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MyClinic Admin System

User Manual for Clinics

Version: 2.0
Last Updated: 2026-02-09
Document Type: User Guide
System: MyClinic Admin System v2.0

Table of Contents

  1. Introduction
  2. Getting Started
  3. Quick Start Guide
  4. Patient Management
  5. Appointment Booking
  6. Visit Management
  7. Payment Processing
  8. Invoice Generation
  9. Inventory Management
  10. Staff Management
  11. Role Management
  12. Item Configuration
  13. Financial Reports
  14. Display Window
  15. Clinic Settings
  16. Automated Data Maintenance
  17. Troubleshooting
  18. Glossary

Introduction

What is MyClinic Admin System?

MyClinic Admin System is a comprehensive clinic management software designed to help medical clinics manage their daily operations efficiently. This cloud-based system provides tools for patient management, appointment scheduling, billing, inventory tracking, financial reporting, and more.

Viewing this manual in the app: Open Business in the sidebar, then click 📖 User Manual. The manual opens in-app and loads immediately (no login wait on that page).

Key Features

  • Patient Management: Complete patient records with encrypted data security
  • Appointment Scheduling: Calendar-based booking system with time slot management
  • Visit Tracking: Real-time visit management and consultation records
  • Payment Processing: Show payment on the display screen, then complete payment by Cash or PayNow with automatic invoice generation
  • Inventory Management: Stock tracking with manual stock in/out operations and automatic low stock alerts
  • Financial Reporting: Monthly and yearly financial analytics with profit calculations
  • Staff Management: Secure staff management with role-based access control
  • Display Window: Public display page for patient self check-in and payment display (PayNow QR)
  • Automated Data Maintenance: Automatic cleanup of old data to maintain optimal performance

System Requirements

  • Web Browser: Modern browser (Chrome, Firefox, Safari, or Edge)
  • Internet Connection: Stable internet connection required
  • Device: Desktop computer, laptop, or tablet recommended
  • Screen Resolution: Minimum 1024x768 pixels

Browser Compatibility

  • Google Chrome (latest version recommended)
  • Mozilla Firefox (latest version)
  • Safari (latest version)
  • Microsoft Edge (latest version)

Getting Started

First-Time Login

  1. Access the System

    • Open your web browser
    • Navigate to the clinic management system URL provided by your administrator
    • You will see the login page

  2. Enter Your Credentials

    • Enter your email address in the "Email" field
    • Enter your password in the "Password" field
    • Click the "Login" button

  3. Forgot Password

    • If you forgot your password, click the "Forgot Password" link
    • Enter your email address
    • Check your email for password reset instructions
    • Follow the link in the email to reset your password

Understanding the Dashboard

After logging in, you will be automatically redirected to your first accessible page (usually Bookings/Patients page). The interface has:

  • Left Sidebar: Navigation menu with all available features
    • Operation Section: Bookings, Visits, Sales
    • Finance Section: Monthly, Yearly, Gross Profit, Net Profit, Expenses
    • Inventory Section: Items, Stock
    • System Section: Clinic, Roles, Staff, Logs
    • Each section shows only pages you have permission to access based on your role
    • Display link button at the bottom (shows your clinic URL)
    • Logout button at the bottom
  • Main Content Area: Where you work with different modules
    • Content changes based on which menu item you select
    • Most pages show data in tables or forms
  • Role Badge: Shows your current role (Admin, Doctor, Operations, Finance) in the sidebar
    • Your role determines which pages you can access

Initial Setup Checklist

Before using the system, complete these setup steps:

  • Configure clinic information (name, address, contact details)
  • Upload clinic logo
  • Set up staff members and assign roles
  • Configure item categories and services
  • Set up inventory items (if applicable)
  • Configure business hours
  • Set GST rate (if applicable)

Clinic Settings Configuration

The Clinic Settings page is where you configure all basic information about your clinic. This is the first step you should complete after logging in.

Accessing Clinic Settings

  1. Navigate to Settings
    • Open Clinic Settings from the sidebar

Configuring Basic Clinic Information

  1. Clinic Name

    • Find the "Clinic Name" field at the top of the page
    • Type your clinic's full name

  2. Contact Phone

    • Find the "Phone" field
    • Enter your clinic's main contact number
    • Include country code if needed

  3. Clinic Address

    • Find the "Address" field
    • Enter your clinic's complete address
    • Include unit number, building name, street, and postal code

  4. Clinic Code

    • Find the "Clinic Code" field
    • Enter a short code for your clinic (usually 3-5 letters)
    • This code is used in invoice numbers
    • Use uppercase letters (recommended)

Uploading Clinic Logo

  1. Locate Logo Upload Section

    • Scroll to find the "Clinic Logo" section
    • You will see a preview area and an "Upload" or "Choose File" button

  2. Select Logo File

    • Click the "Choose File" or "Upload" button
    • A file browser window will open
    • Navigate to where your logo file is stored on your computer
    • Select the logo image file (JPG, PNG, or GIF format)
    • Click "Open"

  3. Preview Logo

    • After selecting, you should see a preview of your logo
    • If the logo looks correct, proceed to save
    • If not, click "Remove" or "Change" to select a different file

  4. Logo Requirements

    • Recommended format: PNG with transparent background
    • Recommended size: 200x200 pixels or larger
    • Maximum file size: 5MB
    • Supported formats: JPG, PNG, GIF

Setting GST Rate

  1. Locate GST Settings

    • Scroll to find the "GST Rate" section
    • You will see a number input field

  2. Enter GST Rate

    • If your clinic charges GST, enter the rate as a decimal
    • Common values: 0.07 / 0.08 / 0.09
    • If no GST, leave as 0 or 0.00

  3. GST Calculation

    • The system will automatically calculate GST on invoices
    • GST = Subtotal × GST Rate
    • Total = Subtotal + GST

Setting Business Hours

  1. Locate Business Hours Section

    • Scroll to find the "Business Hours" section
    • You will see a table with days of the week

  2. Configure Each Day

    • For each day (Monday to Sunday):
      • Check the box if the clinic is open that day
      • Enter opening time (HH:mm)
      • Enter closing time (HH:mm)
    • If closed on a particular day, uncheck the box

  3. Example Business Hours

    • Monday to Friday: 9:00 AM - 6:00 PM
    • Saturday: 9:00 AM - 1:00 PM
    • Sunday: Closed

Uploading PayNow QR Code

  1. Locate PayNow QR Section

    • In Clinic Branding, find the Paynow QR card

  2. Upload QR Image

    • Click Upload and select a JPG/PNG image
    • The QR code is shown on the public display payment screen (clinic code page)

Uploading Registration QR Code

  1. Locate Registration QR Section

    • In Clinic Branding, find the Registration QR card

  2. Upload QR Image

    • Click Upload and select a JPG/PNG image
    • The QR code is shown on the public display self check-in screen (clinic code page)

Saving Settings

  1. Review All Information

    • Scroll through the entire page
    • Double-check all entered information
    • Make sure logo preview looks correct

  2. Click Save Button

    • Scroll to the bottom of the page
    • Click the "Save" button
    • Wait for the success message: "Settings saved successfully"

  3. Verify Save

    • After saving, refresh the page
    • Check that all your information is still there
    • If anything is missing, re-enter and save again

Common Issues and Solutions

Issue: Logo not uploading

  • ✅ Check file size (under 5MB)
  • ✅ Try PNG format
  • ✅ Check internet connection

Issue: Settings not saving

  • ✅ Check all required fields are filled
  • ✅ Refresh page and try again
  • ✅ Check internet connection

Issue: GST calculation incorrect

  • ✅ Make sure GST rate is entered as decimal (0.07, not 7)
  • ✅ Clear browser cache and refresh

Quick Start Guide

This guide will help new users get started with the MyClinic Admin System quickly. Follow these steps in order to complete your first day of operations.

For Administrators (First-Time Setup)

If you are setting up the system for the first time, complete these steps in order:

Step 1: Complete Clinic Settings (5 minutes)

  1. Navigate to Clinic Settings

    • Click "Clinic" in the System section of the sidebar
    • Or go directly to Clinic Settings page

  2. Enter Basic Information

    • Clinic Name: Enter your clinic's full name
    • Phone: Enter contact phone number
    • Address: Enter complete address
    • Clinic Code: Enter a short code (3-5 letters, e.g., "ABC")

  3. Upload Clinic Logo

    • Click "Upload" in the Clinic Logo section
    • Select a PNG or JPG image file (recommended: 200x200 pixels)
    • Logo will appear on invoices and display screens

  4. Set GST Rate (if applicable)

    • Enter GST rate as decimal (e.g., 0.07 for 7%)
    • Leave as 0.00 if no GST

  5. Configure Business Hours

    • Check boxes for days clinic is open
    • Enter opening and closing times for each day
    • Use HH:mm (24-hour time)

  6. Upload QR Codes (optional but recommended)

    • Upload PayNow QR code for payment display
    • Upload Registration QR code for patient self check-in

  7. Click "Save" at the bottom of the page

Step 2: Set Up Staff Members (10 minutes)

  1. Navigate to Staff

    • Click "Staff" in the System section

  2. Add Staff Members

    • Click "Add Staff" button
    • Enter full name and email (required)
    • Enter phone and address (optional)
    • Select role: Admin, Doctor, Operations, or Finance
    • Click "Save"

  3. Repeat for Each Staff Member

    • Add all staff who will use the system
    • Assign appropriate roles

Note: Staff members will receive login credentials via email or from administrator.

