User Manual

Setting a new clinic up?

This manual explains the day-to-day work. If your clinic was just created and nothing is configured yet, start with the setup checklist instead — it covers branding, staff, services, schedules and the optional modules, in order.

Open the Getting Started checklist

How to sign in

1. Open your clinic's web address in any browser.
2. Click Staff Portal or go to the /login page.
3. Type your email and password, then click Sign In.
4. If you forgot your password, ask your clinic administrator to reset it for you.

Finding your way around

The menu on the left lists everything you are allowed to use. What you see depends on your role (doctor, nurse, receptionist, cashier, pharmacist, and so on) and on which features your clinic has turned on.

• Left menu — jump between sections such as Patients, Appointments, and Settings.
• Top bar — your name, notifications, and the sign-out button.
• If a section is missing, your role may not have access, or the feature is not enabled for your clinic. Ask your administrator.

Who can do what

Each person is given one or more roles. A role decides which menus and buttons appear. Common roles:

• Administrator — full access, manages staff, settings, and billing.
• Doctor — patients, appointments, medical records, prescriptions, lab orders.
• Nurse — patient intake, vitals, supporting clinical notes.
• Receptionist — appointments, patient registration, front-desk charges.
• Cashier — payments, receipts, outstanding balances.
• Pharmacist — inventory and dispensing.
• Radiologic Technologist — takes imaging studies and uploads them; does not sign the read.

Reading the dashboard cards

• Total Patients — everyone registered at your clinic.
• Appointments Today / This Week — upcoming visits. Click to open the filtered list.
• Ushered (Past 30 Days / This Month) — visits that actually took place (completed or in progress).
• Pending Appointments — bookings waiting to be confirmed.

Click any card to jump straight to the related list.

How to register a new patient Reception / Nurse / Doctor

1. Open Patients from the left menu.
2. Click Add Patient (top right).
3. Fill in the name, birth date, sex, civil status and contact number. Sex is required — the clinic's counts and reports are built on it, so the form will not save without one. Email is optional — leave it blank if the patient has none; address is optional too. Civil status defaults to Single.
4. Click Save. The patient now has a profile you can open any time.

How to register a list of people from a spreadsheet Reception / Nurse / Doctor

A list of people from an organisation, a community programme or another system does not need typing in one at a time.

1. Open Patients and click Import from spreadsheet.
2. Choose the file (.xlsx, .xls or .csv) and click Upload & review. Nothing is saved yet.
3. The review screen shows every row. If the file has several tabs, pick the right one under Worksheet.
4. Under each column heading, choose the patient field it holds. Common headings are matched for you. Pick + New custom field… to keep a column the clinic does not track yet, and tick Record ID on the column that identifies each person (such as an ID number).
5. On the second heading row, use + Function… to tidy a column before import — trim or change capitals, pad or format numbers, read dates written in a particular way, or turn an age into a birth date.
6. Each row shows whether it will be added, is already on file, or has a problem. Remove any row you do not want, or use Remove rows with problems.
7. When the counts look right, click the Import button at the bottom of the screen.

A patient needs a name, a birth date and a sex. A single name column written LAST, FIRST MIDDLE is split for you when there are no separate first and last name columns. The table scrolls both ways while the headings and the first column stay in view.

How to find a patient

1. Open Patients.
2. Type part of the name, phone number, or patient ID in the search box.
3. Click the patient's name to open the full profile.

Typing part of a word still works — ann finds Joanne — and every word you add narrows the result, so dela cruz ana is more precise than dela.

Seeing who opened a patient’s record Admin

The system records who opens a patient’s record, not only who changes it. Each entry says who, which part of the record, and when — never what the record said.

1. On the patient’s profile, the Who opened this record card shows the most recent visits.
2. For the whole clinic, open Settings › Record Access Log and filter by patient name, staff member, kind of user, part of the record or date. Start typing a patient’s name to pick one exactly, or press Filter to cover everyone matching it.
3. Use Export to Excel to save the filtered list — for a patient who asks in writing, or for a request from the National Privacy Commission.

Repeat visits by the same person to the same part of a record within a short period count once, so this reads as a list of visits rather than page loads. Reads from an employer or HMO portal appear here too — you hold the record, so you can see who outside the clinic has looked.

A logging failure does not stop a consultation, so a missing entry does not prove that nobody opened the record. If the log screen reports an error, ask your platform operator to investigate before interpreting the results. An entry identifies the account used, not the person's reason for opening the record.

Turning on two-step sign-in

Your password protects the records. A code from your phone protects them when your password does not — because somebody guessed it, reused it, or watched you type it.

1. Open Two-step sign-in from your profile and choose Set up.
2. Scan the square code with any authenticator app (Google Authenticator, Microsoft Authenticator, 1Password, Authy).
3. Type the six digits it shows. Nothing is switched on until that code is accepted, so you cannot lock yourself out by stopping half way.
4. Save the ten recovery codes. They are shown once. Print them and keep them somewhere that is not your phone.

Clinic administrators can make this compulsory for chosen roles under Settings › Privacy & Security. Anyone affected is asked to set it up the next time they open a page — not turned away mid-shift.

Giving a patient a copy of their records

On the patient’s page, use Give patient a copy. You get the whole record two ways:

• Full record (PDF) — one readable document with their details, consultations, prescriptions, released lab results, appointments, certificates and billing. Print it or email it.
• Full record (data file) — the same thing in a form another clinic’s system can import. The patient does not need to open it themselves.

Notes a clinician wrote for their own use are not included, and neither are lab results the laboratory has not released yet. The document says so, so the patient knows what they have and what they can still ask for.

Naming your clinic’s Data Protection Officer Admin

Your clinic holds its patients’ records, so your clinic answers for them. Open Settings › Data Protection Officer and name the person a patient should contact about their own data, with an email or a phone number.

What you enter is published on your clinic’s page in the public directory. Use a role address that survives a staff change — [email protected] rather than someone’s personal inbox.

Why a patient’s data may go to their employer

Linking a patient to a company lets that company’s HR staff read the patient through the employer portal. On the patient’s page, under Companies, open Why this data may be shared and record the authority for each link:

• The patient consented — put in the date they gave it, and where the signed form is kept.
• Required by employment law, treatment or insurance, a legal claim, or protecting life and health — these describe a standing situation and carry no date.

Links made before this existed show as no basis recorded, in red, with a count. That is deliberate — nobody was asked at the time, and saying so is more useful than pretending otherwise.

When a patient asks about their own record Admin

A patient can ask to see what you hold, to have something corrected, to object to how it is used, or to have it removed. Your clinic is the controller, so the answer is yours to give — within 15 working days.

