PxTrack for OBGYN

How it works

Initial Setup
Dashboard
Patient Records
Reports
Administrative Settings
Initial Setup

Step 1
Step 2
Step 1

Before everything else, enter your username and password to log into your account. 

Step 1: Setting Up The Doctor’s Information

Take note that this is a crucial part of the initial set up stage. In short, you will be using this to generate your printouts.

  • At the left-hand side of your screen, go to the Admin menu and click on the Doctor button.
  • Fill up all the fields that require your details.
  • Click Save.

 

Next, proceed to step 2.

Step 2

Step 2: Setting Up The Clinic’s Information

  • At the left-hand side of your screen, go to the Admin menu and click on the Clinic button. Take note that only a maximum of 4 clinics can be displayed on your print-out headers (e.g. Medical Certificate, Consultation form, Prescription and etc.).
  • In the same way that you filled in the fields in Step 1, input your Clinic Code. 
  • Check the “Use this Clinic on the Headers” box if you choose to display that specific clinic info on your print-out headers.
  • Continue filling up all the remaining details. 
  • Finally, click Save.

Dashboard

Adding an Event
Adding an Appointment
Deleting Appointments and Events
Adding an Event
  • First, click on the “Dashboard” button on the left menu of the patient tracker.
  • Next, in order to add an event, select the “Event” button on the upper right corner of the calendar.
  • Fill in the fields presented in the “Add Event” popup dialog box. For example, you can input “OBGYN Conference” as the “Event Title”.

 

Take note that you need to fill in fields with a red asterisk beside them like “Date and Time”. Moreover, when you first add the event, PxTrack labels it with a “Pending” status by default. You may click to edit it as either “Completed” or “Cancelled” later on.

Adding an Appointment
  • Similar to adding events, first click on the “Dashboard” button on PxTrack’s side menu.
  • simply click on the “Appointment” button on the upper right corner.
  • Then, input the appointment’s details in their corresponding fields.
  • If you’re accommodating new patients, input their names into the “Patient” field and click on the “Walk-in Patient” box above it.
  • On the other hand, simply click on the dropdown box beside the “Patient” field and select a registered name.
  • Next, click the “Save” button on the lower right corner of the dialog window.
  • Finally, click the “OK” button from the dialog box that pops up and click on the “Close” button beside “Save”.
Deleting Appointments and Events
  • Select the event or appointment you want to delete from your Dashboard's calendar. For your reference, appointments listed in the application are colored blue while events are green.
  • Next, click on the “Delete” button on the lower right corner of the popup window.
  • Then, click on “Yes” to confirm the deletion. 
  • You will be notified that the record is deleted via a system message. Click on the “OK” button.
Patient Records

For New Patients
For Existing Patients
Consultation Record
Patient's EDC and Status
For New Patients

Add a new patient's Basic Information

  • Click on the Patient Menu on the lower left corner of the PxTrack patient system.
  • Then, select Patient Form.
  • Input all the patient's information.
  • Finally, click the “Save” button on the bottom left of the form to save the Basic Info.

Note: The “Save” and “Reset” buttons on the upper left are for modifying the entire module.

step 1 – new basic information

 

Adding your new Patient's Consultation

Once you have saved a new patient’s record:

  • Click on the “Consultations” button to access the patient’s list of consultations.
  • Click the “Add Consultation” button.
  • Then, input all the consultation’s details.

step 2 – adding patient consultation

 

Adding Medications

Make patient tracking more efficient by recording the medications you prescribe during the consultation. Here’s how to do so:

  • Scroll down the Consultation Tab.
  • Click the “Add Medication” button.
  • Input a brief description of the prescribed medication.
  • Click on the PDF icon beside it.
  • Finally, input additional details in the content field of the window that pops up.

You can then print it as a PDF by clicking on the PDF icon on the upper right corner. Alternatively, you can click the exit button to close the window.

step 3 – adding medication

 

Adding Consultation Fees

  • Click on the “Add Fees” button.
  • Click on the arrow down button.
  • Select a fee from the dropdown list.
  • Repeat as many times as necessary.

step 4 – adding consultation fees

 

Alternatively, click “Add Fees” from the dropdown list to add a new type of fee.

step 4-b – new consultation fees

 

Deleting Consultation Fees

On the other hand, you can also delete consultation fees that have been incorrectly recorded or are no longer applicable.

