Pelaprolu Charitable Trust
PCT Registry
User Manual
Complete guide for all staff roles — patient registration, visits, medicines, camps, and offline use at health camps.
1
Introduction
The PCT Registry is the digital health record system used by Pelaprolu Charitable Trust to manage patients, medical visits, medicines, and health camps.
Key things before you start
- Works on any tablet or computer browser.
- No internet needed at the camp. Data saved offline syncs automatically the moment internet returns.
- Always log in with your own username and password — every action is tied to your account.
- Your role determines which screens and buttons you can see.
2
User Roles at a Glance
Admin
Full access — manages everything including users, reports, inventory, conflicts, and sync logs.
Doctor
Registers patients, records visits and prescriptions, adds clinical notes — online and offline.
Staff Nurse
Registers patients, records visits and prescriptions, adds clinical notes — online and offline.
Office Admin
Registers patients and manages camp creation, scheduling, and status.
Store Admin
Manages medicine stock — receives incoming stock, records issues, tracks inventory levels.
If you open a page you don't have permission for, a "403 – Forbidden" screen appears. Contact your Admin to adjust your role.
3
Logging In & Out
Logging In
1
Open your browser and go to the PCT Registry URL given by your Admin.
2
Enter your Email and Password on the Login page.
3
Click Sign In to Registry. You land on your Dashboard automatically.
Logging Out
1
Click Logout in the top navigation bar.
2
You return to the Login page. Always log out on shared devices.
Forgot your password? Contact your Admin. The Admin can reset it from the User Management screen.
4
Understanding the Screen Layout
Every page has the same structure:
┌─────────────────────────────────────────────────────┐
│ PCT Logo Navigation Menu [User/Logout] │ ← Header
├─────────────────────────────────────────────────────┤
│ Page Title [Action Buttons] │ ← Page Header
├─────────────────────────────────────────────────────┤
│ │
│ Main Content (tables, forms, cards) │ ← Content
│ │
└─────────────────────────────────────────────────────┘
│ PCT Logo Navigation Menu [User/Logout] │ ← Header
├─────────────────────────────────────────────────────┤
│ Page Title [Action Buttons] │ ← Page Header
├─────────────────────────────────────────────────────┤
│ │
│ Main Content (tables, forms, cards) │ ← Content
│ │
└─────────────────────────────────────────────────────┘
- Green banner at top = Success (something worked).
- Red banner at top = Error (read it carefully).
- Sync indicator = Number of records waiting to upload when offline.
5
Working Offline (No Internet)
Before Going to the Camp
While you have internet, log in to the system. It automatically downloads the latest patient list, medicines, and active camps to your device. Once downloaded, you can work without internet.
At the Camp — No Internet
A sync status bar appears showing how many records are waiting. This is normal — your data is safely saved on the device.
Works offline
Register new patients
Record visits
Add prescriptions
Record visits
Add prescriptions
Needs internet
Reports
Inventory management
User management
Inventory management
User management
When Internet Returns
1
Sync starts automatically — no button to press.
2
A message confirms how many records were uploaded.
3
The sync indicator resets to zero. Any failed records retry automatically.
Important Rules for Offline Use
Do not clear browser data or force-close the browser while the sync indicator shows pending records. Wait for sync to complete.
Patient ID is the only deduplication key — mobile numbers are not unique.
Multiple family members may share one phone number, so the system allows the same mobile for different patients. When syncing, a new offline patient is always created as a fresh record even if that mobile already exists — unless their Patient ID was entered.
Best practice: Always search for a returning patient by name or Patient ID before registering them as new.
Best practice: Always search for a returning patient by name or Patient ID before registering them as new.
6
Patients
Who can manage patients? All roles can view patients. Admin, Doctor, Staff Nurse, Office Admin can register and edit. Only Admin can delete or restore.
6.1 Viewing the Patient List
1
Click Patients in the navigation menu.
2
Search by name, Patient ID, mobile, or village using the search box. Click Clear to reset.