1. Open Settings › Data requests and log it the day it arrives.
2. Put in the date you actually received it. The countdown runs from then, not from when you typed it in.
3. Before answering a request to see, correct, take away or delete a record, record that you have checked who is asking — the button is there for it.
4. When you answer, write what you did. If you refuse, write the reason. Neither is a bare tick.

A request to delete hands off to the usual deletion review, with its archive and its 30-day undo; the entry keeps the link so you can follow it. Anything open and past its date is shown in red at the top of the screen.

How patient details stay protected and searchable

CareClinic encrypts registered identity and clinical fields with key material assigned to your clinic. Protected fields include names, contact details, full birth dates, diagnoses, treatments and registered clinical notes. A copied database or backup does not reveal those protected fields without the clinic key.

Patient search still accepts part of a name or phone number. Exact matching uses one-way clinic-specific codes, while name search uses an encrypted working view with a short lifetime. A search shows the first 200 matches, so add another word or a phone number when the result is broad.

How to update patient details

1. Open the patient's profile.
2. Click Edit, change the information, and click Save.

How to read and answer patient messages Reception / Nurse / Doctor

Patient messaging is off until your clinic turns it on. If you see no Messages entry in the menu and no message box on a patient or appointment, that is why — ask an administrator to switch it on under Settings › Patient Messaging.

Patient messages form one conversation tied to the patient. You can open it from the current appointment, the patient profile, or Clinical › Messages.

1. Watch the message alert bar for new replies. It shows no more than three unread messages; the number beside Messages shows the total.
2. Open Clinical › Messages to see every patient with an unread message.
3. Click the patient. CareClinic opens their current appointment, or their profile when no current appointment exists.
4. Read the thread, type your reply, and click Send message. Opening the thread marks the patient’s messages as read.

The appointment summary shows this conversation where the Notes card used to sit. The booking note remains under Notes farther down the appointment. The patient profile shows the same thread.

New replies appear within a few seconds while the page stays open. Email and push notifications contain no patient name or message text; staff read the content after signing in to Clinic IMS.

How to be told when something happens to a patient

Some patients you want to keep an eye on — a case you are following, a balance you are waiting on, a visit that may be moved. Open the patient’s profile and click Notify me.

1. Tick the kinds of thing you want to hear about: medical records, appointments and rescheduling, billing, payments, medication dispensing, laboratory, or changes to the patient’s own details.
2. Open a group to choose individual events instead of the whole group.
3. Click Save. The button now reads Watching with the number of events you chose.

Alerts arrive in the notification bell at the top of the screen, and as a push notification on the mobile app if you use it. Click through to open the patient.

To change your choices, click the button again — it opens with what you selected last time. To stop, clear every box and save.

The alert itself never names the patient or says anything clinical — it says what kind of thing happened and gives you a link. Opening that link is opening the record, and it is recorded in the Record Access Log like any other look. Watching a patient gives you no access you did not already have; if you cannot open a patient’s file, you cannot ask to be notified about it.

How to book an appointment Reception / Doctor

1. Open Appointments and click New Appointment.
2. Search for the patient by name, phone, or email. Not registered yet? Choose Add new patient from the search results and fill in the short form right there — no need to leave the page.
3. Pick the doctor and the date. The Time list then fills with that doctor's available slots for that date and the chosen appointment length. Times already booked are crossed out. CareClinic checks for existing overlaps again when you save and reports a conflict if the slot is no longer open.
4. Pick a time, or leave it on “To be scheduled” to book without a fixed time.
5. Choose the type (consultation, follow-up, or procedure) and click Save.

How to book an online appointment Reception / Doctor

Use this when the patient attends from wherever they are rather than coming in. They reach the visit through their secure portal link, so the booking needs an email address that works.

1. Book as usual, and tick Online Appointment before saving.
2. An email field appears, already filled in with the address on the patient’s record (or the one you typed for a brand-new patient). Correct it if it is out of date. The booking will not go through without a valid address.
3. Click Book Appointment. The patient is emailed their secure portal link and QR code straight away, and the address is saved to their record.

How to confirm or cancel an appointment

1. Open Appointments and find the visit (use the date filter or search).
2. Open it and choose Confirm, Mark In Progress, Complete, or Cancel as appropriate.

Finding your way around an appointment

Before a visit is started, the appointment page shows Actions and nothing else. There is only one thing to do with a visit nobody has begun — start it — so the rest is kept out of the way.

Once you mark the visit In progress (and for any Completed visit), every section that applies becomes available from the Sections row at the top of the page: the consultation record, availed items, orders, the dental chart, documents, and so on. They stay collapsed until you click one, so you pick what you need instead of scrolling past what you don't.

What patients are sent the day before Automatic

About 24 hours before each appointment, every patient with an email address on file is emailed a reminder — when the visit is, who they are seeing, where to come, and how to reach you if they cannot make it. The appointment is attached as a calendar file, so it goes onto their phone’s calendar; patients on Gmail find it already there.

Nobody has to send these. What the front desk needs to know:

• A patient is never reminded twice about the same visit, however often the reminder run happens.
• Patients with no email address are skipped — and not marked as reminded. Add an address today and tomorrow’s visit still gets its reminder.
• Cancelled and completed visits are left alone, and so are visits still on “To be scheduled” — there is no time to remind anyone of yet.
• The reminder says nothing clinical: who, where and when only.

How to book the next visit while completing this one Reception / Doctor

Agree the return visit while the patient is still with you, instead of chasing them for it afterwards.

1. Open the appointment (it must be in progress) and find Complete at the bottom of the Actions card.
2. Tick Schedule a follow-up appointment. A short form opens.
3. Choose the doctor (the one who saw the patient is already selected) and the date — it must be a day after today.
4. Pick a time from that doctor’s available slots, or leave it on “To be scheduled” to settle the hour later. Booked times are crossed out.
5. Set the length, and say why the patient is coming back (“review of results”, “wound check”).
6. Click Complete. The visit closes and the follow-up appears on the doctor’s schedule.

How to record intake and categorize complaints Reception / Nurse / Doctor

1. Open the appointment and fill in the preliminary information — vitals (height, weight, blood pressure) and the chief complaints.
2. In Complaint Categories, type to search your clinic's list and pick a category, or type a new one and press Enter to add it. You can add several tags to one visit.
3. Click Save Preliminary Info. The tags appear on the visit and feed the clinic's analytics.

How to record what the patient availed Reception / Nurse / Doctor

Every visit has an Availed Items checklist — the record of what the patient actually received. It is also what the patient is billed, so there is no separate billing step.

1. Open the appointment and scroll to Availed Items.
2. Add what the patient received:
   • Add service — start typing to search your services.
   • Add package… — choose a package; it opens up to show every item inside it.
   • Add product — search your pharmacy/supplies inventory.
   • Add custom line — anything not in a catalogue.
3. Tick the box on each line the patient actually availed. Adjust the quantity or price if this visit differs from the standard, and add a comment where it helps — “second dose given”, “patient declined”, “supplied by employer”.
4. Click Save & Bill. The ticked lines go onto the patient's bill and the open charge below updates.

Everything billed on this visit is listed below the checklist — not only the charge still open. A charge already settled at the cashier, one that was voided, and charges raised during the same visit by the laboratory, imaging or the pharmacy counter all appear together, because they share the visit's reference number.

Each one shows its status and its lines — quantity, price, discount, line total — then its total, what has been paid and what is left, with View and, where something is owing, Pay. Above them is the visit's own billed / paid / balance, which is the quickest answer to "what does this patient still owe for today?"

How to handle an online booking request

Patients can request appointments from your clinic's public page. These arrive as requests for you to approve.

1. Open Appointment Requests from the menu.
2. Review the patient's chosen doctor, service, and preferred time.
3. Click Approve to turn it into a real appointment, or Decline with a reason.

Set up the board for the first time

1. Open Settings › Health Board. You need the Manage Health Board permission. Administrators and receptionists receive it by default.
2. Save a 6–12 digit display PIN. The system stores a protected hash, not the digits themselves.
3. Under How patients appear in the queue, keep Reference number unless your clinic has decided that a name format suits the screen’s location and privacy needs.
4. Add a headline and choose whether to show the clinic’s services.
5. Open your-clinic-address/today on the TV or tablet, enter the PIN, then put the browser in full-screen mode.

Start a screen with a kiosk link

1. Open Settings › Health Board and choose Generate kiosk link.
2. Open the complete link on the display device. It authorizes that browser and removes the secret part from the address bar.
3. Keep the link in a password manager or another restricted place. Anyone who can use it can authorize a display without the PIN.

A display opened by PIN or kiosk link stays authorized for 90 days. It does not use a staff account or keep a staff session open.

Add and schedule slides

The board accepts JPEG, PNG and WebP images up to 10 MB, muted MP4 clips up to 20 MB, and HTTPS links from YouTube or Vimeo. You can keep up to 20 slides. A full-bleed photograph no longer needs shrinking before you upload it.

1. Under Media, choose a file or paste one supported video link. Do not supply both.
2. Set how many seconds it stays on screen. The allowed range is 3 to 600 seconds.
3. Use Show from or Show until when the slide belongs to a date range. Leave either side blank for an open-ended schedule.
4. After adding it, change its position, dates or active tick box and choose Save.

Update doctors for today

The board follows each doctor’s availability. A doctor with a visit in progress appears as Consulting, which takes priority over a manual choice.

• Mark out hides a doctor who is unavailable today.
• Mark back shows a doctor who came in outside the normal schedule.
• Follow schedule removes today’s manual choice.

These changes apply only for the current day.

Disconnect displays and fix common problems

• Lost, replaced or misplaced screen: choose Sign out all screens. Every display disconnects on its next refresh.
• Kiosk link was shared: choose Rotate kiosk link. Send only the new link to displays you still trust.
• PIN may be known: save a new PIN. This also disconnects every screen.
• Screen says disconnected: reopen /today and enter the current PIN, or open the current kiosk link.
• Queue looks stale: check the display’s connection. The board refreshes every 20 seconds and keeps its last good data if a refresh fails.
• No slides appear: check that a slide is active and that today falls between its optional start and end dates.

How to record a consultation Doctor

1. Open the patient (from Patients or the appointment) and go to Medical Records.
2. Click New Record.
3. Enter the diagnosis and treatment plan. Add any further clinical notes you need.
4. Click Save. A prescription can now be added for this visit (see Prescriptions).

How to write a prescription Doctor

1. Make sure a medical record with a diagnosis exists for the visit.
2. Open Prescriptions and click New Prescription — or write it straight from the appointment screen once the diagnosis and treatment are recorded.
3. Add each medicine — start typing the name to pick from the list. The usual dose fills in automatically from your medicine list; adjust the dose, frequency and duration as needed.
4. Fill in the generic name. If you name a brand, the generic must be there too — the Generics Act requires it, and the prescription will not save without one.
5. Optionally note a preferred brand, set a follow-up date and notes, then click Save.

Prescribing a dangerous drug (S2) Doctor

If a medicine is classified as a dangerous drug in your clinic's inventory, two extra things are checked when you save:

• Your PDEA S2 licence number must be on your profile. Add it at Profile if you are warned it is missing.
• The Yellow Prescription Form serial must be filled in — the number printed on the PDEA form you are writing on. It prints on the prescription and is kept in the prescription log.

Classifying your medicines Pharmacist / Admin

The S2 checks only apply to medicines your clinic has classified. Open Pharmacy › Items, and for each medicine set its generic name and its regulatory class — over the counter, prescription only, or dangerous drug.

Some items arrive already flagged as possibly a dangerous drug, from a starter list of internationally controlled substances we ship as a prompt. Nothing on that list is enforced until you confirm it, and a medicine you decide is not controlled stays that way. Keeping the classifications current against the Dangerous Drugs Board's list is your clinic's call, not ours.

Spotting a controlled medicine at a glance

Wherever a medicine is listed — the inventory list, the pharmacy counter, the dispensing search, the medicine catalogue — its classification shows as a coloured label:

• S2 Dangerous Drug (red) — classified as controlled and confirmed by your clinic. The S2 checks apply.
• Check: possible S2 (amber, dashed) — our starter list flagged it, but nobody at your clinic has confirmed it yet, so the S2 checks do not apply. This is the review queue.
• Rx only (blue) — prescription only, not controlled.
• No label — ordinary over-the-counter stock.

What a dangerous drug looks like on the printed sheet

Where you prescribe a medicine your clinic has classified as controlled, the printed prescription carries DANGEROUS DRUG under that medicine, with the schedule if you recorded one, plus a boxed notice that it may only be dispensed against the Yellow Prescription Form, by a licensed pharmacist, and entered in the controlled-substances register. The form number prints too.

The marking is plain black on white on purpose — a prescription gets photocopied and faxed, and a colour-only marking would vanish the moment the paper left your clinic. Only a classification your clinic has confirmed is ever printed.

Changing how strictly the checks apply Admin

Open Settings › Prescription compliance. Each rule can block, warn, record only, or be switched off. Missing generic names and missing form serials block by default, because a prescription without them cannot lawfully be filled or reconciled; the rest warn.

How to print or share a prescription

1. Open the prescription.
2. Click Print / PDF to generate the printable sheet (full or half page) with your clinic header and the doctor's license details. The generic name is printed first with any brand in parentheses, alongside the Generics Act notice that the patient may be given an equivalent generic.
3. Print it, or save the PDF to send to the patient.