Step 3: Configure Items and Services (15 minutes)

  1. Navigate to Items

    • Click "Items" in the Inventory section

  2. Create Categories

    • Go to "Categories" tab
    • Add categories like: Consultation, Treatment, Medication, Lab Tests
    • Drag to reorder (most used first)

  3. Add Items

    • Go to "Items" tab
    • Select a category
    • Click "Add Item"
    • Enter item name and price
    • Add description (optional)
    • Click "Save"
    • Repeat for all services/products

  4. Add Diagnosis Codes (optional)

    • Go to "Diagnosis" tab
    • Select category
    • Add diagnosis codes and names
    • Click "Save"

Step 4: Set Up Display Window (5 minutes)

  1. Open Display Window

    • Look at bottom of sidebar
    • Click the display link (shows your clinic URL)
    • New window opens

  2. Position Display

    • Move window to patient-facing screen
    • Press F11 for full-screen
    • Keep window open

  3. Test Display

    • Go to Payment page
    • Add an item
    • Click "Show Payment"
    • Verify display shows payment information

For Daily Users (First Day)

If you are a staff member starting to use the system:

Your First Tasks

  1. Log In

    • Go to the system URL
    • Enter your email and password
    • You'll be redirected to your first accessible page

  2. Understand Your Role

    • Check your role badge in the sidebar
    • Your role determines which pages you can access:
      • Doctor: Bookings, Visits, Payment, Sales
      • Operations: Bookings, Visits, Payment, Inventory, Stock
      • Finance: Expenses, Reports (Monthly, Yearly, Gross/Net Profit)
      • Admin: All pages

  3. Learn the Interface

    • Left Sidebar: Navigation menu (organized by sections)
    • Main Area: Content changes based on selected page
    • Display Link: At bottom of sidebar (opens display window)

Common First-Day Workflows

Workflow 1: Add a New Patient and Book Appointment

  1. Go to Bookings page
  2. Click "Add Patient" button
  3. Fill in patient information:
    • Full name (required)
    • Phone number (required)
    • Email, date of birth, gender (optional)
    • Upload photo (optional)
  4. Click "Save"
  5. Patient appears in list
  6. Click "Book Appointment" next to patient name
  7. Select date and time on calendar
  8. Click "Confirm"

Workflow 2: Process a Payment

  1. Go to Bookings page
  2. Find patient (use search if needed)
  3. Click "Payment" button
  4. Select category tab (e.g., "Consultation")
  5. Click items to add to cart
  6. Adjust quantities if needed
  7. Review order summary
  8. Click "Show Payment" (wait 5 seconds)
  9. Click "Cash" or "PayNow" button
  10. Invoice is generated automatically

Workflow 3: View Today's Appointments

  1. Go to Bookings page
  2. List shows today's appointments by default
  3. Use status filters: Booked, Checked-in, Canceled, Paid (you can select multiple statuses)
  4. Click patient name to view details

Essential Keyboard Shortcuts

  • F11: Toggle full-screen (useful for display window)
  • F5 or Ctrl+R: Refresh page
  • Ctrl+P or Cmd+P: Print (for invoices)
  • Enter: Submit exact search (in patient search)

Tips for New Users

  1. Start Simple: Begin with basic tasks (add patient, book appointment, process payment)
  2. Use Search: The search bar is your friend - use it to find patients quickly
  3. Check Display: Always verify display window is connected (green dot in sidebar)
  4. Save Frequently: When entering data, save often to avoid losing work
  5. Ask for Help: Don't hesitate to contact administrator for questions

Next Steps

After completing the quick start:

  • Read the detailed sections for features you'll use most
  • Practice with test data before using with real patients
  • Set up inventory items if your clinic tracks stock
  • Configure financial reports if you need detailed analytics
  • Review role permissions to understand access levels

Patient Management

The Patient Management module (also called "Bookings") is where you manage all patient information, view appointments, and access patient records.

Accessing Patient Management

  1. Navigate to Bookings
    • Open Bookings from the sidebar (Operation section)
    • This is usually the first page after login

Understanding the Patient List

The patient list shows all patients with upcoming or recent appointments. You will see:

  • Patient Name: Full name of the patient
  • Appointment Date: Date of the appointment
  • Appointment Time: Time of the appointment
  • Status: Current status (e.g., "Booked", "Checked-in", "Paid", "Canceled")
  • Actions: Buttons to view details or take actions

Searching for Patients

  1. Using the Search Bar

    • At the top of the patient list, find the search box
    • Type the patient's name, phone number, email, or date of birth
    • The list will filter automatically after a short delay
    • Press Enter or click Exact to run an exact database search (searches beyond the current list)

  2. Search Tips

    • Quick filter (automatic):
      • Searches as you type (after 300ms delay)
      • Partial match, case-insensitive
      • Only searches within the currently loaded booking list (current date range + loaded pages)
      • Best for finding patients already visible in the list
      • Example: Type "John" → shows all patients with "John" in their name from current list
    • Exact search (Press Enter or click "Exact" button):
      • Searches the full database (not limited by date filter)
      • Shows results as "exact match" entries at the top of the list
      • Use when patient is not in the current view
      • Example: Type "John Smith" and press Enter → searches entire database for "John Smith"
    • Phone number (exact):
      • Must be the full phone number (at least 8 digits)
      • Enter only digits (no country code prefix like "+65")
      • Spaces, dashes, or brackets are automatically removed
      • Example: Type "61234567" → finds patient with that exact phone number
      • Note: Do not include "+65" or other country codes - enter only the local phone number
    • Email (exact):
      • Must be the full email address
      • Example: Type "john.smith@email.com" → finds patient with that email
    • Name (exact):
      • Matches by the first word you enter
      • If you enter multiple words, it narrows results to names containing all words
      • Example: Type "John" → finds all patients with "John" in name (John Smith, John Doe, etc.)
      • Example: Type "John Smith" → finds patients with both "John" and "Smith" in name
    • Date (exact):
      • Enter a date like YYYY-MM-DD, MM/DD/YYYY, or YYYY to find patients with visits on that date
      • Example: Type "2024-01-15" or "01/15/2024" → finds all patients who had visits on January 15, 2024
      • Example: Type "2024" → finds all patients who had visits in year 2024

Filtering Patients

  1. Filter by Status

    • Find the status filter buttons above the patient list
    • Status buttons: Booked, Checked-in, Canceled, Paid
    • Click a status button to toggle it on/off (you can select multiple statuses)
    • Selected statuses are highlighted with colored background
    • By default, "Booked", "Checked-in", and "Exact Match" are selected
    • Example: Click "Booked" → shows only booked appointments; click again to hide them
    • Example: Select both "Booked" and "Checked-in" → shows appointments with either status

  2. Filter by Doctor

    • If your clinic has multiple doctors, you can filter by doctor
    • Find the doctor filter dropdown
    • Select a doctor's name to see only their patients
    • Select "All Doctors" to see all patients

Viewing Patient Details

  1. Open Patient Record

    • Find the patient in the list
    • Click on the patient's name or the "View" button
    • The patient detail page will open

  2. Patient Information Displayed

    • Full name
    • Contact information (phone, email, address)
    • Date of birth
    • Gender
    • Patient photo (if uploaded)
    • Visit history
    • Appointment history

Adding a New Patient

  1. Access Add Patient Function

    • On the patient list page, look for the "Add Patient" or "+" button
    • Usually located at the top right of the page
    • Click the button

  2. Fill in Patient Information

    • Full Name: Enter patient's full name (required)
    • Phone Number: Enter contact phone number (required)
    • Email: Enter email address (optional but recommended)
    • Date of Birth: Select date from calendar picker
    • Gender: Select from dropdown (Male/Female/Other)
    • Address: Enter complete address (optional)

  3. Upload Patient Photo

    • Find the "Upload Photo" or "Selfie" section
    • Click "Choose File" or "Upload"
    • Select a photo from your computer
    • Wait for upload to complete
    • Preview will show the uploaded photo

  4. Save Patient

    • Review all entered information
    • Click "Save" or "Create Patient" button
    • Wait for success message
    • Patient will be added to the system

Editing Patient Information

  1. Open Patient Record

    • Find the patient in the list
    • Click on patient name to open detail page

  2. Edit Information

    • Click the "Edit" button (usually at the top of the page)
    • Make changes to any field
    • Update photo if needed

  3. Save Changes

    • Click "Save" button
    • Wait for confirmation message
    • Changes will be saved immediately

Booking an Appointment for Existing Patient

  1. Find the Patient

    • Use search to find the patient
    • Or scroll through the patient list

  2. Click Book Appointment

    • Click on the patient's name or "Book" button
    • Or click "Book Appointment" from patient detail page

  3. Select Date and Time

    • A calendar will appear
    • Select the desired date
    • Select an available time slot
    • Click "Confirm" to book

Viewing Patient Visit History

  1. Open Patient Record

    • Click on patient name from the list

  2. View Visit History

    • Scroll to "Visit History" section
    • You will see a list of all past visits
    • Each visit shows:
      • Date and time
      • Services provided
      • Amount charged
      • Payment status
      • Diagnosis (if recorded)

  3. View Visit Details

    • Click on any visit in the history
    • Full visit details will open
    • You can view invoice, payment method, and all items

Deleting or Deactivating Patients

Note: Patient records are typically not deleted to maintain history. Instead, they may be deactivated.

  1. Access Patient Record

    • Open the patient detail page

  2. Deactivate Patient (if available)

    • Look for "Deactivate" or "Archive" option
    • Click and confirm the action
    • Patient will be hidden from active list but history preserved

Printing Patient Information

  1. Open Patient Record

    • Navigate to patient detail page

  2. Print Options

    • Click "Print" button if available
    • Or use browser print (Ctrl+P or Cmd+P)
    • Select what to print (full record or specific sections)

Common Tasks

Task: Find a patient quickly

  • Use the search bar at the top
  • Type any part of their name or phone number

Task: See all appointments for today

  • Go to Bookings page
  • Filter by today's date (if date filter available)
  • Or look at the top of the list for today's appointments

Task: Add multiple patients

  • Add one patient at a time
  • Complete all fields for each patient
  • Save before adding the next one

Tips for Efficient Patient Management

  1. Always enter complete information - Makes searching easier later
  2. Upload patient photos - Helps identify patients quickly
  3. Use consistent naming - Enter names in the same format (e.g., "Last Name, First Name")
  4. Keep contact information updated - Update phone and email when patients inform you of changes
  5. Search before adding - Always search first to avoid duplicate records

Appointment Booking

The Appointment Booking system (Calendar) allows you to schedule patient appointments, view availability, and manage time slots.

Accessing the Calendar

  1. From Patient List (Recommended)

    • Go to Bookings page
    • Find the patient you want to book for
    • Click "Book Appointment" or "Calendar" button next to patient's name
    • Calendar will open with that patient pre-selected
    • Patient information appears at the top of the calendar

  2. Direct Access

    • Click "Bookings" in the sidebar, then look for calendar access
    • Or navigate directly to the calendar page
    • If no patient is pre-selected, you may need to go back to patient list first

Understanding the Calendar View

The calendar shows:

  • Month View: Full month calendar with dates
  • Time Slots: Available time slots for selected date
  • Patient Information: Patient details at the top (if booking for specific patient)
  • Existing Appointments: Already booked slots are marked

Booking an Appointment - Step by Step

Step 1: Select Patient

  1. If booking from patient list:

    • Patient is already selected
    • Skip to Step 2

  2. If booking from calendar page:

    • Patient information should be shown at the top
    • If no patient selected, you may need to go back to patient list first
    • Or use the patient search/select function if available

Step 2: Navigate to Desired Month

  1. Use Month Navigation

    • Find the month/year display at the top
    • Click left arrow (◀) to go to previous month
    • Click right arrow (▶) to go to next month
    • Or click on month/year to select from dropdown

  2. Quick Navigation

    • Click "Today" button to jump to current month
    • Use keyboard arrows if supported

Step 3: Select Date

  1. View Available Dates

    • Dates with available slots are usually highlighted
    • Dates with existing appointments may show differently
    • Dates outside business hours are typically disabled
    • Example: If today is January 15, 2024, you can see:
      • January 15 (today) - available slots shown
      • January 16 (tomorrow) - available slots shown
      • January 14 (yesterday) - disabled (past date)

  2. Click on Date

    • Click on the desired date in the calendar
    • The date will be highlighted
    • Time slots for that date will appear
    • Example: Click on "January 20, 2024" → date highlights, time slots for that day appear below

Step 4: View Time Slots

  1. Time Slot Display

    • After selecting a date, time slots appear
    • Slots are usually shown in a grid or list
    • Each slot shows the time (e.g., "09:00", "09:30", "10:00")
    • Example: After selecting January 20, 2024, you might see:
      • 09:00 (available)
      • 09:30 (booked)
      • 10:00 (available)
      • 10:30 (available)
      • 11:00 (booked)

  2. Understanding Slot Status

    • Available: Empty slot, can be booked (usually shown in green or white)
    • Booked: Already has an appointment (usually shown in gray or red)
    • Past: Time slot in the past (usually disabled)
    • Example: At 2:00 PM, slots before 2:00 PM are disabled (past), slots after 2:00 PM are available

Step 5: Select Time Slot

  1. Choose Available Slot

    • Click on an available time slot
    • The slot will be highlighted or selected
    • You may see a confirmation button appear

  2. Multiple Slot Selection (if applicable)

    • Some systems allow booking multiple consecutive slots
    • Click first slot, then last slot to select range
    • Or click each slot individually

Step 6: Confirm Booking

  1. Review Booking Details

    • Check patient name is correct
    • Verify date is correct
    • Confirm time slot is correct

  2. Click Confirm or Book

    • Find the "Confirm", "Book Appointment", or "Save" button
    • Click the button
    • Wait for success message

  3. Booking Confirmation

    • You should see a message: "Appointment booked successfully"
    • The calendar will update to show the new appointment
    • The time slot will now show as booked

Viewing Existing Appointments

  1. On Calendar View

    • Booked appointments appear on their respective dates
    • Click on a booked slot to view details
    • Details may show: patient name, time, status

  2. In Patient List

    • Go to Bookings page
    • Appointments are listed with patient names
    • Shows date, time, and status

Editing an Appointment

  1. Find the Appointment

    • Navigate to the date on calendar
    • Or find in patient list

  2. Open Appointment

    • Click on the appointment slot
    • Or click "Edit" button next to appointment

  3. Make Changes

    • Change date: Select different date from calendar
    • Change time: Select different time slot
    • Change patient: Select different patient (if allowed)

  4. Save Changes

    • Click "Save" or "Update" button
    • Wait for confirmation

Cancelling an Appointment

  1. Find the Appointment

    • Locate appointment on calendar or in list

  2. Cancel Appointment

    • Click on appointment
    • Click "Cancel" or "Delete" button
    • Confirm cancellation when prompted

  3. Cancellation Confirmation

    • Appointment will be removed
    • Time slot becomes available again
    • Patient may be notified (if system configured)

Understanding Time Slot Availability

  1. Business Hours

    • Time slots are based on clinic business hours
    • Set in Clinic Settings
    • Only slots within business hours are available

  2. Slot Duration

    • Default is usually 30 minutes per slot
    • Some clinics use 15-minute or 60-minute slots
    • Check with administrator for your clinic's setting

  3. Blocked Times

    • Lunch breaks may be blocked
    • Special events may block certain times
    • Past dates/times are automatically unavailable

Tips for Efficient Booking

  1. Book in advance - Popular time slots fill up quickly
  2. Check patient availability first - Confirm with patient before booking
  3. Use consistent time slots - Book same time for follow-ups when possible
  4. Double-check details - Verify patient, date, and time before confirming
  5. Cancel promptly - If patient cancels, cancel in system immediately to free up slot

Common Booking Scenarios

Scenario 1: Booking for New Patient

  • Add the patient first, then book from Bookings (patient list) or Calendar.

Scenario 2: Rescheduling Appointment

  • Open the appointment → Edit/Reschedule → select a new date/time → confirm.

Scenario 3: Booking Multiple Appointments

  • Book the first appointment, then repeat for additional appointments.

Scenario 4: Finding Available Slots

  • Navigate to the month → select a date → choose an available time slot.

Visit Management

The Visits page shows all patient visits and consultations. You can view visit history, start new visits, and process payments.

Accessing Visits

  1. Navigate to Visits
    • Open Visits from the sidebar

Understanding the Visits List

The visits list shows:

  • Visit Date/Time: When the visit occurred
  • Patient Name: Name of the patient
  • Services: Services or items provided
  • Amount: Total amount charged
  • Payment Status: Paid (when payment is completed) or other status (Booked, Checked-in, Canceled)
  • Actions: Buttons to view details, process payment, or print invoice

Viewing Visit Details

  1. Open Visit Record

    • Find the visit in the list
    • Click on the visit or "View" button
    • Visit details page will open

  2. Information Displayed

    • Patient information
    • Visit date and time
    • Services/items provided
    • Quantities and prices
    • Subtotal, GST (if applicable), and total
    • Payment method
    • Diagnosis (if recorded)
    • Staff member who handled the visit

Starting a New Visit

  1. From Patient List

    • Go to Bookings page
    • Find the patient
    • Click "Start Visit" or "New Visit" button

  2. From Visits Page

    • Click "New Visit" or "+" button
    • Select patient from list or search
    • Visit will be created

  3. Visit Created

    • A new visit record is created
    • You will be redirected to payment page
    • Or visit will appear in visits list

Recording Diagnosis

  1. During Visit

    • When processing payment, find "Diagnosis" field
    • Enter diagnosis information
    • Or select from diagnosis list if configured

  2. After Visit

    • Open visit details
    • Click "Edit" if available
    • Add or update diagnosis
    • Save changes

Completing a Visit

A visit is completed when payment is processed. See Payment Processing section for details.

Payment Processing

The Payment page is where you process patient payments, add services/items, and generate invoices.

Accessing Payment Page

  1. From Patient List (Bookings)

    • Find patient in Bookings page
    • Click "Payment" or "Process Payment" button next to patient's name
    • Payment page opens with patient information loaded
    • A new visit is automatically created if one doesn't exist

  2. From Visits Page

    • Open a visit record in Visits page
    • Click "Consultation" or "Process Payment" button
    • Payment page opens with patient and visit information pre-loaded
    • Visit ID is included in the URL

  3. From Patient Detail Page

    • Open patient detail page (click on patient name)
    • Click "New Visit" or "Payment" button
    • Payment page opens

Understanding the Payment Interface

The payment page has two main sections:

Left Section - Item Selection:

  • Patient Information: Shows patient name, photo, and details at top
  • Category Tabs: Tabs showing different service categories (Consultation, Treatment, Medication, etc.)
  • Search Bar: Search for items by name
  • Items List: List of available services and items in the selected category
  • Diagnosis Options: Available diagnosis codes (if configured)

Right Section - Order Summary:

  • Selected Items Cart: Shows all selected services with quantities and prices
  • Quantity Controls: Use +/- buttons to adjust quantities
  • Remove Items: Click × button to remove items
  • Diagnosis Field: Text area to enter or edit diagnosis
  • Order Summary: Shows subtotal, GST (if applicable), and total amount
  • Show Payment Button: Sends payment to display screen (required before payment)
  • Cash Button: Process cash payment (enabled after countdown)
  • PayNow Button: Process PayNow payment (enabled after countdown)

Step-by-Step Payment Process

Step 1: Verify Patient Information

  1. Check Patient Details

    • Verify patient name at top of page
    • Check patient photo matches
    • Confirm this is the correct patient

  2. If Wrong Patient

    • Go back to patient list
    • Select correct patient
    • Return to payment page

Step 2: Select Service Category

  1. View Categories

    • See category tabs at top (e.g., "Consultation", "Treatment", "Medication")
    • Categories are configured in Item Config

  2. Click Category Tab

    • Click on the category you want
    • Items in that category will appear below
    • You can switch between categories anytime

Step 3: Add Items to Cart

  1. View Available Items

    • After selecting category, items appear in a list
    • Each item shows: name and price

  2. Add Item

    • Click on an item name
    • Item is added to "Selected Items" cart
    • Default quantity is 1

  3. Add Multiple Items

    • Click each item you want to add
    • All selected items appear in cart
    • You can add items from different categories

  4. Add Diagnosis (if available)

    • Some categories may have diagnosis options
    • Click on diagnosis to add
    • Diagnosis appears in cart

Step 4: Adjust Quantities

  1. View Selected Items

    • Look at "Selected Items" or cart section
    • Each item shows: name, quantity, unit price, and total
    • Example: Your cart might show:
      • General Consultation: Qty 1 × $50.00 = $50.00
      • Medication A: Qty 2 × $25.00 = $50.00
      • Subtotal: $100.00

  2. Increase Quantity

    • Find the item in cart
    • Click "+" button or increase number
    • Quantity increases, total updates automatically
    • Example: Click "+" on "Medication A" → Qty changes from 2 to 3, total changes from $50.00 to $75.00

  3. Decrease Quantity

    • Find the item in cart
    • Click "-" button or decrease number
    • Quantity decreases, total updates
    • Example: Click "-" on "Medication A" → Qty changes from 3 to 2, total changes from $75.00 to $50.00

  4. Remove Item

    • Find the item in cart
    • Click "Remove" or "×" button
    • Item is removed from cart
    • Example: Click "×" on "Medication A" → item removed, subtotal updates to $50.00

Step 5: Review Order Summary

  1. Check Subtotal

    • Look at "Order Summary" section
    • Subtotal shows sum of all items
    • Verify amounts are correct
    • Example:
      • General Consultation: $50.00
      • Medication A: $25.00
      • Subtotal: $75.00

  2. Check GST (if applicable)

    • GST amount is shown if clinic charges GST
    • GST = Subtotal × GST Rate
    • Verify GST calculation
    • Example: If GST rate is 7% (0.07):
      • Subtotal: $75.00
      • GST: $75.00 × 0.07 = $5.25

  3. Check Total

    • Total = Subtotal + GST
    • This is the amount patient needs to pay
    • Double-check this amount
    • Example:
      • Subtotal: $75.00
      • GST: $5.25
      • Total: $80.25 (patient pays this amount)

Step 6: Process Payment

Step 6A: Show Payment on the Display Screen (Required)

Important: You must show payment on the display screen before completing payment.

