Welcome to ClinicMate!

Your solution to streamlining patient contact management.

Greetings to esteemed General Practitioners (GPs)! Are you still grappling with traditional methods to manage patient details and take patients' histories? Are you overwhelmed by the challenge of organizing all your clinic's patient data?

Fret not! ClinicMate is your solution.

ClinicMate is tailor-made to streamline contact management in your clinic. Whether you're a seasoned practitioner or just starting out, ClinicMate is your indispensable companion.

This comprehensive user guide will effortlessly navigate you through ClinicMate's array of features, ensuring optimal efficiency in managing patient contacts.

Here is a quick overview of how ClinicMate streamlines contact management:

• Navigation and Assistance Functions: Reset the interface using clear, access comprehensive guidance through help, and exit ClinicMate with ease.

• Data Management Functions: Easily input, modify, and remove patient details through add, edit and delete. View a detailed and comprehensive list of patient information effortlessly with list and show command. Effortlessly search for specific patient records with find.

• Note-Taking Function: Use addnote to quickly append relevant notes to patient records for future reference.

ClinicMate is a desktop application featuring a Command Line Interface (CLI) with the convenience of a Graphical User Interface (GUI). Whether you're adept at typing or prefer a visual interface, ClinicMate ensures swift and efficient management of patient contacts.

Bid farewell to cumbersome paperwork and embrace the efficiency of ClinicMate in organizing your clinic's patient data.

Table of Contents

Guide Usage

Welcome to the comprehensive user guide for ClinicMate! Our goal is to provide you with the knowledge and tools necessary to make the most of ClinicMate, your essential tool for clinic management. Whether you're a beginner or an experienced user, we're here to support you every step of the way.

Before we dive into the details, let's acquaint ourselves with the annotations you'll encounter throughout this user guide. These annotations will help you understand and navigate ClinicMate's features smoothly.

Throughout this guide, you'll also encounter various text styles. Here's what they represent:

• Used to illustrate possible scenarios for utilizing a feature (mostly in feature sections).
• Represents hyperlinks that you can click to navigate to another section of this user guide or to an external website.
• Highlights specific elements such as file names, commands, or any text that should be treated as code.

• Provides information about the parameters that you can input into a command.

Now that you're familiar with the annotations and text styles, we will give you a tour on how to navigate this user guide based on your level of expertise.

ClinicMate Beginner?

Thank you for choosing ClinicMate for your patient management needs! We're excited to help you jump right in.

1. To get started, head over to the Quick Start section to set up ClinicMate on your computer.
2. Once you've set up ClinicMate, go through the Quick Tour to discover key features of ClinicMate that you'll use frequently.
3. If you're keen to explore ClinicMate by yourself, take a look at the Existing Features to dive deep into ClinicMate's functionalities.

Seasoned ClinicMate User?

Welcome back! We're thrilled to have you with us again.

1. If you want a reminder on how to use a feature, head over to the Existing Features section to get detailed instructions for each feature and examples that you can learn from.
2. If you just need a quick reference of a command format, you can refer to the Command Summary section for a table of all the commands and their format available in ClinicMate.

If you have more questions, do check out the FAQ section to see if there are answers to your queries.

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Quick start

In this section, you will learn how to set up ClinicMate on your computer.

Prerequisites

1. Open Command Prompt (for Windows) or Terminal (for MacOS and Linux) on your desktop. Refer to our FAQ on how to do so.
2. Run the command java -version to check if you have Java 11 or above installed in your computer.

• Assuming that you have Java installed in your computer,

  • If you are running Windows, this is what you should see after running the command.

    • Over here, the Java version is 19.0.2, which means that Java 19 is installed.

  • If you are running MacOS, this is what you should see after running the command.

    • Over here, the Java version is 11.0.19, which means that Java 11 is installed.

3. If you do not have Java 11 or above installed in your computer, download it from here.

Setting up

1. Download the latest clinicmate.jar file here
2. You will see this screen after clicking on the link above.
   • Click on the clinicmate.jar file to download it.
3. Move the file to an empty folder that you want to use for your ClinicMate.
   • For example, you can create an empty folder named clinicmate in your Documents folder.
   • You can then move the clinicmate.jar file to that folder named clinicmate in your Documents folder.

