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On the 18th April 2020 José Luis Elvira Muñoz, a cousin of our Managing Director, passed away from COVID-19. José was a healthcare worker at a hospital in Alcazar de San Juan, a town south of Madrid in Spain. He was working in the Emergency department with little personal protection equipment (PPE) provided.

The pain of this event was even harder for his children, grandchildren and brothers as they were not able to see him and say goodbye as they did not live in that town or could get there due to the stringent travel restrictions in Spain due to COVID-19. They were only able to see his cremation by video link through their mobile phones.

So as a tribute to José, our Managing Director began a personal crusade to design and build an application in his honour. The result of those endeavours is Celador.

“Celador” is the Spanish word for “orderly” in the healthcare industry. An orderly is a hospital attendant whose job consists of assisting medical and nursing staff with various nursing and medical interventions. The highest role of an orderly is that of an operations assistant. An operations assistant requires people of a higher calibre who are knowledgeable in advanced medical terminology and assist with specialist surgery setups, and typically an operations assistant understands more about surgical procedures than does a registered nurse working outside of theatres. An operations assistant is a direct assistant to consultant-level doctors more than to nurses. These duties are classified as routine tasks involving no risk for the patient.

So it's fair to say that celadors, or orderlies, are a vital cog that keeps a hospital operating and are essential to their running; they probably come into contact with patients more than doctors actually do and run a close second to nurses.

Celador is a Hospital Information Management System (HIMS) that assists medical and nursing staff manage the operations of a hospital; from ambulance calls, doctors' clinics, inpatients & outpatients, wards & beds, surgery bookings, medical procedures, lab testing, medication, catering, inventory management, budget planning and accounting.

José

And since this application is a tribute to José, we happily offer it to prospective clients at no cost; i.e. free. There is no way we would want to profit from this tragedy. Obviously we don't see major hospitals as Celador's market; we envisage as its market sector smaller community based hospitals, rather than government or large corporation operated hospitals which would have their own monolithic systems in use.

So, while Celador is provided at no cost, we make just one request; whatever you have budgeted to spent of an application to manage your hospital, is instead spend on the purchase of PPE for your staff. Let's be more prepared for the next time so that healthcare workers like José don't have to make the same sacrifice.


Version 2.0 now provides Accounting facilities to track all expenses and income; it can generate patient invoices and record payments from either the patient, their health insurer or a government health insurace scheme. It facilitates the generation of budgets at the hospital and department level. It provides standard accounting reporting fascilities. It can facility the generation of working shift plans/schedules. It now has the ability to scan a document directly into its document management facilities using a TWAIN complient scanner.

So what does Celador do?

Main Screen

Celador supports the functions of a reception area by providing easily accessible information to answer any queries, whether they be by phone or in person.

Celador main screen allows for easy access to frequently queried information, like:

  • Calls for assistance/ambulances.
  • Inpatient details, such as room and bed assignments.
  • Outpatient clinic appointments calendar.
  • Operating Room (OR) bookings calendar.
  • Bed bookings calendar.
  • Employee details, such as department & ward assigned to and if they are on duty.

Celador has built-in Email facilities which allows the user to read and send emails without the need of a separate Email client like Microsoft Outlook. It also has an Instant Messenger (IM) that allows users to send instant messages to other users who are logged on.

Celador maintains a list of available ambulances that can answer calls for assistance; it tracks their availability by recording scheduled maintenance. It can assign a driver and paramedic to each ambulance to track whose attending and their workload.

It can record details of calls for assistance, including patient and caller information. It can then assign an ambulance to the call and track its progress.

Once a patient arrived at the Emergency Room (ER), it can be admitted and it's added to the patient list.

It can report on calls attended to, drivers and paramedics attended calls and ambulance scheduled maintenance.

Calls Screen
Patients Screen

Celador maintains outpatient records; every patient assisted by the hospital over time whether they were admitted into the hospital, attended the Emergency department or visited the clinic, is included in these records. it can print a patient card, with an unique id as a barcode, and can easily Email patients when required.

