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As a receptionist, you are the hub of the front desk. This guide covers booking appointments, checking patients in, and handling payments.

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Before you start

  • Your clinic admin must invite you to the clinic.
  • You must accept the invitation and log in.

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Step 1: Book an appointment

Open the Calendar and click New Appointment.
  • Choose the patient, doctor, procedure, and room.
  • Set the duration.
  • Add any notes.
  • Save.
If you do not know which doctor will see the patient yet, leave the doctor field empty to create an unassigned appointment. How to book appointments →

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Step 2: Register a new patient

If the patient is new, go to Patients → Add Patient and enter their details.
  • Only tick Provide portal access if the patient needs to log into the portal. This uses a portal seat.
  • Fill in medical history if the patient provides it.
How to add a patient →

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Step 3: Check patients in

When a patient arrives, open their appointment and change the status to Checked In. The doctor will see the patient is ready.

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Step 4: Create invoices and record payments

After the doctor finishes the visit:
  • Create an invoice from the appointment’s Billing tab or the Invoices module.
  • The total is checked against your clinic’s safety cap.
  • Record the payment.
  • A receipt is generated automatically.
How invoices work →
How receipts work →

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Step 5: Send reminders and follow-ups

If your clinic uses WhatsApp, confirmations and reminders can send automatically. You can also send manual messages from the WhatsApp inbox. How WhatsApp works →

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Common next steps

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Need help?

Email us at [email protected] or open a ticket from Settings → Support.