How to set up a certificate template Admin

1. Open Settings › Certificate Templates and click New Template.
2. Write the certificate wording. Insert variables (such as the patient's name, age, civil status, the date, the doctor's licence, the clinic's details, the associated company, the visit's intake vitals, the APE assessment, the consultation's diagnosis and treatment, notes, laboratory results and imaging) by clicking the variable chips. Visit fields fill from recorded information; notes and results require selection at issue time. Ready-made blocks are available for intake, consultation, selected notes, laboratory results and imaging. Use the individual APE variables to arrange that assessment, and include the recorded-date variables when building a custom clinical layout.
3. The variable list is grouped and collapsible, and a filter box at the top narrows it as you type — useful once a template needs only a handful of the available variables.
4. Type a run of underscores (for example ________) anywhere the issuer should fill in a blank by hand.
5. The visual editor's toolbar also offers font family, font size, text colour and background colour, tables with per-cell alignment and fill colour, and a Page Break button for splitting the certificate onto more than one page on purpose. In the Code view, a line containing only four or more equals signs (====) becomes a page break the moment you save.
6. Switch between the visual and code editors if you need finer control, then Save.

How to issue a certificate Doctor / Reception

1. Open Certificates and click New Certificate, or start one from the patient's appointment.
2. Pick the patient and the template. The preview fills in with the patient's, doctor's and clinic's details and the clinical fields requested by the template. An appointment-linked certificate uses that appointment's records. A standalone certificate can use the patient's latest intake, APE and consultation observations or recommendations; consultation diagnosis and treatment require an appointment-linked medical record. Check the recorded dates, as the latest groups can come from different dates.
3. If the patient belongs to more than one company, choose which one from the Company selector — the company details in the preview update as you switch.
4. If the template uses notes, laboratory results or imaging, an Include in certificate panel lists the patient's own notes, results and reports to choose from. Tick the ones this certificate should carry — nothing from these three lists is included unless you tick it. A lab result still awaiting validation, or an imaging report the radiologist has not yet signed, is deliberately left off the list. Lab results must be validated and final or amended; imaging reports must be signed, final or amended, with no unreviewed amendment pending. Laboratory and imaging selections require the corresponding module and viewing permission. Appointment notes are available only when issuing from that appointment.
5. Fill in any underlined blanks in the preview.
6. Click Generate Certificate to produce the branded PDF. A copy is kept on the patient's record.

Which documents carry a code

All of them, automatically. There is nothing to switch on and nothing to do differently:

• Prescriptions, medical certificates and annual physical examination (APE) forms — the code sits opposite the doctor's signature.
• Pharmacy dispensing invoices and every report export — the code sits in the footer.

How someone verifies a document

1. Scan the QR code with any phone camera. No app is needed.
2. Enter the separate printed reference when prompted. Only then does the page show whether the document is genuine, which clinic issued it, and its non-clinical details.
3. If there is no camera to hand, type both the code printed under the QR and the document reference at /verify on the main site. Capitalisation and the dashes do not matter for the QR code.

What the page deliberately does not show

The page is public and needs no sign-in, because it has to work for whoever is holding the paper. So it is written for a stranger to read:

• The patient's name appears as initials only — never in full.
• There is no medical information at all — no diagnosis, no medicines, no laboratory results, no fitness verdict.
• There is no way to reach the patient's record from it, and the code unlocks nothing.

Revoking a document Admin

If a document was issued in error or has been withdrawn, it can be revoked: it then no longer passes verification. The response remains generic to avoid disclosing document details. The printed paper does not change; contact the issuing clinic when a document cannot be verified.

How to send a result Reception / Doctor / Lab Technician / Radiologic Technologist

1. Open the finished document — a lab result, prescription, imaging report, certificate, APE form or visit summary. The Send button only appears once it has been signed or finalised; a draft cannot be sent.
2. Tick the patient and any listed contact person you want to reach. Only people with an email address on file appear, shown masked.
3. Add an optional note (up to 500 characters), then click Send.
4. Each recipient receives their own email with a link and their own one-time code — nobody can open somebody else's link.

What the recipient can see

A sent link opens only that one document — its label, its date, your clinic's name, and a Download button. There is nothing to navigate to from it: no other visit, no billing, no messages, no rest of the record. This is true for the patient's own copy as well as a contact person's.

The whole patient record is the one document that can never go to a contact person — only to the patient. A guardian who needs the full record has to ask your clinic directly.

Revoking a sent link Reception / Doctor / Lab Technician / Radiologic Technologist

Every document that can be sent shows a Sent list below its Send panel: who it went to, when, whether they have opened it yet, and a Revoke button. Revoking withdraws that recipient's access immediately and cannot be undone — if they still need the document, send it again.

Handling a "please send it again" request Admin / Reception / Doctor

A link that has expired or been revoked offers whoever is holding it a button to ask your clinic to send it again. Each request lands in Result Requests in the left menu, alongside a message in the patient's conversation and a notification to the assigned doctor and front-desk staff.

1. Open Result Requests. Rows only show documents you already have permission to view — you will never see an imaging request there without imaging access, for example.
2. A row marked previously revoked came from a link your clinic pulled back on purpose — consider why before sending it again.
3. Click Send to jump straight to the document with that recipient already ticked, or Dismiss to close the request without sending anything.

Changing how long a link stays usable Admin

A sent link works for 30 days by default before it stops opening on its own. This window can be shortened or lengthened per clinic (between 1 and 365 days), though at the time of writing that change is made by platform support rather than from a screen in this app.

If the Send button is missing

Sending is switched off entirely when the Notifications module is off for your clinic — ask your administrator under Settings › Modules. Turning it back off does not break a link already emailed to someone; it only stops new ones from going out. To pull back a specific link that is already out, use Revoke instead.

How to order a lab test Doctor

1. Open Laboratory › Orders and click New Order (or use the patient's visit).
2. Pick the patient and the test(s) from the catalog.
3. Set priority (routine or urgent) and note any fasting requirement, then Save.

How to record a result Lab Technician

1. Open Laboratory › Orders and select the pending order.
2. Enter the measured values for each test, then Save.
3. Results outside the safe range are flagged automatically, and a critical value alerts the doctor who ordered the test.

Managing the test catalog Admin

Open Laboratory › Tests to add or edit the tests your clinic offers, including their normal ranges and prices.

• Retiring a test: click Deactivate on the test row (or on its edit page) instead of deleting it — past orders and results that used it stay readable. It stays in the list marked Inactive.
• Bringing one back: click Activate on the same row.

How to order imaging Doctor

1. From a visit, open the appointment and use the Imaging section — or open Imaging › Orders and click New Order.
2. Tick the studies you want. Only studies your clinic has switched on appear.
3. Set the priority, add clinical notes explaining what you are looking for, then Save.

