Promed MRS

Location Management (multi-site scenario)

Posted by Technical Team
On October 18, 2025
Comments Off on Location Management (multi-site scenario)

Overview

This guide shows how to set up a typical hospital structure in Promed MRS with multiple sites.

Who should read this guide: System Administrators and Configuration Managers

Example: District Hospital Network

We’ll configure a 3-site hospital network with typical hospital departments.

Network Structure:

  • St. Mary’s Main Hospital (City – Referral center)
  • East District Hospital (Urban district)
  • West Rural Hospital (Rural district)

Each site will have 16 standard departments/locations

Step 1: Configure Child Locations (Departments)

Create these 16 locations first (without parent locations). We’ll assign parents later.

1. Registration/Reception

Name: Registration/Reception Description: Patient registration and records desk Tags:

  • Login Location
  • Facility Location

Purpose: Front desk where patients are registered and records retrieved

2. Outpatient Department (OPD)

Name: Outpatient Department (OPD) Description: General outpatient consultation area Tags:

  • Appointment Location
  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: Primary outpatient care and consultations

3. Emergency/Casualty

Name: Emergency/Casualty Description: Emergency and urgent care department Tags:

  • Login Location
  • Facility Location
  • Visit Location
  • Admission Location
  • Queue Location

Purpose: Emergency medical care and trauma management

4. Maternity Ward

Name: Maternity Ward Description: Maternity and delivery ward Tags:

  • Login Location
  • Admission Location
  • Transfer Location
  • Visit Location
  • Facility Location

Purpose: Antenatal admissions, labor, delivery, and postnatal care

5. Pediatric Ward

Name: Pediatric Ward Description: Children’s inpatient ward (0-12 years) Tags:

  • Login Location
  • Admission Location
  • Transfer Location
  • Visit Location
  • Facility Location

Purpose: Inpatient care for children

6. Male Medical Ward

Name: Male Medical Ward Description: Male medical inpatient ward Tags:

  • Login Location
  • Admission Location
  • Transfer Location
  • Visit Location

Purpose: Inpatient medical care for adult males

7. Female Medical Ward

Name: Female Medical Ward Description: Female medical inpatient ward Tags:

  • Login Location
  • Admission Location
  • Transfer Location
  • Visit Location

Purpose: Inpatient medical care for adult females

8. Surgical Ward

Name: Surgical Ward Description: Surgical inpatient ward (male and female) Tags:

  • Login Location
  • Admission Location
  • Transfer Location
  • Visit Location

Purpose: Pre and post-operative surgical care

9. Laboratory

Name: Laboratory Description: Clinical laboratory and specimen collection Tags:

  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: Laboratory tests, specimen collection, and results

10. Pharmacy

Name: Pharmacy Description: Hospital pharmacy and dispensary Tags:

  • Login Location
  • Facility Location
  • Dispensary
  • Main Pharmacy
  • Queue Location
  • Visit Location

Purpose: Medication dispensing and pharmaceutical care

11. Radiology/X-ray

Name: Radiology/X-ray Description: Radiology and imaging department Tags:

  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: X-rays, ultrasound, and other imaging services

12. Theatre/Operating Room

Name: Theatre/Operating Room Description: Surgical operating theatre Tags:

  • Login Location
  • Facility Location

Purpose: Surgical procedures and operations

13. Antenatal Clinic (ANC)

Name: Antenatal Clinic (ANC) Description: Antenatal care clinic for pregnant women Tags:

  • Appointment Location
  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: Routine pregnancy monitoring and care

14. Family Planning

Name: Family Planning Description: Family planning and reproductive health clinic Tags:

  • Appointment Location
  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: Contraception services and reproductive health counseling

15. TB/HIV Clinic

Name: TB/HIV Clinic Description: TB and HIV care and treatment clinic Tags:

  • Appointment Location
  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: TB DOTS, HIV testing, ART provision, and monitoring

16. Immunization Clinic

Name: Immunization Clinic Description: Child immunization and vaccination clinic Tags:

  • Appointment Location
  • Login Location
  • Facility Location
  • Queue Location
  • Visit Location

Purpose: Routine childhood immunizations and vaccination campaigns

17. Medical Records

Name: Medical Records Description: Medical records and health information management Tags:

  • Login Location

Purpose: File storage, records management, and health information

Creating Each Location – Step by Step

For each of the 17 locations above:

  1. Navigate to System Administration > Locations
  2. Click Add Location
  3. Enter the Name exactly as shown above
  4. Enter the Description
  5. Leave Parent Location blank for now
  6. Select the Tags as specified
  7. Click Save

Repeat for all 17 locations before proceeding to Step 2

Step 2: Create Parent Locations (Main Sites)

Now create the 3 main hospital sites that will contain the departments.

