line care services.

Table of Contents

  1. Quick Start
  2. Overview of Features
    1. Basic Commands
    2. Patient-related Commands
    3. Appointment-related Commands
  3. FAQ
  4. Command Summary
  5. Glossary

Quick start

  1. Ensure you have Java 11 or above installed in your Computer.

  2. Download the latest docit.jar from here.

  3. Copy the file to the folder you want to use as the home folder for your Doc'it.

  4. Double-click the file to start the app. The GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.

    Ui

  5. Type the command in the command box and press Enter to execute it. e.g. typing doc help and pressing Enter will open the help window.
    Some example commands you can try:

    • pt list : Lists all patients.

    • doc exit : Exits the app.

  6. Refer to the Features section below for details of each command. this on

  7. Doc'it is built specifically for small clinic staff based in Singapore. Hence, the date and time run in Singapore time.

Overview of Features

This section provides a brief overview of Doc'it. The intention is for users to gain a better understanding of basic functionalities of Doc'it, before diving into specific commands.

  1. Basic functionality
    1. Clear all records
    2. Get Help
    3. Exit app
  2. Managing Patient Records
    1. Create a new Patient Record
    2. View details of Patient Record
    3. Delete Patient Record
    4. Edit Patient Record
    5. Add Medical History from a Patient Record
    6. Delete Medical History of a Patient Record
    7. Find filtered patient records based on keywords
  3. Managing Patient Appointments
    1. Create a new appointment
    2. View appointment
    3. Delete appointment
    4. Archive appointment
    5. List appointments
    6. Sort appointments (in order of urgency)
    7. Managing appointment prescriptions
      1. Add prescription
      2. Remove prescription

##Navigating Doc'it This section details the various components of Doc'it interface and how you could go about navigating Doc'it.

Navigability

Patient View

Navigability In this view, you can view all Patients. Each Patient has a name, phone number, address, email and a Medical History.

All patient-related commands will have change parts of the Patient View.

Appointment View

Navigability In this view, you can view all Appointments. Each Appointment has the patient, date and time.

The AppointmentView comprises of two types of Appointments: Upcoming and Archive. Upcoming appointments are scheduled appointments, while Archived appointments are previous appointments that have been archived. You can switch between the two with the apmt list and apmt alist command. Alternatively, you could also click on the corresponding tab.

Command Result Status Display

Navigability In this component, you can view the messages and feedback from Doc'it after every command.

Command Box

Navigability This is the component where you will input your commands. After inputting your commands, you may click the Enter key on your keyboard. Alternatively, you can click the Send button displayed here.

Features

ℹ️ Notes about the command format:

  • Words in UPPER_CASE are the parameters to be supplied by the user.
    e.g. in add n/NAME, NAME is a parameter which can be used as add n/John Doe.

  • Items in square brackets are optional.
    e.g. n/NAME [m/MEDICAL_HISTORY] can be used as n/John Doe m/cancer or as n/John Doe.

  • Items with … after them can be used multiple times including zero times.
    e.g. [m/MEDICAL_HISTORY]… can be used as (i.e. 0 times), m/Diabetes, m/Scoliosis m/High Blood Pressure etc.

  • Parameters can be in any order.
    e.g. if the command specifies n/NAME p/PHONE_NUMBER, p/PHONE_NUMBER n/NAME is also acceptable.

  • If a parameter is expected only once in the command, but you specified it multiple times, only the last occurrence of the parameter will be taken.
    e.g. if you specify p/12341234 p/56785678, only p/56785678 will be taken.

  • Extraneous parameters for commands that do not take in parameters (such as help, list, exit and clear) will be ignored.
    e.g. if the command specifies help 123, it will be interpreted as help.

  • INDEX must a positive integer of the given item in the panel.

  • DATETIME must be in the format yyyy-mm-dd HHmm for all commands, with time using 24-Hour notation.
    e.g. 2021-10-28 1530 indicates 28 Oct 2021 at 3.30pm

Basic Commands

This section covers basic application-related commands. All of these commands have doc in front of them.

Clear all records: doc clear

Clears all patient records and appointment records (upcoming and archived). This is an irreversible operation.

Format: doc clear

Help: doc help

Shows the user manual for Doc'it explaining how to access the help page.

Format: doc help

DocHelp

Exit the program: doc exit

Exits the program.

Format: doc exit

Patient Commands

Patient is the primary entity in Doc'it. This section documents how to perform create, update, read and delete operations on patient records.

ℹ️ All patient-related commands have the keyword pt in front of them.

Add a patient: pt add

Creates a new patient record.

Format: pt add n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [m/MEDICAL_HISTORY]...

  • MEDICAL_HISTORY is optional; if MEDICAL_HISTORY is not given, an empty string of text will be used.
  • MEDICAL_HISTORY can be added multiple times within a single pt add command, as indicated by the ... used.

Examples:

  • pt add n/Joshen Lim p/99998888 e/joshen@gmail.com a/123 Clementi Road SG293821

Expected Outcome:

New patient added:
Joshen Lim; Phone: 99988888; Email: joshen@gmail.com; Address: 123 Clementi Road SG293821

GUI Display: PtAdd

List all patients: pt list

Shows a list of all patients in the record system.

