> ## 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.
# Clinical Procedures
> How to set up procedure templates, record in-clinic procedures, track materials used, and bill for procedures separately from the consultation.
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.
***
## 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.
***
## 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
| Field | What to Enter |
| ---------------------------------- | --------------------------------------------------------------------- |
| Template Name | Name of the procedure (e.g., "ECG", "IM Injection", "Wound Dressing") |
| Item Group | Which billing category this belongs to |
| Is Billable | Tick if this procedure generates a billing charge |
| Rate | Standard fee for this procedure |
| Description | Brief description of what the procedure involves |
| Allow Stock Consumption | Tick if this procedure uses consumable items from inventory |
| Items | Table of consumables used (add each item, quantity) |
| Sample | If a sample needs to be collected as part of the procedure |
| Patient Care Type | Inpatient or Outpatient |
| Pre-op Nursing Checklist Template | Standard nursing checks before the procedure |
| Post-op Nursing Checklist Template | Standard nursing checks after the procedure |
2. Save the template
***
## 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.
***
## 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
2. Fill in the details:
| Field | What to Enter |
| ----------------------- | ----------------------------------------------- |
| Patient | The patient receiving the procedure |
| Procedure Template | The type of procedure (from the template setup) |
| Healthcare Practitioner | The doctor or nurse performing it |
| Medical Department | The department |
| Service Unit | The room or bay where it takes place |
| Start Date | Date of the procedure |
| Start Time | Time the procedure starts |
| Notes | Any notes about the specific procedure |
3. Save
Status is set to **Draft** initially.
***
## 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.
***
## Procedure Statuses
| Status | What It Means |
| ----------- | ---------------------------------------- |
| Draft | Record created but procedure not started |
| In Progress | Procedure is currently being performed |
| Completed | Procedure finished successfully |
| Pending | Ordered but not yet started |
| Submitted | Finalised and locked |
| Cancelled | Procedure cancelled before or during |
***
## 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](/health-wellness/general-clinic/billing-finance) for the full billing process.
***
## Field Guide: Clinical Procedure
| Field | What It Contains |
| ----------------------- | -------------------------------------------------------- |
| Patient | The patient undergoing the procedure |
| Procedure Template | The template that defines the procedure type |
| Healthcare Practitioner | The person performing the procedure |
| Medical Department | Department responsible |
| Service Unit | Room or bay where it takes place |
| Start Date / Time | When the procedure was performed |
| Status | Current stage (Draft, In Progress, Completed, Submitted) |
| Invoiced | Whether the procedure fee has been billed |
| Notes | Free text procedure notes |
| Items (Consumables) | Table of materials used with quantities |
| Consume Stock | Whether stock is deducted from inventory for consumables |
| Consumable Total Amount | Total cost of materials used |
| Consumption Invoiced | Whether consumable costs have been billed |
***
## 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.
***
## 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
***
## Related Features
* [Consultations](/health-wellness/general-clinic/consultations): Procedures are usually ordered from a consultation
* [Billing and Finance](/health-wellness/general-clinic/billing-finance): Procedures are billed separately from consultation fees
* [Inpatient Management](/health-wellness/general-clinic/inpatient-management): Procedures can also be ordered for admitted patients