Overview
The Medical Payments Information System is a comprehensive web-based application designed specifically for the Road Development Authority - Finance Division to manage employee medical payments efficiently.
Purpose: The system streamlines the process of managing medical payments, prevents duplicate claims, and provides comprehensive reporting capabilities.
Key Capabilities
- Manage employee information and dependents
- Process medical payments with duplicate prevention
- Monthly finalization and rollback
- Export data in TEXTMAST.TXT format for banks
- Generate comprehensive reports
- User management with role-based access
- Database backup and restore
Features
Employee Management
Add, edit, delete, and search employees with photo upload
Dependent Management
Manage employee dependents with full CRUD operations
Payment Processing
Process payments with automatic duplicate prevention
Monthly Finalization
Finalize months to prevent further entries with rollback
Export Functionality
Export data in TEXTMAST.TXT format for bank processing
Advanced Reports
Multiple report types: monthly, yearly, employee-wise, item-wise
User Management
Admin and user roles with secure authentication
Database Backup
Automated backup and restore functionality
Dark/Light Mode
Toggle between dark and light themes
Quick Search
Search employees by PF number or NIC from dashboard
System Requirements
| Component |
Requirement |
| PHP |
Version 7.4 or higher |
| Database |
SQLite 3 |
| Web Server |
Apache / Nginx |
| PHP Extensions |
PDO, SQLite3, GD (for images) |
| Browser |
Modern browser (Chrome, Firefox, Edge) |
| PHP Settings |
upload_max_filesize: 2M
post_max_size: 8M |
Installation Guide
Step-by-Step Installation
1
Download and Extract
Extract the ZIP file to your web server directory (e.g., /var/www/html/ or C:\xampp\htdocs\).
2
Set Directory Permissions
Ensure the following directories have write permissions:
chmod 755 uploads/
chmod 755 backups/
chmod 664 medical_payments.db
3
Access the Application
Open your browser and navigate to:
http://localhost/medical_payments/
4
Login
Use the default admin credentials to login:
Username: admin
Password: admin123
Important: Change the default admin password immediately after first login.
5
Configure System
Navigate to System Settings to configure:
- Medical items
- Database backups
- User management
Database Schema
The application uses SQLite database with the following main tables:
Users
| Column |
Type |
Description |
| id | INTEGER | Primary Key |
| username | TEXT | Unique username |
| password | TEXT | User password (plain text) |
| user_type | TEXT | admin or user |
| created_at | DATETIME | Creation timestamp |
Employees
| Column |
Type |
Description |
| emp_id | INTEGER | Primary Key |
| emp_pf | TEXT | Unique PF Number |
| emp_picture | TEXT | Profile photo filename |
| emp_name | TEXT | Full name |
| emp_NIC | TEXT | Unique NIC |
| emp_Date_of_Join | DATE | Join date |
| emp_designation | TEXT | Job title |
| emp_division | TEXT | Division |
| emp_email | TEXT | Email address |
| emp_phone | TEXT | Unique phone number |
| emp_bank_account | TEXT | Bank account number |
| Status | INTEGER | 1=Active, 0=Inactive |
Payments
| Column |
Type |
Description |
| payment_id | INTEGER | Primary Key |
| emp_id | INTEGER | Foreign Key (employees) |
| item_code | INTEGER | Foreign Key (medical_items) |
| amount | REAL | Payment amount |
| payment_month | INTEGER | 1-12 |
| payment_year | INTEGER | Year |
| payment_date | DATE | Payment date |
| finalized | INTEGER | 0=No, 1=Yes |
| created_by | INTEGER | User ID who created |
| created_at | DATETIME | Creation timestamp |
Medical Items
| Column |
Type |
Description |
| item_code | INTEGER | Primary Key |
| item_name | TEXT | Item name |
| item_entitlement | REAL | Maximum amount |
User Guide
1. Managing Employees
Access: Employees menu → Employee Management
- Add Employee: Click "Add Employee" button, fill in required fields (PF Number, Name, NIC, etc.), upload photo if desired
- Edit Employee: Click the edit icon (✏️) on any employee row
- Delete Employee: Click the delete icon (🗑️) - note: employees with dependents or payments cannot be deleted
- Search: Use the search box to find employees by name, PF number, NIC, or phone
- View Details: Click the eye icon to see complete employee information
- Manage Dependents: Click the dependents icon (👥) to manage dependents for that employee
2. Managing Dependents
Access: Dependents menu → Dependent Management
- Add Dependent: Search for employee by PF number, then fill in dependent details
- NIC is optional for dependents
- Edit/Delete: Use the action buttons on each dependent row
3. Processing Payments
Access: Payments menu → Payment Processing
- New Payment: Click "New Payment" button
- Search Employee: Type PF number to find employee
- Select Item: Choose medical item from dropdown
- Enter Amount: Must not exceed item entitlement
- Duplicate Prevention: System automatically checks if employee already claimed this year
- Monthly Finalization: After all payments for a month are done, finalize to prevent further entries
- Rollback: Administrators can rollback finalization if needed
4. Quick Employee Search
Access: Dashboard → Quick Employee Search
- Enter PF number or NIC to quickly find employee
- View employee summary including dependents, payments, and total amount
- Click "View Details" for complete information
Reports
Access: Reports menu → Report Center
Report Types
- Monthly Summary: View payments by month for a selected year
- Yearly Summary: View annual payment statistics
- Employee Wise: See payment history by employee
- Item Wise: Analyze payments by medical item type
Export Functionality
- Text File Export: Export data in TEXTMAST.TXT format for bank processing
- Format: Item Code (3 digits) + PF Number (6 digits) + 0000 + Amount (7.3) + 20 spaces + 00000000
- Use: Select month and year, then click "Export Text File"
Backup & Restore
Access: System Settings → Database Backup & Restore
Creating Backups
- Click "Create New Backup" button
- Backup files are saved in the
backups/ directory
- Filename format:
backup_YYYY-MM-DD_HH-MM-SS.sql
Managing Backups
- Download: Click download icon to save backup file
- Restore: Click restore icon to restore from backup (overwrites current data)
- Delete: Click delete icon to remove backup file
Warning: Restoring a backup will overwrite all current data. Always create a backup before restoring.
Troubleshooting
Common Issues and Solutions
Solution: Check file permissions for
medical_payments.db. The web server needs write access. On Linux:
chmod 664 medical_payments.db
Solution: Ensure the uploads/ directory has write permissions. Check PHP upload limits in php.ini.
Solution: PF Number and NIC must be unique. Check if the employee already exists in the system.
Solution: Month has been finalized. Either rollback the finalization (admin only) or add payment for a different month.
Security Considerations
Important: Password hashing is disabled as per requirements. Take extra precautions in production.
Recommended Security Measures
- Change the default admin password immediately after installation
- Use HTTPS in production environments
- Regularly backup the database
- Limit user accounts to only those who need access
- Monitor user activity regularly
- Keep the application updated
- Use strong passwords for all user accounts
- Regularly review and clean up inactive users
File Protection
The .htaccess file protects sensitive directories:
uploads/ - Direct access blockedbackups/ - Direct access blocked.sql and .db files - Access denied
Support
Email Support
support@lemonox.net
System Version: 2.0
Last Updated: