User guide › Apps › EHR
This app talks to the Georgian Ministry of Health and nothing else. If you don't file with the Georgian MoH, none of this applies to you.
Two halves
EHR is a workspace app and an admin settings page, and you need both.
| Half | Where | What's there |
|---|---|---|
| Settings | Settings → Channels → EHR (Ministry of Health), admin only | Service login, environment, clinic profile, connection test, classifier sync. |
| Clinical records | The EHR group in the main menu | Patients, Doctors, Medical Episodes, plus the Ministry's reference lists. |
Saving the service login, testing the connection and refreshing the classifiers are admin-only. Everything else — recording episodes, filing them — needs access to the EHR app, granted per person like any other app. See Permissions & access.
This page describes what the software does and nothing more. What a clinic records, what it files and when are clinical and administrative decisions that sit with the clinic.
Connecting
Obtaining the Ministry service login is something you arrange with the Ministry, not in BackOffice — the general pattern for connecting a third-party service is in Integrations. Once you have it:
- Open the settings page Settings → Channels → EHR (Ministry of Health).
- Enter the service login Username and Password, then Save. Saved secrets are never shown back — the password field shows a small badge once one is stored, and the status line flips to configured. Re-saving replaces what's there.
- Pick the environment Production or Test. Use test while you're finding your feet.
- Pick the clinic profile Dental, Ambulatory or Hospital. This is not cosmetic — see below.
- Test the connection Test connection stays disabled until a username is saved. It calls the Ministry and reports back as a green or red chip beside the status line — success reads Connected to the MoH classifier service, and a rejection shows the Ministry's own message.
Changing it re-seeds the Medical Episodes form so the case-type options match the kind of clinic you are. The change takes effect immediately — there's no manual backfill and nothing to re-import — but it does mean the profile is a setup decision, not a per-episode one.
Classifiers
The Ministry publishes the reference lists that episodes are coded against — diagnoses, procedures, medical items and their groups. BackOffice caches them so the pickers on an episode offer real, current codes instead of free text.
- Automatic — the lists refresh once a night for every workspace that has credentials saved. A workspace with no credentials is skipped silently.
- On demand — Refresh classifiers on the settings page does the same work immediately for your workspace and reports back how many diagnoses, procedures, medical items and item groups it upserted. Use it after your first connection rather than waiting for the overnight run.
The cached lists appear in the menu as Medical Items and Item Groups. They're reference data — read-only copies of what the Ministry sent, refreshed rather than edited. The ICD-10 diagnosis list is large enough that it isn't loaded into the app up front; you search it from the picker on a record instead, which is why typing a code or a few letters of a name works better than scrolling.
The records
| Screen | What it holds |
|---|---|
| Patients | Personal number, full name and birth date are required. Gender, blood group, region, address, phone and email are optional. |
| Doctors | Full name, personal number and birth date, plus specialty — each tied to a workspace member. |
| Medical Episodes | One episode of care. The patient and the case type are required; everything else depends on the case. |
| Medical Items / Item Groups | The Ministry's cached reference lists. |
These are ordinary BackOffice entities, so everything you know about records applies — views, filters, related records, the record drawer. Medical Episodes ships with a table view and a kanban board grouped by submission status, which is the fastest way to see what's still sitting in draft.
An episode
The episode is the document you file. Beyond the required patient and case type (inpatient, day hospital, emergency ambulatory or planned ambulatory) it carries the case number, the treating doctor, admission and discharge dates, the main ICD-10 diagnosis and any concomitant ones, hospitalisation type, symptoms, the hospitalisation result and the patient's condition at discharge.
Three fields fill themselves in and shouldn't be typed into: EHRID (the Ministry's identifier, assigned on a successful filing), Submission status (draft, sent or error) and Submitted at.
What hangs off an episode
The detail lives in related records, reached from the episode's own drawer rather than from the menu:
- Episode Lines — the activities. Each line has an activity type (exploration, surgical intervention, prescription, consultation, lab test, anaesthesia, operation protocol, transfusion, observation, intensive care and others, including a medical-item line used for cost), and then whichever of procedure code, diagnosis, medical item, quantity, unit price, start and end date, status, dosage or consultant name that type calls for.
- Histomorphology — studies against the episode, each either updating an existing one or adding a new one, with a completion date, conclusion and an optional clarification of the main diagnosis.
- Discharge recommendations — recommended surgery, exploration, lab test, consultation or prescription, with a date and a comment.
- Anamnesis Vitae — past disease or trauma, past surgery, chronic disease, transfusion, allergy, immunisation and screening entries.
Filing an episode
Filing is done from the episode, not from a queue. Open a Medical Episode and the drawer header carries two buttons.
- Send to EHR Files the episode with the Ministry. On success the result appears inline with the EHRID the Ministry assigned, and that identifier is stamped onto the record.
- Send calculation Files the episode's cost calculation, built from its medical-item lines. This is a second, separate filing — the cost isn't carried by the first one — and the episode has to have been filed already, because the calculation is keyed to the EHRID.
- View on EHR Once an EHRID exists a third button appears, opening that episode on the Ministry's own portal in a new tab.
A rejection from the Ministry comes back as their message, shown inline on the drawer — the episode isn't marked as filed and nothing is silently swallowed. Problems the app can catch first, like a calculation on an episode that was never filed, are refused before the call is made.
The Ministry rejects an activity whose date sits exactly on the boundary of its episode. For a single-day episode recorded with dates but no times, BackOffice spreads them for you — the episode opens at the start of the day and closes at the end of it, with the activity in between — so a same-day case files without you hand-editing timestamps.
Re-filing an edited episode that's already been filed, and updating an episode's histomorphology with the Ministry, both exist on the server and can be driven through the API — but neither has a button in the app today. Don't plan a correction workflow around clicking something in the drawer. Note too that the Ministry refuses changes to an already-filed episode's patient personal number, birth date, doctor or case type; a correction that touches one of those is rejected before it's sent.
Keeping a record of the exchange
Every call to the Ministry — the request, the response, how long it took and any error — is written to a log on the server, with the service password removed before anything is stored. It's what you go to when a filing is disputed. There is no in-app screen for it today; it's kept server-side.
When something goes wrong
| What you see | What it means |
|---|---|
| Test connection and Refresh classifiers are both greyed out | No username has been saved yet. Save the service login first. |
| Credentials are missing or can't be read | The service login isn't set up on this workspace. Re-enter it on the settings page. |
| The connection test comes back red | The Ministry rejected the login or the service didn't answer. The chip carries their wording. |
| The diagnosis or medical-item picker is empty | The classifiers haven't been synced on this workspace. Press Refresh classifiers. |
| The episode was rejected on send | The Ministry's message is shown inline. The episode stays unfiled — fix the record and send again. |
| The calculation is refused before sending | That episode hasn't been filed yet, so there's no EHRID to attach a calculation to. Send the episode first. |
| Case-type options look wrong for your clinic | The clinic profile is set to something else. Change it on the settings page and the form reshapes. |
Where this connects
- Connecting a third-party service in general, including where credentials live — Integrations.
- Who can open the EHR screens and who can change its settings — Permissions & access.
- Billing the work is separate from filing it — invoices and the ledger live in Invoices & quotes and Accounting.
- Filing to the Revenue Service is a different integration entirely — rs.ge filing.