IPD Management
Admissions, casualty, procedures and discharge outcomes.
Medical record management
Medical record management system for hospital record rooms
Keep digital copies of the documents a hospital must never lose, including in-patient case sheets, injury reports, death records and X-ray records, indexed with ICD codes.
In daily use at Darbhanga Medical College & Hospital since 2024
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MSME registeredUdyam-registered enterprise
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ABDM integratedABHA (M1) and HIP (M2)
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In production since 2024At a government medical college
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Made in IndiaBuilt in Darbhanga, Bihar
Overview
What is a medical record management system?
A medical record management system gives the hospital’s medical record department (MRD) a reliable, searchable home for the documents it is responsible for. Many of these, such as injury and death records, have medico-legal importance, and a missing file can have serious consequences.
In Swastik HMS the record room uploads the scanned document and indexes it against the patient with the department, month, year, reason and ICD code, with separate reports for each record type.
- Four record types in one module
- Scanned document upload
- ICD coding on every record
- Separate, print-ready report per type
- Access limited by role
Features
Medical record management features
Scanned, indexed and coded records for the MRD.
Medical Record Room
The record room keeps digital copies of the documents that must never be lost: in-patient case sheets, injury reports, death records and X-ray records.
Four record types
BHT (in-patient case sheets), injury reports, death records and X-ray records.
Scanned documents
Upload the scanned document and index it against the patient.
ICD coding
Each record carries the patient, department, month, year, reason and ICD code.
Reports for each type
Separate, print-ready reports for every record type.
How it works
How records reach the record room
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Document created
A case sheet, injury report, death record or X-ray record is completed.
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Scanned
The record room scans the physical document.
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Indexed
Patient, department, month and year are recorded.
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Coded
The reason and ICD code are added.
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Reported
Registers for each record type are produced and printed.
Why ICD coding matters in the record room
The International Classification of Diseases (ICD) gives every diagnosis a standard code. Coding case sheets, injury and death records makes them comparable across departments and periods, supports disease and mortality statistics, and makes retrieval far faster than searching by patient name alone.
Record types covered
- BHT: bed head tickets, the in-patient case sheets
- Injury reports: medico-legal injury documentation
- Death records
- X-ray records
Protecting medical records
Medical records are sensitive personal data. Access to the record room module is limited by role, the system is served over HTTPS, and it can run on the hospital’s own server. Read about patient data security and the DPDP Act. Retention periods for different record types are set by applicable rules and hospital policy.
ABDM & ABHA
ABDM integrated, out of the box
Swastik HMS is integrated with ABDM for milestone M1 (ABHA) and milestone M2 (Health Information Provider): ABHA at the counter, automatic care contexts for visits, admissions and reports, and consent-based sharing of encrypted FHIR records.
M1
ABHA at the counter
Create and verify ABHA numbers, log patients in with ABHA, and register them with Scan & Share.
M2
Health Information Provider
Visits, admissions and reports become records patients link to their ABHA and share with consent.
HPR · HFR
Health registries
Doctors linked to the Health Professional Registry and the facility to the Health Facility Registry.
Benefits
Benefits for the medical record department
Documents that don’t go missing
Digital copies of files that used to live only on shelves.
Standard coding
ICD codes on case sheets, injury and death records.
Faster retrieval
Records indexed by patient, department and period.
Statistics on demand
Separate reports for every record type.
Controlled access
Only record room staff and administrators by role.
Connected to wards
Case sheets follow IPD and casualty admissions.
Explore more
Related solutions
ABDM Integration
ABHA (M1) and Health Information Provider (M2).
Hospital ERP
Clinical departments, stores and administration on one platform.
From the blog
All articles
Guides and articles
Patient Data Security in Hospital Software: DPDP Act, Access Control and Consent
What the DPDP Act, 2023 and DPDP Rules, 2025 mean for hospital software, and the practical controls every HMS should support to protect patient data.
How to Implement a Hospital Management System Without Stopping the Hospital
A practical, module-by-module HMS implementation plan: preparation, master data, go-live order, training, data migration and measuring success.
ABDM Integration for Hospitals: ABHA, HIP, HIU and Milestones Explained
A plain-language guide to Ayushman Bharat Digital Mission integration: ABHA, HFR, HPR, consent, milestones M1, M2 and M3, FHIR and what hospitals need to go live.
FAQ
Frequently asked questions
Which medical records can be stored?
BHT (in-patient case sheets), injury reports, death records and X-ray records.
Are records coded with ICD?
Yes. Each record carries the patient, department, month, year, reason and ICD code.
Do we upload scanned documents?
Yes. The record room uploads the scanned document and indexes it against the patient.
Who can access medical records?
Access is controlled by role, typically record room staff and administrators.
See Swastik HMS with your hospital’s departments
Book a walkthrough focused on the modules you want to start with.