Number Cards (Workspace Dashboard)
Number cards appear at the top of the Healthcare workspace and update automatically.Total Patients (Active)
What it answers: How many patients does the center currently have on its books? Who uses it: Center Manager, Healthcare Administrator Typical use: Track center growth month over month. If the number is declining, investigate whether patients are completing therapy and being discharged, or whether they are dropping out. Where: Healthcare workspace, top rowTotal Patients Admitted
What it answers: How many patients are currently admitted as inpatients right now? Who uses it: Duty Doctor, Nursing In-charge, Administrator Typical use: The nursing in-charge checks this every morning to know how many patients need nursing rounds and medication administration today. Where: Healthcare workspace, top rowOpen Appointments
What it answers: How many appointments are booked for today (or upcoming) and have not yet been attended? Who uses it: Front Desk, Triage Staff Typical use: The front desk uses this to prepare the waiting room and check patients in as they arrive. A high count of Open appointments at the end of the day means several patients did not attend (no-shows) - worth reviewing. Where: Healthcare workspace, top rowAppointments to Bill
What it answers: How many completed appointments have not yet been invoiced? Who uses it: Billing Team, Healthcare Administrator Typical use: The billing team checks this every afternoon and creates invoices for all unbilled appointments. A number higher than expected means some appointments were completed but billing was not triggered - these are revenue leaks. Where: Healthcare workspace, top rowDashboard Chart
Patient Appointments Chart
What it answers: How many appointments were booked or completed over the recent period? Who uses it: Manager, Healthcare Administrator Typical use: Used in weekly reviews to spot trends - busy days, slow days, and whether appointment volume is growing. Can also reveal if a practitioner’s availability is a bottleneck. Where: Healthcare workspace, below the number cardsStandard Reports
Reports are found under the Reports card at the bottom of the Healthcare workspace.Patient Appointment Analytics
What it answers: How are appointments distributed across practitioners, departments, appointment types, and time periods? Who uses it: Healthcare Administrator, Center Manager Business purpose: Identify which practitioners are overloaded, which time slots are always empty, and whether certain appointment types are growing. Use this to optimize the schedule and add capacity where it is needed. Typical use: A manager runs this monthly to see if the physiotherapy department is running at capacity and whether they need to hire another therapist. Where: Healthcare workspace → Reports card → Patient Appointment Analytics Roles who can access: Healthcare Administrator, LabTest Approver, Physician, Nursing UserDiagnosis Trends
What it answers: Which diagnoses are most common in the center during a given period? Who uses it: Physician, Healthcare Administrator, Clinical Lead Business purpose: Understand the clinical profile of the patient population. If knee injuries are increasing, the center may need more physiotherapists trained in orthopedic rehabilitation. If neurological cases are growing, the speech therapy service may need to expand. Typical use: The clinical head reviews this quarterly to guide hiring, training, and equipment purchase decisions. Where: Healthcare workspace → Reports card → Diagnosis Trends Roles who can access: Healthcare Administrator, Nursing User, Physician, System ManagerLab Test Report
What it answers: What is the status of all lab tests ordered in a period - which are pending sample collection, which have results entered, which are approved, which have been sent to patients? Who uses it: Lab Approver, Lab Technician, Healthcare Administrator Business purpose: Identify bottlenecks in the lab pipeline. If many tests are in “Results Entered” status without moving to “Approved”, the approval process needs attention. If many samples are pending collection, the phlebotomy team may be under-resourced. Typical use: The lab manager reviews this daily to ensure no test result is sitting unapproved and unsent. Where: Healthcare workspace → Reports card → Lab Test Report Roles who can access: Laboratory User, Nursing User, LabTest Approver, Healthcare AdministratorInpatient Medication Orders
What it answers: Which medication orders for inpatients are pending, administered, or missed? Who uses it: Nursing In-charge, Duty Doctor Business purpose: Ensure no medication dose is missed for any admitted patient. Patient safety depends on this. Typical use: The nursing in-charge runs this at every shift handover to confirm all pending doses for the incoming shift are identified. Where: Healthcare workspace → Reports card → Inpatient Medication OrdersAutomated Notifications
These run automatically in the background. No one needs to trigger them manually.Appointment Confirmation Notification
Trigger: Automatically sent when a new patient appointment is created Recipient: Patient (via SMS or email) Business purpose: Confirms the appointment details so the patient knows when and where to come. Expected action from patient: Patient reads the message and notes the appointment date, time, and location. Configuration: On/off and message text set in Healthcare Settings → “Send Appointment Confirmation”Appointment Reminder Notification
Trigger: Runs continuously in the background (every few minutes). Sends a reminder to patients whose appointment is coming up within the configured reminder window. Recipient: Patient (via SMS or email) Business purpose: Reduce no-shows. Patients forget appointments, especially when they are weeks away. A reminder sent the day before or a few hours before significantly increases attendance. Expected action from patient: Patient confirms they will attend, or contacts the center to reschedule. Configuration: On/off, message text, and “Remind Before” time in Healthcare Settings → “Send Appointment Reminder”Appointment Status Update (Daily Automatic)
Trigger: Runs once a day automatically Business purpose: Updates the status of appointments that passed without being attended. An appointment that was “Open” at the end of the day becomes “Past” or “No Show” automatically. This keeps the Open Appointments number card accurate. Who is affected: The appointment record status changes; the front desk and manager see accurate counts without manual updates.Fee Validity Expiry Update (Daily Automatic)
Trigger: Runs once a day automatically Business purpose: Marks Fee Validity records as expired when the valid period has passed. This ensures that if a patient’s free follow-up window expired, the system correctly asks for payment at the next visit. Who is affected: Front desk staff see the correct fee status when booking a follow-up.Medical Record Sync (On every document submit/cancel/update)
Trigger: Every time a clinical document (appointment, encounter, therapy session, lab test, etc.) is submitted or changed Business purpose: The Patient Medical Record (patient history) is automatically kept up to date. When a therapist submits a therapy session, it immediately appears in the patient’s history without any manual action. Who benefits: Every staff member who uses Patient History to review a patient’s complete record.Tips for Monitoring Daily Operations
- Start the day with the Healthcare workspace. Check the four number cards - Open Appointments tells you how busy today is, Admitted Patients tells the nurses who needs morning rounds.
- Mid-morning: the billing team checks “Appointments to Bill” after the morning clinic to invoice all completed appointments promptly.
- End of day: the lab team checks the Lab Test Report to confirm all pending results have been approved and sent before staff go home.
- Weekly: the manager runs Patient Appointment Analytics to review practitioner utilization.
- Monthly/Quarterly: the clinical lead runs Diagnosis Trends to understand changes in the patient population.