  • Click on the Fee you want to delete.
  • Click the “Delete” button.

step 4-c – deleting consultation fees

 

Scheduling Consultations

  • Click on the "Calendar” button below the Medications table.
  • Select the month and year of the next consultation by clicking on the month and year displayed.
  • Click on the “OK” button and choose the correct day for the consultation.
  • Of course, you can also use the left and right arrows beside the month and year to navigate to the months before and after the current month.
  • Then, click on the arrow down button beside it and select a time slot.

step 5 – scheduling consultations

 

Finally, click the “Save” button on the lower left corner of the window and click “Yes” to successfully record the consultation details.

step 6 – click save (important)

 

 

For Existing Patients

After your patients' initial consultations, PxTrack will already have their records stored for you. Therefore, the need to input all their details during every consultation is eliminated. Instead, access your existing patients' records through the following steps:

 

Editing your Patient's Record

  • Click on the Patient Menu on the lower left corner of the tracking system.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the edit icon on the right side of the record.
  • Update the patient’s record accordingly.
  • Finally, click the “Save” button on the lower left corner of the window and click “Yes” to successfully record the changes.

step 1 – edit patient record

 

Deleting your Patient's Record

  • Click on the Patient Menu on the lower left corner of the tracking software.
  • Then, select Patient List.
  • Select the patient record you want to delete.
  • Click on the delete icon on the right side of the record.
  • Finally, click “Yes” to confirm the deletion.

step 2 – delete record

 

Printing your Patient's Record

  • Click on the Patient Menu on the lower left corner of the PxTrack tracking system.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the edit icon on the right side of the record.
  • Finally, click the PDF icon on the upper left corner of the record. You now have a printable document of your patient’s details.

step 3 – print record

Consultation Record

In addition to patient tracking for every new patient they encounter, medical professionals also need to monitor each of their patient's individual consultations.  For this reason, the PxTrack Patient Tracking Software also has built-in features for consultation fees.

 

Adding Consultations

  • Click on the Patient Menu on the lower left corner of the tracking software.
  • Then, select Patient List.
  • Click on the patient record you want need.
  • Click on the add/plus icon.

Step 1 – add consultation

 

Editing Consultations

  • Click on the Patient Menu on the lower left corner of the tracking system.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the edit icon on the right side of the record.
  • Click on the “Consultations” button to access the patient’s list of consultations.
  • Select the consultation record you want to edit.
  • Use the scroll bar to navigate to the end of the record and click on the edit button.
  • Update the consultation’s record accordingly.
  • Finally, click the “Save” button on the lower left corner of the window and click “Yes” to successfully record the changes.

Step 2 – edit consultation

 

 

Deleting Consultations

  • Click on the Patient Menu on the lower left corner of the PxTrack tracking system.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the edit icon on the right side of the record.
  • Click on the “Consultations” button to access the patient’s list of consultations.
  • Select the consultation record you want to edit.
  • Use the scroll bar to navigate to the end of the record and click on the Delete button.
  • Finally, click “Yes” to confirm the deletion.

Step 3 – delete consultation

Patient's EDC and Status

Firstly, keep in mind that you can only add a patient’s EDC when they already have existing consultation records in the tracking software.

  • Click on the Patient Menu on the lower left corner of the tracking software.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the edit icon on the right side of the record.
  • Click on the “Consultations” button to access the patient’s list of consultations.
  • Select the consultation record you want to edit.
  • Use the scroll bar to navigate to the end of the record and click on the edit button.

 

  • On the Add Consultation window that opens, click on the “OB/Gyn History” tab on the upper left corner.
  • Then, click on the “Add Gravida” button.
  • Input the correct dates of the patient’s “Last Menstruation Period (LMP)”.
  • Similarly, input the “EDC by Ultrasound” in its respective field.
  • Click on the box adjacent to the date you want to use as the EDC’s basis.
  • Click on the “Status” field and the arrow down button.
  • Select your patient’s pregnancy status.
  • Finally, click “Save” on the bottom left corner.

Step 1 – patient edc

 

Adding a Patient's Delivery Details

  • Click on a Gravida record in the OB/Gyn History tab.
  • Click on the Status field’s arrow down button.
  • Select “Successfully Delivered” from the dropdown menu.
  • Click on the details icon on the right side of the record.
  • Input all the delivery’s details.
  • Note: You can click the “Add” icon on the lower right corner if multiple babies were delivered
  • Finally, click “Save” on the bottom left corner.

Step 2 – patient delivery details

 

Adding a Patient's Miscarriage Details

  • Click on a Gravida record in the OB/Gyn History tab.
  • Click on the Status field’s arrow down button.
  • Select “Miscarriage” from the dropdown menu.
  • Click on the details icon on the right side of the record.
  • Input all the miscarriage’s details.

Step 3 – patient miscarriage details

 

Printing a Medical Certificate

In addition to securely keeping your patients’ records, the PxTrack patient tracking software also eliminates the need to manually write medical certificates for them.

  • To do so, simply select your patient’s latest consultation record.
  • Click the “Print” button on the lower left corner.
  • Select “Medical Certificate” from the popup menu.
  • Then, input any additional details.
  • Click the PDF icon on the upper right corner.

