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A clinical procedure is any hands-on treatment performed at the clinic that goes beyond the consultation itself: an injection, a wound dressing, an ECG, suturing, nebulisation, removal of a foreign body, or a minor surgical procedure. Each procedure has its own record, its own billing entry, and its own list of materials consumed.

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Before You Start

  • Clinical Procedure Templates must be set up for each type of procedure your clinic performs.
  • If the procedure uses consumables (syringes, gloves, dressings), the relevant items must exist in the inventory.
  • You need the Healthcare Practitioner or Nursing User role to create and update procedure records.

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Step 1: Set Up a Clinical Procedure Template (Admin)

This is a one-time setup task done by the Healthcare Administrator.
  1. Go to Healthcare workspace → Consultation Setup card → Clinical Procedure Template → New
  1. Save the template

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Step 2: Order a Procedure (From the Consultation)

When a doctor wants a procedure performed during or after a consultation:
  1. Open the Patient Encounter
  2. In the Clinical Procedures section, click Add Row
  3. Select the Clinical Procedure Template
  4. Add the service unit where it will be performed (optional)
  5. Save or Submit the encounter
If “Submit Orders on Save” is enabled, a Clinical Procedure record is created automatically. Otherwise, the procedure team creates it manually.

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Step 3: Create the Procedure Record Manually (if needed)

If the procedure is not ordered from a consultation (e.g., a patient walks in for a dressing change):
  1. Go to Healthcare workspace → Consultation card → Clinical Procedure → New
Clinical Procedure form showing patient, procedure template, date, doctor, service unit, status, and consumables table
  1. Fill in the details:
  1. Save
Status is set to Draft initially.

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Step 4: Perform and Complete the Procedure

  1. Open the Clinical Procedure record
  2. Review the consumables table (items and quantities pre-filled from template)
  3. Adjust quantities if the actual amounts used differ from the template
  4. When the procedure is done, change the status to In Progress → then Completed
  5. Click Submit
Once submitted, the procedure is locked and appears in the patient’s history.

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Procedure Statuses

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Billing for Procedures

Each Clinical Procedure has an Invoiced field and optionally a separate Consumable Total Amount if consumables are billed separately.
  • If the procedure is billable (set in the template), add it to the Sales Invoice like any other service
  • Consumables can be billed as a separate line on the invoice (“Invoice Separately as Consumables” setting)
See Billing and Finance for the full billing process.

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Field Guide: Clinical Procedure

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Troubleshooting

A procedure record was not created when I submitted the consultation Check that “Submit Orders on Save” is enabled in Healthcare Settings. If it is off, the lab and procedure records are not auto-created and must be made manually. I cannot change the status to Completed Make sure all mandatory fields are filled in and that the patient is assigned. Partially filled records cannot be submitted. The consumables stock is not being deducted Check that “Consume Stock” is ticked on the Clinical Procedure record and on the template, and that the warehouse is selected. The procedure appears in the patient history but not in billing The Invoiced field is still unticked. Add the procedure to a Sales Invoice, then submit the invoice. The Invoiced field ticks automatically.

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Best Practices

  • Set up templates for every common procedure before going live - creating a procedure without a template means you may miss billing items or consumable tracking
  • Mark procedures as Completed and submit them the same day they are performed - leaving them in Draft means they will not appear in the patient’s history or billing queue
  • If your clinic uses the same consumable quantities for a procedure every time, put those defaults in the template rather than adjusting each time manually
  • Use Pre-op and Post-op nursing checklist templates for any procedure that has a standard preparation or recovery protocol