  1. Click Show Payment Button

    • Button is located in the order summary section on the right side
    • Button shows the number of items: Show Payment (X items)
    • Button is disabled if no items are selected
    • Click the button

  2. Display Screen Updates

    • The public display screen (clinic code page) will switch to the payment view
    • Shows the following information:
      • Patient name and photo
      • Selected items, subtotal, GST, total
      • PayNow QR code (if configured in Clinic Settings)

  3. Wait for Countdown

    • The button will show: Waiting for user to pay... (5s) and count down
    • Cash and PayNow buttons are disabled during the countdown
    • After countdown completes (5 seconds), Cash and PayNow buttons become enabled
Step 6B: Cash Payment

  1. Click Cash Button

    • Find "Cash" button in the order summary section
    • Button is located below the "Show Payment" button
    • Button is only enabled after the 5-second countdown completes
    • Click the button

  2. Payment Processing

    • Payment is processed immediately (no confirmation dialog)
    • Display screen automatically returns to self check-in view
    • Payment cannot be undone (use Void in Sales page if error)

  3. Payment Complete

    • Success message appears: "Payment processed successfully"
    • Invoice is automatically generated with invoice number
    • You may be redirected to invoice page automatically
    • Visit status changes to "Paid"
Step 6C: PayNow Payment

  1. Click PayNow Button

    • Find "PayNow" button in the order summary section
    • Button is located below the "Cash" button
    • Button is only enabled after the 5-second countdown completes
    • Patient should scan the PayNow QR code on the display screen first
    • Click the button after patient confirms payment

  2. Payment Processing

    • Payment is processed immediately (no confirmation dialog)
    • Display screen automatically returns to self check-in view
    • Payment cannot be undone (use Void in Sales page if error)

  3. Payment Complete

    • Success message appears: "Payment processed successfully"
    • Invoice is automatically generated with invoice number
    • You may be redirected to invoice page automatically
    • Visit status changes to "Paid"

After Payment Processing

  1. Invoice Generated

    • Invoice number is automatically created
    • Format: CLINICCODE_YYYYMM_XXXXX

  2. Visit Status Updated

    • Visit status changes to "Paid"
    • Visit appears in visits history
    • Visit can be viewed in Visits page

  3. Next Steps

    • Print invoice for patient
    • Email invoice (if needed)
    • Close payment page

Voiding a Transaction

Warning: Voiding should only be done for errors. Use with caution.

  1. Access Transaction

    • Go to Sales page
    • Find the transaction you need to void
    • Click Void and confirm

  2. Void Transaction

    • Confirm the void action
    • Transaction is marked as voided

  3. After Voiding

    • Transaction status changes to "Voided"
    • Amount is removed from sales
    • Invoice is marked as voided

Common Payment Scenarios

Scenario 1: Simple Consultation

  • Select consultation → review total → Show Payment → wait 5s → complete payment.

Scenario 2: Multiple Services

  • Add items across categories → review cart → Show Payment → wait 5s → complete payment.

Scenario 3: Payment Error

  • If the amount is wrong: Void in Sales → start again → complete the correct payment.

Scenario 4: Partial Payment (if supported)

  • If partial payment is supported: record paid amount, then complete the remaining balance later.

Tips for Payment Processing

  1. Always verify patient - Check name and photo before processing
  2. Double-check items - Make sure correct services are added
  3. Verify amounts - Check subtotal and total before processing
  4. Keep receipts - Print or email invoice for patient records
  5. Handle errors promptly - Void incorrect transactions immediately

Invoice Generation

After processing a payment, an invoice is automatically generated. You can view, print, and email invoices to patients.

Accessing Invoice

  1. After Payment

    • After processing payment, you may be automatically redirected to invoice page
    • Or click "View Invoice" button

  2. From Visit Record

    • Go to Visits page
    • Open a visit record
    • Click "View Invoice" or "Invoice" button
    • Invoice page opens

  3. Via URL (Advanced)

    • Navigate to invoice page via URL: /invoice?order_id=INVOICE_NUMBER
    • Replace INVOICE_NUMBER with actual invoice/order number
    • Invoice displays

Understanding the Invoice

The invoice shows:

  • Invoice Number: Unique invoice number (format: CLINICCODE_YYYYMM_XXXXX)
  • Clinic Information: Name, address, phone, logo
  • Patient Information: Name, contact details
  • Invoice Date: Date invoice was generated
  • Items/Services: List of all items with quantities and prices
  • Subtotal: Sum of all items before GST
  • GST: Goods and Services Tax amount (if applicable)
  • Total: Final amount to be paid
  • Payment Method: Cash or PayNow
  • Diagnosis: Medical diagnosis (if recorded)

Printing Invoice

  1. Open Invoice

    • Navigate to invoice page
    • Invoice should be displayed

  2. Print Options

    • Option A: Click "Print" button on page
    • Option B: Use browser print (Press Ctrl+P on Windows or Cmd+P on Mac)
    • Print dialog opens

  3. Print Settings

    • Select printer
    • Choose paper size (usually A4)
    • Set orientation (Portrait recommended)
    • Click "Print"

  4. Print Preview

    • Review how invoice will look
    • Adjust settings if needed
    • Print when ready

Emailing Invoice

  1. Open Invoice

    • Navigate to invoice page
    • Make sure patient has email address in system

  2. Click Email Button

    • Find "Email Invoice" or "Send Email" button
    • Usually located near print button
    • Click the button

  3. Email Sent

    • System sends email automatically
    • Success message appears: "Email sent successfully"
    • Patient receives email with PDF invoice attached

  4. Email Requirements

    • Patient must have email address in their record
    • Email service must be configured by administrator
    • Check patient email is correct before sending

Invoice Number Format

Invoice numbers follow this format:

CLINICCODE_YYYYMM_XXXXX

Where:

  • CLINICCODE: Your clinic code (e.g., ABC, SAN)
  • YYYYMM: Year and month (e.g., 202401 for January 2024)
  • XXXXX: Sequential number starting from 00001 each month

Examples:

  • ABC_202401_00001

    • Clinic code: ABC
    • Month: January 2024
    • Sequence: First invoice of the month

  • ABC_202401_00002

    • Clinic code: ABC
    • Month: January 2024
    • Sequence: Second invoice of the month

  • ABC_202402_00001

    • Clinic code: ABC
    • Month: February 2024
    • Sequence: First invoice of February (sequence resets each month)

  • SAN_202401_00015

    • Clinic code: SAN (different clinic)
    • Month: January 2024
    • Sequence: 15th invoice of the month

Viewing Invoice History

  1. From Visits Page

    • Go to Visits page
    • All visits show invoice numbers
    • Click visit to view invoice

  2. From Patient Record

    • Open patient detail page
    • View visit history
    • Each visit shows invoice number
    • Click to view invoice

Common Invoice Tasks

Task: Print invoice for patient

  1. Open invoice
  2. Click Print button
  3. Select printer
  4. Print

Task: Email invoice to patient

  1. Open invoice
  2. Click Email button
  3. Wait for confirmation
  4. Verify patient received email

Task: Find invoice by number

  1. Go to Visits page
  2. Use search to find invoice number
  3. Or filter by date range
  4. Open visit to view invoice

Inventory Management

The Inventory Management system allows you to track stock levels, perform stock in/out operations, and monitor inventory.

Accessing Inventory

  1. Navigate to Inventory
    • Open Stock from the sidebar (Inventory section)

Understanding the Inventory Page

The inventory page shows:

  • Overview Cards: Total items, low stock alerts, total value
  • Inventory Table: List of all items with current stock levels
  • Stock In Button: To add stock to inventory
  • Stock Out Button: To remove stock from inventory
  • Search Bar: To search for specific items

Viewing Inventory

  1. Inventory List

    • All items are listed in a table
    • Each row shows:
      • Item name
      • Category
      • Current stock quantity
      • Unit of measurement
      • Last updated date

  2. Sorting Inventory

    • Click column headers to sort
    • Sort by name, category, or stock level
    • Click again to reverse sort order

  3. Searching Items

    • Use search bar at top
    • Type item name or category
    • Results filter automatically

Stock In (Adding Stock)

Stock In is used when you receive new inventory items.

Step 1: Open Stock In Modal

  1. Click Stock In Button
    • Find "Stock In" or "+ Stock In" button
    • Usually at top of inventory page
    • Click the button
    • Stock In form opens

Step 2: Select Item

  1. Choose Item

    • A dropdown or list appears
    • Select the item you want to add stock to
    • Or search for item by name
    • Example: Search for "Paracetamol" → select from list

  2. Item Details Display

    • After selecting, item details appear
    • Shows current stock level
    • Shows unit of measurement
    • Example: After selecting "Paracetamol":
      • Current Stock: 50 boxes
      • Unit: boxes
      • Category: Medication

Step 3: Enter Quantity

  1. Enter Amount

    • Find "Quantity" or "Amount" field
    • Type the quantity you are adding
    • Example: Received 20 boxes of Paracetamol → enter "20"

  2. Check Unit

    • Verify unit is correct (boxes, pieces, bottles, etc.)
    • Unit is set in item configuration
    • Example:
      • Paracetamol: unit is "boxes" → enter "20" means 20 boxes
      • Bandages: unit is "pieces" → enter "50" means 50 pieces

Step 4: Enter Details (Optional)

  1. Reference Number

    • Enter purchase order number or reference
    • Helps track where stock came from
    • Optional but recommended

  2. Notes

    • Add any notes about this stock in
    • Optional

Step 5: Confirm Stock In

  1. Review Information

    • Check item name is correct
    • Verify quantity is correct
    • Review reference and notes

  2. Click Save or Confirm

    • Click "Save", "Confirm", or "Stock In" button
    • Wait for success message
    • Stock is added to inventory

  3. Stock Updated

    • Inventory table updates automatically
    • New stock level is shown
    • Stock in record is saved
    • Example:
      • Before: Paracetamol - 50 boxes
      • Stock In: +20 boxes
      • After: Paracetamol - 70 boxes

Stock Out (Removing Stock)

Stock Out is used when you use or remove items from inventory.