Celador can also track and record medical procedures and laboratory testing performed on the outpatients, as requested by doctors.

Celador can produce patients' address book and phone book printouts.

NewCelador can now scan a document, using a TWAIN compliant scanner, directly into the outpatient's record.

Celador maintains inpatient records for every patient admitted into the hospital. it can print a patient card, with an unique id as a barcode, and can easily Email patients when required.

It easily check bed availability and book a bed for the duration of the inpatients stay; if a inpatient is moved to another bed, it can easily adjust the bookings. If the inpatient requires surgery, it can easily check availability of an operating room (OR) and make a booking.

Celador can also track and record results from doctors' visits, along with any requested medical procedures, laboratory testing and prescribed medication. It can then track and record the results of these medical procedures and laboratory testing performed.

Celador can produce patients' address book and phone book printouts.

NewCelador can now scan a document, using a TWAIN compliant scanner, directly into the inpatient's record.

Inpatients Bookings Screen
Bed Calendar Screen

As mentioned already, Celador can easily check bed availability and book a bed for the duration of the inpatients stay, as well as, check availability of an operating room (OR) and make a booking.

This is done through a very easy calander interface. Simply click on an available timeslot to begin the process of making such a booking; these booking can cover multiple timeslots. Obviously for beds, they can stretch over several days.

Celador can print these calendars.

Celador tracks the costs of the patients stay in hospital by tracking bed costs, doctors' visits costs, procedure costs, laboratory testing costs, medication costs, surgery costs (including attending staff and OR) and catering costs.

These costs may not actually represent the cost to the patient, these are the raw costs of their stay in hospital. Actual costs to the patient need to consider what any medical insurance may cover, whether that be governmental or private.

Celador can print a reports of these costs, as well as print a similar report for insurance companies covering all of their patients.

Patient Costs Screen
Clinic Calendar Screen

Celador supports the operation of an outpatient clinic. It manages appointment booking; this is done through a very easy calander interface. Simply click on an available timeslot to begin the process of making such a booking; these booking can cover multiple timeslots.

A doctor can see their appointments queue and then record the outcomes of the appointment, including medical procedures and laboratory testing requested, and medication prescribed.

Celador can print these doctors' clinic calendars.

Celador can define and manage the accommodation arrangement within your hospital. It supports an accommodation structure of Department -> Ward -> Room -> Bed.

It assists managing bed bookings, this is done through a very easy calander interface. Simply click on an available timeslot to begin the process of making such a booking; these booking can cover multiple timeslots.

Celador can print these beds' booking calendars, as well as, a bed allocation (and availability) listing.

Accommodation Screen
Doctor Visit Screen

Celador support outpatient doctor's visits within a outpatients clinic, as mentioned above, and doctor's visits in the wards.

It can record the outcome of these visits, including any diagnostic notes, medical procedures requested, laboratory testing requested and medication prescribed. If the visit is linked to passed visit(s), a link to them can be established.

For inpatient visits, the requested medical procedures and laboratory testing requests will be added to their specific processing queues.

Celador can print a report of these visits.

Celador can define different medical procedure available for execution within the hospital; it can store a PDF document containing the description and instructions for this procedure. It can then print this PDF.

During their visits with patients, doctors request medical procedures, as mentioned above. Celador is able to record the results of the execution of these procedures. This can include diagnostic notes and documents like images.

For DICOM images, including studies in ZIP files, Celador will use an external viewer, if installed. Celador can interface with MicroDicom's free DICOM Viewer for Windows or Medixant's RadiAnt DICOM Viewer (see below for additional information). If one of these viewers has not been installed, you won't be able to view DICOM images.

For standard images (JPEG, BMP or PNG), Celador includes an inbuilt viewer which can also print the image.

Celador can print a report of the results from these procedures.

NewCelador can now scan a document, using a TWAIN compliant scanner, directly into the procedure's record.

NewCelador can now print inpatient labels for attaching to hardcopy documentation and patient wristbands.

Medical Procedures Screen
Lab Testing Screen

Celador can define different laboratory test available for execution within the hospital; this includes identifying the parameters to measure.

