Hospital management system for Kenyan facilities
Your whole facility, on one patient record.
AfeySync connects reception, the doctor, the lab, pharmacy, wards and the cashier, so a patient is registered once and every department sees the same visit. M-Pesa, SHA and insurance are part of it, not add-ons.
Runs in the browser on a PC, tablet or phone. Each facility gets its own web address and its own private database.
- features across 7 areas of the facility
- 31
- features across 7 areas of the facility
- price lists per service: cash, SHA, insurance and foreigner
- 4
- price lists per service: cash, SHA, insurance and foreigner
- step-by-step guides for every role
- 36
- step-by-step guides for every role
- private database per facility, never shared
- 1
- private database per facility, never shared
How it fits together
One visit, followed from the front desk to the claim
Nobody re-types the patient’s details, and nothing is lost between rooms. This is what a normal outpatient visit looks like in AfeySync.
01
Reception
Search or register the patient once, pick the payer (cash, SHA, insurance or a corporate scheme) and open the visit.
02
Triage
Vitals with normal ranges, BMI and flags. The patient drops into the doctor’s queue.
03
Consultation
History, examination, ICD-coded diagnoses, lab and imaging orders and prescriptions in one note that locks when finalised.
04
Lab & imaging
Samples, results against normal ranges, verification. Results appear on the patient record for the clinician.
05
Pharmacy
The prescription arrives on its own. Stock is dispensed earliest-expiry first and deducted from the right store.
06
Cashier
Every item is priced by the server from your price list. Cash, card or M-Pesa, with a printed receipt.
07
Claim
SHA and insurance claims are prepared from what actually happened in the visit, then tracked to payment.
Also
Admissions, ward rounds, maternity, dental and mortuary use the same record. See every feature.
What’s included
Every department, in the same system
Front desk & patient flow
Register patients once, book them in, and move them through the facility without paper.
- Patient registrationOne record per patient with IDs, next of kin, payer and nationality, plus duplicate checks.
- AppointmentsList and calendar views, service and practitioner booking, free-slot picking, repeat courses and export.
- Visits & queuesOpen a visit, send the patient to triage, the doctor, the lab or the pharmacy, and see every queue live.
- Emergency & referralsFast emergency registration and referrals in and out, with the details the next facility needs.
Clinical care
Structured notes that clinicians can fill quickly and that stay locked once finalised.
- Triage & vitalsVitals with normal ranges, BMI and flags, recorded against the visit.
- ConsultationHistory, examination, ICD-coded diagnoses, orders and procedures in one clinical note.
- PrescribingPick-list dose, frequency, route and duration, checked on the server, straight to the pharmacy, with a printable prescription note.
- Medical reports & certificatesSick leave notes, medical reports, fitness certificates and attendance letters, signed with the clinician’s licence number and locked once issued.
- Dental & specialist clinicsDental charting and procedures alongside general outpatient care.
Laboratory & imaging
Orders arrive from the clinician; results go back to the patient record.
- LaboratorySample collection, result entry with normal ranges, verification and printable reports.
- Test packages & walk-in requestsPriced test profiles, plus walk-in patients and requests from outside doctors, billed straight away.
- RadiologyImaging requests, billing, reporting and printable reports linked to the visit.
Pharmacy & stores
Know what is on the shelf, what it costs and what was dispensed.
- DispensingOutpatient, ward and discharge prescriptions in their own queues, dispensed earliest-expiry first.
- Pharmacy POSCounter sales for walk-in customers and outside prescriptions, with barcode scanning, returns and a daily Z-report.
- Inventory & procurementBrands and pack units, batches and expiry, suppliers, LPOs from the low-stock list and goods received.
- Stores & stock takesRequisitions with approval, printed stock-take sheets with variances, and a stock movement report.
- Excel importBring in your drug and item lists from Excel, up to thousands of rows at a time.
Wards, maternity & mortuary
Admissions, nursing and discharge, with one active admission per patient.
- Admissions & wardsBeds, transfers, nursing notes, ward rounds and the ward medication round.
- DischargeFinal diagnoses, discharge summary and bill clearance before the patient leaves.
- Maternity & MCHAntenatal, delivery, postnatal and family planning records, with printable birth notifications.
- MortuaryBody admission, storage, release and related charges.
Billing, payments & claims
Every service is priced on the server. The browser never decides what a patient owes.
- Price listsSeparate cash, SHA, insurance and foreigner prices for every service and item.
- Cashier & M-PesaInvoices, receipts, deposits, waivers and M-Pesa STK push, confirmed by Safaricom callback.
- SHA claimsClaim preparation and tracking through the official SHA integration once your facility is onboarded by SHA.
- Private insuranceSchemes, pre-authorisations and claims, with remittances reconciled against invoices.
- Corporates, copay & capitationEmployer and insurance schemes with their own price lists, fixed or percentage copay, and capitation schemes where the patient pays only the copay.
Management & reporting
See how the facility is doing and keep the back office in the same system.
- Reports & dashboardsCollections, visits, diagnoses, stock and more, for any date range.
- Staff, roles & HRUsers with exactly the permissions their role needs, plus staff records and duty rosters.
- Multiple branchesRun several branches under one facility with branch-level access control.
- Branded printoutsReceipts, reports, prescriptions and notifications printed on your own letterhead with your logo.
- SMS alerts & bulk SMSAppointment and result alerts, plus bulk health reminders to chosen patients. Patients who declined SMS are always left out.
Money in
Payments and claims, done the careful way
Prices come from your own price lists on the server. The screen at the cashier can’t change what a patient owes, and nothing is marked paid until the money is confirmed.
M-Pesa
The cashier sends a payment prompt to the patient’s phone. The receipt is only issued after Safaricom confirms the payment back to AfeySync.
SHA
Eligibility checks, patient consent by OTP or fingerprint, visit authorisation and claims through the official DHA/SHA integration, once your facility has been onboarded by SHA.
Insurance & corporates
Schemes with their own prices, fixed or percentage copay, capitation, pre-authorisations and remittances matched against invoices.
From the blog
Notes for people who run facilities
New articles are on the way.
We write about SHA claims, running a pharmacy store, getting paid by insurers and setting up a facility. Visit the blog.
Security
Patient records are not something to be casual about
Staff see only what their role allows, and every change is written to an audit trail.
How we protect your data- Your own private database
- Every facility is kept in its own database and web address. One facility can never see another’s data.
- Strong sign-in
- One secure sign-in page, with two-step verification by passkey, authenticator app, email or SMS.
- Works on any device
- Use it on a desktop at reception, a tablet on the ward or a phone, and install it like an app.
- Built for real connections
- Light pages that load quickly on ordinary Kenyan internet.
- Records you can trust
- Finalised clinical records are locked, and every change is written to an audit trail.
- Ready for integrations
- SHA, M-Pesa, SMS and insurance connections through their official channels.
Getting started
From sign-up to your first patient
- 1.
Register online
Fill in your facility details, choose your web address and verify your email. About five minutes.
- 2.
Set up your facility
Add your logo, staff and their roles, price lists and stock. Your drug list can come straight from Excel.
- 3.
Start seeing patients
Staff sign in securely, with two-step verification if you require it, and every department works from the same record.
The user guide
36 plain-language guides, one for each part of the system. Useful for training new staff.
- Register your facility
- Front desk: register, check in and emergencies
- Consultation, diagnoses and orders
- Laboratory
- Pharmacy and dispensing
- Billing, cashier and M-Pesa
- SHA: eligibility, visits, preauthorisation and claims
- Reports
Questions we’re often asked
Something else? Call 0722 651 888, WhatsApp us or email [email protected].
What is AfeySync (Afey HMIS)?
AfeySync, also called Afey HMIS, is a cloud hospital management information system made for Kenyan health facilities. It runs reception, clinical care, laboratory, pharmacy, wards, maternity, billing, M-Pesa payments and SHA and insurance claims in one secure system at afey.co.ke.
What kind of facilities can use AfeySync?
Hospitals, medical centres, clinics, nursing and maternity homes, dental clinics and faith-based facilities of any level in Kenya. You turn on the modules you need.
Do we need to install anything?
No. AfeySync runs in the web browser on computers, tablets and phones. You can also install it on a device like an app.
Is our patient data kept separate from other facilities?
Yes. Every facility has its own database and its own web address, and every request is checked against your facility. Staff only see what their role allows.
Does AfeySync work with SHA?
AfeySync supports SHA claims through the official integration. Your facility connects once it has been onboarded by SHA and has its own credentials. We never use unofficial routes.
Can patients pay with M-Pesa?
Yes. Cashiers can send an M-Pesa prompt to the patient’s phone. A payment is only recorded once Safaricom confirms it.
Can we bring in our existing drug list?
Yes. Upload your items from an Excel file. Thousands of rows can be imported in one go.
How do we get started?
Click “Get started”, fill in your facility details and verify your email. We will email you as soon as your facility is ready. You can also call us on 0722 651 888.
Ready to run your facility on AfeySync?
Register in about five minutes. Your facility gets its own private database and web address.