How to take a study and upload images Radiologic Technologist

1. Open Imaging › Orders and pick the order. Use Schedule if you are booking it for later.
2. Open Images, choose the study and name the view (PA, Lateral, and so on), then select your files and Upload.
3. Repeat for each view. Add to an existing view, or start a new one, from the same form.
4. When every image is in, click Mark Acquired. The doctor can then read it.

Files may be up to 100 MB each, and up to 20 at a time. A large file is sent in small parts with a progress bar for each one, so you can keep filling in the view name and the rest of the form while it uploads. If a part fails on a slow line it is retried by itself rather than starting the file again. Use Add more files to keep adding films to the same view — a repeat exposure or an extra projection — without going back through the form.

Using the viewer Doctor / Radiologic Technologist

• Click a thumbnail to open it. Drag to pan, scroll to zoom.
• Rotate in five-degree steps with the rotate buttons, or the [ and ] keys.
• + and - zoom, 0 resets, and the full-screen button fills the display.

How to write and sign the report Doctor

1. Open the order and click Report.
2. Fill in the clinical indication, technique, findings, impression and recommendation. Anything you recorded against individual images is listed for you to write from.
3. Check the RadTech Signatory. It is printed as “Prepared by” beside the doctor’s signature and is filled in with your clinic’s radiologic technologist by default — the technologist writing the report, or the first one on your staff list when a doctor writes it. Pick someone else if another person prepared the study. It cannot be changed once the report is signed.
4. Save Draft keeps it private. Sign Report puts your e-signature on it and releases it to the patient.

• A report cannot be signed while any image is still being prepared — signing would put your name to a read of pictures nobody has seen yet.
• An impression is required to sign.
• Editing after signing records an amendment. Your original signature stands and the report says it was revised.

Recording what you see on an image Doctor

Open Images, select the image, and add an observation beneath it — as a plain observation, a measurement or an annotation. These are for building the report; the report itself is what the patient is shown.

Managing the study catalog Admin / Radiologic Technologist

Open Imaging › Studies. A starter catalog is installed when the module is switched on, with every study off and unpriced.

• Switch on only the studies your clinic actually performs, and set their price.
• Set the preparation instructions — fasting, a full bladder, no metal. This is the text the front desk reads out when the study is booked.
• Mark studies that use contrast, so the patient can be asked about allergies and kidney function first.
• Switching a study off later keeps its price and leaves past orders readable; it simply cannot be ordered again.

Pinning a finding to a tooth Doctor

On a dental film, open Align to a tooth beneath the observation box and pick the tooth, then tick any surfaces involved. It uses the same FDI numbers and surface names as your odontogram, so the radiograph and the chart agree.

• Entirely optional. Leave it closed for a chest X-ray, or for any finding you would rather just describe.
• Leave every surface unticked for a whole-tooth finding.
• The pinned tooth appears on the observation, in the report writer’s list, and on the printed report.

Who gets told

• A study is ordered — the radiologic technologists are notified, so nobody has to keep refreshing the queue.
• A report is signed — the doctor who ordered the study is notified. If the patient is in a consultation at that moment, the doctor seeing them is told too, which is often a different person.
• Following one patient? Open the patient and tick Imaging under their notification settings to hear about their studies only.

What the patient sees

Once you sign, the study appears in the patient’s secure portal — the impression, the recommendation and the images. Nothing appears before it is signed.

Every image anyone views carries your clinic’s name, the patient’s name and the study date across it. The original, unmarked file stays with the people who take and read the studies.

How to add an inventory item Pharmacist / Admin

1. Open Pharmacy › Items and click Add Item.
2. Enter the name, unit, and reorder level. Add a batch with its quantity and expiry date.
3. Optionally add the available brands for the medicine, with each brand's distributor and contact details.
4. Click Save.

How to upload inventory items and pharmacy counter prices Pharmacist / Admin

Use one spreadsheet to load the item catalog, opening batches, medicine brands and Pharmacy Counter prices. You need permission to manage inventory, and your clinic must have the Inventory module.

1. Open Pharmacy › Inventory and click Import.
2. Click Download blank template, or use your own .xlsx, .xls or .csv file. The workbook can contain Items, Batches, Brands and Counter Prices sheets. A CSV or a workbook with one sheet is treated as the Items list.
3. Choose whether existing items and brands should stay unchanged or be corrected from the file. Batches already recorded for an item stay unchanged in either mode.
4. If needed, tick the options to add missing brands or approve imported batches as soon as the import finishes.
5. Select the file and click Upload & map columns. CareClinic has not saved anything at this point.
6. Match each worksheet and column to the correct field. Double-click a cell to correct it, then click Apply changes to check the file again.
7. Review each sheet. Untick any row you do not want to load. Use Download as read if you want a clean copy with the detected values, status and notes.
8. Click Import selected, then read the result summary and any row warnings.

How to dispense medicine Pharmacist

1. Open Pharmacy › Dispense.
2. Find the patient (or prescription), choose the item, brand and quantity.
3. Confirm to record the dispense — stock is reduced automatically, and a detailed invoice PDF can be printed for the patient.

How to check for expiring stock

Open Pharmacy › Expiry Report to see items nearing or past their expiry date, so you can remove or prioritise them.

How to sell to a walk-in Pharmacist

1. Open Pharmacy Counter › Counter and click New Order. A name is optional — leave it blank for an anonymous sale.
2. Type at least two letters of an item to search, pick it from the list, set the quantity and click Add. Repeat for each item.
3. Click Confirm Order. The tracking number appears at the top — give it to the customer.
4. Click Take Payment, enter what the customer handed over, and the change is worked out for you.
5. Click Dispense & Hand Over. Stock comes off the shelf only at this point.

How to check a price or stock Pharmacist

1. Open Pharmacy Counter › Counter and use Check price & stock. Press F6 to jump to the search box.
2. Type at least two letters from the medicine or brand name. Each result shows the selling price, available units, regulatory class and other brands your clinic holds.
3. For an item in stock, click Start sale to open an anonymous order with one unit already in the cart. Change the quantity or add more items on the order screen.

How to sell to a registered patient

1. On the Counter screen, search for the patient under Sell to a registered patient and click Start Order.
2. Build the order and confirm it as above.
3. Either take the payment now, or click Charge to Patient Account to add it to their bill for the cashier to collect.

If the purchase belongs to a visit, enter the encounter reference from that visit first. The charge then lands on that visit’s bill instead of opening a new one.

If you cannot take payments Pharmacist

Taking money is the cashier’s permission. If you do not have it, you will not see a Take Payment button — confirm the order, give the customer the tracking number and send them to the cashier. The order is waiting in Cashier › Pharmacy Queue, oldest first. Once it is paid, dispense it as usual.

How to find an order again

Open Pharmacy Counter › Orders and type the tracking number — an exact match jumps straight to the order. You can also search by the customer name you recorded, or filter by status to see everything still awaiting payment.

Selling a medicine that needs a prescription

If an item is marked requires prescription in your inventory, the order will not confirm until a current prescription is attached. Pick one in the Prescription panel on the order. A prescription that has expired since the order was started is refused at confirmation, so check the date if you are told one is no longer active.

How to set up counter sign-in Admin

Staff can sign in at a counter with a short PIN instead of a full password, which saves typing a password between customers.

1. On the counter machine itself, open Settings › Pharmacy Terminals, give it a name like “Front counter”, and click Enrol This Machine. It has to be run on that machine — that is what marks it as yours.
2. Ask each pharmacist and cashier to set a PIN at Profile › Pharmacy Counter PIN. They confirm with their own password first. If someone cannot do that themselves, you can set one for them — see below.
3. Staff then sign in at /pharmacy-unlock on that machine — tap a name, enter the PIN.

Setting a PIN for a pharmacist or cashier Admin

Open Settings › Counter PINs. It lists everyone who may work a counter — active staff with the Pharmacist or Cashier role — and shows who already has a PIN, who set it, and when.

1. Confirm your own password once. That unlocks PIN management for 15 minutes, so you can set several in one sitting without retyping it. The clock does not restart when you look at the page; when it runs out, you confirm again. Lock now ends it early.
2. Click Generate PIN beside the person. The digits appear once at the top of the page. You can type a PIN instead under Type one if they have asked for a particular number.
3. Read the digits to them. They can change it themselves afterwards at Profile › Pharmacy Counter PIN, and they are not forced to.

The PIN is also sent to them as a notification. Those digits disappear from the notification the first time they open it, and in any case after a day — so if they miss it, generate a new one rather than going looking for the old.

Clear removes somebody’s PIN. Setting or clearing one also signs that person out, so a PIN that has just been changed cannot still be in use at a counter somewhere.

The page shows only staff who can actually use a counter. If somebody is missing from it, check their role and that their account is active under Staff — a PIN set for anyone else would not work at the keypad anyway.

Setting up a counter you are not sitting at Admin

Enrolling a machine has to be done in that machine’s browser, which is awkward if you have three counters and one administrator. Instead, generate a code and read it out.

1. On Settings › Pharmacy Terminals, use Enrol a machine somewhere else. Name the counter and click Generate Code.
2. Read the six digits to whoever is standing at that counter. They open /pharmacy-enrol on it and type them in.
3. The machine is then a counter, and the sign-in panel appears on the same page so they can put their PIN in straight away.

Use New code beside an existing terminal to re-attach one whose browser was wiped or replaced, without creating a duplicate.

Locking the counter after each sale Admin

By default, finishing an order — dispensing it, charging it to a patient’s account, or cancelling it — signs the operator out and returns the screen to the keypad. The machine stays enrolled; only the person is signed out.

This is what keeps each sale attributed to whoever actually made it. Without it, a session runs until it times out and whoever steps up next inherits the last person’s name on every sale they ring up.

A quiet counter worked by the same pharmacist all day can turn it off under Settings › Pharmacy Terminals.

Working the counter by keyboard

A counter is worked standing up, often one-handed. These keys drive the steps that repeat all day, so a whole sale can be rung up without touching the mouse.

A whole sale, no mouse: F6 search → Alt+1 pick → Alt+C confirm → F8 pay → F9 dispense → F10 receipt.

What the tracking number is, and is not

• It looks like PH-2608-00042 and is issued when the sale starts, before anything is paid. Holding one does not prove payment.
• It is unique within your clinic. Another clinic can legitimately have the same number.
• The printed receipt is your clinic’s own record of the sale. It is not a BIR-registered official receipt — whatever you must issue for tax stays your responsibility.

Where counter sales show up in the money

A sale paid at the counter appears in Accounting › Revenue, broken out from your patient charges so you can see the counter’s own takings. A sale charged to a patient’s account appears as a pharmacy line on their bill instead. It is always one or the other, never both, so nothing is counted twice.

How to chart a patient’s teeth Doctor / Dentist

1. Open the patient’s appointment. The Dental Chart is on the visit page — in a dental practice it is the first thing open.
2. Click a tooth on the chart. The panel beside it lets you set the tooth’s condition, colour any of its five surfaces, and add a note.
3. Use Permanent, Primary or Both above the chart to change which teeth you are looking at. This only changes the view — nothing you have recorded is lost by switching, so a child with a mix of both can be charted in one pass.
4. Click Save. The chart is stored against that visit and appears on the patient’s record.

The chart is labelled upper and lower, and patient’s right and patient’s left, because getting the side wrong means charting the wrong half of the mouth. Every tooth and surface is coloured by what was recorded, so the state of the mouth reads at a glance.

Running the day from the dental workspace

Where a clinic is set up as a dental practice, the dashboard becomes a Dental workspace: today’s chair schedule, each patient marked Completed or Needs chart, and a count of how many of today’s visits are still to be charted.

What the chart does not do yet

Treatment planning — proposing a course of work and ticking off each step — is not part of this, and dental work is not priced from the chart. Bill it the usual way, through charges and services. See Dental for the full picture.

How to add a charge to a patient Reception / Nurse / Doctor / Cashier

For a visit, bill from the appointment. Open the appointment and use the Availed Items checklist — tick what the patient received and click Save & Bill. The charge lands on their balance automatically, and untick-and-save takes it off again. See How to record what the patient availed.

For a charge that doesn't belong to a visit:

1. Open Accounting › Charges (or the patient's profile).
2. Click New Charge, pick the patient, and add the service or item with its amount.
3. Click Save. The charge is now on the patient's outstanding balance.

How to take a payment and print a receipt Cashier

1. Open Cashier, search for the patient, and choose Collect Payment.
2. You can settle one or several charges in a single transaction. For each charge, enter how much to collect — the full balance, or a smaller amount for a partial payment.
3. Choose the payment method (cash, card, GCash, etc.). For cash, enter the amount tendered and the change is worked out for you.
4. For a dispensed medicine, you can swap it to another available brand on the charge line before collecting — the brand then prints on the receipt.
5. Click Record Payment, then Print Receipt.

How to see who still owes money

Open Accounting › Outstanding Balances for a list of patients with unpaid charges.

Cash disbursements & revenue Admin / Accountant

• Accounting › Disbursements — record money paid out (supplies, expenses).
• Accounting › Transactions — every payment and disbursement in one ledger.
• Accounting › Revenue — income summaries over time.

How to add a service Admin

1. Open Departments and choose (or add) a department.
2. Add a service with its name and price. Leave the code blank to have one generated for you.
3. Click Save.