6.2 Registering a New Patient
Search first! Before clicking + New Patient, always search by name or Patient ID to check if the patient already exists. If found, open their existing record and record a new visit — do not register again.
1
Click + New Patient (top right of Patients page or Dashboard).
2
Fill in the registration form (see table below).
3
Click Register Patient.
4
Note the Patient ID (PCT-XXXXX) — give them a card with this ID for future visits.
| Field | Required? | Notes |
|---|---|---|
| Full Name | Yes | Patient's full name |
| Gender | Yes | Male / Female / Other |
| Date of Birth | No | OR fill Age below |
| Age | No | Approximate age in years |
| Mobile Number | No | 10-digit Indian mobile — families may share one number |
| Alternate Contact | No | Another 10-digit number |
| Address | Yes | Home address |
| Village | No | Village name |
| Photo | No | JPG/PNG, max 2 MB |
Offline registration works exactly the same way. When you click Register Patient, the record is saved on your device. The Patient ID is assigned by the server when it syncs — a temporary ID is shown until then.
6.3 Viewing a Patient Profile
Click any patient name to see their personal details, all past visits (newest first), and each visit's complaint, status, and prescriptions.
6.4 Editing a Patient
1
Open the patient profile → click Edit.
2
Update the fields → click Update Patient.
6.5 Deleting & Restoring a Patient (Admin only)
Delete: Open the patient profile → click Delete Patient. The patient is hidden (soft-deleted), not permanently removed.
Restore: Patients page → click Deleted (top right) → find the patient → click Restore.
7
Visits & Consultations
A Visit records one patient consultation — the complaint, examination, diagnosis, and treatment during one camp session.
Admin, Doctor, Staff Nurse, and Office Admin can create and view visits. Only Admin and Doctor can edit or delete visits.
7.1 Viewing the Visit List
Click Visits in the navigation. Filter by search term, date range, or status (Active / Follow-up Pending / Completed).
7.2 Recording a New Visit
From a patient profile: Open the patient → click + Record Visit (patient is pre-selected).
From the Visits page: Click + New Visit → select the patient from the dropdown.
| Field | Required? | Notes |
|---|---|---|
| Patient | Yes | Search by name or Patient ID |
| Visit Date | Yes | Date of this consultation |
| Camp | No | Select the active camp if applicable |
| Chief Complaint | Yes | Main reason patient came |
| Symptoms | No | Additional symptoms observed |
| Diagnosis | No | Doctor's diagnosis |
| Treatment Suggested | No | Treatment plan or advice |
| Notes | No | Any additional notes |
| Follow-up Date | No | Set if a return visit is needed |
| Prescriptions | No | See Section 8 |
If a Follow-up Date is entered, the visit status automatically becomes "Follow-up Pending". When the patient returns and a new visit is recorded, all their previous follow-up visits are automatically marked Completed.
7.3 Editing, Completing & Deleting a Visit
Edit: Open the visit → click Edit Visit → update fields → click Update Visit.
Mark Complete: Open the visit → click ✓ Mark Complete.
Delete (Admin only): Open the visit → click Delete → confirm. All linked prescriptions are also removed.
8
Prescriptions
8.1 Adding Prescriptions While Recording a Visit
1
Scroll to Prescriptions at the bottom of the Visit form.
2
Click + Add Medicine and fill each row: Medicine, Dosage, Quantity, Duration, Instructions.
3
Click + Add Medicine again for more. Click × to remove a row.
Offline: The medicine list comes from your locally cached catalogue. If a medicine isn't listed, type the name freely — it will be saved as text and the Admin can link it later from the Unmatched Prescriptions page.
8.2 Adding a Prescription to an Existing Visit
1
Open the visit → scroll to Prescriptions → click + Add Prescription.
2
Fill the form → click Add.
Stock check: If current stock is lower than the quantity requested, the system blocks the prescription. Adjust the quantity or contact the Store Admin to receive more stock.
8.3 Removing a Prescription
Open the visit → in the Prescriptions section → click Remove next to the prescription.