During their visits with patients, doctors request laboratory testing, as mentioned above. Celador is able to record the taking of samples and then results of the execution of these tests. This can include diagnostic notes and parameter measurements.

Celador is able to support the taking of multiple samples for an individual testing request. It simply records the results for each sample. It is also able to support multiple tests for an indivudual sample. It simple records the results of each test.

Celador can print a report of the results from these tests.

Celador supports the operation of a Pharmacy within the hospital. It can maintain a store of available medication and manage re-stocking.

It maintains a list of suppliers and the medication they supply. It can issue purchasing orders and maintains an inventory of these.

It can fill prescriptions (scripts) issued by doctors during their visits to patients, and manage repeat scripts. It updates the inventory so that the current available stock of any item is known.

You can view at any time the purchase transactions and inventory transactions.

Celador can print a report which items require re-ordering to maintain the stock levels preferred.

Medication Scripts Screen
Store Screen

Celador supports the operation of stores within the hospital. It can maintain stores of available items and manage re-stocking.

It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these.

It can receive requests for items and fill them and update the inventory so that the current available stock of any item is known.

You can view at any time the purchase transactions and inventory transactions.

Celador can print a report which items require re-ordering to maintain the stock levels preferred. It can produce many reports that assist in analysing the inventory. It can also print a Suppliers Directory listing every supplier and the items they provide; this can be used as an easy reference when ordering new stock.

Celador supports the supply of meals to inpatients within he hospital. It can maintain a store of available food items and manage re-stocking.

It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these.

It can design meals and build menus catering for different dietary needs like Diabetes or Coeliac. It can then build weekly menu plans using these menus and print individual menu requests sheets for each patient. Once the patients have made their choices, Celador is able to review if re-ordering is required and then supply the meals. It updates the inventory so that the current available stock of any item is known.

You can view at any time the purchase transactions and inventory transactions.

Celador can print a report which items require re-ordering to maintain the stock levels preferred.

Catering Screen
Employees Screen

Celador maintains your employee’s details including their personal details, manager, next of kin, a photo, email address and network user id. It stores any documents, like resumes as attachments.

It can record the position the employee has with the organisation and which department and ward they are assigned to.

You can save a photo of the employee and generate a unique id for that employee.

The barcode generated used the common Code 39 barcode type used for various labels such as name badges, inventory and industrial applications. The symbology of the Code 39 character set consists of barcode symbols representing numbers 0-9, upper-case letters A-Z, the space character and the following symbols: – . $ / + %. Lower-case characters may also be used.

The photo and barcode will appear on the employee’s ID card when produced.

It can generate an employees address book and phone list.

NewCelador can now scan a document, using a TWAIN compliant scanner, directly into the employee's record.

NewCelador can now record additonal salary details about the employee that will be used when recording salary expenses.

NewCelador supports the generation of shift resourcing plans per department/ward. Shifts and the different roles/jobs within these shifts for each department/ward can be defined. Plans can be put together in a graphical calendar representatiion which can also be printed and distributed to staff.

Celador reviews each resourcing selection to ensure that a staff member has no overlapping shift. It also ensures that a staff member is not allowcated to shifts without a normal shift gap in between, i.e. no 2 shifts in a row, in order to manage staff fatigue.

Celador can print a report with these shift plans. Each employee can print their own plan for the shifts that they've been included in.

Shift Planning Screen
Employees Screen

NewCelador now allows staff to make claims for refunds of working expenses. The staff member can attach supporting documentation, including receipts and invoices. Celador supports the scanning of these attachment through a TWAIN compliant scanner. The staff member submits the claim and it's then sent to their manager for review and approval.

It provides multiple reports to support monitoring and managing of these claims.

NewWhile Celador does not provide support for the payroll process do to the fact that each country has its own laws and requirements in this area, it does provide facilities to record the expenses due to payroll.

These expenses can be recorded in one of 2 ways:

  • Manually enter each employee's payroll data for the reporting period; Celador will use the new employee salary information o calculate the expense.
  • Import an Excel spreadsheet containing these details; this spreadsheet should be generated from the payroll system being used. A template spreadsheet has been included in the release package.

