Documentary cycle for hospitals

The documentary cycle for private hospitals, which is a set of basic rules and pillars according to which work is conducted .

Amr Farag - • Internal Control

The documentary cycle for private hospitals to facilitate all administrative aspects : -

Private hospitals operate according to a specific system, which is developed by those in charge of managing them, which is known as the documentary cycle for private hospitals, which is a set of basic rules and pillars according to which work is proceeding, and in this article we will learn together about the concept of the documentary cycle, and what is its importance and mechanism of work within private hospitals.

The documentary cycle for private hospitals to facilitate all administrative aspects : -

What is the documentary cycle for private hospitals?

The documentary cycle in any hospital is a system that determines the progress of the various operations within hospitals, which aims to organize all documents related to the hospital, starting from editing them, until they are collected in different books that can be viewed, to help the auditor in the conduct of his work.

The importance of the documentary cycle for private hospitals?

It is clear from the previous definition the value and importance of the documentary cycle for private hospitals, as it is considered the largest evidence of the hospital's work, and the presence of some financial transactions that take place inside and outside the institution, in addition to some other advantages, which are as follows:

· Provides reliable government data and information for the functioning of other departments in the hospital.

· Organizing work between the different departments of the hospital, if data and information are not recorded in the documentary cycle for private hospitals, some departments will not be able to carry out their usual tasks, such as the financial accounts department.

· The documentary cycle helps private hospitals to make appropriate decisions by their managers, which do not prejudice the principles of the profession.

· It is considered the main pillar in providing financial statements and files with elements that determine the financial gains as well as losses incurred by the hospital.

· It helps to create a state of homogeneity and interdependence between the departments of the hospital, as the proper recycling process will ensure the smooth functioning of the work without any problems for long periods.

The mechanism of work of the documentary cycle for private hospitals: -

The documentary cycle is an ideal system for hospital management, through which the general laws and rules of the hospital are developed, which work side by side to serve those in charge of the administrative and organizational work of the hospital, and the documentary cycle for private hospitals includes a set of books and records, such as:


It is a set of books that take it upon themselves to record a lot of data related to patients, as well as doctors and administrators, and the types of records include the following:

· Reception Register: It is the register concerned with recording the names of new cases received at the hospital.

· Guest Register: The register that bears the names of patients currently in the hospital.

· Outpatient Register: It is the record that carries information related to the outpatient clinics of the hospital.

· Medical Department Register: It holds all types of medical departments in the hospital.

· Appointment Record: It is the record concerned with recording the dates of entry and exit of sick cases.

Auxiliary Notebooks:

It serves as a tree of accounts for a medical centre, it carries a large percentage of all the information and financial data of the hospital, which can help the auditor or accountant in his work, and the types of help books include the following:

· Fund and Banks Book: It is the book in which the daily revenues and expenses of the hospital are recorded.

· Purchase book: It is the book for recording the purchased materials "Documentary cycle of procurement".

· Debtors Book: It is the book related to the registration of patient entitlements, which have not yet been paid.

· Credit book: Special dues for suppliers of medical and food supplies are recorded.

· Payroll and wages book: It is the book for recording the salaries and wages of workers and doctors.

These books are considered the documentary cycle for private hospitals, as they contain all the data and information of inmates, doctors and workers, so some describe them as the accounting system for managing entire hospitals, for their role in running the hospital's business smoothly and smoothly, and achieving integration and harmony between the departments and departments of the entire hospital.

How to apply the documentary cycle for private hospitals?

If you are a hospital owner or about to be, you need a specialized accounting system that ensures that you work within the hospital departments of all kinds smoothly and smoothly, especially if you intend to use the latest technological means and means, and move away from traditional recording systems, which depend on daily recording using paper books.

Therefore, we are pleased to introduce a complete hospital management program from ECPA, which is considered the best legal and accounting consulting firms, as it has professional cadres with a great degree of experience, competence and experience, and they have the ability to apply the concept of the documentary cycle for private hospitals optimally.

What is ECPA Hospital Management Program?

ECPA has launched the Capital ERP program, which is an integrated system that includes many modules, through which administrative assistance in various fields can be provided flexibly and efficiently, especially in the field of hospitals.

Advantages of the hospital management program from ECPA: -

The Egyptian Certified Public Accountants Company (ECPA) offers several advantages in the organization model of the hospital management system, which are as follows:

Patient Follow-up

The program provides the ability to follow up on various medical cases, from the first day of their arrival at the hospital, diagnose his medical condition, the medicines that were dispensed to him, the name of the treating doctor and the operations he performed, in addition to the financial cost that is supposed to be paid.

Keeping doctors' data and records

The program contains a database for doctors, which includes all information related to them, such as their names, specialties, work schedules, and recording their observations related to various medical conditions.

Medication Registration

The program is an electronic pharmacy, which keeps the names of different drugs, and classifies them between heart drugs, diabetes drugs and other types, and this program enables major hospitals to make stores for medicines, which are divided according to several different varieties and types.

Some of the unique advantages of Capital ERP Hospital Management Module can be summarized in the following points :

· Easy, clear and simple interface to use.

· Sufficient flexibility to modify and delete various data.

· A great deal of security and protection for patient information.

· Provide medical information and reports as soon as possible.

· Make a set of daily, weekly or annual statistics.

·Continuous development and updating of the program to keep pace with the changes that occur daily in this field.

Frequently asked questions about the documentary cycle for private hospitals : -

What is the difference between a documentary cycle and an accounting cycle?

The accounting cycle is a procedure aimed at analyzing financial operations, while the documentary cycle is the records and tools that help in the functioning of the accounting cycle.

What are accounting documents made of within private hospitals?

Accounting documents include disbursement document, receipt document, registration document, and others.

What are the types of documentary cycle for private hospitals?

The documentary cycle includes several types, including the documentary cycle for stores, purchases and expenses.

What are the stages of the documentary cycle?

Journal registration stage, posting stage, and review preparation stage.

What is the difference between accounting and bookkeeping?

Bookkeeping is an element of accounting, as it handles the daily recording of financial statements and transactions, which are used in financial accounting reports later. You can find out more details here

From the above, it is clear that it is difficult to abandon the documentary cycle of private hospitals, due to its great role in organizing work between hospital departments and departments, and the ability to retain various data to facilitate access to it when needed, and there is no doubt that ECPA's hospital management program would develop the mechanism of hospital work, and make it more accessible.

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