CareClinic Clinic management system Philippines Register a clinic

Getting Started

Your clinic is live. This page walks the person who runs it — the clinic administrator — and the doctors through everything worth setting up on the first day. Tick the boxes as you go; your progress is remembered on this device.

Your setup checklist

Steps 1–9 work on every plan. Steps 10–11 apply only to the extra modules your clinic has switched on.

Core setup — every clinic

1Sign in and change your password
2Set your clinic name, address and branding
3Name your Data Protection Officer and set the sign-in policy
4Add your doctors and staff, and check their roles
5Build your departments, services and prices
6Set clinic hours and each doctor’s availability
7Register your first patient and book the first appointment
8Doctors: complete your own profile and e-signature
9Optional: go live on the public directory and take online bookings

Add-on modules — only if enabled

10Check which modules are on, and request the ones you need
11Upload inventory items and pharmacy counter prices, then set up each enabled module
12Know where to get help

diversity_3 A guide for each role

Send these to your colleagues. Each one covers that role’s first sign-in, their day-to-day screens, and what they can and cannot do.

admin_panel_settingsAdministrator

Set the clinic up, add the people, decide who can do what.

 stethoscopeDoctor

Your profile and signature, then consultations, records and prescriptions.

 vaccinesNurse

Intake, vitals and support around each consultation.

 support_agentReceptionist

Register patients, book the day, handle online requests.

 point_of_saleCashier

Collect payments, print receipts, close the day clean.

 pillPharmacist

Stock, batches and expiry, dispensing, the counter.

 account_balanceAccountant

Prices, revenue, disbursements and the day-end figures.

 biotechLab Technician

Work the order queue, record results, flag critical values.

 radiologyRadiologic Technologist

Take the study, upload the images, keep the catalog straight.
Inside the app the same guides carry your clinic’s own logo and colours, under Help › Getting Started.

login 1. Sign in and change your password

Everything happens at your clinic’s own web address, for example yourclinic.careclinic.ph. The welcome email that brought you here contains that address.

First sign-in

  1. Open your clinic address and use the Sign in screen.
  2. Enter the email and the temporary password from your welcome email.
  3. Open My Profile from the account menu, then select Change Password. Some starter accounts are required to do this before anything else opens.
Extra protection: turn on two-step sign-in for yourself at My Profile › Two-step sign-in, and keep the backup codes somewhere safe.

storefront 2. Clinic name, address and branding Administrator

These details print on receipts, prescriptions, certificates and every PDF your clinic issues, so do them before anyone starts seeing patients.

What to fill in

  1. Settings › Appearance — clinic name, address, phone and email, plus your colours and layout.
  2. Upload your logo on the same page. It appears in the app and on the public directory.
  3. Upload a PDF letterhead under Settings › Appearance › Clinic Letterhead. It is printed at the top of every generated document.

shield 3. Data Protection Officer and sign-in policy Administrator

A clinic holding patient records must publish a Data Protection Officer (Data Privacy Act, RA 10173). Do this before you enter real patients.

Three settings

  • Settings › Privacy & Security — the name, email and phone of your Data Protection Officer. This is shown to patients.
  • Under Settings › Privacy & Security › Two-step sign-in, require two-step sign-in for chosen roles. Anyone in a covered role is asked to enrol at their next sign-in.
  • Settings › Record Access Log — who opened which patient record. Give this to your privacy officer; it is a separate permission from the other settings.
Lost phone? An administrator can clear a staff member’s second factor from that person’s account page, so nobody is locked out permanently.

groups 4. Doctors, staff and roles Administrator

Your clinic starts with eight ready-made roles — administrator, doctor, nurse, receptionist, cashier, pharmacist and so on. A role decides which menus a person sees.

Adding people

  1. Review the roles at Settings › Roles. Adjust one, or add your own, before you invite anybody.
  2. Add doctors with Staff › Doctors › Add Doctor, and everyone else with Staff › Staff › Add Staff. Each person is emailed a temporary password.
  3. Doctors who found you on the public directory and asked to join appear under Staff › Doctor Requests, or in the notice shown on the doctors page.
Note: doctors can view and update patients but cannot register new ones — that belongs to reception. Change it on the role if your clinic works differently.

medical_services 5. Departments, services and prices Administrator

A new clinic is seeded with exactly one department, Clinic, holding one service, Consultation. Everything a patient can be booked or billed for comes from this catalog, so build it out early.

Build the catalog

  1. Departments › Departments › New Department — create your real departments, then add the services under each one, with the time a visit takes.
  2. Assign doctors and staff to the departments they work in.
  3. Departments › Service Packages › New Package — optional bundles, such as an annual physical exam, sold as one item.
  4. Accounting › Price Display — choose which prices patients see when booking online.
Prices: if the Accounting module is on, the billed amounts live under Accounting › Service Pricing and Accounting › Package Pricing. See step 11.

schedule 6. Clinic hours and doctor availability Administrator

Booking slots come from two layers: the clinic is open, and a doctor is available. Both must be set or the calendar shows nothing.

Two layers

  1. Settings › Availability — the weekly opening hours, plus holidays and closed dates.
  2. Staff › Doctors › a doctor › Availability — that doctor’s own days and times. Doctors can also set this themselves; see step 8.
  3. Settings › Calendar Invitations — optional: email a calendar invitation with each confirmed appointment.

how_to_reg 7. Your first patient and first visit

A dry run end to end takes about five minutes and proves the setup works. Patients, appointments, medical records and prescriptions are available to every clinic from day one.