8.4 Unmatched Prescriptions (Admin only)
Prescriptions entered offline with a free-text medicine name that doesn't match any medicine in the system appear here.
Go to Admin → Unmatched Prescriptions. For each entry, either Link it to an existing medicine (retroactively deducts stock) or Dismiss it.
9
Clinical Notes
Clinical notes are private observations added to a visit — separate from the main diagnosis field.
1
Open the visit → scroll to Clinical Notes.
2
Type your note → click Add Note. It appears with your name and timestamp.
3
To delete: click Delete next to the note (your own notes, or any note if Admin).
10
Camps
A Camp is a scheduled health camp at a specific location and date. Visits can be tagged to a camp for reporting.
Everyone can view camps. Admin and Office Admin can create, edit, activate, and complete camps.
Camp Lifecycle
◌ Upcoming
→
● Active
→
✓ Completed
| Action | When to use | How |
|---|---|---|
| Create | Planning a new camp | Click + New Camp → fill Name, Location, Date → Create Camp |
| Activate | Camp day has arrived, ready to record visits | Open camp → click Activate Camp |
| Complete | Camp day is over | Open camp → click Mark Complete |
| Edit | Correct details | Open camp → click Edit → update → Save |
11
Inventory & Medicines
Tracks medicine stock levels. Every prescription automatically deducts from stock.
| Action | Who |
|---|---|
| View medicine list and stock levels | All roles |
| Add a new medicine | Admin only |
| Edit or deactivate a medicine | Admin only |
| Receive new stock (inward) | Admin, Store Admin |
| Issue stock manually (outward) | Admin, Store Admin |
| View receipt history | Admin, Store Admin |
11.1 Viewing Inventory
Click Inventory in the navigation. Each medicine shows its current stock level, low-stock threshold, and a colour indicator — green = adequate, red = low/out of stock.
11.2 Receiving Stock (Admin / Store Admin)
1
Go to Store → Receive Stock.
2
Select the medicine, enter quantity received and date.
3
Click Record Receipt. Stock is immediately updated.
11.3 Issuing Stock Manually (Admin / Store Admin)
Go to Store → Issue Stock → select medicine, enter quantity and reason → click Issue.
11.4 Adding a New Medicine (Admin only)
1
Go to Inventory → + New Medicine.
2
Fill in Name, Generic Name, Category, Unit, Opening Stock, Low Stock Threshold.
3
Tick Active to make it available for prescriptions → click Save Medicine.
Low stock alerts: When a prescription reduces stock to at or below the Low Stock Threshold, Admin and Store Admin are automatically notified. Check the medicine detail page for current levels.
12
Reports (Admin only)
Click Reports on the Admin Dashboard. Filter by Report Type, Date Range, Camp, and Worker.
| Report | What it shows |
|---|---|
| Summary Dashboard | Key numbers at a glance — patients, visits, prescriptions, follow-ups due |
| Patients List | All registered patients with demographics |
| Visits List | All visits with patient, date, complaint, diagnosis, status |
| Camp-wise | Visits and patients broken down per camp |
| Disease / Diagnosis | Frequency count of diagnoses — most common conditions seen |
| Medicine Usage | Units of each medicine dispensed |
| Follow-ups | Patients with a follow-up date set who haven't returned yet |
| Worker-wise | Patients and visits recorded by each staff member |
Exporting Reports
- CSV buttons — Download patients, visits, medicines, or follow-ups as a spreadsheet.
- Print PDF — Generate a printable PDF of the current report view.
13
User Management (Admin only)
Creating a New User
1
Go to Admin → Users → + New User.
2
Enter Full Name, Email, Password, and Role.
3
Click Create User. Share credentials privately with the staff member.
Editing a User
Admin → Users → click Edit → update name, email, role, or password (leave password blank to keep existing) → click Update User.
Deleting a User
Admin → Users → click Delete → confirm. The user cannot log in. Their historical records (patients, visits) are preserved.