Step 1: Open Stock Out Modal

  1. Click Stock Out Button
    • Find "Stock Out" or "- Stock Out" button
    • Usually at top of inventory page
    • Click the button
    • Stock Out form opens

Step 2: Select Item

  1. Choose Item

    • A dropdown or list appears
    • Select the item you want to remove stock from
    • Or search for item by name

  2. Check Available Stock

    • System shows current stock level
    • Make sure you have enough stock
    • Cannot stock out more than available
    • Example:
      • Current stock: 70 boxes
      • Trying to stock out: 10 boxes → ✅ Allowed
      • Trying to stock out: 80 boxes → ❌ Error (insufficient stock)

Step 3: Enter Quantity

  1. Enter Amount

    • Find "Quantity" or "Amount" field
    • Type the quantity you are removing

  2. Verify Quantity

    • Make sure quantity doesn't exceed available stock
    • System will warn if insufficient stock

Step 4: Enter Details (Optional)

  1. Reason

    • Enter reason for stock out
    • Examples: "Used for patient", "Damaged", "Expired"
    • Optional but recommended

  2. Notes

    • Add any additional notes
    • Optional

Step 5: Confirm Stock Out

  1. Review Information

    • Check item name is correct
    • Verify quantity is correct
    • Make sure you have enough stock

  2. Click Save or Confirm

    • Click "Save", "Confirm", or "Stock Out" button
    • Wait for success message
    • Stock is removed from inventory

  3. Stock Updated

    • Inventory table updates automatically
    • New stock level is shown
    • Stock out record is saved
    • Example:
      • Before: Paracetamol - 70 boxes
      • Stock Out: -10 boxes (reason: "Used for patient")
      • After: Paracetamol - 60 boxes

Viewing Inventory History

  1. Access History

    • Navigate to Inventory History page via URL: /inventory-history
    • Or access through inventory management section
    • History page opens

  2. History Display

    • Shows all stock in and stock out operations
    • Each record shows:
      • Date and time
      • Item name
      • Type (In or Out)
      • Quantity
      • Staff member who performed action
      • Reference or notes

  3. Filter History

    • Filter by date range
    • Filter by item
    • Filter by type (In/Out)
    • Filter by staff member

Low Stock Alerts

  1. Understanding Alerts

    • System may show alerts for low stock items
    • Alerts appear when stock falls below threshold
    • Threshold is set in item configuration

  2. Viewing Alerts

    • Alerts may appear on inventory page
    • Or navigate to Alerts page via URL: /alerts
    • Items with low stock are highlighted

  3. Responding to Alerts

    • Check which items are low
    • Order new stock
    • Perform stock in when received

Tips for Inventory Management

  1. Regular stock checks - Review inventory regularly
  2. Accurate quantities - Always enter correct quantities
  3. Use references - Enter reference numbers for tracking
  4. Check before stock out - Verify stock level before removing
  5. Monitor low stock - Respond to alerts promptly

Common Inventory Scenarios

Scenario 1: Receiving New Stock

  • Stock In → select item → enter quantity → (optional) reference/notes → save.

Scenario 2: Using Stock for Patient

  • Stock Out → select item → enter quantity → add reason → save.

Scenario 3: Damaged Items

  • Stock Out → select item → enter quantity → add reason (Damaged) → save.

Scenario 4: Stock Adjustment

  • If stock count doesn't match records: adjust via Stock Out (over) or Stock In (under), and add a note.

Staff Management

The Staff Management page allows administrators to add, edit, and manage staff members who have access to the system.

Accessing Staff Management

  1. Navigate to Staff
    • Open Staff from the sidebar

Note: Only administrators can access this page.

Understanding the Staff List

The staff list shows all staff members with:

  • Name: Staff member's full name
  • Email: Email address (used for login)
  • Role: Assigned role (Admin, Doctor, Operations, Finance)
  • Status: Active or Inactive
  • Actions: Buttons to edit or delete

Adding a New Staff Member

Step 1: Open Add Staff Form

  1. Click Add Staff Button
    • Find "Add Staff" or "+ Add Staff" button
    • Usually at top right of staff list
    • Click the button
    • Add staff form opens

Step 2: Enter Staff Information

  1. Full Name

    • Enter staff member's full name
    • This field is required

  2. Email Address

    • Enter staff member's email address
    • This will be used for login
    • Must be unique (not used by another staff member)
    • This field is required

  3. Phone Number

    • Enter contact phone number
    • Include country code if needed
    • This field is optional

  4. Address

    • Enter staff member's address
    • This field is optional

Step 3: Assign Role

  1. Select Role

    • Find "Role" dropdown
    • Click to see available roles
    • Select appropriate role:
      • Admin: Full system access
      • Doctor: Patient care and management
      • Operations: Operations and inventory management
      • Finance: Financial reports and expenses

  2. Role Permissions

    • Each role has different permissions
    • Admin can access everything
    • Other roles have limited access
    • See Role Management section for details

Step 4: Save Staff Member

  1. Review Information

    • Check all fields are correct
    • Verify email is correct (used for login)
    • Confirm role is appropriate

  2. Click Save

    • Click "Save" or "Add Staff" button
    • System creates staff account
    • Success message appears

  3. Staff Account Created

    • Staff member can now log in
    • Initial password may be sent via email
    • Or administrator sets password

Editing Staff Information

  1. Find Staff Member

    • Locate staff in the list
    • Or use search to find them

  2. Open Edit Form

    • Click "Edit" button next to staff name
    • Or click on staff name
    • Edit form opens

  3. Make Changes

    • Update any field (name, email, phone, address)
    • Change role if needed
    • Update status (active/inactive)

  4. Save Changes

    • Click "Save" button
    • Wait for confirmation
    • Changes are saved

Changing Staff Role

  1. Open Staff Record

    • Find staff member
    • Click "Edit"

  2. Change Role

    • Find "Role" dropdown
    • Select new role
    • Save changes

  3. Role Change Effect

    • Staff member's permissions update immediately
    • They may need to log out and log back in
    • Some pages may become unavailable

Deactivating Staff

Note: Staff are typically deactivated rather than deleted to preserve history.

  1. Open Staff Record

    • Find staff member to deactivate
    • Click "Edit"

  2. Deactivate

    • Change status to "Inactive"
    • Or click "Deactivate" button
    • Confirm action

  3. After Deactivation

    • Staff cannot log in
    • Their account is preserved
    • Historical records remain

Searching Staff

  1. Use Search Bar

    • Find search box at top of staff list
    • Type staff name or email
    • Results filter automatically

  2. Search Tips

    • Search by first name, last name, or full name
    • Email addresses can be searched
    • Search is case-insensitive

Tips for Staff Management

  1. Use unique emails - Each staff member needs unique email
  2. Assign appropriate roles - Give staff only necessary permissions
  3. Keep information updated - Update contact info when it changes
  4. Deactivate instead of delete - Preserves history and records
  5. Review roles regularly - Ensure staff have correct permissions

Role Management

The Role Management page allows administrators to configure what each role can access in the system.

Accessing Role Management

  1. Navigate to Role Management
    • Open Role Management from the sidebar

Note: Only administrators can access this page.

Understanding Roles

The system has these default roles:

  1. Admin

    • Full system access
    • Can access all pages and features
    • Can manage staff and settings

  2. Doctor

    • Patient care access
    • Can access: Patients, Visits, Calendar, Payment, Invoice, Sales, Display
    • Cannot access: Financial reports, Expenses, Staff management

  3. Operations

    • Operations management access
    • Can access: Patients, Visits, Calendar, Payment, Invoice, Sales, Inventory, Inventory History, Alerts, Logs, Display
    • Cannot access: Financial reports, Expenses

  4. Finance

    • Financial management access
    • Can access: Expenses, Financial reports (Gross Profit, Net Profit, Monthly, Yearly, Responsible Costs), Display
    • Cannot access: Patient management, Visits, Payment

Viewing Role Permissions

  1. Role List

    • All roles are listed on the page
    • Each role shows its name and description
    • Permissions are listed below each role

  2. Permission Details

    • Each role shows which pages it can access
    • Pages are grouped by category:
      • Patient Management
      • Financial Management
      • Inventory Management
      • Staff Management
      • Settings

Editing Role Permissions

  1. Select Role

    • Find the role you want to edit
    • Click "Edit" button
    • Edit form opens

  2. Modify Permissions

    • Check or uncheck pages/features
    • Pages are organized by category
    • Select what this role can access

  3. Save Changes

    • Click "Save" button
    • Changes are saved immediately
    • Staff with this role will see updated permissions

Creating Custom Roles (if supported)

Some systems allow creating custom roles:

  1. Click Add Role

    • Find "Add Role" or "+" button
    • Click to create new role

  2. Enter Role Details

    • Enter role name
    • Enter description
    • Select permissions

  3. Save Role

    • Click "Save"
    • New role is created
    • Can be assigned to staff members

Best Practices for Role Management

  1. Principle of least privilege - Give staff only necessary permissions
  2. Regular review - Review role permissions periodically
  3. Document changes - Keep track of permission changes
  4. Test roles - Test that roles work as expected
  5. Train staff - Ensure staff understand their role limitations

Common Role Configurations

Configuration 1: Small Clinic

  • Admin: Full access
  • Doctor: Patient care access
  • Receptionist: Patient and booking access only

Configuration 2: Large Clinic

  • Admin: Full access
  • Doctor: Patient care access
  • Operations Manager: Operations and inventory
  • Finance Manager: Financial reports only
  • Receptionist: Patient and booking access

Configuration 3: Multi-location

  • Admin: Full access
  • Location Manager: Operations access for their location
  • Staff: Limited access based on location

Item Configuration

The Item Configuration page allows you to set up categories, items/services, and diagnosis codes that are used in payments and invoices.