Step 4 – print medical certificate

 

Adding an Exam Record

  • Click on the Patient Menu on the lower left corner of the tracking system.
  • Then, select Patient List.
  • Select the patient record you want to edit.
  • Click on the “Exams” button to access the Exams tab.
  • Click on the “Add Exam” button.
  • Input the exam’s details.

After that, you can even add any attachments your patient has submitted. For example, their ultrasound and other exam results.

  • To add attachments, click on the “Add Attachment” button and select an image from your computer.
  • Repeat for every attachment you want to add.
  • Finally, click “Save” on the bottom left corner.

Step 5 – add exam record

 

Searching for a Patient

  • Click on the Patient Menu on the lower left corner of the tracking software.
  • Then, select Patient List.
  • Click on the “Advance Search” button.
  • Select from the categories available by clicking on the arrow down button.

Note: When you choose to search by name, a second field will appear beside it. Click on the arrow down button and choose from the names that appear.

Step 6 – Search for a patient

Reports

Consultation Summary
Exam Summary
Fees Summary
Consultation Summary

For all patients

  • First, click on the "Reports" button on the Menu.
  • Then, click on the “Consultation Summary” module.
  • Once it's open, choose the date range you want to view consultations from. 
  • To do this, click on the calendar button beside the beginning date field.
  • Next, click on the month displayed to choose your chosen month and year. 
  • Then, click on your chosen starting day.
  • Repeat these steps on the ending date field.
  • Finally, click on the search icon on the right side of the ending date field.

 

For a specific patient

In order to view the consultation summary for a specific patient:

 

  • Click on the "Reports" button on the Menu.
  • Next, click on the “Consultation Summary” module.
  • Click on the dropdown arrow beside the “Patient” field and select from the list of names.
  • Alternatively, you can also input your patient’s name in the box and then click on it.

 

Note: You can also click the “Filter by” field to choose to only display consultation records by Clinic or Payment Method.

 

  • Then, choose the date range you want to view consultations from. 
  • To do this, click on the calendar button beside the beginning date field.
  • Next, click on the month displayed to choose your chosen month and year. 
  • Then, click on your chosen starting day.
  • Repeat these steps on the ending date field.
  • Once you're done, simply click on the search icon on the right side of the ending date field.
Exam Summary

For all patients

  • First, click on the "Reports" button on the Menu.
  • Then, click on the “Exam Summary” module.
  • Once it's open, choose the date range you want to view exams from. 
  • To do this, click on the calendar button beside the beginning date field.
  • Next, click on the month displayed to choose your chosen month and year. 
  • Then, click on your chosen starting day.
  • Repeat these steps on the ending date field.
  • Finally, click on the search icon on the right side of the ending date field.

 

For a specific patient

  • Click on the "Reports" button on the Menu.
  • Next, click on the “Exam Summary” module.
  • In order to view a list of exams from a specific patient, click on the dropdown arrow beside the “Patient” field and select from the list of names.
  • On the other hand, you can also input your patient’s name in the box and then click on it.

 

Note: You can also filter the exams by clinic. Simply select the dropdown button beside the “Filter by Clinic” field and choose the right clinic.

 

  • Next, choose the date range you want to view exams from. 
  • Select on the calendar button beside the beginning date field.
  • Following that, click on the month displayed to choose your chosen month and year. 
  • Then, click on your chosen starting day.
  • Repeat these steps on the ending date field.
  • Lastly, click on the search icon on the right side of the ending date field.

 

Fees Summary

For all patients

  • To start off, click on the "Reports" button on the Menu.
  • Next, click on the “Fees Summary” module.
  • Similar to the previous modules, choose the date range you want to view fees from. 
  • Do this by selecting the calendar button beside the beginning date field.
  • Next, click on the month displayed to choose your chosen month and year. 
  • Likewise, click on your chosen starting day.
  • Then, repeat these steps on the ending date field.
  • And finally, click on the search icon on the right side of the ending date field.

 

For a specific patient

  • Click on the "Reports" button on the Menu.
  • Next, click on the “Fees Summary” module.
  • In order to only display fees for a specific patient, click on the dropdown arrow beside the “Patient” field and choose from the list of names.
  • On the other hand, you can also input your patient’s name in the box and then click on it.

 

Note: In order to filter the fees according to your clinic or a specific fee type, click on the "Filter by" field and select between the two choices. As an example, after clicking on “Clinic”, you can then select on the dropdown button to its right and choose the clinic of your choice.

 

  • Then, choose a specific date range you want to view. 
  • You can do this by clicking on the calendar button beside the beginning date field.
  • Following that, click on the month displayed to choose your chosen month and year. 
  • Then, select your chosen starting day.
  • Repeat these steps on the ending date field.
  • Finally, click on the search icon on the right side of the ending date field.

