Clinic Settings

Healthcare Settings is the master configuration page for the entire clinic system. Changes you make here affect every user and every record. This page should be configured carefully before you go live, and reviewed whenever 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 multiple sections: Registration, Billing, Notifications, Lab, and Inpatient sections

Section 1: Patient Registration

Setting	What It Controls	Recommended
Collect Fee for Patient Registration	Whether new patients are charged a registration fee	Enable if your clinic charges a joining/registration fee
Registration Fee	The amount to charge for registration	Set to your clinic’s registration rate
Registration Item	The billing item used for the registration fee	Link to the Item you created for registration
Link Customer to Patient	Automatically creates a billing customer record for each patient	Keep ON - needed for invoicing
Patient Name By	Whether patient name in records is First Name + Last Name or Full Name	Set to match your clinic’s records style

Section 2: Notifications

Setting	What It Controls	Recommended
Send Registration Message	Whether to send an SMS to the patient when they register	Enable with a welcome message
Registration Message	The SMS text sent on registration	Personalise with clinic name and contact
Appointment Confirmation	Whether to send an SMS when an appointment is booked	Enable
Confirmation Message	The text of the confirmation SMS	Include date, time, doctor name, and clinic address
Avoid Confirmation	Skip sending confirmation if it was already sent	Enable to prevent duplicate messages
Appointment Reminder	Whether to send a reminder SMS before the appointment	Enable
Reminder Message	The text of the reminder SMS	Keep short: appointment time, doctor, and clinic name
Remind Before	How far in advance to send the reminder (e.g., 02:00:00 = 2 hours before)	2-4 hours is typical

Section 3: Lab Configuration

Setting	What It Controls	Recommended
Do Not Print or Email Lab Tests Without Approval	Prevents releasing results before a LabTest Approver signs off	Enable if your clinic has a formal review process
Create Sample Collection for Lab Test	Automatically creates a Sample Collection record when a lab test is ordered	Enable for labs that track sample custody
Create Lab Test on SI Submit	Creates lab tests when a Sales Invoice is submitted (for pre-payment workflow)	Enable if patients pre-pay before tests
Create Observation on SI Submit	Creates observations when a Sales Invoice is submitted	Enable if your observation billing is upfront
Result Printed Message	SMS text sent to patient when their result is printed	Set: “Your lab result from [Clinic Name] is ready for collection.”
Result Emailed Message	SMS text sent to patient when their result is emailed	Set: “Your lab result has been emailed to you.”

Section 4: Billing

Setting	What It Controls	Recommended
Show Payment Popup	Shows a payment collection popup at billing moments (registration, appointment check-in)	Enable if front desk collects payment immediately
Out Patient Consulting Charge Item	The billing item used for outpatient consultations	Link to your consultation fee item
Clinical Procedure Consumable Item	The item used to bill procedure consumable costs	Link to a general consumable billing item
Income Account	The account where healthcare income is recorded	Link to your clinic’s income ledger
Receivable Account	The account for outstanding patient payments	Link to your accounts receivable ledger
Employee Name and Designation in Print	Shows the doctor’s name and title on printed documents	Enable for printed prescriptions and reports
Custom Signature in Print	Adds a custom signature block to printed documents	Add if your clinic uses a standard signature format

Section 5: Free Follow-ups

Setting	What It Controls	Recommended
Enable Free Follow-ups	Whether patients get free follow-up visits after a paid consultation	Enable if this is your clinic’s policy
Valid Number of Days	How many days after the first visit the free follow-up is available	Common values: 7, 14, or 30 days
Number of Patient Encounters in Valid Days	How many free follow-up visits are included	Typically 1 or 2