Running the application

1. Open Command Prompt (for Windows) or Terminal (for MacOS and Linux) on your desktop. Refer to our FAQ on how to do so.
2. Run the cd command into the folder you put the jar file in.
   • cd is the command to change directory.
   • e.g. cd Documents/clinicmate
3. Run the java -jar clinicmate.jar command to run the application.
   
4. Your command terminal should look like this after steps 2 and 3.

5. You should see the following screen after running the java -jar clinicmate.jar command.
6. Great job! You have successfully set up ClinicMate on your computer. You are now ready to learn about the GUI of ClinicMate!

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GUI Overview

ClinicMate features a Graphical User Interface (GUI) that provides a seamless user experience. The GUI is designed to be intuitive and user-friendly, allowing you to navigate through the application effortlessly.

The GUI consists of the following components:

Now that you have been introduced to the GUI components, let's proceed to learn how you can use the CLI to interact with ClinicMate.

CLI Overview

Experience the seamless power of ClinicMate's Command Line Interface (CLI) - where interaction is as simple as typing commands. Say goodbye to juggling between typing and clicking, and welcome the streamlined efficiency of CLI!

CLI is straightforward to use. The Command Box acts as your entry point for commands. Once you hit enter, ClinicMate processes your input and delivers responses through the Message Box. It's all about interacting with ClinicMate effortlessly through text.

Ready to dive in? Let's explore writing command lines and get you started with ClinicMate!

Command Format

To use our CLI, here is an overview of the command formats.

You can find all the parameters used in ClinicMate here. To learn more about the prefixes and command words used in ClinicMate, you can refer to the Command Summary Section.

Let's see how these components are used in a command!

Example Command: addnote

You can substitute specific parameter values into the parameters in the command format. For instance, in the addnote command, you can replace IC_NUMBER with the patient's IC number and NOTE with the note you want to add.

But what about the [] around -replace? Here's more about it:

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Quick Tour: A First Look At ClinicMate

If this is your first time using ClinicMate, welcome! We know that patient management can be tedious and cumbersome, and learning a new tool might seem like a daunting task. But fret not! ClinicMate is designed to be user-friendly and intuitive so that you can start streamlining your patient management right away.

This tour will guide you through the key features of ClinicMate, giving you a quick overview of how to use the application effectively, especially the more commonly used commands. You'll learn how to:

1. add a patient
2. find a patient
3. add notes to a patient
4. delete a patient from ClinicMate

Make sure you've set up ClinicMate on your computer by following the Quick Start guide, if you haven't already. Once you're ready, let's dive in!

1. Adding a Patient

Adding a patient is a fundamental feature of ClinicMate for tracking patient details. Let's say you have a new patient with the following particulars:

• Name: James Tan
• Phone: 92223344
• Email: james.tan@mail.com
• IC Number: S1234567A
• Age: 22
• Sex: M
• Address: Block 11, #07-07, Jurong West Ave 6

For new patients, the first step always involves registration. Similarly, let's add James Tan to ClinicMate!

Steps:

1. Using his details, simply type add n\James Tan p\92223344 e\james.tan@mail.com i\S1234567A ag\35 s\M a\Block 11, #07-07, Jurong West Ave 6 into the Command Box and hit enter.

2. The patient list panel will be updated with James Tan's details.

Congratulations! You've successfully added James Tan to ClinicMate. Go ahead and try adding more patients of your own to practice!

If you wish to learn more about the add command, you can refer to this.

2. Finding a Patient

Many walk-in patients tend to be regulars at the clinic. ClinicMate is optimized to retrieve patient details quickly and easily. All you need is their IC number!

Steps:

1. Let's say you want to find James Tan's details after adding him in the previous step. Type find S1234567A into the Command Box and hit enter.
2. The patient list panel will display James Tan's details only. The patient notes panel will show any notes associated with James Tan.

Go ahead and try viewing the details of other patients using the find command!

If you wish to learn more about the find command, you can refer to this.

3. Adding Notes to a Patient

A big part of a GP consultation is taking patient history. ClinicMate allows you to add notes for patients based on their IC number.

Steps:

1. Suppose in your consultation, James Tan complains of frequent urination (polyuria) and excessive thirst (polydipsia), and you suspect he might have Diabetes Mellitus. You can note this down using the shorthands that you're used too! Simply type addnote S1234567A n\Polyuria & polydipsia. DM? into the Command Box and hit enter.