Passed payroll periods can be enquired.

Shift Planning Screen
Employees Screen

NewCelador now allows for the recording of non stock/inventory expenses; these expenses are usually from service providers like utilities such as electrivity, telephone or water. These service providers deliver a service not goods.

It can define the service providers and what services they provide. Their invoices can be recorded as well as any payment made towards those invoices.

NewCelador now allows for the recording of non operating income; this income could be from a government institution or a private or public donor.

It can define the contributors information. Their contributions can be recorded as well as any payment made by them towards those commitments.

Shift Planning Screen
Employees Screen

NewCelador now can generate invoices for services provided to patients; these can be for inpatients upon their release or outpatients following a visit to the clinic.

When an invoice is generated, Celador will include all outstanding charges for service provided that haven't been invoiced yet. The only exception to this rule are the meals provided to inpatients; Celador can be setup to invoice all meals provided or ignore them as meals may be included in the bed rate.

Celador can then record payments made towards these invoices from whatever source; this payments could come from the patient themselves, their health insurer or a government health insurance scheme.

NewA budget is a financial plan for a defined period, often one year. It may also include planned sales volumes and revenues, resource quantities, costs and expenses, assets, liabilities, and cash flows. Companies, governments, families, and other organizations use it to express strategic plans of activities or events in measurable terms.

A budget is the sum of finances allocated for a particular purpose and the summary of intended expenditures along with proposals for how to meet them. It may include a budget surplus, providing money for use at a future time, or a deficit in which expenses exceed income.

Celador now provides budgeting functionality which allows for developing an overall hospital budget and individual departmental budgets. It uses a top-down approach where the overall hospital budget is developed and then it’s allocated to the departments.

As funds are budgeted to each departmental budget, Celador ensures that the overal hospital budget is not exceed. It then tracks as income and expenses are recorded to as to monitor the progress of the hospital/department to the budget.

Shift Planning Screen
Employees Screen

NewCelador now provides accounting/financial report to support the financial administration of the hospital. Most of these reports can be viewed on an enquiry screen, generated as a PDF or printed out.

These reports include:

  • Balance Sheet.
  • General Ledger.
  • Income Statement.
  • Cash Flow Statement.
  • Invoices Due.
  • Payments Due.

Obviously, these reports are generated using the expenses and income data recorded throughout the application, which is recorded using classes and categories to support the financial reporting.

This represents a brief view of Celador's functionality; the best way to see if it fits your needs is to download it and install it, even if it's just in one workstation. It's free so you can trial it for as long as you require.

While Celador is provided at no cost, we recommend that you register your installation so that we can keep all registered users informed on any updates. And it's available in English and Spanish versions.

While Castellan Systems are experts in Project Management and Information Management, we don't represent ourselves as expert in hospital operations. Celador is the result of a lot of research and in the end, the realisation that information is just that, information. Information Management is about knowing what information needs to be stored and how it needs to be viewed and used. We leave the medical diagnosis and analysis to the experts, the healthcare workers.

So, if you're interested in Celador but would like to see some additional features and functionality, just contact us; we're happy to listen to any suggestions and we'll do our best to deliver them. Even in this case where we're charging no fee for the application.

Supporting Tools

While Celador does not include a built-in DICOM viewer, as mentioned earlier, it has been designed to interface with either MicroDicom's free DICOM Viewer for Windows or Medixant's RadiAnt DICOM Viewer. They both been included in the Celador release package; but they can also be downloaded from our Download page.

You can find more information about MicroDicom's free DICOM Viewer for Windows here.

MicroDicom also provide a Windows shell extension that make easier viewing of DICOM files in Windows Explorer. You can easily display DICOM images in Windows Explorer just like other image formats as JPEG, BMP, etc. You just simply open Windows explorer to view DICOM images.

MicroDicom's free DICOM Viewer is free for non-commercial use, but for commercial use the end-user will be required to purchase a license key. Please visit their online store to buy a permanent license with no expiration.

