Inpatients
Organise open admissions by ward, find the patient record and work through admission, ward tasks and discharge.
Explore the workflow →A practical walkthrough
Less repeat work.
From form to file.
Set up forms for the information your department needs. Reuse patient context, work through admission and discharge flows, and print the documents for the file. Then keep the whole team working from the same patient record.
Explore every chapter without signing in.
Start the walkthroughWatch the interface
From current problems to the admission.
Chapter 01 Department setup → Forms and templates
Make the form fit the department.
An admission in paediatrics needs different information from an admission in surgery. Build customisable forms with structured fields for the information your team needs, and publish them for use in your department’s clinical workflows.
Agree on the information you need
Choose the fields, sections and required information for this encounter. Use structured choices, dates and numbers where appropriate, alongside narrative clinical notes.
Connect fields to patient context
Configure supported patient-data bindings so existing information can pre-fill the form. Link the form to the document templates your department needs.
Publish for the team
Make the configured form available in the appropriate clinical flow. Clinicians open it from the patient’s encounter rather than looking for a blank paper copy.
Before you use it. Form and flow setup requires the appropriate configuration permissions.
Chapter 02 Patient record → Clinical form
Check existing information. Capture what is new.
A file number, demographic details and current problem list should not have to be copied from scratch for every document. Apex uses the patient context stored in the database to pre-fill supported fields in configured forms.
Open the correct patient
Check the patient’s identifiers and select the relevant encounter before starting a form.
Review the pre-filled fields
Check the information drawn from the patient record. Correct outdated information through the appropriate patient or form workflow; pre-filled does not mean clinically verified.
Add the encounter-specific detail
Record today’s history, examination and plan. Save the structured form and use the configured output instead of transcribing the same information into another blank document.
Before you use it. Pre-filling depends on the fields and bindings configured in that form. Unlinked fields still need to be completed.
Chapter 03 Patient chart → Encounter → Clinical flow
Build the admission and discharge sequence.
Stop hunting for the next form. Customisable clinical flows put your department’s admission or discharge forms, prescription steps and document output in an agreed sequence. Patient context can pre-fill configured fields, leaving the team to check existing information and capture what has changed.
Start from the encounter
Open the relevant encounter on the patient chart and start its available admission or discharge flow.
Complete each step
Review pre-filled information, complete the clinical fields and work through the steps your department has configured. Include prescription steps where the flow calls for them.
Review the output
Prepare the print bundle from the configured document templates. Review it, then print the documents for the physical patient file. The team keeps a structured record in Apex while the folder gets its paper copy.
Before you use it. Available steps and printable documents depend on your department’s published forms and document templates. A flow can also finish without printing.
Chapter 04 Patient chart → Tasks
Keep the team on the same page.
Keep the patient’s current problems and outstanding jobs available to the next person on the team. Shared patient records and assigned tasks reduce the need to reconstruct the plan from separate lists at every handover.
Review the record
Check the active admission and clinical events before adding new work.
Add a task
Choose New task in the patient’s Tasks section. Describe the job, then set the appropriate priority, assignee and due date.
Find it again
Patient-linked work also appears in the relevant personal or department worklist. Open the task to update its status as the work progresses.
Before you use it. Task visibility follows department access and task scope. A recorded task still needs someone to carry out the clinical work.
Chapter 05 Department → Inpatients
Start with the ward.
Before the first review, see who is admitted and where they are. The inpatient board groups open admissions by ward and puts admission dates beside the patient.
Choose your department
Open Inpatients from the department navigation. The board uses your active department.
Find the patient
Look through the ward columns and check the file number before opening a chart. Ward capacity appears where it has been configured.
Open the chart
Select a patient to see their active admission, clinical events, observations and outstanding tasks.
Before you use it. Ward names and capacity depend on your facility’s setup. The board shows admissions recorded in Apex.
Chapter 06 Department → Outpatients
Make room for the next visit.
Give follow-up a date and a place on the department’s outpatient list. See clinic capacity and keep changes attached to the booking.
Watch: inspect a booking and its actions.
Open the clinic workspace
Choose Outpatients in the active department. Review the selected day and its bookings.
Book against the clinic schedule
Use the available booking workflow to select the patient, appointment and date. Review capacity information before confirming.
Keep the list current
On the appointment day, mark the patient present. Use the booking actions to reschedule or cancel when plans change.
Before you use it. OPD must be enabled for the department. Appointment types, booking forms and scheduling rules are configured locally.
Chapter 07 Prescriptions → New prescription
Check the stock report as you prescribe.
When the pharmacy has published a stock report, its items appear in medicine search. See the reported quantity and report date while writing the prescription.
Choose the patient and medicine
Create a prescription and search the medicine catalogue. Facility stock items appear when a report has been published.
Read the stock context
For a stock result, check the formulation, reported quantity and report date. Pay attention to out-of-stock and stale-report warnings.
Complete and preview
Verify medicine details and enter the dose, route, duration and quantity. Save the prescription and review its preview before printing.
Before you use it. Stock is a dated report, not live dispensing availability. Saving a prescription does not reserve or reduce stock. Clinical prescribing decisions remain with the prescriber.
One patient record, different clinical settings
The modules your service needs.
Departments enable and configure the workspaces that fit their service. Forms and clinical flows adapt the information you capture within that setup.
Outpatients
Book follow-up against clinic schedules and capacity, view the day’s patients and manage attendance or rescheduling.
Explore the workflow →Theatre
Use the theatre workspace to organise cases and operating lists. Theatre setup and access determine the lists and actions available to your team.
ICU and specialised wards
Configure inpatient wards, bed sections and department-specific forms for your service. Use that setup to organise the patient list and capture the clinical information your team needs.
Forms, documents and clinical flows
Define the information to capture and the sequence of work. Reuse patient context and generate configured documents for printing.
Explore the workflow →Team tasks, prescribing and results
Keep patient-linked jobs assigned, prepare prescriptions with dated stock context, and access LabTrak where the external service is configured.
Explore the workflow →Before your first shift
Practical questions.
Can I use Apex on my phone or another computer?
Yes. Open Apex in a browser on your phone or computer and sign in securely with your own account. Patient records and department workspaces follow your authorised access. An internet connection is required; sign out when you finish on a shared computer.
Can we keep using paper patient files?
Yes. Published document templates turn captured information into printable clinical documents. Review and print the output for the patient file while retaining the structured record in Apex. Available documents depend on your department’s setup.
Who customises the forms and clinical flows?
Users with the appropriate configuration permissions set up and publish the forms, templates and flows for the department. Clinicians then use those published workflows during care.
Does every form pre-fill automatically?
Only supported fields connected to patient context are pre-filled. Your department configures those links. Review the information for accuracy and complete the fields that are specific to this encounter.
Will every department have the same modules?
No. Enabled modules, wards, beds, appointment rules, forms and flows depend on facility and department setup and your permissions. ICU workflows use configured inpatient wards and clinical forms.
Does Apex include laboratory results and stock information?
The LabTrak workspace supports patient and specimen searches and episode results, with external-service credentials required. Prescribing can show the latest published facility stock report, including its date. A stock report does not establish live dispensing availability.
Are these real patients?
No. All public demonstration screens and recordings use fictional patient information. The guide is accessible without signing in; clinical work requires an authorised account.
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