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عالعربية

User manual

Clinic Management

The doctor opens the patient's file and writes the diagnosis and prescription, the invoice is built from the visit with the insurer's and patient's shares, and the patient gets a WhatsApp reminder for the follow-up.

Patient file, prescription, invoice, insurance claim and WhatsApp reminder in one system for your clinic.

20 tasks 5 FAQs

What the system does

  • Patient file
  • Waiting room
  • Consultation
  • Arabic PDF documents
  • Billing and insurance
  • Privacy
  • Follow-ups
  • Accounting is optional

Works with

This system needs the following and switches them on with it:

Tasks

How do I open a new patient file and record allergy and chronic condition alerts?

  1. From the side navigation, go to Clinic and select Patients.
  2. Click the New patient button (or Created).
  3. In the Personal details section, enter Full name, ID / National number, date of birth, gender, and phone number.
  4. In the Health alerts section, enter any Allergy the patient suffers from precisely (allergies appear prominently in bold colored text across clinic screens and prescriptions to alert medical staff), and record Chronic conditions.
  5. Check the Agreed to receive WhatsApp messages option to enable automated follow-up reminders.
  6. Click the Save button.
Screen
Clinic › Patients · Create
Permission needed
Clinic — Patient files (data and insurance) / Add

How do I record health insurance details and copay percentage for a patient?

  1. On the patient card in the Patients screen, go to the Health insurance section.
  2. Select the approved Insurance company for the patient.
  3. Enter the Policy number and coverage expiry date in Insurance expires on.
  4. Specify the Insurer coverage share (e.g., 80% or 90%); the system automatically deducts this coverage from the invoice and bills the remainder to the patient.
  5. Click the Save button.
Screen
Clinic › Patients · Edit
Permission needed
Clinic — Patient files (data and insurance) / Edit

How do I check in a walk-in patient without an advance appointment into the waiting room?

  1. From the side navigation, open Waiting room.
  2. Click the Walk-in patient button (or go to Visits and click New visit to open the modal).
  3. Search for the patient name or medical record number.
  4. Select the treating Doctor and specify Visit type (General checkup, consultation, wound dressing...).
  5. Click Save; the patient is immediately added to the waiting room queue in Waiting status with their check-in time logged.
Screen
Clinic › Waiting room
Permission needed
Clinic — Visits and waiting room / Add

How does nursing staff record patient vital signs and BMI?

  1. On the Waiting room screen, find the waiting patient.
  2. Click the Record vital signs action button.
  3. Enter measured vitals: Systolic and diastolic blood pressure, Pulse, Temperature, Oxygen saturation (SpO2), Weight (kg), and Height (cm).
  4. The system calculates Body mass index (BMI) automatically once height and weight are entered.
  5. Click Save (offline-enabled and syncs automatically).
Screen
Clinic › Waiting room
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Record vital signs

How does the doctor call the patient to start the consultation?

  1. From the Waiting room screen or Visits screen.
  2. The doctor reviews the list of waiting patients for their clinic sorted by arrival time.
  3. The doctor clicks the Call patient button.
  4. Visit status changes to With doctor and entry time is logged; the doctor then clicks Open examination to access the clinical record.
Screen
Clinic › Waiting room
Permission needed
Clinic — Visits and waiting room / Call patient

How does the doctor document chief complaint, medical history, and clinical examination?

  1. On the visit clinical consultation page.
  2. The doctor reviews the patient card alongside recorded vitals and prominent allergy alerts.
  3. In the Complaint, history and examination tab, the doctor documents:
  • Chief complaint: Reason for visit and symptoms.
  • Medical history: Symptom onset, progression, and previous medications.
  • Clinical examination: Physical examination and clinical assessment findings.
  1. The consultation auto-saves periodically in real time as draft.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Edit

How does the doctor select an international ICD-10 diagnosis code?

  1. On the clinical consultation page, open the Diagnosis tab.
  2. Search in ICD-10 code by diagnostic code or disease name in English or Arabic.
  3. You can click Choose from common codes for quick access to frequently diagnosed conditions in outpatient clinics.
  4. Write doctor's explanatory notes in Diagnosis text.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Edit

How does the doctor write an electronic prescription?

  1. Open the Prescription tab within the consultation screen.
  2. Click Add drug to add prescribed medications.
  3. Choose the medication from the pre-populated Drug list in the Drug field.
  4. The default dosage appears automatically; adjust Dose, administration frequency in Frequency (e.g., three times daily after meals), and prescription length in Duration (e.g., 5 days).
  5. Repeat to add additional medications.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Edit

How does the doctor order lab tests or diagnostic imaging for the patient?

  1. In the consultation screen, open the Lab and imaging orders tab.
  2. In the Lab orders section, click Add item and select required diagnostic tests (e.g., Complete Blood Count CBC, Kidney Function, HbA1c).
  3. In the Imaging orders section, add imaging requests (e.g., Chest X-Ray, Abdominal Ultrasound).
  4. Test orders are routed electronically to internal departments or printed as official referrals.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Edit

How does the doctor sign and close the clinical examination?

  1. After concluding medical documentation, diagnosis, prescriptions, and follow-up advice.
  2. Set the recommended next visit date in Follow-up date if applicable.
  3. Click the Sign examination action button.
  4. The system validates mandatory fields, locks the medical record from unauthorized tampering, updates visit status to Examined, and generates the official electronic prescription.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Sign examination

How does the doctor add a correction addendum to a signed and locked examination?