RadiAnt DICOM Viewer Logo
RadiAnt DICOM Viewer Logo

You can find more information about Medixant's RadiAnt DICOM Viewer here.

This viewer has the added benefit that the interface has been translated into over 20 languages so far:

  • Arabic, Brazilian Portuguese, Bulgarian, Chinese, Czech, Danish, Dutch/Flemish, French, German, Greek, Hungarian, Indonesian, Italian, Polish, Portuguese, Russian, Serbian, Slovak, Spanish, Swedish, Turkish.

RadiAnt DICOM Viewer is available as a free trial. This version is fully functional. The trial version expires after a predetermined period of time (displayed after activation). After expiration, the installation needs to be reactivated for further evaluation. Please visit their online store to buy a permanent license with no expiration.

Neither MicroDicom's free DICOM Viewer or RadiAnt's DICOM Viewer are classified as medical products. They have no FDA/CE or any other certifications and are not intended for diagnostic purposes, just as viewers of DICOM images and studies.

But if you're looking for a more powerful tool which is classified as a medical product, you wouldn't go wrong in checking out NeoLogica's RemotEye Suite. The RemotEye Viewer module, intended for diagnostic reading, is CE-marked as a class IIa medical device and FDA-cleared as a class II medical device (K141061).

Please Note: Celador has not been integrated with RemotEye Suite which is designed to work closely with a PACS Server.

RemotEye Suite

Celador now provides much stronger accounting functionality, but not payroll generation, facilities. But if you want more extensive accounting functionality, there are many products out there that provide that and many have been customised for the diversity of account practices and requirements of different countries.

Free Accounting

If you are based in Australia, as we are, you couldn't go wrong having a look at Free Accounting Software's products here. They provide 2 very reasonable priced accounting products:

  • A desktop product that is Single Touch Payroll compliant and provides BAS lodgement. This is a free product.

  • BAS OFF, a Cloud based product that provides electronic lodgements direct to the ATO, including BAS, STP, TFN and more, Single Touch Payroll (STP), automatic payroll award calculations, customised invoices and accounts receivable, inventory with automatic FIFO calculations, financial reporting and advanced account reconciliations. BAS OFF is a low cost but high quality accounting software. It's designed to handle the accounting requirements for organisations with many hundreds of employees.

They are a Chartered Accounting Australia and New Zealand practice and a registered tax agent. They are also a Standard Business Reporting (SBR) Partner.

If you are based elsewhere, you’ll need to get some professional advice but you could have a look at Wave Financial Inc. They provide Wave Accounting, accounting software that's free and powerful. Wave’s easy-to-use accounting software can connect your bank accounts, sync your expenses, balance your books, and get you ready for tax time.

Wave Financial Inc also provide Wave Invoicing and Wave Receipts. Their invoice and receipts software are free, easy-to-use, saves you time, gets you paid and can be customized to fit your business needs. While their receipts software can scan receipts effortlessly. Anytime, anywhere. You can also eliminate manual expense tracking with their Wave Receipts mobile app.

Wave Financial Inc also provide Wave Payments, which improve your cash flow so that you get paid when as it accepts credit cards and bank payments. Although this service is pay-per-use.

Wave Financial Inc is an award-winning financial services software company, with more than 250 employees serving entrepreneurs and freelancers around the world.

Wave Accounting

Disclaimer:

Castellan Systems is not affiliated with either MicroDicom or Medixant and will not receive any fee or commission from either vendor for any purchases made as a result of usage of Celador. While developing Celador, our Managing Director researched the topic of DICOM in an effort to build a medical imaging viewer within the application. Following this research it became obvious that he did not possessed the domain knowledge to build an acceptable viewer, so instead he found these two products that are feature packed, he could easily interface with and are reasonably priced.

Castellan Systems has no specific preference; they each have their strengths, and weakness. It just comes to a matter of individual choice.

At the same time, Castellan Systems is not affiliated with either NeoLogica, Free Accounting Software Pty Ltd or Wave Financial Inc.

The information presented above under the heading of Supporting Tools is just that, information to assist you with sourcing the other functions that you may require at a prudent cost to you.