2. Through the consultation, you also find out he has a family history of Diabetes Mellitus. addnote lets you quickly append this information by simply typing addnote S1234567A n\Fam his of DM. into the Command Box and hit enter.

Notice that the notes are appended without replacing what was originally there, so you can quickly add all notes you find important without worry!

If you wish to replace the notes, or find out more about the addnote command, you can refer to this.

4. Deleting a Patient from ClinicMate

Suppose James Tan informs you that he is moving house, and will no longer be visiting your clinic. ClinicMate lets you remove his details from the database with ease.

Steps:

1. Type delete S1234567A into the Command Box and hit enter.

2. Type list to see your whole patient list panel. James Tan details will be removed from the patient list panel. There is no change to the patient notes panel.

Go ahead and try deleting some of the sample patients from ClinicMate.

If you wish to find out more about the delete command, you can refer to this.

You've now reached the end of the Quick Tour. Congratulations! To remove the sample data, you can use the clear command followed by the show command to reset the patient list and notes panels. Find out more about the clear and show commands here and here respectively.

There are more features in ClinicMate that you can explore. If you're interested, you can refer to the Existing Features section for a detailed guide on each feature. Also check out the FAQ section for answers to common queries!

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Existing Features

This section gives you a step-by-step guide on how to use ClinicMate's features. The 3 categories of ClinicMate's features are as follows:

• Navigation and Assistance Functions: clear, help, exit

• Data Management Functions: add, edit, delete, show, find, list

• Note-Taking Function: addnote

Navigation and Assistance Functions

Navigation and Assistance Functions in ClinicMate serve to enhance user experience and streamline workflows within the clinic management software.

Viewing help : help

Encountering a roadblock in ClinicMate? No problem! Simply utilize the help command for immediate assistance and guidance.

Format: help

Steps:

1. Enter help into the command box. A help window should pop up.
2. You can access help by either:

• Copying our User Guide's link through the Copy URL button and pasting it in your web browser.
• Directly accessing our website through pressing on the icon.

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Clearing all entries : clear

Transitioning to a new clinic? Easily clear existing data from ClinicMate with a simple clear command!

Format: clear

Steps:

1. Enter clear into the command box. The patient list panel containing all the entries will then be cleared.

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Exiting the program : exit

Concluding your session? Simply use the exit command to gracefully exit the program and conclude your session.

Format: exit

Steps:

1. Enter exit into the command box. You will then be directed out of ClinicMate.

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Data Management Functions

Data Management Functions in ClinicMate serve to simplify the process of adding, editing and deleting patient's information. It also enables you to view a comprehensive list of patient information and effortlessly search for specific patient records.

Adding a person: add

Registering a new patient? No worries! Our add command simplifies the process of adding their details to ClinicMate.

Format: add n\NAME p\PHONE e\EMAIL i\IC_NUMBER ag\AGE s\SEX a\ADDRESS

Steps:

1. Enter add n\NAME p\PHONE e\EMAIL i\IC_NUMBER ag\AGE s\SEX a\ADDRESS into the command box.
2. New entry with particulars of n\NAME p\PHONE e\EMAIL i\IC_NUMBER ag\AGE s\SEX a\ADDRESS is added.

Example:

• add n\John Doe p\88888888 e\johndoe@mail.com i\T0123456A ag\12 s\M a\John street, block 123, #01-01

What a successful add command looks like:

Possible Error that you might encounter:

You might encounter error messages due to the lack of familiarity with the application. There is no need to panic as our error messages will tell you how you can solve them! An example is shown below:

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Listing all entries : list

Looking for a comprehensive overview of your patient entries in ClinicMate? Utilize the list command for quick access to all your patient records.

Format: list

Steps:

1. Enter list into the command box. All of your patient details will then be displayed.

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Finding person by IC number: find

Today, your regular patient arrives at the clinic, and you need to retrieve her record. However, with a multitude of contacts, locating hers seems daunting. Fear not! Utilize the find command to swiftly pinpoint the specific patient you're searching for using their IC_NUMBER.

Format: find IC_NUMBER

Steps:

1. Enter find IC_NUMBER into the command box.
2. The patient record with the corresponding IC_NUMBER will be retrieved, with his/her notes shown in the patient notes panel.

Example:

• find T0123456A returns John Doe.

What successful find commands look like: What this means: There is a person matching the IC_NUMBER in the patient list panel in ClinicMate.

