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Receptionist

Receptionists run the patient flow: registration, appointments, tokens, bills, document intake, consent and day-end counter closing.

Who this is for​

Front-desk staff, cashiers and call-centre staff who work with patients but do not write clinical notes.

What you can access​

RECEPTIONIST includes patient.read, patient.create, patient.update, appointment.manage, queue.manage, package.manage, billing.read, billing.create, whatsapp.use, patient.documents.read, patient.documents.upload, consent.capture and immunization.read. It does not include vitals.write, immunization.write, prescriptions or clinical document signing.

Daily workflows​

1. Open the day​

  1. Open Dashboard (/app/dashboard) and read Today at the front desk. Result: you see appointments, waiting patients, average wait, bills due and reports to share.
  2. Open Appointments (/app/appointments) and click Online Requests. Result: pending website bookings open at /app/appointments/pending-online.
  3. Click Confirm or Cancel with Cancellation reason. Tip: confirm branch, date and doctor first.

2. Register a walk-in in under 60 seconds​

  1. Open Patients and choose Register Patient (/app/patients/register). Result: the Register Patient form opens.
  2. In Branch Selection, choose Select Branch.
  3. In Personal Information, enter Full Name, Contact Number, Date of Birth and Gender.
  4. Enter Guardian Name, Guardian Relation and, for minors, tick guardian consent confirmation.
  5. Enter Address and click Register Patient. Result: the patient is saved.
  6. If Possible duplicate patient appears, choose Open existing or type a reason under Why is this a different person? and click Create anyway. Tip: families may share one phone number.

3. Book and manage appointments​

  1. Open Appointments and click Book Appointment (/app/appointments/book).
  2. Search by Phone Number or choose New Patient.
  3. Fill Patient Name, Service Required, Appointment Type, Preferred Date, Preferred Time, Select Doctor/Therapist and Reason for Appointment.
  4. Click Confirm Appointment. Result: staff bookings are confirmed immediately.
  5. Use Reschedule or Cancel with a reason when plans change.

4. Issue and run tokens​

  1. Open Queue (/app/queue) and enter Room / counter.
  2. For a walk-in, use New token, enter Patient name or pick Registered patient, set Priority, and click Issue token. Result: the token appears under Today's tokens.
  3. For an appointment arrival, use Today's appointments and click Issue token. Result: the appointment is checked in.
  4. Click Call next, then use Start, Complete, Recall, Skip, Re-queue, No-show or Cancel as needed. Tip: shortcuts N and C speed up token issue and call next.

5. Bill and collect payment​

  1. Open Billing (/app/billing) and click + Create New Bill.
  2. Under Patient Information, search Select Patient.
  3. Under Services/Items, choose Service, confirm Quantity and click Add Item.
  4. Review Bill Summary and click Create Bill. Result: Bill Preview & Print opens.
  5. In Record Payment, enter Payment Amount, choose Payment Method, enter Transaction ID when required, and click Confirm Payment. Result: Print Bill becomes available.
  1. Open the patient vault (/app/patients/:patientId/documents), choose File, Category and Title, then click Upload.
  2. In the visit workspace, use Consents -> Record consent when asked.
  3. Open Cash Closing (/app/revenue/cash-closing), enter Counted, add a note for Variance, and click Submit closing. Result: the manager can approve it.

First-day checklist​

  1. Register a sample walk-in and handle a duplicate warning.
  2. Book one appointment and issue one token.
  3. Create a bill, confirm Cash/UPI payment and print it.
  4. Upload one outside report.
  5. Submit one cash closing.