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What is K-AFYA?

K-AFYA is an advanced Hospital Management Information System (HMIS) that has been developed with the foresight of tackling all
challenges that are experienced in operating a health facility.
The system is equipped with integrated modules that aid it to cater for major operations such as administration, compliance and finance.

The one thing that makes our software product stand out from the rest is its Dynamism.
Therefore, it can be deployed in all types of facilities, for example, from a Level 5 hospital to the small dispensary serving your local community.

The system has been designed to fully integrate with the local environment in mind.
This means the system will adapt seamlessly to all manner of conditions and operations that medical centers in the region are working under.
This is due to the fact that the software is 100% customizable to meet each facility’s required needs.

K-AFYA has excelled as a dependable hospital management information system by improving the quality of all medical services, reduction of operation costs by minimizing the usage of paperwork and improvement of hospital revenue collection by closing all loop holes used to misappropriate the hospital funds.



K-AFYA has a number of critical and optional modules and features that form the foundation of the system architecture and modeling.

These critical modules have been developed & designed to suit the typical day to day operations in a normal hospital environment as described by medical personnel working in a variety of Kenya's busiest hospitals.

Patient Registration





Imaging / X-Ray


Inventory / Stores

Human Resources



1. Patient Registration & Triage Module

The first step in the registration process in the K-AFYA system involves the capture of personal data from the patient.
This data comprises of biometric data such as full names, ID or Passport numbers, Age, Contact details, Gender, Residence,
Passport Photo and lastly the Next of kin details.

Each patient gets a unique patient code assigned to their account by the system.
This code together with the biometric data recorded can be used to search for information regarding the patient within the system.

Next, the Triage phase comes in where the patients vitals are quickly recorded. The nurse at this station can then review previous visits, enter nursing notes and insurance cover information.
Some of the crucial information recorded at the triage department include blood pressure, pulse, auto calculation of BMI, temperature readings, drugs & food allergies, respiratory rates, pain severity, dehydration, bleeding, mental status & cardex.

Once this information has been recorded, the system will automatically queue the patient to the doctor's schedule of patient visitors.
This queue will have critical data like the patient's full names, the patient code and even the amount of time waiting on the queue.
The queue system can be integrated further to be displayed on a display monitor screen placed on the waiting lobby.
This is so as to help patients check on the doctor's schedule and check on their turn.


2. Outpatient Module

The outpatient module is responsible for recording all interactions between the patient and a doctor.
This information is comprised of chief complaints by the patient, examination findings and investigations,
history of presenting illness (HPI), patient diagnosis, doctors summary and patient allergies recorded.

The doctor can also select the diagnosis from a ICD 10/ ICD 11 compliant diagnosis selection input module.
In cases where the patient is back for a review from a previous visit to the hospital, the system has availed a quick button
that enables the doctor to view the Patient Electronic Medical Records (EMR).

The Patient Electronic Medical Records (EMR) acts like a data bank for the patient.
This ensures that their data is available to all other departments within the hospital at the click of a button.
The outpatient module also avails laboratory test results to the doctor all at a click of a button.
The doctor can then review the patient's case file or even review the drugs he/she had sought to prescribe.


3. Laboratory Module

The Laboratory module focuses on the operations of the Laboratory Information System (LIS). These operations involve the collection, processing and storage of medical data used by laboratory technicians to examine samples and accurately report on the findings so as to assist the doctor to diagnose ailments at a timely manner.

The system displays the doctor who initiated the laboratory test, automatically assigns the order to the next available lab technologist and appends his/her name to the laboratory report thereafter. The Lab Information System is equipped with a number of critical lab tests pre-installed on the platform.

These tests can be defined into the following categories ; Auto Antibody Screen, Biochemistry, Haematology, Histology, Microbiology, Microscopy, Parasitology & Serology. The laboratory technologist can enter the results in terms of parameters, findings or notes observed.
Once the laboratory technician posts the results, the system automatically notifies the doctor in charge who can then call in the patient and inform him/her of their diagnosis and either write a prescription or order further tests.

The system also avails reports on all tests conducted on a daily basis and can also prepare an analysis on the most frequently ordered test for purposes of ordering extra test specimen tools in advance.
These reports can also provide crucial information on revenue collection trends in the laboratory module.

3. Pharmacy Module

The Pharmacy module is linked to the billing office, the doctor's (outpatient) room as well as the laboratory department.
Once a doctor posts a prescription on the K-Afya Hospital Information Management System, the software invoices the patient account and sends the request to the pharmacy department.

The pharmacy module in the system can only allow the dispensing of drugs after the billing office sends a notification of full payment for the drugs prescribed. This guarantees the absolute accuracy & transparency of the movement of drugs in stock. The software has a running balance of all stock levels for the medicines stored in the inventory.

The system categorizes drugs into capsules, creams, drops, injections, ointments, powders, sprays, suspensions, syrups & tablets. It has the ability to allow drugs to be received from other providers other than KEMSA or MEDS via the application of a purchase order module.
You can easily access drug consumption reports such as the monthly workload reports, Malaria drugs reports, anti-biotic drugs reports and those according to age - Under five and Over five.

The system also automatically notifies you 30 days before the expiry of drugs to ensure the safety of the patients being served.
The inventory stock mechanism makes sure that a doctor has no ability to prescribe for drugs not in stock or even input more quantities than available in current stock.

The Pharmacy module can also be implemented as a standalone at chemists and pharmacy stores.

Why You Truly Need K-AFYA?

Benefits of K-AFYA Hospital Management Software.

Productivity Optimization

Guaranteed Ease of Access to Patient Information between various Departments all at the Click of a Button.

Inventory Management

Eradicate Inventory Pilferage, Data Manipulation by staff & Automatic alerts for Re-stocking critical drugs & .


The Software can be accessed from any mobile device with a working
internet connection.

Data Security

K-AFYA has multiple access control & security mechanisms to prevent data theft, unauthorized access etc.

Business Analytics

K-AFYA is optimized to generate modern state of the art reports using dynamic analytics & visualization artwork.

Smart Technology

With K-AFYA, you are assured of free automatic updates on the latest developments in the technology front.

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