What this means: There is no one matching the IC_NUMBER in the patient list panel in ClinicMate.

Possible Error that you might encounter:

There might be cases that the IC_NUMBER you keyed in is invalid as shown below. Do check if the IC_NUMBER is in the correct format.

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Changing the displayed note: show

Need to view the notes of another patient by adjusting the display on the patient notes panel? Or perhaps you want to clear the current display altogether? Enter the show command for effortless management of note displays.

General Format: show [IC_NUMBER]

To change display

Format: show IC_NUMBER

Steps:

1. Enter show IC_NUMBER into the command box as shown below.

2. Patient notes panel will be updated to the notes corresponding to the IC_NUMBER.

Example:

• show T0123456A updates the patient notes panel to show John Doe's note.

Possible Error that you might encounter:

There might be cases that the IC_NUMBER you keyed in does not exist in ClinicMate as shown below. Do check if the IC_NUMBER is registered before trying to show it. Alternatively, you can add the patient into ClinicMate using our add command before doing a show.

To clear display

Format: show

Steps:

1. Enter show into the command box as shown below.

2. Patient notes panel will be cleared.

Example:

• show clears any note that was being displayed in the patient notes panel.

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Editing a person : edit

Made a typo? Don't worry! The edit command is here to assist you in correcting any mistakes effortlessly using the patients' IC_NUMBER.

Format: edit IC_NUMBER [n\NAME] [p\PHONE] [e\EMAIL] [i\IC_NUMBER] [ag\AGE] [s\SEX] [a\ADDRESS]

Steps:

1. Enter edit IC_NUMBER [n\NAME] [p\PHONE] [e\EMAIL] [i\IC_NUMBER] [ag\AGE] [s\SEX] [a\ADDRESS] into the command box.
2. The patient record with the corresponding IC_NUMBER will be edited.

Examples:

• edit T0123456A p\88888888 edits the phone number of the person with IC_NUMBER of T0123456A to 88888888.

What a successful edit message looks like:

Possible Error that you might encounter:

At least one edit field is needed for this command! Do check if you have included a field in your input.

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Deleting a person : delete

The delete command enables the removal of patient records from ClinicMate. Use it to efficiently manage patient data by removing outdated or unnecessary entries.

Format: delete IC_NUMBER

Steps:

1. Enter delete IC_NUMBER into the command box.
2. The patient record with the corresponding IC_NUMBER will be deleted.

Examples:

• delete T0123456A deletes John Doe who has IC number T0123456A from ClinicMate.

Possible Error that you might encounter:

There might be cases that the IC_NUMBER you keyed in does not exist in ClinicMate as shown below. Do check if the IC_NUMBER is registered before trying to delete it.

Note-Taking Function

This feature is tailored specifically for GPs, offering seamless note-taking capabilities to enhance efficiency and precision in history taking.

Adding a note : addnote

As GPs, it's essential to take accurate and detailed patient history. Simplify this process with the addnote command, ensuring efficient and accurate record-keeping.

General Format: addnote IC_NUMBER n\NOTE [-replace]

To append notes

Format: addnote IC_NUMBER n\NOTE

Steps:

1. Enter addnote IC_NUMBER n\NOTE into the command box.

2. A note will be added to the person with the specified IC_NUMBER.

3. New note will appear in the patient list panel. If notes already exist, the new note will be appended to the previous notes on a new line.

To replace notes

Format: addnote IC_NUMBER n\NOTE -replace

Steps:

1. Enter addnote IC_NUMBER n\NOTE -replace into the command box.

2. The note of the person with the specified IC_NUMBER will be replaced with the new note.

Examples:

• addnote T0123456A n\Patient has diabetes adds a note Patient has diabetes to the person with the IC number T0123456A in ClinicMate.
• addnote T0123456A n\Patient has diabetes -replace replaces the note of the person with the IC number T0123456A to Patient has diabetes.

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Data Files

Saving the data

ClinicMate data is saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

Editing the data file

ClinicMate data is saved automatically as a JSON file [JAR file location]/data/clinicmate.json. Advanced users are welcome to update data directly by editing that data file.