The round trip

  1. Clinical › Patients › New Patient — register a test patient. Manual: Patients
  2. Clinical › Appointments › New Appointment — book them with a doctor and a service. Manual: Appointments
  3. The doctor opens the appointment and writes the consultation notes. Manual: Medical Records
  4. The doctor issues a prescription from the same visit. Manual: Prescriptions
  5. Delete the test patient afterwards, or keep it as a practice record for training.
A prescription needs notes first: the doctor records the diagnosis and treatment on the visit before the prescription form will open.

stethoscope 8. For doctors: your own profile Doctor

Every doctor does this once, personally, from Account menu › My Profile. Nobody else can do it for you.

Fill in, in this order

  1. Name and display name. The display name replaces your name everywhere it is printed, including on every PDF — use the exact form you want patients to read.
  2. Specialization and licence numbers — PRC licence, PTR, and S2 if you prescribe dangerous drugs. These print on your prescriptions.
  3. Photo — shown to patients when they book.
  4. E-signature — upload a signature image. Until you do, prescriptions, certificates and physical-exam forms print without a signature.
  5. Your availability — the days and times you consult.
  6. Your services — which of the clinic’s services you perform. Patients booking you online can only pick from these.
  7. Two-step sign-in under My Profile › Two-step sign-in, and a counter PIN with the Manage PIN button if your clinic runs a pharmacy counter.
On the go: the CareClinic doctor app for Android shows your day, your patients’ records and the documents waiting for your signature. Find it on Resources.

public 9. Public listing and online booking Administrator

Optional, and off until you switch it on. Two separate switches must both be on before a doctor appears in the public directory.

Both switches

  1. Settings › Public Visibility — list the clinic publicly.
  2. Each doctor ticks show me in the public directory on their own Account menu › My Profile.
  3. Test the patient-facing flow with the Book an Appointment button on your public clinic page. Requests arrive under Clinical › Booking Requests for the front desk to confirm.
Before you publish: finish steps 2, 5 and 6 first — a listing with no logo, no services and no opening hours cannot be booked.
Not ready to take bookings yet? The same Settings › Public Visibility page carries an Online Booking switch. Turn it off and your page still shows the clinic, its doctors, services and opening hours — but every Book button disappears and visitors read a short message instead. Write your own message, or leave it blank for the default. Bookings already in the system are unaffected.

extension 10. Which modules are switched on Administrator

CareClinic is a core clinic system plus optional modules. Not everything you see in the manual is switched on for your clinic.

On from day one

Patients, Medical Records, Prescriptions and Appointments — including departments, services, staff, the cashier screen and patient charges. Everything in steps 1–9 works with no extra module.

Off until requested

Billing, Accounting, Laboratory, Inventory, Pharmacy Counter, Reports, Notifications and Dental.

  1. See what is on at Settings › Modules. That page shows status only — it cannot switch a module on.
  2. Ask for a module at Subscription › Subscription › Add-ons, or contact the CareClinic team.
  3. Some modules are included in higher plans — compare them on Pricing and Modules.
If a module is off: its menu entry is hidden, and opening the address directly returns you to the dashboard with a message. Nothing is broken — it simply is not part of your subscription yet.

tune 11. Setting up each module Administrator

Skip any row your clinic does not have. Each one links to the part of the manual that explains the day-to-day work.

ModuleWhat it addsFirst thing to doManual
Billing Your CareClinic subscription, invoices and payments. Subscription › Subscription — check the plan and billing contact. Subscription
Accounting Prices, revenue reports and cash disbursements. Price the catalog under Accounting › Service Pricing and Accounting › Package Pricing. Billing & Cashier
Laboratory Test catalog, orders, results and critical-value alerts. The catalog starts empty. Add tests at Laboratory › Test Catalog, then mirror them as billable services from Departments › Departments. Laboratory
Inventory Medicine and supply stock, batches, expiry and dispensing. Open Pharmacy › Inventory and select Import to upload items, brands and opening batches from a spreadsheet. Pharmacy & Inventory
Pharmacy Counter Over-the-counter selling at a till. Needs Inventory as well. Add a Counter Prices sheet to the inventory upload, then enrol the till at Settings › Pharmacy Terminals. Pharmacy Counter
Reports Clinical analytics across your patient population. Open Clinical › Analytics once it is enabled — nothing to set up. Clinical Analytics
Notifications In-app alerts and mobile push for doctors. Each person tunes their own alerts; doctors sign in to the mobile app to receive push. —
Dental A tooth chart on each visit, with per-surface findings. Already on for dental practices. Open any appointment to chart. Dental

Extras that need no module

  • Medical certificates — design your own wording at Settings › Certificate Templates. Manual
  • Annual physical exams — forms at Settings › APE Templates, bulk results at Settings › Import APE Results. Manual
  • Import an existing patient list from a spreadsheet with Clinical › Patients › Import from spreadsheet.
  • Extra patient fields of your own at Patient Fields.
  • Employers and HMOs — link patients to the company that covers them at the Companies control on a patient’s profile. Manual

help 12. Where to get help

  • User Manual — the full, searchable guide, task by task and role by role. It is also inside the app under Help › User Manual.
  • FAQ — short answers to common questions.
  • Resources — the doctor mobile app and other downloads.
  • Contact us — for anything the pages above do not cover, including switching on a module.
Keep this page: bookmark it, and send it to every new administrator or doctor who joins your clinic.