Accessing Item Configuration

  1. Navigate to Item Config
    • Open Items from the sidebar (Inventory section)

Note: Only administrators and authorized staff can access this page.

Understanding the Item Configuration Page

The page has three main tabs:

  1. Categories: Organize items into groups
  2. Items: Services and products you offer
  3. Diagnosis: Medical diagnosis codes

Categories Tab

Categories help organize your items and services. Items are grouped by category for easier selection during payment.

Adding a Category

  1. Open Categories Tab

    • Click "Categories" tab at top of page
    • Categories list appears

  2. Enter Category Name

    • Find "New Category" or "Add Category" field
    • Type category name
    • Examples: "Consultation", "Treatment", "Medication", "Lab Tests"

  3. Save Category

    • Click "Add" or "Save" button
    • Category appears in list
    • You can add items to this category

Editing a Category

  1. Find Category

    • Locate category in the list
    • Click "Edit" button or category name

  2. Modify Name

    • Change category name
    • Click "Save"

Deleting a Category

  1. Find Category

    • Locate category to delete

  2. Delete Category

    • Click "Delete" or "Remove" button
    • Confirm deletion
    • Note: Can only delete if no items are in category

Reordering Categories

  1. Drag and Drop

    • Click and hold category
    • Drag to new position
    • Release to drop
    • Order is saved automatically

  2. Order Matters

    • Categories appear in order on payment page
    • Put most used categories first

Items Tab

Items are the services and products you charge for. Each item belongs to a category.

Adding an Item

  1. Open Items Tab

    • Click "Items" tab
    • Items list appears

  2. Select Category

    • Choose category from dropdown
    • Item will belong to this category

  3. Enter Item Details

    • Item Name: Enter service/product name (required)
    • Price: Enter price (required)
    • Description: Enter description (optional)

  4. Inventory Settings (if applicable)

    • If item is tracked in inventory, check "Track Inventory"
    • Set low stock threshold
    • Set unit of measurement (boxes, pieces, bottles, etc.)

  5. Save Item

    • Click "Add" or "Save" button
    • Item appears in list
    • Item can now be selected during payment

Editing an Item

  1. Find Item

    • Locate item in the list
    • Click "Edit" button

  2. Modify Details

    • Change name, price, description
    • Change category if needed
    • Update inventory settings

  3. Save Changes

    • Click "Save" button
    • Changes are saved

Updating Item Price

  1. Quick Price Update

    • Find item in list
    • Click on price field (if editable)
    • Enter new price
    • Press Enter or click outside to save

  2. Bulk Price Update (if supported)

    • Select multiple items
    • Enter percentage or fixed amount change
    • Apply to all selected items

Deleting an Item

  1. Find Item

    • Locate item to delete

  2. Delete Item

    • Click "Delete" or "Remove" button
    • Confirm deletion
    • Note: Item is soft-deleted (hidden but history preserved)

Reordering Items

  1. Drag and Drop

    • Click and hold item
    • Drag to new position within category
    • Release to drop
    • Order is saved

  2. Order Matters

    • Items appear in order on payment page
    • Put most used items first

Diagnosis Tab

Diagnosis codes are used to record medical diagnoses during patient visits.

Adding a Diagnosis

  1. Open Diagnosis Tab

    • Click "Diagnosis" tab
    • Diagnosis list appears

  2. Select Category

    • Choose category from dropdown
    • Diagnosis will belong to this category

  3. Enter Diagnosis Details

    • Diagnosis Code: Enter code (optional)
    • Diagnosis Name: Enter diagnosis name (required)
    • Description: Enter description (optional)

  4. Save Diagnosis

    • Click "Add" or "Save" button
    • Diagnosis appears in list
    • Can be selected during payment

Editing a Diagnosis

  1. Find Diagnosis

    • Locate diagnosis in list
    • Click "Edit" button

  2. Modify Details

    • Change code, name, description
    • Change category if needed

  3. Save Changes

    • Click "Save" button

Deleting a Diagnosis

  1. Find Diagnosis

    • Locate diagnosis to delete

  2. Delete Diagnosis

    • Click "Delete" button
    • Confirm deletion

Tips for Item Configuration

  1. Organize by category - Group related items together
  2. Use clear names - Make item names easy to understand
  3. Keep prices updated - Review and update prices regularly
  4. Set proper order - Put frequently used items first
  5. Add descriptions - Help staff identify items correctly

Common Item Setup

Category: Consultation

  • General Consultation: $50
  • Specialist Consultation: $100
  • Follow-up Consultation: $30

Category: Treatment

  • Injection: $20
  • Dressing: $15
  • Procedure A: $200

Category: Medication

  • Medication A: $25
  • Medication B: $40
  • Prescription: $10

Category: Lab Tests

  • Blood Test: $50
  • Urine Test: $30
  • X-Ray: $80

Financial Reports

The Financial Reports section provides various reports to help you understand your clinic's financial performance.

Accessing Financial Reports

  1. Navigate to Reports
    • Under the Finance section in the sidebar, you will find:
      • Sales
      • Expenses
      • Gross Profit
      • Net Profit
      • Monthly
      • Yearly
      • Responsible Costs

Note: Only Finance role and Admin can access financial reports.

Sales Report

The Sales report shows all revenue from patient payments.

  1. Access Sales Report

    • Click "Sales" in sidebar
    • Sales report page opens

  2. Understanding Sales Report

    • Shows total sales for selected period
    • Lists all transactions
    • Shows payment methods (Cash/PayNow)
    • Can filter by date range
    • Example Report Data:
      • Date Range: January 1-31, 2024
      • Total Sales: $15,250.00
      • Cash Payments: $8,500.00 (56%)
      • PayNow Payments: $6,750.00 (44%)
      • Number of Transactions: 125
      • Average Transaction: $122.00

  3. Filtering Sales

    • Select start date
    • Select end date
    • Click "Apply" or "Filter"
    • Report updates

  4. Exporting Sales (if available)

    • Click "Export" button
    • Choose format (Excel, PDF)
    • Download file

Expenses Report

The Expenses report tracks all clinic expenses.

  1. Access Expenses Report

    • Click "Expenses" in sidebar
    • Expenses page opens

  2. Adding an Expense

    • Click "Add Expense" button
    • Enter expense details:
      • Date
      • Category (Rent, Utilities, Supplies, etc.)
      • Amount
      • Description
      • Responsible person
    • Click "Save"

  3. Viewing Expenses

    • Expenses are listed in a table
    • Shows date, category, amount, responsible person
    • Can filter by date range, category, or person

  4. Editing Expenses

    • Find expense in list
    • Click "Edit" button
    • Make changes
    • Save

  5. Deleting Expenses

    • Find expense
    • Click "Delete" button
    • Confirm deletion

Gross Profit Report

Gross Profit = Sales - Cost of Goods Sold

  1. Access Gross Profit

    • Click "Gross Profit" in sidebar
    • Report opens

  2. Understanding Gross Profit

    • Shows sales revenue
    • Shows cost of items sold
    • Calculates gross profit
    • Shows profit margin percentage
    • Example Report Data:
      • Sales Revenue: $15,250.00
      • Cost of Goods Sold: $6,100.00
      • Gross Profit: $9,150.00
      • Profit Margin: 60% ($9,150 ÷ $15,250)

  3. Filtering Report

    • Select date range
    • Filter by category or item
    • View by month or year

Net Profit Report

Net Profit = Gross Profit - Expenses

  1. Access Net Profit

    • Click "Net Profit" in sidebar
    • Report opens

  2. Understanding Net Profit

    • Shows gross profit
    • Shows total expenses
    • Calculates net profit
    • Shows profit margin
    • Example Report Data:
      • Gross Profit: $9,150.00
      • Total Expenses: $4,500.00
        • Rent: $2,000.00
        • Utilities: $500.00
        • Supplies: $1,200.00
        • Salaries: $800.00
      • Net Profit: $4,650.00
      • Net Profit Margin: 30.5% ($4,650 ÷ $15,250)

  3. Time Period

    • Select month or year
    • Compare different periods
    • View trends

Monthly Report

Comprehensive monthly financial summary.

  1. Access Monthly Report

    • Click "Monthly" in sidebar
    • Monthly report opens

  2. Select Month

    • Choose month and year
    • Report displays for that month

  3. Report Contents

    • Total sales
    • Total expenses
    • Gross profit
    • Net profit
    • Number of patients
    • Average transaction value
    • Example Monthly Report (January 2024):
      • Total Sales: $15,250.00
      • Total Expenses: $4,500.00
      • Gross Profit: $9,150.00
      • Net Profit: $4,650.00
      • Number of Patients: 98
      • Number of Visits: 125
      • Average Transaction Value: $122.00
      • Average per Patient: $155.61

Yearly Report

Annual financial summary and trends.

  1. Access Yearly Report

    • Click "Yearly" in sidebar
    • Yearly report opens

  2. Select Year

    • Choose year
    • Report displays for that year

  3. Report Contents

    • Annual sales
    • Annual expenses
    • Annual profit
    • Monthly breakdown
    • Year-over-year comparison (if available)
    • Example Yearly Report (2024):
      • Annual Sales: $183,000.00
      • Annual Expenses: $54,000.00
      • Annual Gross Profit: $109,800.00
      • Annual Net Profit: $55,800.00
      • Monthly Breakdown:
        • January: $15,250 sales, $4,650 profit
        • February: $14,800 sales, $4,440 profit
        • March: $16,200 sales, $4,860 profit
        • ... (continues for all months)
      • Average Monthly Sales: $15,250.00
      • Average Monthly Profit: $4,650.00

Responsible Costs Report

Shows costs by responsible person or department.

  1. Access Responsible Costs

    • Navigate to Responsible Costs page via URL: /responsible-costs
    • Or access through financial reports section (if linked from other reports)
    • Report opens

  2. Understanding Report

    • Shows expenses grouped by responsible person
    • Helps track departmental spending
    • Useful for budgeting

  3. Filtering

    • Filter by person
    • Filter by date range
    • Filter by category

Tips for Financial Reports

  1. Review regularly - Check reports weekly or monthly
  2. Compare periods - Compare current period to previous
  3. Track trends - Look for increasing or decreasing trends
  4. Export data - Export reports for external analysis
  5. Keep expenses updated - Enter expenses promptly for accurate reports

Display Window

The Display Window feature is a separate screen used for patient self check-in and payment display (PayNow QR).