Format: pt list

Expected Outcome:

Listed all patients

GUI Display: Patient Card

Edit a patient: pt edit

Edits the details of a specified patient.

Format: pt edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [m/MEDICAL_HISTORY]

  • All fields are optional but if stated, must not be null or empty
  • INDEX is compulsory when making an edit to patient details

Examples:

  • pt edit 1 n/Joshen Tan m/Heartache

Expected outcome: 

Edited Patient:
Joshen Tan; Phone: 12345678; Email: google@gmail.com; Address: 311 clementi SG540192; Medical History: Heartache, recorded 31 Oct 2021

Delete a patient: pt delete

Deletes a patient record, including all information about the patient.

Format: pt delete INDEX

  • Deletes the patient at the specified INDEX (one-indexed).

Examples:

pt list
pt delete 1

Expected Outcome:

Deleted patient:
Joshen Tan; Phone: 12345678; Email: google@gmail.com; Address: 311 clementi SG540192; Medical History: Heartache, recorded 31 Oct 2021

Add a Medical Entry: pt ma

Adds a medical entry to the Medical History of a Patient Record, saving the medical history and today as the date of entry.

Format: pt ma INDEX m/MEDICAL_HISTORY...

  • Adds a medical history to the patient at the specified INDEX (one-indexed).
  • Multiple entries of medical history can be added in one command: e.g. m/Diabetes, m/Scoliosis m/High Blood Pressure etc.
  • m/MEDICAL_HISTORY is a required field in this command

Examples:

pt list
pt ma 1 m/diabetes

Expected Outcome:

Updated: 
Charlotte Oliveiro; Phone: 93210283; Email: charlotte@example.com; Address: Blk 11 Ang Mo Kio Street 74, #11-04; Medical History: diabetes, recorded 8 Nov 2021

GUI Display: Add Medical History

Restrictions:

  • Can only add up to 8 medical entries per patient
  • Each medical entry can only have up to 50 characters

Delete a Medical History: pt md

Deletes a medical history to the Patient Record.

Format: pt md INDEX i/MEDICAL_HISTORY_INDEX

  • Deletes a medical history from the patient at the specified INDEX (one-indexed). The entry deleted is specified by the MEDICAL_HISTORY_INDEX

Examples:

  • pt md 1 i/1

Expected Outcome:

Updated: 
Charlotte Oliveiro; Phone: 93210283; Email: charlotte@example.com; Address: Blk 11 Ang Mo Kio Street 74, #11-04

Find a Patient with keywords: pt find [keywords...]

Finds all patients that match any one of the keywords listed. These keywords can come from either the Patient's Name or Medical History.

Format: pt find [keywords...]

  • Finds all patients that match any one of the keywords listed.

Examples:

  • pt find Alex David diabetes high blood pressure

Expected Outcome:

4 patients listed!

Appointment Commands

A patient in Doc'it may have appointments to visit the clinic.

In the Appointments panel, upcoming appointments are shown in the Upcoming tab, and past appointments are archived in the Archived tab.

One appointment stores these details:

  • Index of patient: The index of an existing patient in the Patients panel
  • Date and time: The date and time of the appointment

ℹ️ All appointment-related commands have the keyword apmt in front of them. These commands modify the Appointments panel of Doc'it.

Add an appointment: apmt add

Adds an appointment for the patient at the specified index in the Patients panel.

Format: apmt add i/PATIENT_INDEX d/DATETIME

  • PATIENT_INDEX: Index of patient who should have this appointment
  • DATETIME: Date and time of appointment in format yyyy-mm-dd HHmm
    • Year must be between 2000 to 2999 inclusive.

Examples:

  • apmt add i/1 d/2021-10-05 1500 adds appointment on 5 Oct 2021 at 3pm to patient at index 1.
  • apmt add i/2 d/2022-12-31 0700 adds appointment on 31 Dec 2022 at 7am to patient at index 2.

Example Usage:

  • apmt add i/1 d/2021-12-28 1500

Expected Outcome:

New appointment added:
Patient: Alex Yeoh; Datetime: 28 Dec 2021 1500; Prescription: []

List all appointments: apmt list

Shows the list of all appointments.

Format: apmt list

Examples:

  • apmt list Lists all appointments.

GUI Display: Appointment Card

List all archived appointments: apmt alist

Shows the list of all archived appointments.

Format: apmt alist

Examples:

  • apmt alist Lists all archived appointments.

GUI Display: Show Archived

Edit an appointment: apmt edit

Edits the details of an appointment at the specified index in the Appointments panel.

Format: apmt edit APMT_INDEX [i/PATIENT_INDEX] [d/DATETIME]

  • APMT_INDEX: Index of appointment in the Appointments panel
  • PATIENT_INDEX: Index of patient who should have this appointment
  • DATETIME: Date and time of appointment in format yyyy-mm-dd HHmm
    • Year must be between 2000 to 2999 inclusive.
  • At least one of the optional fields should be present

💡 Use i/PATIENT_INDEX to change whose appointment it belongs to.
e.g. apmt edit 1 i/2 modifies the first appointment to belong to the patient at index 2

Examples:

  • apmt edit 1 i/2
  • apmt edit 1 d/2021-10-28 1500
  • apmt edit 1 i/1 d/2021-10-28 1500

Example Usage:

  • apmt edit 1 i/1 d/2021-12-25 1500

Expected Outcome:

Edited Appointment:
Patient: Alex Yeoh; Datetime: 25 Dec 2021 1500; Prescription: []

Delete an appointment: apmt delete

Deletes the appointment at the specified index in the Appointments panel.

Format: apmt delete INDEX

  • Deletes the appointment at the specified INDEX.
  • The index refers to the index number shown in the displayed appointment list.
  • The index must be a positive integer 1, 2, 3, ...

Examples:

  • apmt list Display Upcoming appointments tab.
  • apmt delete 1 Deletes appointment at index 1.

Example Usage:

  • apmt delete 1

Expected Outcome:

Deleted Appointment:
Patient: Alex Yeoh; Datetime: 28 Oct 2021 1500; Prescription: []

Archive an appointment: apmt archive

Archives an old appointment that is already past its date.

Format: apmt archive INDEX

  • Archives the appointment at the specified INDEX.
  • The index refers to the index number shown in the displayed appointment list.
  • The index must be a positive integer 1, 2, 3, ...

Examples:

  • apmt archive 1 Archives appointment at index 1.

Expected Outcome:

Archived Appointment:
Patient: Alex Yeoh; Datetime: 31 Dec 2012 1200; Prescription: []

Sort all appointments: apmt sort

Shows a sorted list of all appointments based on urgency (appointments today > ascending date > ascending name).

Format: apmt sort

Examples:

  • apmt sort Lists all sorted appointments.

GUI Display: Sorted Appointments

Add prescription: apmt pa

Adds a prescription to the designated appointment.

Format: apmt pa APMT_INDEX n/MEDICINE_NAME v/MEDICINE_VOLUME d/MEDICINE_DURATION

  • The names of medicine added to the prescription list must be unique.

Examples:

  • apmt pa 1 n/Penicillin v/400 ml d/2 times a week

Expected Outcome:

New prescription added:
Medicine: Penicillin
Volume: 400 ml
Duration: 2 times a week

GUI Display: Add Prescription

Delete prescription: apmt pd

Deletes a prescription from the designated appointment.

Format: apmt pd APMT_INDEX n/MEDICINE_NAME

Examples:

  • apmt pd 1 n/panadol

Expected Outcome:

Deleted prescription:
Medicine: panadol

from John Doe's appointment.

FAQ

Q: How do I transfer my data to another Computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous Doc'it home folder.

Command summary

Basic Commands

Command Format
User Manual doc help
Clear doc clear
Exit doc exit

Patient-related Commands

Command Format Example
Add pt add n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [m/MEDICAL_HISTORY]... pt add n/James Ho p/22224444 e/jamesho@example.com a/123, Clementi Rd, 1234665 m/cancer
Delete pt delete INDEX pt delete 3
Edit pt edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [m/MEDICAL_HISTORY] pt edit 2 n/James Lee e/jameslee@example.com
Find pt find n/NAME pt find n/James Jake
List pt list -
Add Medical History pt ma INDEX m/MEDICAL_HISTORY pt ma 1 m/diabetes
Delete Medical History pt md INDEX i/MEDICAL_HISTORY_INDEX pt md 1 i/1

Appointment and Prescription-related Commands

Command Format Example
Add apmt add INDEX d/DATETIME apmt add 1 d/2021-10-05 1600
Edit apmt edit APMT_INDEX [i/PATIENT_INDEX] [d/DATETIME] apmt edit 1 d/2021-10-05 1600
Delete apmt delete INDEX apmt delete 1
Archive apmt archive INDEX apmt archive 1
List apmt list -
List Archived apmt alist -
Sort apmt sort -
Add Prescription apmt pa APPOINTMENT_INDEX n/MEDICINE v/VOLUME d/DURATION apmt pa 1 n/Penicillin v/400 ml d/2 times a week
Delete Prescription apmt pd APPOINTMENT_INDEX n/MEDICINE apmt pd 1 n/Penicillin

Glossary

Term Definition
Appointment A scheduled consult between a patient and the clinic's doctor at an exact date and time. The doctor may or may not prescribe medication.
Archive Storage for data that is non-urgent, e.g. appointment records that are past their date.
Patient Record A record of a patient's name, phone number, address, email and medical history.
Prescription The issued medication/treatment for a patient along with a duration and volume.
Expired Appointment An appointment that is 24-hours past its scheduled time.
Medical History A list of past medical conditions faced by a patient. Each medical condition is stored as a Medical Entry.
Medical Entry Description of the past medical condition of a patient, with a date of record when the entry was recorded.