How to show a package on your public site Admin

Packages are hidden from patients until you choose to show them, so nothing appears on your public pages by accident.

1. Open Service Packages.
2. Find the package and look at the Public site column — it reads Hidden or Shown.
3. Click Show to publish it, or Hide to take it down again.

How to move a service to another department Admin

1. Open the service and click Edit.
2. Pick the new one from the Department list and click Save Changes.

How to offer lab tests as services Admin

With the Laboratory module on, the tests in your catalogue can be sold like any other service — booked, put in packages, assigned to doctors and ticked off on a visit.

1. Open Departments and click Import Lab Tests.
2. Tick the tests you want (all are ticked by default; ones already brought in are marked Already linked).
3. Click Import Selected. They appear as services in a Laboratory department, created for you the first time.

How to build a service package

A package is one price for several things the patient gets together. It can hold services, items from your inventory, and one-off lines.

1. Open Service Packages and click New Package.
2. Name the package and set the Package Price — the single amount the patient pays.
3. Add what's included, using one button per kind of line:
   • Add service — pick from your services list; its price fills in automatically.
   • Add product — start typing to search your pharmacy/supplies inventory (a face mask, a dressing kit, a take-home medicine).
   • Add custom line — for anything not in either list; type the name and price yourself.
4. Set the quantity on each line. Watch the running totals at the bottom: Item subtotal (what the parts cost separately), Package price, and Aligned discount — the difference, which is the saving the patient gets.
5. Click Save.

How to show or hide prices to the public Admin / assigned Doctor

1. Open Price Display (from the Service Packages page).
2. Use the clinic-wide switch to show or hide service prices on your public pages.
3. For an individual service or package, choose Inherit, Always show, or Always hide — read the caution note before overriding.

How to add a staff member Admin

1. Open Staff and click Add Staff.
2. Enter their name and email, set a temporary password, and choose their role.
3. Click Save. They can now sign in.

How to add a doctor and set availability Admin

1. Open Manage › Doctors and click Add Doctor (you can link an existing user account).
2. Enter specialization and license details (used on printed prescriptions).
3. Open the doctor and set their weekly availability so patients can book the right times.

How to approve a doctor who asked to join Admin

Doctors can request to join your clinic from the public site. Pending requests appear on the Manage › Doctors roster and under Staff › Doctor Requests in the navigation menu.

1. Review the request (name, email, specialization).
2. Click Approve to create their account and doctor profile, or Decline.

How to view reports

1. Open the Reports section (or the relevant Accounting report).
2. Choose the date range you want to review.
3. Read the totals and charts; some reports can be printed or exported.

How to build a chart Admin

1. Open Analytics from the menu.
2. Choose a measure (a count of visits, or an average such as BMI, weight or blood pressure) and how to group it — over time, or by gender, age group, complaint category, laboratory test or BMI band.
3. Pick the Data source — Visits for per-visit measurements, or Laboratory results to count every test done (each result still carries its visit's BMI and vitals).
4. Optionally set a Compare by to split each group further — for example average BMI by age group, split by gender.
5. Pick the chart type — bar, line or pie — or switch to Correlation to plot two measurements against each other.
6. Narrow the picture with the filters: date range, company, gender and age group.

How to import examination results Admin

1. Open Settings › Import APE Results.
2. Choose the spreadsheet file (.xlsx, .xls or .csv), the examining doctor and the examination date. The organisation is optional — fill it in when the examinees should be linked to a company or other organisation.
3. Click Upload & review. Nothing is saved yet.
4. On the review screen, match each column to a field, apply functions to tidy a column, add custom fields, pick the Record ID column and remove rows you do not want — exactly as when importing patients.
5. Each row shows what will happen: New — exam, New — no exam, On file — add exam, On file — add visit, Already imported, or a problem such as a duplicate row or an unreadable name.
6. Click the Import button at the bottom of the screen. The result page opens with a short summary in plain words — how many people were imported, what happened to their visits and which rows were left out — followed by the full counts and a row-by-row list.

Each examinee is added as a patient (and linked to the organisation when one was given) and gets a visit with the examining doctor on the examination date:

• Examined people get a visit marked In progress, with their blood pressure and BMI note, their complaints tagged, their CBC / urinalysis / HBsAg filed as lab results, and a findings summary (ECG, chest X-ray, remarks) saved to their record. The visit is left open so the doctor can review it and click Complete.
• People with no findings get a Scheduled (pending) visit, ready for when they are seen.
• No second visit within 15 days. If an earlier import already made a visit for the person in the 15 days up to the examination date, no new one is added: their results go onto that visit, and a pending one is marked In progress. A visit that is still open is moved to the examining doctor you chose; a completed one keeps its doctor. Visits booked any other way do not count.

How to link a patient to a company Reception / Nurse / Doctor

1. Open the patient's page and find the Companies card.
2. Tick the companies the patient belongs to, then Save. A patient can belong to more than one.
3. If the company is not listed yet, add it with Create & link — it becomes available to associate right away, even before its portal is switched on.

How to update a company's details Admin

1. On the patient's Companies card, click the edit icon beside a company.
2. Update its address, contact number and website, then Save.

A company's name and portal are managed by the platform administrator; clinics keep its contact details up to date.

When a company asks you to delete a patient’s records Admin

A company can ask you to delete the records of a patient it is linked to — for example when an employee leaves. The company can only ask. You decide, because your clinic holds the medical record.

1. Requests appear under Settings → Deletion Requests, showing the company, the patient and the reason given.
2. Approve to hide the records now and schedule permanent removal in 30 days, reversible until then.
3. Decline with a reason — the company can read it.

A company’s request only ever covers that patient’s record at your clinic. If the same person is a patient elsewhere, that is a separate record owned by that clinic.

What the company portal offers

Once the platform activates a company's portal, that company gets its own web address and users. Their HR staff can view the appointments, diagnoses, prescriptions and financial history of the patients your clinic has linked to them. The portal does not select the patient profile's insurance information or private patient notes. Company users can record health entries of their own and upload a copy of the employee's company ID. A company only sees associated patients, and each portal read appears in your clinic's Record Access Log.

Reading a company’s health entries

An HR user can write down what their company knows about an employee’s health — a medical note, medication the employee reported taking, a medical undertaking the company holds, or other health information. Each entry says which kind it is and who wrote it. The ones marked visible to you appear on the patient’s Companies card.

Handling a company bulk-booking campaign Admin / Doctor / Reception

A Company Administrator can ask one linked clinic to arrange appointments for a group. The request appears in the booking inbox with its company, requested date window and preferred time. It is not an appointment until your clinic makes one.