Understanding Display Window

The display window (clinic code page) shows:

  • A phone number keypad for patient self check-in
  • A registration QR code (if configured)
  • During payment: the payment summary and PayNow QR code (if configured)

Opening Display Window

  1. From Main System

    • While logged into the system
    • Look at the bottom of the left sidebar
    • Find the display link button (shows your clinic URL, e.g., "admin.sgmyclinic.com/ABC")
    • Click it to open the display window in a new browser window/tab
    • The URL format is: https://your-domain.com/[YOUR_CLINIC_CODE] (clinic code is in uppercase)

  2. Display Window Opens

    • A new browser window opens automatically
    • Window opens in a large size (1920x1080)
    • Shows the self check-in screen by default
    • Automatically switches to payment view when staff clicks Show Payment on the Payment page

  3. Positioning Window

    • Move the browser window to your display screen (second monitor or tablet)
    • Press F11 key to make window full-screen
    • Or use browser's full-screen option
    • Position where patients can easily see it
    • Keep the window open - it updates automatically

Display Window Features

  1. Self Check-in

    • Patient sees a phone number keypad on the display screen
    • Patient enters their phone number using the on-screen keypad
    • Patient clicks "Book Appointment" or "Check In" button
    • Status message appears under the button after submission:
      • "Appointment booked successfully" (if successful)
      • "You already have a booking" (if appointment exists)
      • "User not found" (if phone number not in system)

  2. Payment Display

    • When staff clicks Show Payment on the Payment page:
      • Display automatically switches from self check-in to payment view
      • Shows patient name and photo at the top
      • Shows list of selected items with quantities and prices
      • Shows subtotal, GST (if applicable), and total amount
      • Shows PayNow QR code on the right side (if configured in Clinic Settings)
      • After payment is completed (Cash or PayNow), display automatically returns to self check-in view

  3. Registration QR Code

    • Shows registration QR code if Registration QR is uploaded in Clinic Settings

Managing Display Window

  1. Refreshing Display

    • Display updates automatically
    • Or refresh the browser if needed

  2. Closing Display

    • Close browser window
    • Or click close button
    • Display stops showing

Tips for Display Window

  1. Use dedicated screen - Use a separate monitor or tablet positioned for patients
  2. Keep visible - Position where patients can easily see and interact
  3. Keep window open - Don't close the display window; it updates automatically
  4. Full-screen mode - Press F11 to make it full-screen for better visibility
  5. Test before opening - Test the display window before clinic opens for the day
  6. Check connection - Look for "Display Connected" indicator in sidebar (green dot)
  7. Backup plan - Have alternative if display fails (e.g., manual check-in)
  8. Internet required - Display needs stable internet connection to update in real-time

Automated Data Maintenance

The system includes an automated data maintenance feature that keeps your database running efficiently by automatically cleaning up old, unnecessary data while preserving all important information.

What is Automated Data Maintenance?

Automated Data Maintenance is a system process that:

  • Runs automatically every Sunday at 2:00 AM (Singapore time)
  • Cleans old data that is no longer needed
  • Improves performance by keeping the database lean and fast
  • Reduces costs by managing storage efficiently
  • Requires no action from users - it's completely automatic

What Data Gets Cleaned?

The system automatically removes old data based on retention periods:

Data TypeRetention PeriodWhat Gets DeletedWhat's Preserved
System Logs90 daysRoutine operation logs older than 90 daysCritical actions (payments, user creation, staff changes) are kept forever
Security Audit Logs180 daysRoutine security logs older than 180 daysSecurity events (failed logins, unauthorized access) are kept forever
Expired Sessions30 days after expirySession data from expired loginsActive and recent sessions
Resolved Inventory Alerts60 days after resolutionAlerts that have been marked as resolvedUnresolved alerts and recent resolutions
Display Queue7 daysTemporary payment display dataNone - all gets cleaned after 7 days
Resolved Security Alerts90 days after resolutionSecurity alerts that have been marked as resolvedUnresolved alerts and recent resolutions

Important: What Data is NEVER Deleted

Your critical business data is permanently preserved and will never be automatically deleted:

✅ Patient Information - All patient records, contact details, medical history
✅ Visit Records - All consultation records and visit history
✅ Transaction Records - All payment transactions and financial records
✅ Inventory Records - All stock movement and inventory history
✅ Staff Profiles - All staff information and access records
✅ Item Configuration - All services, items, and pricing information
✅ Clinic Settings - All clinic configuration and preferences
✅ Critical Action Logs - Important system actions (payments, user creation, etc.)

Understanding Data Retention in the System

In Logs Page

When you visit the Logs page, you'll see a "Data Retention" button (blue, with info icon) in the top right corner.

To view data retention policy:

  1. Go to Logs page (System section in sidebar)
  2. Click "Data Retention" button in the top right
  3. A detailed information window opens showing:
    • Automatic cleanup schedule
    • Complete retention periods table
    • List of permanently preserved data
    • Benefits of automated maintenance

This gives you complete transparency about what data is kept and for how long.

In Alerts Page

When you visit the Inventory Alerts page, you'll see a green notice box in the top right corner that says:

ℹ️ Auto-cleanup Active
Resolved alerts are automatically deleted after 60 days

This reminds you that once you mark an alert as "Resolved", it will be automatically cleaned up after 60 days, so you don't need to manually manage old alerts.

Benefits of Automated Maintenance

1. Faster Performance

  • Database queries run 60-80% faster
  • Pages load more quickly
  • Reports generate faster
  • Search results appear instantly

2. Cost Savings

  • Reduces database storage costs
  • Optimizes cloud resource usage
  • No need for manual data cleanup

3. Zero Maintenance

  • Completely automatic - no user action required
  • Runs during low-traffic hours (Sunday 2:00 AM)
  • No system downtime or disruption

4. Data Compliance

  • Automatic removal of old sensitive data
  • Meets data retention requirements
  • Improves privacy and security

5. Consistent Performance

  • Database stays lean and efficient
  • Performance doesn't degrade over time
  • System maintains optimal speed

What Users Need to Know

You don't need to do anything! The automated maintenance works in the background without any user intervention.

However, you should understand:

  1. Old logs disappear - After 90 days, routine system logs are automatically removed. If you need historical logs beyond 90 days, export them regularly using the Export button on the Logs page.

  2. Resolved alerts are cleaned - After you mark an inventory alert as "Resolved", it will be automatically deleted after 60 days. Keep screenshots or export reports if you need long-term records.

  3. Display queue is temporary - Payment display data is only kept for 7 days. This is intentional as this data is only used for the display screen and has no long-term value.

  4. Important data is safe - All your critical business data (patients, transactions, inventory, staff) is permanently preserved and will never be automatically deleted.

Frequently Asked Questions

Q: Can I recover data that was automatically deleted?

A: Data that is automatically deleted (old logs, resolved alerts, etc.) cannot be recovered. However, all critical business data (patients, transactions, inventory) is never deleted. If you need to keep logs longer than 90 days, export them regularly.

Q: Can I turn off automated maintenance?

A: Automated maintenance is a core system feature and cannot be turned off. It ensures optimal system performance for all users. All critical data is preserved forever.

Q: What if I need logs older than 90 days?

A: Use the Export button on the Logs page to download log data before it's automatically deleted. Export logs regularly (e.g., monthly) if you need long-term records for auditing or compliance.

Q: Will I be notified before data is deleted?

A: No notifications are sent because only non-critical, old data is deleted. Critical business data is never deleted. The data retention policy is clearly displayed in the system (click "Data Retention" button on Logs page).

Q: What time does the maintenance run?

A: Every Sunday at 2:00 AM Singapore time. This is during low-traffic hours to avoid any impact on clinic operations.

Q: Will the maintenance affect my clinic operations?

A: No. The maintenance runs during non-business hours and takes less than 1 minute to complete. It has no impact on system availability or performance during the process.

Q: How can I see what was cleaned?

A: Check the Logs page for system maintenance entries. Each cleanup operation logs the number of records deleted. Look for action type "system_maintenance".

Tips for Managing Data

  1. Export Important Logs

    • If you need logs for auditing or compliance beyond 90 days
    • Use the Export button on Logs page
    • Export regularly (e.g., monthly) before they're automatically cleaned

  2. Resolve Alerts Promptly

    • Mark inventory alerts as "Resolved" when addressed
    • Resolved alerts will be automatically cleaned after 60 days
    • This keeps your alerts list clean and relevant

  3. Trust the System

    • All critical data is permanently preserved
    • Automated maintenance only removes truly unnecessary data
    • The system is designed for optimal performance and data safety

  4. Review Data Retention Policy

    • Click "Data Retention" button on Logs page anytime
    • Stay informed about what data is kept and for how long
    • Share this information with your team

System Requirements

No special requirements! Automated maintenance is built into the system and works automatically for all users. You don't need to install anything or configure anything - it just works.

Technical Details (For Administrators)

Maintenance Schedule:

  • Frequency: Weekly (every Sunday)
  • Time: 2:00 AM Singapore time (UTC+8)
  • Duration: Less than 1 minute
  • Method: Automated Vercel Cron Job

What Happens During Maintenance:

  1. System identifies data older than retention periods
  2. Deletes old, non-critical data from the database
  3. Runs database optimization (VACUUM ANALYZE)
  4. Logs the cleanup results
  5. System returns to normal operation

Monitoring:

  • Maintenance results are logged in the system logs
  • Look for action type "system_maintenance"
  • Shows number of records deleted in each category

Troubleshooting

This section helps you resolve common issues you may encounter while using the system.