Section 6: Inpatient Settings

Setting	What It Controls	Recommended
Inpatient Visit Charge Item	The billing item used when a doctor visits an admitted patient	Link to your inpatient visit fee item
Allow Discharge Despite Unbilled Healthcare Services	Whether discharge can happen even if services are not yet invoiced	Leave OFF for tighter billing control
Do Not Bill Patient Encounters for Inpatients	If on, inpatient consultations are not added to billing	Only enable if inpatient consultations are bundled in the room rate
Validate Nursing Checklists	Prevents submission of inpatient records if nursing checklists are incomplete	Enable if your clinic has strict nursing protocols

Section 7: Clinical Orders

Setting	What It Controls	Recommended
Process Service Request If Billing Status Is Paid	Lab, procedure, and therapy orders are not started until the invoice is paid	Enable for upfront payment models
Default Intent	Default intent for Service Requests (routine, urgent, etc.)	Set to “Routine” for most clinics
Default Priority	Default priority for Service Requests	Set to “Routine” or “Normal”
Default Code System	The medical coding standard used for diagnoses and procedures (ICD-10, SNOMED, etc.)	Set to ICD-10 if that is your standard

Section 8: Video Conferencing

Setting	What It Controls
Default Google Calendar	Google Calendar used for video consultation appointments

If your clinic does video consultations via Google Meet, link your clinic’s Google Calendar here. When appointments are created with video conferencing enabled, the Google Meet event is added to this calendar automatically.

Patient History Settings

Patient History Settings is a separate record that controls which record types appear in the patient’s history timeline. Go to Healthcare workspace → Settings card → Patient History Settings Here you can add or remove record types from the patient history view. For a general clinic, typical inclusions are:

Patient Appointment
Patient Encounter (Consultation)
Vital Signs
Lab Test
Clinical Procedure
Diagnostic Report
Clinical Note
Inpatient Record

Recommended Configuration for a General Clinic

Setting	Recommended Value
Collect Registration Fee	Yes (if applicable)
Appointment Confirmation	ON
Appointment Reminder	ON
Remind Before	2 hours
Enable Free Follow-ups	ON (7 days, 1 follow-up)
Lab Test Approval Required	ON
Show Payment Popup	ON
Allow Discharge Despite Unbilled	OFF
Process Service Request If Paid	ON (if upfront payment)
Link Customer to Patient	ON

Troubleshooting

Appointment confirmation messages are not being sent Check that “Appointment Confirmation” is toggled ON and that the Confirmation Message field is not empty. Also confirm that the patient’s mobile number is filled in on their record. Patients are being discharged before their bill is settled Turn off “Allow Discharge Despite Unbilled Healthcare Services” in Healthcare Settings. Lab results are being shared before the approver reviews them Turn on “Do Not Print or Email Lab Tests Without Approval” and make sure at least one user has the LabTest Approver role. The free follow-up fee waiver is not working Check that “Enable Free Follow-ups” is on and that the valid days and number of encounters are configured. Also confirm that the original consultation had a paid Sales Invoice (Fee Validity is created on payment, not on consultation submission).

Best Practices

Configure all settings before going live - changing notifications or billing rules after launch can cause inconsistency in existing records
Test every notification message (confirmation, reminder, registration, result notifications) with a test patient before enabling for real patients
Review the billing settings with your accountant - the income and receivable accounts must be correct for financial reports to be accurate
Revisit these settings at least once a year or whenever your clinic’s policy changes

Appointments: Notification settings directly affect appointment confirmations and reminders
Laboratory: Lab approval and result notification settings
Billing and Finance: Most billing rules are configured here
Patient Portal: Report preference and patient invitation behaviour is affected by these settings

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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

Section 7: Clinical Orders

Section 8: Video Conferencing

Patient History Settings

Recommended Configuration for a General Clinic

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

​Section 7: Clinical Orders

​Section 8: Video Conferencing

​Patient History Settings

​Recommended Configuration for a General Clinic

​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

Section 7: Clinical Orders

Section 8: Video Conferencing

Patient History Settings

Recommended Configuration for a General Clinic

Troubleshooting

Best Practices

Related Features