1. Open the company campaign request in the booking inbox and review the person, requested window and any preferred doctor.
2. For an existing person, confirm the correct patient record. For a new person, register the patient before booking.
3. A Tenant Administrator, Doctor, or Receptionist chooses the final doctor, date and time, then confirms or declines the request.

Use the company's request only as booking information. Add clinical information to the patient record only when it is relevant to care and verified by your clinic.

Branding & appearance

Open Settings › Appearance to set your clinic's colours and logo, which appear across the system and on printouts.

Turning features (modules) on or off

Open Settings › Modules to see which features are switched on. Disabled features are hidden from the menu. This page shows status only; request a module through Subscription › Subscription › Add-ons, or contact the CareClinic team. A module can be switched on only when it is included in the current plan or covered by an active add-on.

Patient messaging

Open Settings › Patient Messaging to decide whether your clinic and its patients can message each other. It starts switched off.

Switched on, staff get a Messages area and a conversation on each patient and appointment, unread messages are announced at the top of every page, patients can write in from their secure appointment link, and doctors can reply from the mobile app.

Switched off, all of that is hidden — but nothing is deleted. Messages already sent stay on file and come back exactly as they were if you switch it on again. While it is off, patients have no reply box on their appointment link.

Roles & permissions

1. Open Settings › Roles.
2. Create a role or open an existing one, then tick the permissions it should have.
3. Assign the role to staff from their profile. People can have more than one role.

Public directory listing

Open Settings › Public Visibility to choose whether your clinic appears in the public CareClinic directory where patients can find and book you.

Listing does not depend on your plan — clinics on the free plan and clinics still in their trial period are listed just the same. Two switches control what patients see:

• This clinic-wide setting. Turning it off removes the clinic and its doctors from the directory.
• Each doctor's own List in the public directory tick box, on their doctor record. A doctor turned off here is hidden even while the clinic is listed. Inactive doctors are never shown.

Patients searching the directory are matched on the doctor's name, their specialty and your clinic's name, and a doctor with a Display Name set is listed under that name. Each doctor has their own profile page, so a clinic with several listed doctors shows a separate entry for each.

A doctor's profile photo is shown wherever they appear publicly — the directory, the home page, their own profile and your clinic's page. Doctors upload it from Profile; without one, a plain icon is shown instead.

Turning online booking off Admin

The same Settings › Public Visibility page carries an Online Booking switch. It decides whether your public page offers the booking form at all — separately from whether you are listed in the directory.

1. Untick Accept appointment requests online.
2. A message box appears. Write what visitors should see instead — why, and how to reach you. Leave it blank to use the default wording.
3. Click Save Booking Settings. The change is live at once.

While it is off:

• Every Book button disappears from your home page, doctor and service pages, packages, the availability calendar, and the site header and footer — nobody is sent to a form that will not take them.
• Anyone who reaches the booking form itself — from a bookmark or an old link — reads your message with your phone number, email and address beside it.
• Your card on the public CareClinic directory shows the message too, instead of a button into the closed form.
• The rest of your public page carries on as normal: doctors, services, prices and opening hours.
• Requests already in Appointment Requests, and the secure portal links patients are already holding, keep working. Only new requests stop.

How to check your plan and renewal date

Open Subscription to see your current plan, what it includes, and when it renews or expires.

How to change your plan

1. Open Subscription › Plans, choose the plan and billing cycle, then submit the request.
2. The Platform Admin reviews the request. Your current plan and modules remain unchanged while it is pending.
3. After approval, reopen Subscription to confirm the plan, then check Settings › Modules before scheduling work that needs a paid module.

Renewing before expiry

• We email reminders 15 days and 7 days before a paid plan expires.
• If a paid plan is not renewed, it keeps working for a 7-day grace period after the expiry date.
• After the grace period the clinic reverts to the Free plan and paid-only features are switched off until you renew. Your data is not deleted.

How CareClinic separates clinic databases

Current clinic provisioning creates a dedicated MySQL database and database credential for each new clinic workspace. CareClinic resolves the clinic from its web address before it opens that database. The application also keeps the clinic identifier in reads and writes as another separation check.

A dedicated database narrows what the clinic's application credential and routine queries can reach. It also gives the platform team a clinic-sized unit for migration, backup and recovery work.

Closing your own account

If you are leaving the clinic, ask your clinic administrator to close your account rather than simply stopping signing in. Closing it destroys your sign-in properly and ends any session left open on a shared computer.

Your name stays on the records you authored — the prescriptions, certificates and notes you issued keep naming you, because they are medical records. Your personal contact details are removed.

How to change your password

1. Open your profile from the menu at the top right.
2. Choose Change Password, enter your current and new password, and save.
3. If you are locked out, an administrator can reset your password for you.

Choosing a light or dark screen

1. Open your profile from the menu at the top right.
2. In the Appearance card, pick Light for bright rooms or Dark for low-light ones.
3. Click Save appearance.

The choice is yours alone — it follows your account wherever you sign in and changes nothing for your colleagues. Your clinic’s own brand colours, logo and public pages are not affected.

Keeping patient information safe

• Never share your password. Each person should sign in as themselves.
• Sign out on shared or public computers.
• Only open records you need for the patient you are caring for.

The platform encrypts registered patient identity and clinical fields with key material assigned to the clinic. A copied database or backup does not reveal those protected fields without the clinic key. That protection stops at your sign-in. Anyone using your account sees everything your role allows in readable form, which is why the three habits above still matter.

A menu item is missing

Either your role does not have access, or the feature (module) is not enabled for your clinic. Ask your administrator to check Settings › Roles and Settings › Modules.

Messages is a special case: it has its own switch, not a module. An administrator turns it on under Settings › Patient Messaging.

I can't create a prescription

A doctor must first record a medical record with a diagnosis and treatment for that patient. Also confirm the Prescriptions module is enabled.

The page says a module is not enabled

That feature is turned off for your clinic. An administrator can enable it under Settings › Modules (subject to your plan).

A patient says they got an email from CareClinic, not from us

Almost every email a patient receives comes from your clinic’s system in your clinic’s name — confirmations, the day-before reminder, portal links. Separately, the CareClinic team can send a service notice about the platform itself: a change to the Terms of Use or Privacy Policy, planned maintenance, or a security matter.

• These are notices about the service, never advertising, and addresses are never sold or passed on.
• Each message is sent individually — no patient sees another patient’s address.
• A patient who would rather not receive them should tell you: their address is on your record, and you control it.

A patient did not get their reminder

Check the email address on the patient’s record first — a wrong or missing address is the usual reason, and the reminder is skipped rather than failed. Visits still on “To be scheduled”, and visits already cancelled or completed, are not reminded at all. Email delivery itself is never guaranteed: a reminder can be delayed or filed as spam, so for a visit that matters, phone.

I still need help

Use the Contact page to reach the CareClinic team, or ask your clinic administrator.