Clinic Settings

Healthcare Settings is the master configuration page for the entire dental clinic system. Every setting here affects all users and all records. Configure these settings carefully before you go live, and review them whenever your clinic policies change. Only users with the Healthcare Administrator role can access and modify Healthcare Settings.

Opening Healthcare Settings

Go to Healthcare workspace → Settings card → Healthcare Settings

Healthcare Settings form showing sections for Patient Registration, Notifications, Lab Configuration, Billing, Free Follow-ups, Inpatient Settings, and Clinical Orders

Section 1: Patient Registration

Setting	What It Controls	Recommended for Dental Clinic
Collect Fee for Patient Registration	Charges a one-time registration fee for new patients	Enable if your clinic charges a new patient registration or admin fee
Registration Fee	Amount charged	Set to your registration fee amount
Registration Item	Billing item for registration fee	Link to your registration fee billing item
Link Customer to Patient	Creates a billing customer record for each patient	Keep ON - required for all invoicing
Patient Name By	Whether to use First+Last Name or Full Name	Match your records style

Section 2: Notifications

Getting the notification messages right is important for a dental clinic. Patients need timely reminders, and for longer or more complex appointments, the message content should include practical preparation instructions.

Setting	What It Controls	Recommended for Dental Clinic
Send Registration Message	SMS to patient on registration	Enable with a welcome message
Registration Message	Text of welcome SMS	”Welcome to [Clinic Name]. Please bring your previous dental records and X-rays (if any) to your first appointment. We look forward to caring for your smile.”
Appointment Confirmation	SMS on appointment booking	Enable
Confirmation Message	Text of confirmation SMS	”Your dental appointment is confirmed for [Date] at [Time] with [Doctor Name]. Please arrive 5 minutes early. If this is your first visit, please bring any previous X-rays and a list of your current medications. To cancel or reschedule, please call us at least 48 hours in advance.”
Avoid Confirmation	Skip if confirmation already sent	Enable to prevent duplicate messages
Appointment Reminder	SMS before appointment	Enable
Reminder Message	Text of reminder SMS	”Reminder: Dental appointment tomorrow at [Time]. Please arrive on time. For any queries, call us at [Clinic Phone].”
Remind Before	How far in advance (hours:min:sec)	2:00:00 (2 hours before) for most appointments

Sedation / Oral Surgery Appointment Tip: For appointments involving IV sedation or general anaesthesia, the standard confirmation message template may not include nil-by-mouth instructions. Consider creating appointment type-specific reminder notes, or add the nil-by-mouth and escort requirement text to the confirmation message for all appointments, noting it is only relevant when specified by the clinic: Suggested surgical appointment confirmation message addition: “If your appointment involves sedation, please follow these instructions: no food or drink for 6 hours before your appointment. You must bring a responsible adult who will drive you home and stay with you for the rest of the day.”

Section 3: Lab Configuration

Setting	What It Controls	Recommended for Dental Clinic
Do Not Print or Email Lab Tests Without Approval	Prevents releasing blood test results before a clinician review	Enable - pre-surgical results need clinical review before clearing the patient for sedation
Create Sample Collection for Lab Test	Auto-creates sample collection records	Enable if you collect blood samples in-house
Create Lab Test on SI Submit	Creates lab tests when invoice is submitted	Enable if patients pay before tests are processed
Result Printed Message	SMS when result is printed	”Your test result from [Clinic Name] is ready. Your dentist will discuss the result at your next appointment.”
Result Emailed Message	SMS when result is emailed	”Your test result has been emailed. Please check your inbox.”

Section 4: Billing

Setting	What It Controls	Recommended for Dental Clinic
Show Payment Popup	Payment collection popup at billing moments	Enable for front desk payment collection at each visit
Out Patient Consulting Charge Item	Billing item for outpatient consultations	Link to your dental examination/consultation billing item
Clinical Procedure Consumable Item	Billing item for procedure consumables	Link to a general dental consumables billing item
Allow Discharge Despite Unbilled Services	Permit discharge before billing is cleared	Disable for sedation patients - billing should be cleared before the patient leaves
Process Service Request Only If Paid	X-ray and lab orders only start after invoice is paid	Enable if your clinic collects X-ray fees before taking the X-ray
Income Account	Ledger for dental income	Link to your dental services income account
Receivable Account	Ledger for outstanding patient payments	Link to your accounts receivable

Section 5: Free Follow-ups

This setting covers post-procedure consultations that are included within the procedure fee.

