What the system does
Every part of a primary care visit, held in one record
A patient is registered once, and that record carries through the queue, the consultation, the pharmacy, the laboratory, the PhilHealth claim and the month-end return. Here is what each part of it does.
Band one
Front desk and patient records
The registry is the single source of a patient's identity. A prescription, a result, a claim — all of it hangs off one record, so nobody ends up entered twice under two spellings.
Patient registry
One record per resident, searchable at the counter and reused at every later visit. Household details can be attached from community field surveys.
Scannable health cards
Patients can be issued a printed health card carrying a scannable code. Scanning it pulls the right record up at once — which matters most on heavy consultation days.
Informed consent
Consent is captured against the record and can be revoked, the revocation recorded as deliberately as the consent was. The facility can show what the patient agreed to, and when they withdrew it.
Band two
The clinical encounter
The visit moves through stations rather than through paper. Each sees the work waiting for it and passes the patient on. Nobody re-copies vitals; nobody hunts for a chart.
Empanelment under YAKAP runs on the same rails, including the First Patient Encounter screening form that follows PhilHealth Circular 2024-0013, Annex G. That form is not a side errand — it is the act that turns an empanelled member into earned income.
Queue
Arrivals are placed in order and visible to every station ahead of them.
Vitals
Entered once, carried into the consultation unchanged.
Midwife and doctor workstations
Separate screens, each showing that clinician's own list and the history behind it.
Pharmacy, laboratory, radiology
Orders raised in the consultation appear at the counter or bench that must act on them.
Empanelment and First Patient Encounter
YAKAP registration and the Annex G screening form, completed in the same visit.
Band three
Medicines and prescribing safety
Electronic prescribing with real checks
Prescriptions are written in the system, not on a pad. As they are written, eMRCare checks them against the patient's recorded allergies, against interactions with their other medicines, and against critical laboratory values already on file.
A prescriber can still override a serious warning — clinical judgement belongs to the clinician — but the system requires a reason and keeps it. Months later, the facility can answer why rather than guess.
Pharmacy inventory
Stock is tracked by batch and expiry date, not just by quantity on hand. Dispensing draws down the batch it actually came from, so a recall or a query can be traced to the stock involved.
Low-stock and expiry alerts arrive before the shelf empties or the box turns into waste — the two failures that hurt a small facility most.
Band four
Laboratory and imaging
Structured diagnostic panels aligned to Konsulta are built in, each with its own fields rather than one free-text box. Results keep answers like trace or +++ intact, instead of forcing them into a number that means something else.
| Structured panels include | Type |
|---|---|
| Complete blood count | Blood |
| Urinalysis | Urine |
| Fecalysis, faecal occult blood | Stool |
| Fasting and random blood sugar, glucose tolerance, HbA1c | Glycaemic |
| Lipid profile, creatinine | Chemistry |
| Sputum microscopy, PPD | Infection screening |
| Pap smear | Cytology |
| Chest X-ray, ECG | Imaging and tracing |
Anything else, as free text
Tests outside the structured set are ordered as ordinary free-text orders, so the laboratory is never the reason a clinician works around the system.
Radiology
Imaging is ordered from the consultation and reported back into the same record, so the report sits with the visit that asked for it.
Band five
PhilHealth: claims, capitation and Konsulta
Fee-for-service claims and Konsulta capitation are paid in completely different ways, and eMRCare treats them as the different things they are.
eClaims, for claimable care
Claims are assembled from the encounter itself, then validated against PhilHealth's own published rules for a valid claim before anything is sent — so a preventable defect is caught at the facility rather than after the claim has already been returned.
Submission is encrypted, supporting documents are attached to the claim, status is polled rather than chased by phone, and the claim series is reconciled so the facility knows which claims are outstanding.
Capitation register, for Konsulta members
Capitation is not claimed. PhilHealth pays per empanelled member, and the two acts that earn the money are empanelment and the First Patient Encounter. Filing is not one of them. Payment arrives in two tranches: the first tied to registration plus the First Patient Encounter, the second turning on year-end performance.
The register shows members empanelled, how many have a completed First Patient Encounter, how many are still in progress, expected against received per tranche, the outstanding balance — and the figure worth watching day to day: the money the facility is one First Patient Encounter away from earning. Blocked members are listed with the reason, either no First Patient Encounter recorded or empanelment not completed, encounter-only cases first, because that is the cheapest money to collect.
For Konsulta reporting, the coded-value catalogue, the reference numbering and the report path itself are built. In demo, reports can be assembled, checked, sent and receipted against a local PhilHealth stand-in. Live PhilHealth submission still needs the facility's own credentials, code libraries and the published report structure. Where the Konsulta report stands, and the full capitation walkthrough.
Band six
Public health and statutory reporting
Statutory duties come with clocks attached. eMRCare puts the clock on the screen instead of leaving it in someone's memory.
| Obligation | What the system does |
|---|---|
| Notifiable disease reporting, RA 11332 | Case reporting with the 24-hour clock running for immediately-reportable diseases, plus a weekly export. |
| DOH field health service information system | The standard returns produced from encounters already recorded, not re-tallied by hand. |
| Claims reporting | Claims summaries for internal review and for reconciliation against what was actually paid. |
| Community health work | Household surveys carried out in the community, feeding back into the same patient records. |
| Public advisories | Broadcast advisories to residents: outbreak notices, schedule changes, campaign reminders. |
The statutory obligations, and how each is evidenced, are set out on the compliance page.
Band seven
Access, privacy and audit
Role-shaped access
A user only ever sees pages their role permits. The dashboard a receptionist opens is not the one a physician opens.
Breach register
A personal data breach register under RA 10173 and NPC Circular 16-03, with the 72-hour notification clock visible from the moment an incident is recorded.
Audit log
Every access and change is written down: who, what, when — the record that answers an audit question, a complaint or an internal review.
Band eight
Reach: outages, patients, distance and scale
Works through outages
Consultations continue when the connection drops, and the record syncs once it returns. Losing the line does not mean losing the day.
Patient mobile app
Patients reach their own records, receive advisories and carry their health card on their phone.
Teleconsultation
Remote consultations run inside the same record, so a distance visit is documented like any other encounter.
Multi-facility
Several facilities can share one deployment, and none can see another's patients — an LGU can run a whole network without merging the records.
Where to go next
Capitation is where money already earned can sit uncollected. Compliance covers the statutory side; deployment covers what standing this up in your facility involves.
How capitation is earned Compliance Hospital link Deployment Request a walkthrough