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This page covers every monitoring and reporting tool in the clinic system: the live counters on the workspace, the appointment chart, the analytics dashboard, the three built-in reports, and the automated notifications that run in the background.

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Number Cards

Number cards are the live counters at the top of the Healthcare workspace. Each one reflects the current state of the clinic right now.

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Total Patients

What it answers: How many active patients are registered in the clinic? Why it matters: Tracks your overall patient base. A growing number over time means the clinic is expanding. Sudden drops may indicate records being incorrectly deactivated. Who checks it: Healthcare Administrator, Clinic Manager Where it is: Healthcare workspace, first number card How the count changes: Goes up when a new Patient record is created with status = Active. Goes down when a patient’s status is changed to Disabled.

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Total Patients Admitted

What it answers: How many patients are currently admitted to a bed right now? Why it matters: Gives the nursing team an instant view of inpatient census. Use this to plan staffing and ensure enough nurses are on duty. Who checks it: Nursing User, Healthcare Administrator Where it is: Healthcare workspace, second number card How the count changes: Goes up when an Inpatient Record is created and the patient is assigned a bed. Goes down when the Inpatient Record is discharged and submitted.

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Open Appointments

What it answers: How many appointments are in Open status right now? Why it matters: “Open” means the patient has arrived but has not yet been seen by the doctor. A high number means patients are waiting. A number that stays high into the afternoon means the clinic is running behind schedule. Who checks it: Reception, Doctors, Healthcare Administrator Where it is: Healthcare workspace, third number card How the count changes: Goes up when an appointment is checked in (status moves to Open). Goes down when the consultation is completed and the appointment is Closed.

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Appointments to Bill

What it answers: How many completed appointments have not yet been invoiced? Why it matters: This is your daily billing checklist. Every completed appointment should result in an invoice. When this number is zero, billing for the day is caught up. A number that grows over multiple days means revenue is being lost. Who checks it: Billing team, Healthcare Administrator Where it is: Healthcare workspace, fourth number card How the count changes: Goes up when an appointment is completed but the Invoiced field is not ticked. Goes down when a Sales Invoice is submitted for that appointment and the Invoiced field is ticked automatically.

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Workspace Chart

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Patient Appointments (Line/Bar Chart)

What it answers: How many appointments were booked each day over the past weeks? Why it matters: Reveals booking volume trends. Useful for planning staffing, identifying the busiest days of the week, and spotting growth or decline in patient visits. Who checks it: Healthcare Administrator, Clinic Manager Where it is: Healthcare workspace, below the number cards How to read it: Each bar represents one day. The height shows the number of appointments. Cancelled appointments are excluded.

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Analytics Dashboard Charts

Click the Dashboard shortcut on the workspace to open the analytics dashboard. These charts update dynamically based on all records in the system.

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Clinical Procedures (By Type)

What it answers: Which procedures are performed most often at the clinic? Why it matters: Helps identify which procedure rooms and equipment are used most. Informs purchasing decisions and staffing for procedural staff. Who checks it: Healthcare Administrator, Clinic Manager Where it is: Healthcare Dashboard

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Clinical Procedures Status

What it answers: What is the status breakdown of all clinical procedures? Why it matters: Shows how many procedures are in progress, pending, or completed. Pending procedures that should be complete may indicate workflow gaps. Who checks it: Healthcare Practitioner, Healthcare Administrator Where it is: Healthcare Dashboard

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Department-wise Patient Appointments

What it answers: Which departments see the most patients? Why it matters: Guides department resourcing - if one department consistently has more appointments than others, it may need more doctors or longer hours. Who checks it: Healthcare Administrator Where it is: Healthcare Dashboard

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Diagnoses

What it answers: Which diagnoses are most commonly recorded in consultations? Why it matters: Clinical insight for the clinic team - shows what conditions the patient population most frequently presents with. Useful for planning health campaigns and stocking medications. Who checks it: Healthcare Practitioner, Healthcare Administrator Where it is: Healthcare Dashboard

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Inpatient Status

What it answers: What is the current breakdown of inpatient records by status? Why it matters: Shows how many admissions are active, discharged, or cancelled. Useful for the nursing team to understand current bed utilisation. Who checks it: Nursing User, Healthcare Administrator Where it is: Healthcare Dashboard

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Lab Tests (By Type)

What it answers: Which lab tests are ordered most frequently? Why it matters: Helps the lab team plan reagent stock and staffing. A spike in a particular test may indicate a seasonal illness pattern. Who checks it: Laboratory User, Healthcare Administrator Where it is: Healthcare Dashboard

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Symptoms

What it answers: Which patient complaints (symptoms) are recorded most often in consultations? Why it matters: Reveals what patients are most commonly coming in for. May indicate community health trends that warrant a proactive response. Who checks it: Healthcare Practitioner, Healthcare Administrator Where it is: Healthcare Dashboard

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Built-in Reports

These three reports are found in the Healthcare workspace under the Reports card.