Setting	What It Controls	Recommended for Dental Clinic
Enable Free Follow-ups	Allows free revisits after a paid consultation	Enable if post-operative reviews are included in procedure fees
Valid Number of Days	Duration of the free follow-up window	30 days (covers standard post-operative review period after extractions)
Number of Patient Encounters in Valid Days	How many free revisits are included	1 (one free post-operative review per procedure)

Examples of how clinics apply this:

Extraction fee includes one free 7-day post-operative review
Scaling and root planing (periodontal treatment) includes one free 6-week review
Root canal treatment includes one free recall X-ray at 6 months

Section 6: Inpatient Settings (Sedation Cases)

Setting	What It Controls	Recommended for Dental Clinic
Inpatient Visit Charge Item	Billing item for practitioner visits to admitted patients	Link to your sedation visit fee item
Do Not Bill Patient Encounters for Inpatients	Inpatient consultations not billed separately	Enable if consultations are included in the sedation package fee
Validate Nursing Checklists	Prevents discharge if nursing checklist is incomplete	Enable for sedation cases - the pre-operative nursing checklist must be fully completed before any sedation procedure proceeds

Section 7: Clinical Orders

Setting	What It Controls	Recommended for Dental Clinic
Process Service Request Only If Paid	X-ray and blood test orders do not start until invoice is paid	Enable if your clinic requires pre-payment before investigations
Default Intent	Default intent for orders	Routine
Default Priority	Default priority	Routine
Default Code System	Medical coding standard used	ICD-10

Patient History Settings

This controls which record types appear in the patient’s history timeline. Go to Healthcare workspace → Settings card → Patient History Settings Recommended inclusions for a dental clinic:

Patient Appointment (all visits)
Patient Encounter (all dental examinations and consultations)
Vital Signs (blood pressure and glucose before surgical procedures)
Lab Test (pre-surgical blood tests)
Clinical Procedure (all dental treatments, X-rays, surgical procedures)
Diagnostic Report (OPG findings reports, IOPA reports)
Clinical Note (any free-text notes)
Inpatient Record (sedation procedure admissions)

Enabling all of these gives the dentist a complete picture of everything done for the patient without needing to search across multiple lists.

Recommended Configuration Summary

Setting	Value
Collect Registration Fee	Yes (if your clinic charges one)
Appointment Confirmation	ON
Appointment Reminder	ON, 2 hours before
Enable Free Follow-ups	ON, 30 days, 1 encounter
Lab Test Approval Required	ON
Show Payment Popup	ON
Allow Discharge Despite Unbilled	OFF (especially for sedation)
Validate Nursing Checklists	ON (for sedation safety)
Link Customer to Patient	ON

Troubleshooting

Appointment confirmation SMS is not being sent Check that Appointment Confirmation is turned ON in Healthcare Settings and that the Confirmation Message text field is not empty. Check the patient’s mobile number is recorded on their Patient record. Pre-surgical blood test results are being released before the clinician has reviewed them Turn ON “Do Not Print or Email Lab Tests Without Approval” and confirm at least one user has the LabTest Approver role assigned. The nursing pre-operative checklist is not preventing sedation procedures from proceeding when incomplete Turn ON “Validate Nursing Checklists” in Healthcare Settings and ensure the Nursing Checklist Template is linked to the relevant sedation procedure templates. Patients are being discharged from sedation without billing being completed Turn OFF “Allow Discharge Despite Unbilled Healthcare Services.” The billing team must clear all procedure items before the inpatient record can be submitted for discharge. The consultation fee is not auto-filling when creating an invoice Check that the Appointment Type has a billing item linked in the Appointment Type record. Also confirm the “Out Patient Consulting Charge Item” is set in Healthcare Settings.

Best Practices

Test all notification messages with a test patient before the clinic goes live - check that the confirmation message reads well for different appointment types and includes relevant instructions
Review Healthcare Settings with your front desk team and nursing team at least once a year - clinic policies change and the settings should reflect current policy
For the free follow-up period, set it to exactly match what you tell patients at the time of procedure: if you say “call us for a free check within 2 weeks,” set it to 14 days. Inconsistency between what is promised and what the system enforces creates billing disputes
Keep the income account and receivable account settings in sync with your accounting team’s chart of accounts - incorrect account mapping produces incorrect financial reports from day one

Appointments: Notification settings directly affect confirmation and reminder messages
Laboratory: Lab approval settings control who can release blood test results
Billing and Finance: All billing rules are configured here
Inpatient Management: Nursing checklist validation and discharge billing rules apply to sedation cases

Home Care Services

Dental Clinic

Diagnostic and Scan Centre

Eye Care Center

General Clinic

Rehabilitation Center

Opening Healthcare Settings

Section 1: Patient Registration

Section 2: Notifications

Section 3: Lab Configuration

Section 4: Billing

Section 5: Free Follow-ups

Section 6: Inpatient Settings (Sedation Cases)

Section 7: Clinical Orders

Patient History Settings

Recommended Configuration Summary

Troubleshooting

Best Practices

​Opening Healthcare Settings

​Section 1: Patient Registration

​Section 2: Notifications

​Section 3: Lab Configuration

​Section 4: Billing

​Section 5: Free Follow-ups

​Section 6: Inpatient Settings (Sedation Cases)

​Section 7: Clinical Orders

​Patient History Settings

​Recommended Configuration Summary

​Troubleshooting

​Best Practices

​Related Features

Opening Healthcare Settings

Section 1: Patient Registration

Section 2: Notifications

Section 3: Lab Configuration

Section 4: Billing

Section 5: Free Follow-ups

Section 6: Inpatient Settings (Sedation Cases)

Section 7: Clinical Orders

Patient History Settings

Recommended Configuration Summary

Troubleshooting

Best Practices

Related Features