Login Issues

Problem: Cannot log in

Solutions:

  1. Check email and password are correct
  2. Check Caps Lock is off (passwords are case-sensitive)
  3. Try resetting password using "Forgot Password" link
  4. Clear browser cache and cookies
  5. Try different browser
  6. Check internet connection
  7. Contact administrator if problem persists

Problem: "Account not found" error

Solutions:

  1. Verify email address is correct
  2. Contact administrator to verify account exists
  3. Check if account was deactivated

Payment Processing Issues

Problem: Payment not processing

Solutions:

  1. Click Show Payment first and wait for the 5-second countdown
  2. Confirm Cash/PayNow buttons are enabled and at least one item is selected
  3. Check internet connection, then refresh and try again
  4. Check if visit_id is valid in the URL
  5. If still failing, check browser console (F12 → Console) and contact support

Problem: Wrong amount charged

Solutions:

  1. Void the incorrect transaction immediately
  2. Process correct payment
  3. Contact administrator to review transaction

Data Not Saving

Problem: Changes not saving

Solutions:

  1. Check internet connection
  2. Look for error messages on page
  3. Verify required fields are filled
  4. Try saving again
  5. Refresh page and re-enter data
  6. Clear browser cache

Slow Performance

Problem: System is slow

Solutions:

  1. Check internet connection speed
  2. Close other browser tabs
  3. Clear browser cache
  4. Restart browser
  5. Try different browser
  6. Check if multiple users are using system simultaneously

Display Window Issues

Problem: Display window not opening

Solutions:

  1. Allow pop-ups for this website (browser address bar or settings)
  2. Check if the display window is already open (close and reopen)
  3. Confirm clinic code is configured in Clinic Settings and the display link looks correct
  4. Try Chrome (latest)

Problem: Display not updating

Solutions:

  1. Refresh the display window
  2. Close and reopen the display window
  3. Confirm the main system is still logged in and shows Display Connected
  4. If payment view doesn't appear, click Show Payment and wait for the countdown

Live Updates (Real-time)

Problem: Message "Live updates temporarily unavailable"

Explanation: The system uses real-time updates so that lists (e.g. Bookings/Patients, Visits, Sales) refresh automatically. When the service is under heavy load, this message may appear and automatic refresh is paused for a few minutes.

Solutions:

  1. You can continue working as normal; data is still saved and loaded when you change pages or refresh.
  2. Refresh the page (F5 or browser refresh) to get the latest data.
  3. If the message appears often, try using the system during less busy times or contact support.

Invoice Issues

Problem: Cannot print invoice

Solutions:

  1. Try browser print (Ctrl+P / Cmd+P)
  2. Check printer connection, paper, and ink
  3. Save as PDF first, then print
  4. Try a different printer

Problem: Invoice email not sending

Solutions:

  1. Verify patient has email address in system
  2. Check email address is correct
  3. Contact administrator to check email service configuration
  4. Try sending again later

Inventory Issues

Problem: Stock level incorrect

Solutions:

  1. Review inventory history
  2. Check all stock in/out operations
  3. Perform stock adjustment if needed
  4. Contact administrator if discrepancy persists

Problem: Cannot perform stock out

Solutions:

  1. Check available stock level
  2. Verify quantity doesn't exceed available stock
  3. Check if item is active
  4. Try again

General Issues

Problem: Page not loading

Solutions:

  1. Check internet connection
  2. Refresh the page
  3. Clear browser cache
  4. Try a different browser

Problem: Error messages appearing

Solutions:

  1. Read error message carefully
  2. Follow instructions in error message
  3. Note error details
  4. Contact administrator with error details
  5. Take screenshot of error if possible

Logs (Audit Trail)

If you need to review who did what (payments, voids, role changes, inventory actions), use the Logs page:

  • Open Logs from the sidebar (System section) or go to /logs
  • Filter by date range, staff, or action type
  • Export if needed

Getting Help

If you encounter issues not covered here:

  1. Contact Administrator

    • Note the problem details
    • Note what you were doing when problem occurred
    • Take screenshots if possible
    • Contact your system administrator

  2. Document the Issue

    • Write down error messages
    • Note date and time
    • Note which page/feature you were using
    • Note your role/permissions

  3. Try Basic Troubleshooting

    • Refresh page
    • Clear browser cache
    • Try different browser
    • Check internet connection
    • Restart browser

Glossary

This glossary defines technical terms and concepts used throughout the MyClinic Admin System.

A

Admin Role

  • System administrator with full access to all features and settings
  • Can manage staff, configure roles, and access all reports

Appointment

  • Scheduled patient visit with date and time
  • Status can be: Booked, Checked-in, Paid, or Canceled

B

Bookings

  • Main page for patient management and appointment viewing
  • Shows list of patients with appointments
  • Also called "Patient Management"

Business Hours

  • Clinic operating hours configured in Clinic Settings
  • Determines available time slots for appointments

C

Category

  • Grouping of items/services (e.g., Consultation, Treatment, Medication)
  • Used to organize items in the payment interface

Check-in

  • Process of marking a patient as arrived for their appointment
  • Changes appointment status from "Booked" to "Checked-in"

Clinic Code

  • Short identifier for your clinic (3-5 letters)
  • Used in invoice numbers (format: CLINICCODE_YYYYMM_XXXXX)

Clinic Settings

  • Configuration page for basic clinic information
  • Includes: name, address, logo, GST rate, business hours, QR codes

D

Diagnosis

  • Medical diagnosis code and name
  • Can be added to patient visits
  • Configured in Item Config → Diagnosis tab

Display Window

  • Public-facing screen for patient self check-in and payment display
  • Accessible via clinic code URL (e.g., /ABC)
  • Shows payment information when staff clicks "Show Payment"

E

Exact Search

  • Database search that searches all records (not limited by date filter)
  • Triggered by pressing Enter or clicking "Exact" button
  • Shows results as "exact match" entries

Expenses

  • Clinic costs and expenditures
  • Tracked in Expenses page
  • Used for profit calculations

F

Finance Role

  • Staff role with access to financial reports only
  • Can view: Expenses, Monthly, Yearly, Gross Profit, Net Profit, Responsible Costs
  • Cannot access patient management or payment processing

G

GST (Goods and Services Tax)

  • Tax rate configured in Clinic Settings
  • Entered as decimal (e.g., 0.07 for 7%)
  • Automatically calculated on invoices

Gross Profit

  • Sales revenue minus cost of goods sold
  • Calculated in Gross Profit report

I

Invoice

  • Document generated automatically after payment
  • Contains: items, prices, GST, total, payment method
  • Invoice number format: CLINICCODE_YYYYMM_XXXXX

Inventory

  • Stock tracking system for items
  • Tracks quantities with stock in/out operations
  • Accessible via Inventory → Stock page

Item

  • Service or product that can be charged to patients
  • Configured in Item Config → Items tab
  • Belongs to a category and has a price

N

Net Profit

  • Gross profit minus expenses
  • Calculated in Net Profit report

O

Operations Role

  • Staff role with access to operations and inventory
  • Can access: Bookings, Visits, Payment, Sales, Inventory, Stock, Logs
  • Cannot access financial reports

P

Patient

  • Person who receives services from the clinic
  • Has profile with: name, phone, email, date of birth, photo
  • Can have multiple appointments and visits

PayNow

  • Digital payment method in Singapore
  • Uses QR code for payment
  • QR code displayed on display screen during payment

Payment

  • Process of charging patient for services
  • Steps: Select items → Show Payment → Wait countdown → Cash/PayNow
  • Automatically generates invoice

Quick Filter

  • Automatic search that filters current list as you type
  • Only searches within currently loaded appointments
  • Faster but limited to visible data

R

Role

  • User permission level (Admin, Doctor, Operations, Finance)
  • Determines which pages and features are accessible
  • Configured in Role Management page

Role Management

  • Page for configuring role permissions
  • Only accessible to administrators
  • Defines what each role can access

S

Sales

  • Revenue from patient payments
  • Tracked in Sales report
  • Can filter by date range

Staff

  • System users who can log in and access features
  • Managed in Staff page (admin only)
  • Each staff has a role that determines permissions

Stock In

  • Operation to add inventory items
  • Increases stock quantity
  • Requires: item, quantity, reference number (optional)

Stock Out

  • Operation to remove inventory items
  • Decreases stock quantity
  • Requires: item, quantity, reason (optional)

V

Visit

  • Patient consultation or service session
  • Created when processing payment
  • Contains: date, items, diagnosis, payment method, invoice
  • Status: Booked/Checked-in → Paid (after payment is completed)

Void

  • Action to cancel/undo a transaction
  • Available in Sales page
  • Marks transaction as voided (preserves history)

Technical Terms

Browser

  • Web application used to access the system
  • Recommended: Google Chrome (latest version)
  • Also supported: Firefox, Safari, Edge

Cache

  • Temporary storage of data for faster access
  • May need clearing if experiencing issues
  • Clear via browser settings

Database

  • System storage for all data (patients, appointments, transactions)
  • Searched when using "Exact Search"
  • All data is encrypted for security

Encryption

  • Security method to protect patient data
  • All sensitive information is encrypted
  • Only authorized users can decrypt data

Data Retention

  • Policy for how long data is kept in the system
  • Different data types have different retention periods
  • Critical data (patients, transactions) is kept forever
  • Old logs and alerts are automatically cleaned
  • View details by clicking "Data Retention" button on Logs page

Automated Maintenance

  • System feature that automatically cleans old data
  • Runs every Sunday at 2:00 AM Singapore time
  • Improves performance by keeping database lean
  • No user action required - completely automatic
  • Only removes non-critical, old data

RLS (Row Level Security)

  • Database security feature
  • Ensures users only see data for their clinic
  • Automatically enforced by the system

Realtime

  • Technology for instant updates
  • Display window updates automatically when payment is shown
  • No need to refresh page

Session

  • User login period
  • Ends when user logs out or after inactivity
  • Session data stored temporarily

URL

  • Web address for pages
  • Format: https://domain.com/page-name
  • Display window URL: https://domain.com/CLINICCODE

Conclusion

This user manual covers all major features of the MyClinic Admin System. For additional support or questions, please contact your system administrator or technical support team.

Quick Reference

Common Tasks:

  • Add Patient: Bookings → Add Patient
  • Book Appointment: Bookings → Select Patient → Book Appointment
  • Process Payment: Payment → Select Items → Process Payment
  • View Reports: Finance section → Select Report
  • Manage Inventory: Inventory → Stock In/Out
  • Configure Items: Items → Categories/Items/Diagnosis

Important Pages:

  • Bookings: Patient management
  • Visits: Visit history
  • Payment: Process payments
  • Invoice: View and print invoices
  • Sales: Sales reports
  • Expenses: Expense tracking
  • Inventory: Stock management
  • Items: Item configuration
  • Staff: Staff management
  • Clinic Settings: System configuration

Support Contacts:

  • System Administrator: [Contact Information]
  • Technical Support: [Contact Information]
  • Email: [Email Address]

End of User Manual