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FAQ

Q: How do I open my terminal?
A: Here are the instructions to open your terminal for the different types of operating systems:

• Windows: Click on the Windows Start button, and type 'Command Prompt' or 'cmd' into the search bar. Press Enter to open it.
• macOS: Click on 'F4' and type 'terminal'. Press Enter when 'terminal' appears in the search results.
• Linux: Press 'Ctrl', 'Alt' and 'T' simultaneously to open the terminal.

Q: When will the patient notes panel be cleared?
A: The patient notes panel will be cleared when you use the show command without any IC_NUMBER. Unfortunately, clear or delete command will not clear the patient notes panel.

Q: When using multiple screens, moving the application to a secondary screen and later switching to using only the primary screen, the GUI opens off-screen. What do I do?
A: Delete the preferences.json file created by the application before running the application again.

Q: Is there a limit to the number of patient records ClinicMate can manage?
A: ClinicMate is designed to handle a large number of patient records efficiently. However, performance may vary depending on the hardware specifications of your computer and the amount of data being managed.

Q: How do I load my data from another computer?
A: Let's say that you want to move your data from computer A to computer B. You should:

1. Delete the clinicmate.json file that is located at [JAR file location]/data/clinicmate.json in computer B.
2. Copy the clinicmate.json file from computer A to computer B at the same location as above.
3. Run the ClinicMate in computer B to load the data.

Q: Can I export patient data from ClinicMate for reporting or backup purposes?
A: Currently, ClinicMate does not support direct export of patient data. However, you can manually copy the data from the data file located at [JAR file location]/data/clinicmate.json for backup or reporting purposes.

Q: Can I customize the fields for patient records in ClinicMate?
A: ClinicMate currently supports predefined fields for patient records (name, phone, email, IC number, age, sex, address). Customization of fields is not supported in the current version.

Q: How secure is the patient data stored in ClinicMate?
A: ClinicMate stores patient data locally on your computer in a JSON file. It is recommended to keep your computer secure and up-to-date with the latest security patches to ensure the safety of patient data.

Q: Is there a way to import patient data into ClinicMate from other software?
A: ClinicMate does not currently support direct import of patient data from other software. However, you can manually enter patient data using the add command.

Q: I am not able to directly access the user guide by pressing on the icon in the help window.
A: Linux users might face some difficulties when trying to directly access the website. Unfortunately, we currently do not have a solution for this. Please access our user guide in the alternative way, which is to copy the URL and pasting it in your web browser.

Q: The patient notes panel does not display the most updated contact I interacted with.
A: Currently, only the find or show command will change whose notes are displayed in the patient notes panel.

Q: The patient notes panel is not showing the full note. Can I expand the display?
A: ClinicMate does not currently support expanding the patient notes panel. However, you can scroll through the notes both vertically and horizontally using the scrollbar provided.

Q: Some of my patient information is being truncated in the patient list panel. How can I view the full information?
A: Unfortunately, ClinicMate displays patient information in a fixed format, including sections such as email and note, that might cause long entries to be truncated (e.g. An excessively long name would cause the name, age and gender to be truncated). This will be fixed in a future release.

Q: Long lines of notes in the patient list panel are being unevenly truncated. Is this normal?
A: Yes, this is a known issue. You can still view the full note using the show command through the patient notes panel.

Q: Can I use addnote repeatedly with the same message?
A: Yes! ClinicMate does not restrict the number of times you can use the addnote command with the same message.

Q: Do you support non-English inputs?
A: We do not have dedicated support for non-English inputs, and some features might not work as expected. We recommend using English inputs for the best experience.

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Coming Soon

1. Support for multiple phone numbers: Allow users to add multiple phone numbers for a single patient record.
2. Date of Birth: Add a field for date of birth to patient records for better age calculation.
3. Appointment scheduling: Implement a feature to track and schedule patient appointments.
4. Support for patient identification: Allow users to use other methods to identify patients, such as passport numbers, names or driving license numbers.

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Glossary

Definitions of Key Terms

These descriptions will help you understand the key terms used in ClinicMate.

Parameters Description

Email Format Description

The email format is local-part@domain.

local-part constraints:

• Only contain alphanumeric characters and these special characters, excluding the parentheses, (+_.-).
• May not start or end with any special characters.

domain name constraints:

• Made up of domain labels separated by periods.
• End with a domain label at least 2 characters long.
• Have each domain label start and end with alphanumeric characters.
• Have each domain label consist of alphanumeric characters, separated only by hyphens, if any.

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Command summary

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