> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Clinic Settings
> How to configure the Healthcare Settings for your clinic - notifications, billing rules, lab approvals, fee validity, and all system-wide preferences.
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**
***
## 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
***
## Related Features
* [Appointments](/health-wellness/general-clinic/appointments): Notification settings directly affect appointment confirmations and reminders
* [Laboratory](/health-wellness/general-clinic/laboratory): Lab approval and result notification settings
* [Billing and Finance](/health-wellness/general-clinic/billing-finance): Most billing rules are configured here
* [Patient Portal](/health-wellness/general-clinic/patient-portal): Report preference and patient invitation behaviour is affected by these settings