How to use AfyaFlow

AfyaFlow runs in your web browser — no installation. Your administrator sets up the clinic and creates an account for each staff member with the right level of access.

1. 1

   Log in

   Go to your clinic's AfyaFlow address and enter your email and password. Forgot it? Use “Forgot password” to reset by email.

2. 2

   Meet your dashboard

   The home screen shows the numbers that matter for your role — today's patients, revenue, low stock and pending tasks.

3. 3

   Use the side menu

   Navigate between modules from the left. You'll only see the areas your role is allowed to use.

4. 4

   Switch light / dark mode

   Use the sun/moon toggle any time — the whole system adapts, including printouts stay print-friendly.

Register new patients once and reuse their profile on every visit. Everything — history, visits, bills, lab results — lives on one timeline.

1. 1

   Register a patient

   Open Patients → New Patient, capture name, contact, age and gender. A unique patient number is created automatically.

2. 2

   Find returning patients

   Use the search box to pull up a profile by name, phone or patient number in seconds.

3. 3

   Start a visit

   From the profile, send the patient to the queue so the clinical team knows they're waiting.

afyaflow.org/patients

The patient registry — search, register and open any profile.

The live queue shows who's waiting and where they are in the journey. Nurses record vitals during triage before the patient sees the doctor.

1. 1

   See who's waiting

   The queue updates in real time as patients check in and move between stages.

2. 2

   Record vitals (triage)

   Capture temperature, blood pressure, weight, respiratory rate and more. Out-of-range values are flagged.

3. 3

   Send to the doctor

   Once triaged, the patient moves to the consulting queue automatically.

afyaflow.org/queue

The live queue — see who's waiting and where they are in the journey.

A focused workspace for clinicians: review history, write structured notes, diagnose with ICD codes, and send prescriptions and lab orders in a click.

1. 1

   Open the patient

   Pick the next patient from the consulting queue to see vitals and full history at a glance.

2. 2

   Write SOAP notes

   Record complaints, examination, diagnosis and plan in a clean, structured form.

3. 3

   Diagnose with ICD codes

   Search standardized ICD-10 diagnoses for accurate records and MOH reporting.

4. 4

   Prescribe & order labs

   Add medicines and lab tests directly — they flow to the pharmacy and lab instantly.

afyaflow.org/records/consultation

The clinician's workspace — history, notes, diagnosis and orders in one place.

Lab requests arrive from the doctor automatically. Technicians enter results, and everyone sees them the moment they're saved.

1. 1

   Receive requests

   Ordered tests appear in the lab worklist — no paper request forms.

2. 2

   Enter results

   Record values against each test; the patient and doctor are updated instantly.

3. 3

   Print branded reports

   Produce a clean, clinic-branded result sheet for the patient when needed.

afyaflow.org/lab

The lab worklist — receive requests and enter results in real time.

Dispense against prescriptions, sell over the counter, and keep stock accurate with batch and expiry tracking, low-stock alerts and stock-takes.

1. 1

   Dispense a prescription

   Open the patient's prescription, confirm the items, and stock is deducted automatically.

2. 2

   Manage the drug list

   Add items with strength, unit, pack size, batch, expiry, buying cost and selling price.

3. 3

   Watch stock levels

   Low-stock and expiry alerts help you reorder before you run out.

4. 4

   Run stock-takes

   Count physical stock and reconcile differences with a clear audit trail.

afyaflow.org/pharmacy

The pharmacy hub — dispensing, stock levels and expiry at a glance.

Staff request supplies, an admin reviews and approves, and the approved request becomes a purchase order you can email straight to your supplier. Quantities convert from packs to sellable units so stock stays correct.

1. 1

   Raise a requisition

   In Pharmacy → Requisitions → New, choose each item, enter the number of packs and the units per pack. The total units are worked out for you.

2. 2

   Admin reviews

   An admin can adjust quantities or pack sizes, return it for corrections with a note, reject, or approve it.

3. 3

   Create the purchase order

   An approved requisition loads into a purchase order at the correct total units (packs × units per pack).

4. 4

   Send to the supplier

   Email the PO — with pack sizes and total units — straight from your clinic's own email address.

5. 5

   Receive stock

   When goods arrive, record what was received with batch and expiry; stock updates automatically.

afyaflow.org/pharmacy/requisitions

Requisitions flow from staff request to approval to purchase order.

Every service, drug and test can be billed. Take payments by cash, M-Pesa or insurance, and run a fast walk-in point of sale for over-the-counter customers.

1. 1

   Generate invoices

   Charges from consultations, labs and pharmacy roll into a clear patient invoice.

2. 2

   Receive payments

   Record cash, M-Pesa or insurance — including part-payments and balances.

3. 3

   Use walk-in POS

   Sell over-the-counter items quickly without creating a full patient visit.

4. 4

   Quote first, invoice later

   Create a quotation and convert it to an invoice when the customer is ready.

afyaflow.org/pos

The walk-in POS — fast over-the-counter sales.