14
Sync Logs & Conflict Resolution (Admin only)
14.1 Sync Logs
Go to Admin → Sync Logs. Shows every offline sync batch — device, worker, records processed, and outcome.
| Status | Meaning |
|---|---|
| synced | Record was created or updated successfully on the server. |
| skipped | Record already existed — duplicate prevention working correctly. |
| failed | Something went wrong. Check the Reason column. Common causes: missing required field, or patient not found for a visit. |
14.2 Conflict Resolution
A conflict occurs when offline and server versions of the same record have different information. Go to Admin → Sync Conflicts.
1
Two versions are shown side by side: Server and Offline.
2
Click Keep Server to discard the offline change, or Keep Offline to apply it.
3
Click Ignore to dismiss without changing either (harmless differences).
15
Role-by-Role Quick Reference
| Feature | Admin | Doctor | Nurse | Office Admin | Store Admin |
|---|---|---|---|---|---|
| View patients | ✅ | ✅ | ✅ | ✅ | ✅ |
| Register / edit patients | ✅ | ✅ | ✅ | ✅ | — |
| Delete / restore patients | ✅ | — | — | — | — |
| Record visits (online) | ✅ | ✅ | ✅ | ✅ | — |
| Record visits (offline) | ✅ | ✅ | ✅ | ✅ | — |
| Edit / delete visits | ✅ | ✅ | — | — | — |
| Add prescriptions | ✅ | ✅ | ✅ | — | — |
| Add clinical notes | ✅ | ✅ | ✅ | — | — |
| View inventory | ✅ | ✅ | ✅ | ✅ | ✅ |
| Add / edit medicines | ✅ | — | — | — | — |
| Receive / issue stock | ✅ | — | — | — | ✅ |
| Create / manage camps | ✅ | — | — | ✅ | — |
| View reports | ✅ | — | — | — | — |
| User management | ✅ | — | — | — | — |
| Sync logs & conflicts | ✅ | — | — | — | — |
16
Frequently Asked Questions
I registered a patient offline. Will a duplicate be created when it syncs?
It depends on whether the patient already has a Patient ID:
- Returning patient with Patient ID card: If you entered their existing PCT-XXXXX when recording offline, the sync matches by that ID and updates their record — no duplicate.
- New patient registered for the first time: A new Patient ID is assigned and a new record is created. This is correct.
- Returning patient without their ID: The sync creates a second record even if the mobile number already exists — because families share phones, mobile is not used for deduplication. The Admin can delete the duplicate manually.
The sync indicator shows pending records but I have internet. Why isn't it syncing?
Try refreshing the page. The sync starts automatically when the browser detects internet. If it still doesn't sync, your session may have expired — log in again and sync will proceed.
I entered a medicine offline that is not in the system. What happens to the prescription?
It is saved and uploaded to the server, but marked as "unmatched". The Admin can review it under Admin → Unmatched Prescriptions and link it to the correct medicine manually.
The system blocked my prescription saying "Insufficient stock". What do I do?
The medicine's stock count is below the quantity you tried to prescribe. Contact the Store Admin to receive more stock. Once updated, try recording the prescription again.
Can two people use the same login on different devices?
Technically possible but strongly discouraged. Each staff member should have their own login so records are correctly attributed. Ask the Admin to create individual accounts.
A patient came for a follow-up but I can't find them in offline search. Why?
The offline patient cache is refreshed each time you visit the site with internet. If the patient was registered very recently (after your last online visit), they may not be in your offline cache. Connect to internet briefly to refresh, then search again.
I accidentally deleted a patient. Can they be restored?
Yes, but only an Admin can do this. Ask your Admin to go to Admin → Patients → Deleted and restore the patient.
What does "Follow-up Pending" status mean?
A follow-up date was set during a previous visit and the patient has not yet returned. These patients appear in the Follow-up report so you can track who needs a reminder.
© 2026 Pelaprolu Charitable Trust · PCT Registry User Manual · Last updated June 2026