Healthcare Settings

Healthcare Settings is where the system administrator controls how the entire Rehabilitation Center system behaves. It is a single record that applies to the whole center. Changes here take effect immediately across all modules.

Before You Start

You must have the Healthcare Administrator or System Manager role.
Go to: Healthcare workspace → Settings card → Healthcare Settings

Healthcare Settings form showing grouped sections for registration, billing, notifications, and lab settings

Section 1: Registration

Setting	What It Does
Collect Fee for Patient Registration	Turn on to charge patients when they are first registered
Registration Fee	The amount to charge for new patient registration
Registration Item	The billing item used for the registration charge

Section 2: Outpatient and Follow-up Rules

Setting	What It Does
Valid Number of Days	The number of days a paid consultation fee covers follow-up visits
Enable Free Follow-ups	Turn on to allow free follow-up visits within the valid days window
Number of Patient Encounters in Valid Days	How many free follow-ups the patient gets within the valid period
Out Patient Consulting Charge Item	The billing item used when charging outpatient consultations

Section 3: Inpatient Settings

Setting	What It Does
Inpatient Visit Charge Item	The billing item used when a doctor visits an inpatient
Allow Discharge Despite Unbilled Healthcare Services	If on, patients can be discharged even if some services are not yet invoiced
Do Not Bill Patient Encounters for Inpatients	If on, inpatient consultation visits are not separately charged

Section 4: Lab and Diagnostic Settings

Setting	What It Does
Do Not Print or Email Lab Tests Without Approval	If on, results cannot be sent to patients until a LabTest Approver approves them
Create Lab Test(s) on Sales Invoice Submission	If on, a Lab Test record is created automatically when the invoice is submitted
Create Sample Collection for Lab Test	If on, a Sample Collection document is auto-created when a lab test is created
Create Observation(s) on Sales Invoice Submission	If on, Observation records are created when the invoice is submitted
Default Code System	The medical coding standard used by default (e.g., ICD-10)

Section 5: Billing and Service Request Rules

Setting	What It Does
Process Service Request Only If Billing Status Is Paid	If on, therapy and lab orders are not processed until the patient has paid
Show Payment Popup	If on, a payment collection box appears at key moments (registration, appointment, etc.)
Link Customer to Patient	If on, a customer record (for billing) is automatically created or linked when a patient is registered

Section 6: Notifications and Reminders

Setting	What It Does
Send Registration Message	Whether to send an SMS/message when a patient is first registered
Registration Message	The text of the registration message
Send Appointment Confirmation	Whether to send a confirmation when an appointment is booked
Appointment Confirmation Message	The text of the confirmation message
Avoid Confirmation	If on, skip confirmation for direct (walk-in) bookings
Send Appointment Reminder	Whether to send a reminder before the appointment
Appointment Reminder Message	The text of the reminder message
Remind Before	How far in advance to send the reminder (e.g., 01:00:00 = 1 hour before)
Result Printed Message	SMS text to send when a lab result is printed
Result Emailed Message	SMS text to send when a lab result is emailed

Section 7: Nursing and Compliance

Setting	What It Does
Validate Nursing Checklists	If on, nursing checklists must be completed before a therapy session can be submitted

Section 8: Accounts

Setting	What It Does
Income Account	The income account for healthcare services (linked per company)
Receivable Account	The receivable account for patient billing (linked per company)
Employee Name and Designation in Print	Show the lab technician’s name and title on printed lab reports
Custom Signature in Print	A custom text or signature block for printed documents

Field Guide: Healthcare Settings

Field	Type	What It Controls
Collect Registration Fee	Toggle	Registration fee on/off
Registration Fee	Currency	Amount to charge
Valid Number of Days	Number	Free follow-up window in days
Enable Free Follow-ups	Toggle	Follow-up fee waiver
Max Visits	Number	How many free follow-ups in the window
Inpatient Visit Charge Item	Link	Inpatient doctor visit billing item
Lab Test Approval Required	Toggle	Mandatory approval before releasing results
Show Payment Popup	Toggle	Payment collection prompt
Send Appointment Confirmation	Toggle	Confirmation message on booking
Appointment Confirmation Message	Text	The confirmation message content
Send Appointment Reminder	Toggle	Reminder message before appointment
Appointment Reminder Message	Text	The reminder message content
Remind Before	Time	How early to send the reminder
Validate Nursing Checklists	Toggle	Enforce nursing task completion
Allow Discharge Despite Unbilled Services	Toggle	Discharge without full billing clearance
Process Service Request Only If Paid	Toggle	Block service until payment confirmed

Recommended Settings for a Rehabilitation Center

Setting	Recommended
Send Appointment Confirmation	On
Send Appointment Reminder	On (set to 24 hours or 2 hours before)
Do Not Print or Email Lab Tests Without Approval	On (protects patient safety)
Enable Free Follow-ups	Optional (depends on your pricing model)
Process Service Request Only If Paid	Optional (depends on whether your center requires upfront payment)
Show Payment Popup	On
Validate Nursing Checklists	On if nursing compliance is important
Allow Discharge Despite Unbilled Services	Off (ensures billing is complete before discharge)

Troubleshooting

Appointment reminders are not being sent Check that “Send Appointment Reminder” is on and that “Remind Before” is set. Also verify that the patient’s mobile number is correct. SMS delivery also depends on the SMS gateway configuration (ask your system Admin). Lab results are being emailed without approval “Do Not Print or Email Lab Tests Without Approval” must be on. If it was recently turned on, existing approved tests are not affected. The payment popup is not appearing Turn on “Show Payment Popup” in this settings record. A patient was discharged with unpaid services “Allow Discharge Despite Unbilled Services” may be on. Turn it off to prevent this in future.

Best Practices

Review Healthcare Settings when the center first goes live and whenever a new service type is added
Turn on appointment reminders as early as possible - reduced no-shows are worth the initial setup time
Enable lab approval to protect patient safety - an unapproved result that is accidentally sent can cause serious harm
Document any changes to Healthcare Settings in your change log so future administrators understand why settings are the way they are

Appointments: Appointment confirmation and reminder settings affect this
Laboratory: Lab approval settings are configured here
Billing and Finance: Most billing rules are set here
Inpatient Management: Discharge and inpatient billing settings are here

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Before You Start

Section 1: Registration

Section 2: Outpatient and Follow-up Rules

Section 3: Inpatient Settings

Section 4: Lab and Diagnostic Settings

Section 5: Billing and Service Request Rules

Section 6: Notifications and Reminders

Section 7: Nursing and Compliance

Section 8: Accounts

Field Guide: Healthcare Settings

Recommended Settings for a Rehabilitation Center

Troubleshooting

Best Practices

​Before You Start

​Section 1: Registration

​Section 2: Outpatient and Follow-up Rules

​Section 3: Inpatient Settings

​Section 4: Lab and Diagnostic Settings

​Section 5: Billing and Service Request Rules

​Section 6: Notifications and Reminders

​Section 7: Nursing and Compliance

​Section 8: Accounts

​Field Guide: Healthcare Settings

​Recommended Settings for a Rehabilitation Center

​Troubleshooting

​Best Practices

​Related Features

Before You Start

Section 1: Registration

Section 2: Outpatient and Follow-up Rules

Section 3: Inpatient Settings

Section 4: Lab and Diagnostic Settings

Section 5: Billing and Service Request Rules

Section 6: Notifications and Reminders

Section 7: Nursing and Compliance

Section 8: Accounts

Field Guide: Healthcare Settings

Recommended Settings for a Rehabilitation Center

Troubleshooting

Best Practices

Related Features