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Patient Appointment Analytics

What it answers: How are appointment volumes distributed across doctors, departments, appointment types, or time periods? Why it matters: A detailed version of the appointment chart. Filter by department to see which specialty is busiest, or by practitioner to compare workloads. Who uses it: Healthcare Administrator, Clinic Manager Typical use case: Monthly review of appointment volumes by department to plan the following month’s doctor schedules. Where to find it: Healthcare workspace → Reports card → Patient Appointment Analytics Filters available: From date, To date, Practitioner, Department, Appointment Type, Range (Monthly, Quarterly, etc.)

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Lab Test Report

What it answers: What is the status of all lab tests in a given period? Why it matters: Identifies tests where samples were collected but results not yet entered, or results entered but not yet approved - preventing delays in patient care. Who uses it: Laboratory User, LabTest Approver, Healthcare Administrator Typical use case: Daily lab review to find pending tests and clear the backlog before end of day. Where to find it: Healthcare workspace → Reports card → Lab Test Report Filters available: Patient, Practitioner, test type, status, date range
What it answers: Which diagnoses are increasing or decreasing in frequency over a time period? Why it matters: Clinical intelligence for the doctor team. Identifies conditions that are becoming more prevalent in the patient population. Useful for health awareness campaigns and medication stock planning. Who uses it: Healthcare Practitioner (senior), Healthcare Administrator Typical use case: Quarterly review to identify seasonal illness trends and adjust stock. Where to find it: Healthcare workspace → Reports card → Diagnosis Trends Filters available: From date, To date, Range (Monthly, Quarterly, etc.)

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Inpatient Medication Orders (Report)

What it answers: Which inpatient medication doses are pending administration and which have been given? Why it matters: A safety report for nursing staff to ensure no dose is missed for admitted patients. Who uses it: Nursing User, Healthcare Administrator Typical use case: Morning and evening nursing rounds - run the report to see all pending medication orders for the shift. Where to find it: Healthcare workspace → Reports card → Inpatient Medication Orders

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Automated Notifications and Scheduled Actions

These run in the background without anyone needing to trigger them.

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Appointment Confirmation SMS

Trigger: When a Patient Appointment is saved (created or updated) Recipient: The patient (sent to the mobile number on the Patient record) Message: Configured in Healthcare Settings → Appointment Confirmation Message Purpose: Confirms the appointment to the patient immediately after booking, reducing confusion about timing and location Expected action: None - fully automatic. If a patient calls to ask about their booking, the confirmation SMS is the reference point. Configuration: Turn on in Healthcare Settings → Appointment Confirmation toggle

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Appointment Reminder SMS

Trigger: Runs continuously in the background. Sends a reminder when the appointment time is within the “Remind Before” window set in Healthcare Settings. Recipient: The patient Message: Configured in Healthcare Settings → Appointment Reminder Message Purpose: Reduces no-shows by reminding patients in advance. Common setting is “Remind 2 hours before.” Expected action: None - fully automatic. Each appointment is only reminded once (the “Reminded” field on the appointment ticks automatically). Configuration: Turn on in Healthcare Settings → Appointment Reminder toggle, and set the “Remind Before” time

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Daily Appointment Status Update

Trigger: Runs once every day (scheduled job) What it does: Automatically updates the status of appointments based on whether they are in the past and their current state. Appointments that passed without being attended may be marked as “No Show.” Purpose: Keeps the appointment list accurate without manual intervention. Who is affected: All appointment records that are not already Closed or Cancelled.

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Fee Validity Expiry Check

Trigger: Runs once every day (scheduled job) What it does: Checks all Fee Validity records and marks them as “Expired” if their valid-till date has passed. Purpose: Ensures free follow-ups are only given within the agreed window. Prevents staff from accidentally waiving consultation fees on visits that are outside the valid period. Who is affected: All active Fee Validity records.

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Medical Record Auto-Sync

Trigger: Any time a clinical record is submitted, cancelled, or updated (appointment, consultation, lab test, vital signs, etc.) What it does: Automatically creates, updates, or removes an entry in the Patient’s medical record timeline (Patient History). Purpose: Keeps the patient’s history page up to date in real time without any manual action. Who is affected: Every patient who has any record submitted against them.

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Lab Result SMS Notifications

Trigger: When a Lab Test result is printed or emailed Recipient: The patient Messages: Configured in Healthcare Settings → “Result Printed Message” and “Result Emailed Message” Purpose: Notifies the patient that their results are ready so they can collect or review them. Configuration: Set the message text in Healthcare Settings. The notification fires automatically when the print or email action is used on the Lab Test record.