Clinic Settings

Healthcare Settings is the master configuration page for the entire eye care system. Everything 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 change Healthcare Settings.

Opening Healthcare Settings

Go to Healthcare workspace → Settings card → Healthcare Settings

Healthcare Settings form showing Registration, Billing, Notifications, Lab, and Inpatient sections

Section 1: Patient Registration

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

Section 2: Notifications

Proper notification setup is important at an eye care center. Patients who are coming for dilation or surgery need specific instructions in their reminder messages.

Setting	What It Controls	Recommended for Eye Care
Send Registration Message	SMS to patient on registration	Enable with a welcome message
Registration Message	Text of welcome SMS	”Welcome to [Eye Care Center Name]. Please bring your glasses and any previous prescriptions to your appointment.”
Appointment Confirmation	SMS on appointment booking	Enable
Confirmation Message	Text of confirmation SMS	”Your eye appointment is confirmed for [Date] at [Time] with [Doctor Name]. Please bring your current glasses and any previous eye reports. For dilation appointments, please arrange transport as your vision will be blurred for 2-4 hours.”
Avoid Confirmation	Skip if already sent	Enable to prevent duplicate messages
Appointment Reminder	SMS before appointment	Enable
Reminder Message	Text of reminder SMS	”Reminder: Eye appointment tomorrow at [Time]. Bring your glasses. If your appointment involves eye drops, please arrange a driver.”
Remind Before	How far in advance (hours:min:sec)	2:00:00 (2 hours before)

Section 3: Lab Configuration

Setting	What It Controls	Recommended for Eye Care
Do Not Print or Email Lab Tests Without Approval	Prevents releasing pre-op results before review	Enable - pre-op results need clinical review before clearing the patient for surgery
Create Sample Collection for Lab Test	Auto-creates sample collection records	Enable for lab traceability
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 [Eye Care Center] is ready. Please collect or discuss 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 Eye Care
Show Payment Popup	Payment collection popup at billing moments	Enable for front-desk payment collection
Out Patient Consulting Charge Item	Billing item for outpatient consultations	Link to your consultation fee item
Clinical Procedure Consumable Item	Billing item for procedure consumables	Link to a general consumable item (IOLs, sutures may have separate items)
Allow Discharge Despite Unbilled Services	Permit discharge before billing is cleared	Disable - billing should be cleared before discharge
Process Service Request Only If Paid	Lab and investigation orders only start after invoice is paid	Enable if your center requires pre-payment for investigations
Income Account	Ledger for clinical income	Link to your income account
Receivable Account	Ledger for outstanding patient payments	Link to your accounts receivable

Section 5: Free Follow-ups

This section is particularly important for eye care centers that include post-operative follow-ups in a surgical package.

Setting	What It Controls	Recommended for Eye Care
Enable Free Follow-ups	Allows free revisits after a paid consultation	Enable for post-surgical follow-up packages
Valid Number of Days	Duration of the free follow-up window	90 days for cataract surgery (covers Day 1, Week 1, Month 1, and Month 3 follow-ups)
Number of Patient Encounters in Valid Days	How many free follow-ups are included	4 (for Day 1 + Week 1 + Month 1 + final review)

Section 6: Inpatient Settings (Day Surgery)

Setting	What It Controls	Recommended for Eye Care
Inpatient Visit Charge Item	Billing item for surgeon visits to admitted patients	Link to your inpatient visit fee
Do Not Bill Patient Encounters for Inpatients	Inpatient consultations not billed separately	Enable if consultations are included in the surgical package
Validate Nursing Checklists	Prevents discharge if nursing checklist is incomplete	Enable - ensures pre-op and post-op protocols are followed

Section 7: Clinical Orders

Setting	What It Controls	Recommended for Eye Care
Process Service Request Only If Paid	OCT, visual field, and other investigation orders do not start until the invoice is paid	Enable if your center collects investigation fees upfront
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 - important for the doctor to see a complete eye care picture. Go to Healthcare workspace → Settings card → Patient History Settings Recommended inclusions for an eye care center:

Patient Appointment (all visits)
Patient Encounter (all eye examinations)
Vital Signs (pre-screening and pre-op measurements)
Lab Test (pre-operative blood tests)
Clinical Procedure (investigations and surgical procedures)
Diagnostic Report (OCT reports, visual field reports)
Clinical Note (any free text notes)
Inpatient Record (day surgery admissions)

Recommended Configuration Summary

Setting	Value
Collect Registration Fee	Yes (if applicable)
Appointment Confirmation	ON
Appointment Reminder	ON, 2 hours before
Enable Free Follow-ups	ON, 90 days, 4 encounters
Lab Test Approval Required	ON
Show Payment Popup	ON
Allow Discharge Despite Unbilled	OFF
Validate Nursing Checklists	ON
Process Service Request Only If Paid	ON (for investigation pre-payment model)
Link Customer to Patient	ON

Troubleshooting

Appointment confirmation messages are not being sent Check that Appointment Confirmation is turned ON and the Confirmation Message field is filled in. Verify the patient’s mobile number is correct. Patients are being discharged before their surgical bill is cleared Turn off “Allow Discharge Despite Unbilled Healthcare Services.” Pre-operative lab results are being released before the surgeon 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. The nursing pre-op checklist is not preventing discharge when incomplete Turn on “Validate Nursing Checklists” in Healthcare Settings and link a Nursing Checklist Template to your procedure templates.

Best Practices

Configure and test all notification messages with a test patient before activating for live patients - check that dilation and driver advice is included in the confirmation message for relevant appointment types
Review the billing configuration with your finance team before go-live - the income and receivable accounts must be correct for financial reporting to be accurate
The Free Follow-up setting needs to match your surgical package promise to patients - if you promise 3 months of free post-op care, set it to 90 days
Revisit these settings once a year or whenever you change your pricing, package structure, or clinic protocols

Appointments: Notification settings directly affect confirmations and reminders
Laboratory: Lab approval and notification settings
Billing and Finance: Most billing rules are configured here
Surgical Procedures: Nursing checklist validation affects surgical workflows

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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 (Day Surgery)

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 (Day Surgery)

​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 (Day Surgery)

Section 7: Clinical Orders

Patient History Settings

Recommended Configuration Summary

Troubleshooting

Best Practices

Related Features