 

Administrative Settings

 

Adding New Users
Editing Users
Editing User Access
Edit User Password
Deleting A User
Adding New Fees
Clinic Settings
User Action Logs
Backup and Restore
Changing the System Name and Logo
Adding New Users
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Then, select PxTrack’s User Settings.
  • Fill in User Form’s Full Name and Username fields.
  • Next, click on the User Type dropdown box.
  • Select whether the new user will be an Administrator or Staff.
  • Finish filling in the Password and Repeat Password fields.
  • Then, click the “Save” button.
  • Likewise, click the “OK” button on the dialog box that pops up from the tracking system.
Editing Users
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Select PxTrack’s User Settings.
  • Then, click on the User List tab.
  • Choose the user record you want to edit.
  • Click on the first icon from the list of icons on the right side of the record.
  • Modify the user’s information.
  • Then, click the “Save” button.
  • Finally, click the “OK” button on the dialog box that pops up from the tracking system.
Editing User Access
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Select PxTrack’s User Settings.
  • Then, click on the User List tab.
  • Next, choose the user record you want to edit.
  • Click on the third icon from the list of icons on the right side of the record.

 

On the User Modules pop-up dialog box:

  • Click the checkboxes on the left side of the modules you want to modify.
  • Select or deselect the checkboxes on the right side of the applicable modules.
  • Then, click the “Save” button.
  • You will receive a message beside the button saying that the “Record has been successfully saved.”
Edit User Password
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Select PxTrack’s User Settings.
  • Then, click on the User List tab.
  • Choose the user record that needs its password changed.
  • Click on the second icon from the list of icons on the right side of the record.

 

On the Change Password pop-up dialog box:

  • Enter the user’s Old Password in the first field.
  • Input the new password in the remaining fields.
  • Click the “Update” button.
  • Click the “OK” button on the dialog box that pops up.
Deleting A User
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Select PxTrack’s User Settings.
  • Then, click on the User List tab.
  • Choose the user record that needs its password changed.
  • Click on the fourth icon from the list of icons on the right side of the record.
  • Finally, click the “Yes” button on the dialog box that pops up.
Adding New Fees
  • First, click on the Admin Menu on the lower left corner of the patient tracker.
  • Then, select Fees Settings.
  • Input the Fee’s Description and Default Amount in the Fees Settings pop-up dialog box.
  • Click the “Save” button.
Clinic Settings
  • Click on the Admin Menu on the lower left corner of the tracking system.
  • Next, select Clinic.
  • Input the necessary details in their respective fields.
  • Then, click the “Save” button.
  • Click the “OK” button on the dialog box that pops up.
User Action Logs
  • Click on the Admin Menu on the lower left corner of the tracking system.
  • Select User Action Logs.
  • Then, click on the Select User dialog box.
  • Choose whether you want to see records for “All” users or a single user only.
  • Next, select the calendar icon beside the sample “Date from” field.
  • Choose the appropriate month and year. 
  • Click on the “OK” button and choose the right day.
  • Repeat steps 5-7 to edit the “Date to” field.
  • After that, click on the “View” button.
  • Finally, go to the upper right corner of the table and select the PDF icon.
Backup and Restore
  • First, click on the Admin Menu on the lower left corner of the tracking system.
  • Then, select Back up.

Take note that you can either back up your database automatically or manually.

 

Setting Up A Weekly Auto-Back Up Schedule:

  • Click on the dropdown box.
  • Then, choose your preferred day to back up.
  • Select the dropdown box beside it.
  • Click on the time slot of your choice.
  • Finally, click the “Save” button.

 

Downloading A Manual Back Up:

  • Click on the “Backup” button when you want to back-up your database.
  • Select the database back-up you want to download from the table on the right side of the system.
  • Click the green download icon beside it.
  • Finally, click the “OK” button on the dialog box that pops up.

 

Alternatively, to delete a manually backed up database:

  • Click the delete icon beside it.
  • Then, select the “Yes” button to confirm its deletion.
  • Finally, click the “OK” button on the dialog box that pops up.
Changing the System Name and Logo

In addition to modifying how each user can utilize the tracking system, administrators can also customize the patient tracker’s name and logo. Here are the following steps to do so:

  • First, click on the Admin Menu on the lower left corner of the system.
  • Select User Action Logs.

 

Name

  • Modify the system’s name by changing the Title details.
  • Then click the “Save” button.
  • Finally, click the “OK” button on the dialog box that pops up.

 

Logo

  • On the other hand, you can change the system’s logo by clicking on the “Select Photo…” button on the lower right corner of the system.
  • Choose the new image from your computer’s files and click on the “Open” button.
  • Then, click the “Save” button.
  • And finally, click the “OK” button on the dialog box that pops up.

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