Site 1: St. Mary’s Main Hospital

Name: St. Mary’s Main Hospital Description: Main referral hospital – City center Parent Location: None (top-level) Tags:

  • Login Location
  • Facility Location

Address Information:

  • Street: Hospital Road
  • City: Central City
  • State/Region: Central Region
  • Postal Code: [Enter appropriate code]
  • Country: [Enter country]

Save

Site 2: East District Hospital

Name: East District Hospital Description: District general hospital – Eastern district Parent Location: None (top-level) Tags:

  • Login Location
  • Facility Location

Address Information:

  • Street: Market Street
  • City: Eastern Town
  • State/Region: Eastern Region
  • Postal Code: [Enter appropriate code]
  • Country: [Enter country]

Save

Site 3: West Rural Hospital

Name: West Rural Hospital Description: Rural district hospital – Western district Parent Location: None (top-level) Tags:

  • Login Location
  • Facility Location

Address Information:

  • Street: Main Road
  • City: Western Village
  • State/Region: Western Region
  • Postal Code: [Enter appropriate code]
  • Country: [Enter country]

Save

Step 3: Assign Departments to Sites

Now assign each of the 17 departments to all 3 sites by editing them and setting parent locations.

For St. Mary’s Main Hospital

Edit each location and add site identifier in parentheses:

  1. Edit “Registration/Reception”
    • Change name to: Registration/Reception (Main Hospital)
    • Set Parent Location: St. Mary’s Main Hospital
    • Keep all existing tags
    • Save
  2. Edit “Outpatient Department (OPD)”
    • Change name to: Outpatient Department (OPD) (Main Hospital)
    • Set Parent Location: St. Mary’s Main Hospital
    • Keep all existing tags
    • Save
  3. Edit “Emergency/Casualty”
    • Change name to: Emergency/Casualty (Main Hospital)
    • Set Parent Location: St. Mary’s Main Hospital
    • Keep all existing tags
    • Save

Continue for all 17 departments, following this pattern:

  • [Department Name] (Main Hospital)
  • Parent: St. Mary’s Main Hospital
  • Keep all tags

For East District Hospital

Create 17 new locations (duplicates with East identifier):

  1. Create “Registration/Reception (East District Hospital)”
    • Name: Registration/Reception (East District Hospital)
    • Description: Patient registration and records desk
    • Parent Location: East District Hospital
    • Tags: Login Location, Facility Location
    • Save
  2. Create “Outpatient Department (OPD) (East District Hospital)”
    • Name: Outpatient Department (OPD) (East District Hospital)
    • Description: General outpatient consultation area
    • Parent Location: East District Hospital
    • Tags: Appointment Location, Login Location, Facility Location, Queue Location, Visit Location
    • Save
  3. Create “Emergency/Casualty (East District Hospital)”
    • Name: Emergency/Casualty (East District Hospital)
    • Description: Emergency and urgent care department
    • Parent Location: East District Hospital
    • Tags: Login Location, Facility Location, Visit Location, Admission Location, Queue Location
    • Save

Continue creating all 17 departments for East District Hospital, using same tags as Main Hospital

For West Rural Hospital

Create 17 new locations (duplicates with West identifier):

  1. Create “Registration/Reception (West Rural Hospital)”
    • Name: Registration/Reception (West Rural Hospital)
    • Description: Patient registration and records desk
    • Parent Location: West Rural Hospital
    • Tags: Login Location, Facility Location
    • Save
  2. Create “Outpatient Department (OPD) (West Rural Hospital)”
    • Name: Outpatient Department (OPD) (West Rural Hospital)
    • Description: General outpatient consultation area
    • Parent Location: West Rural Hospital
    • Tags: Appointment Location, Login Location, Facility Location, Queue Location, Visit Location
    • Save
  3. Create “Emergency/Casualty (West Rural Hospital)”
    • Name: Emergency/Casualty (West Rural Hospital)
    • Description: Emergency and urgent care department
    • Parent Location: West Rural Hospital
    • Tags: Login Location, Facility Location, Visit Location, Admission Location, Queue Location
    • Save