Owners and managers get a live view of the business — revenue, patient flow, stock value, consumption — plus ready-made MOH reports.

afyaflow.org/reports/analytics

The Analytics Hub — revenue, expenses, net position and stock value at a glance.

Administrators configure the clinic, control who can do what, and set up branding and email — all without touching code.

1. 1

   Manage users & roles

   Create staff accounts and assign a role or a custom permission profile that fits their job.

2. 2

   Fine-tune permissions

   Grant exactly what's needed — for example, only admins (or staff you allow) can change stock levels, while others can still update prices.

3. 3

   Set clinic details & branding

   Add your clinic name, address, contacts and logo — these appear on invoices and purchase orders.

4. 4

   Configure email (SMTP)

   Send invoices, quotes and purchase orders from your own clinic email address.

afyaflow.org/admin/users

User management — accounts, roles and fine-grained permissions.

Beyond the core, AfyaFlow adds optional modules for larger facilities. We switch them on for your clinic when you subscribe — all sharing the same single patient timeline. Tap any module below to jump to its guide.

Admit patients to beds, manage the stay, and discharge with a printable summary. Bed occupancy stays accurate so you always know what's free.

1. 1

   Set up wards & beds

   Create your wards and add beds to each. Bed numbers are generated for you without duplicates.

2. 2

   Admit a patient

   Assign an existing patient to a free bed; the ward view updates immediately.

3. 3

   Manage the stay

   Record ward rounds and add bed fees and other charges to the patient's bill as they accrue.

4. 4

   Discharge & print

   Discharge the patient, free the bed, and print a clean discharge summary.

afyaflow.org/inpatient

Ward and bed management with live occupancy.

Plan operations, capture what happened, and bill theatre services and consumables — all linked to the patient record.

1. 1

   Schedule a procedure

   Book the operation with patient, procedure, surgeon and date.

2. 2

   Record the operation

   Capture the operation notes, team and any consumables used.

3. 3

   Bill it

   Theatre charges and consumables flow to the patient's invoice automatically.

Handle X-ray, ultrasound, CT and MRI requests end to end — orders in, findings out, results shared with the doctor and patient.

1. 1

   Receive imaging requests

   Orders from the doctor land in the radiology worklist.

2. 2

   Record findings

   Enter the report/findings for each study against the request.

3. 3

   Share & print

   The doctor sees results instantly; print a branded report for the patient when needed.

One place for antenatal, delivery, postnatal, child welfare (immunization) and family planning, with the visit schedules built in.

1. 1

   Register in MCH

   Enrol the mother and/or child into the MCH register.

2. 2

   Antenatal (ANC)

   Record ANC visits and monitor the pregnancy over time.

3. 3

   Delivery & postnatal (PNC)

   Capture the delivery record and follow up with postnatal visits.

4. 4

   Child welfare & immunization

   Track growth and administer the immunization schedule (CWC).

5. 5

   Family planning

   Record family-planning methods and follow-up dates.

afyaflow.org/mch

MCH — antenatal, delivery, postnatal, immunization and family planning.

Manage comprehensive care (HIV) clients and community health worker (CHV) follow-up, keeping regimens and visits on track.

1. 1

   Enrol a client

   Register the client into the comprehensive care programme.

2. 2

   Record visits & regimen

   Log clinical visits and track the treatment regimen over time.

3. 3

   Community follow-up

   CHVs record community visits and adherence follow-ups.

Keep accurate mortuary records — admissions, storage assignment, and releases — with a clear audit trail and billing where applicable.

1. 1

   Register an admission

   Record the deceased's details and next of kin.

2. 2

   Assign storage

   Allocate a storage bay and track duration.

3. 3

   Record release

   Complete the release with charges and documentation.

Manage staff records, attendance and leave, then run Kenya-compliant payroll with statutory deductions and printable payslips and P9 forms.

1. 1

   Manage employees

   Keep staff profiles, roles and employment details in one place.

2. 2

   Attendance & leave

   Track working hours and manage leave requests and balances.

3. 3

   Run payroll

   Process salaries with PAYE, NSSF, SHIF and Housing Levy calculated for you.

4. 4

   Payslips & P9

   Generate payslips and year-end P9 forms ready to share.

Refer patients to other facilities and track incoming referrals, with a printable referral letter carrying the clinical summary.

1. 1

   Create a referral

   Raise an outgoing referral with the reason and clinical summary.

2. 2

   Print / share the letter

   Produce a branded referral letter for the receiving facility.

3. 3

   Track status

   Monitor incoming and outgoing referrals and their status.

Keep staff coordination inside the system with secure internal messaging — no need for outside apps to discuss patients or tasks.

1. 1

   Start a conversation

   Message colleagues directly from within AfyaFlow.

2. 2

   Coordinate care

   Share quick updates and hand-offs without leaving the system.

Every subscription includes onboarding and staff training. If you get stuck, we're a message away.