Continue creating all 17 departments for West Rural Hospital, using same tags as Main Hospital

Final Location Structure

After completing all steps, you’ll have:

St. Mary's Main Hospital
├── Registration/Reception (Main Hospital)
├── Outpatient Department (OPD) (Main Hospital)
├── Emergency/Casualty (Main Hospital)
├── Maternity Ward (Main Hospital)
├── Pediatric Ward (Main Hospital)
├── Male Medical Ward (Main Hospital)
├── Female Medical Ward (Main Hospital)
├── Surgical Ward (Main Hospital)
├── Laboratory (Main Hospital)
├── Pharmacy (Main Hospital)
├── Radiology/X-ray (Main Hospital)
├── Theatre/Operating Room (Main Hospital)
├── Antenatal Clinic (ANC) (Main Hospital)
├── Family Planning (Main Hospital)
├── TB/HIV Clinic (Main Hospital)
├── Immunization Clinic (Main Hospital)
└── Medical Records (Main Hospital)

East District Hospital
├── Registration/Reception (East District Hospital)
├── Outpatient Department (OPD) (East District Hospital)
├── Emergency/Casualty (East District Hospital)
├── Maternity Ward (East District Hospital)
├── Pediatric Ward (East District Hospital)
├── Male Medical Ward (East District Hospital)
├── Female Medical Ward (East District Hospital)
├── Surgical Ward (East District Hospital)
├── Laboratory (East District Hospital)
├── Pharmacy (East District Hospital)
├── Radiology/X-ray (East District Hospital)
├── Theatre/Operating Room (East District Hospital)
├── Antenatal Clinic (ANC) (East District Hospital)
├── Family Planning (East District Hospital)
├── TB/HIV Clinic (East District Hospital)
├── Immunization Clinic (East District Hospital)
└── Medical Records (East District Hospital)

West Rural Hospital
├── Registration/Reception (West Rural Hospital)
├── Outpatient Department (OPD) (West Rural Hospital)
├── Emergency/Casualty (West Rural Hospital)
├── Maternity Ward (West Rural Hospital)
├── Pediatric Ward (West Rural Hospital)
├── Male Medical Ward (West Rural Hospital)
├── Female Medical Ward (West Rural Hospital)
├── Surgical Ward (West Rural Hospital)
├── Laboratory (West Rural Hospital)
├── Pharmacy (West Rural Hospital)
├── Radiology/X-ray (West Rural Hospital)
├── Theatre/Operating Room (West Rural Hospital)
├── Antenatal Clinic (ANC) (West Rural Hospital)
├── Family Planning (West Rural Hospital)
├── TB/HIV Clinic (West Rural Hospital)
├── Immunization Clinic (West Rural Hospital)
└── Medical Records (West Rural Hospital)

Total Locations: 3 parent sites + 51 departments = 54 locations

Naming Convention: [Department Name] (Site Name)

  • Clean and professional
  • Site identifier in parentheses
  • Easy to read in dropdown menus
  • Consistent across all locations

Quick Reference: Tags by Location Type

Front Desk Locations (Registration):

  • Login Location, Facility Location

Outpatient Clinics (OPD, ANC, Family Planning, TB/HIV, Immunization):

  • Appointment Location, Login Location, Facility Location, Queue Location, Visit Location

Emergency:

  • Login Location, Facility Location, Visit Location, Admission Location, Queue Location

Inpatient Wards (Maternity, Pediatric, Male, Female, Surgical):

  • Login Location, Admission Location, Transfer Location, Visit Location, Facility Location (optional)

Diagnostic Services (Laboratory, Radiology):

  • Login Location, Facility Location, Queue Location, Visit Location

Pharmacy:

  • Login Location, Facility Location, Dispensary, Main Pharmacy, Queue Location, Visit Location

Theatre:

  • Login Location, Facility Location

Medical Records:

  • Login Location

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