  1. Once an examination is signed, direct edits are permanently prevented to preserve legal integrity.
  2. Open the signed visit, and click the Add correction addendum button.
  3. Enter the correction notes, late test results, or modified treatment plan.
  4. Click Save addendum; the addendum is attached to the medical record stamped with doctor name and current timestamp.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Add correction addendum

How does the doctor issue and print an official sick leave certificate?

  1. On the clinical consultation page, open the Sick leaves tab.
  2. Click the Issue sick leave action.
  3. Specify leave duration in Number of days, starting date in From date, and employer/entity name.
  4. Click Print certificate to generate an official authorized medical certificate bearing diagnostic notes and clinic stamp.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Print prescription, report and sick leave

How do I print the electronic prescription or medical report as PDF?

  1. From the visit screen or patient medical record.
  2. Click Print prescription to export an official prescription containing clinic header, patient allergy alerts, and medications with dosages.
  3. Click Print medical report to generate a comprehensive diagnostic report outlining vitals, medical history, clinical findings, and treatment.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Print prescription, report and sick leave

How does the reception desk generate the visit invoice and split insurance vs patient shares?

  1. Go to the Billing and collection menu and locate the completed visit.
  2. Click the Issue invoice button.
  3. The system pulls consultation, lab, and procedure fees, automatically calculating Insurance share based on the patient's approved coverage and calculating the remaining copay under Patient share.
  4. Review lines and click Save invoice to issue the invoice.
Screen
Clinic › Billing And Collection
Permission needed
Clinic — Billing and collection / Add

How does reception collect payment from the patient taking into account advance deposits?

  1. On the issued invoice in Billing and collection.
  2. Click the Collect payment action button.
  3. Any advance deposit collected during booking is credited automatically; enter the remaining Patient share in Amount.
  4. Select the Payment method (Cash, Mada Card, CliQ) and click Record payment; invoice status updates to Paid and a print receipt option appears via Print invoice.
Screen
Clinic › Billing And Collection
Permission needed
Clinic — Billing and collection / Collect patient payments

How do I prepare a monthly insurance claim batch for a specific insurer?

  1. From the side navigation, go to Insurance claims.
  2. Click the Prepare claim button.
  3. Select the target Insurance company and claim period in Month and year.
  4. The system aggregates all unbilled insured patient visits during the month, compiling totals into a Draft batch.
Screen
Clinic › Insurance Claims
Permission needed
Clinic — Insurance claims / Add

How do I submit the claim to the insurance company and record payment settlement?

  1. In the Insurance claims table, open the prepared claim batch.
  2. Click Submit claim after exporting approval attachments; status updates to Submitted.
  3. When the insurer issues the settlement remittance advice, click Record collection, enter approved settled amount and deductions, and click Accept claim to reconcile receivables.
Screen
Clinic › Insurance Claims
Permission needed
Clinic — Insurance claims / Edit

How do I track required medical follow-ups and send reminders to patients?

  1. From the side navigation, open Follow-ups due.
  2. Review the list of patients whose recommended review date set by the doctor is approaching.
  3. Automatically: If Cloud WhatsApp integration is active, the system automatically dispatches follow-up reminders 48 hours prior to the date for patients who agreed to receive messages.
  4. Manually: You can click Book appointment to book an immediate slot with their treating doctor.
Screen
Clinic › Follow-ups Due
Permission needed
Clinic — Follow-ups due / Send follow-up reminder

How do I add a new doctor, their specialty, and consultation fee?

  1. From the side navigation, go to Doctors.
  2. Click the New doctor button to open the modal.
  3. Link the doctor to their appointment Supplier resource and their system User account for login.
  4. Enter medical Specialty (General Practice, Pediatrics, Dermatology...) and Medical license number.
  5. Enter default Consultation fee and click Save.
Screen
Clinic › Doctors
Permission needed
Clinic — Doctors / Add

How do I add a new medication to the clinic's common formulary?

  1. Navigate to the Drug list menu.
  2. Click the New drug button to open the entry modal.
  3. Enter medication Brand name and Generic name.
  4. Enter the Common dose (e.g., 500 mg tablet) and click Save to make it available for smart auto-completion during prescription writing.
Screen
Clinic › Drug List
Permission needed
Clinic — Drug and diagnosis lists / Add

Frequently asked questions

Why does the message "This ID is registered in file..." appear when opening a patient file?
  1. To prevent duplicate medical records and fragmentation of patient history across multiple files, the system validates national ID numbers and phone numbers. If a previous file exists with matching identity, the system blocks creating a second record and displays the Open file button to navigate directly to the patient's existing profile.
Screen
Clinic › Patients · Create
Permission needed
Clinic — Patient files (data and insurance) / Add
Why is the examination locked and why can't I edit the diagnosis or medications?
  1. Once the doctor clicks Sign examination, the clinical record is permanently locked to protect medical and legal liability, displaying the message: "This examination is signed and locked and cannot be edited." If additional notes or corrections are required, click the Add correction addendum button to document the amendment officially.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Edit
Why can't the doctor sign the clinical consultation?
  1. The message "Cannot sign before entering chief complaint and diagnosis" appears if the Chief complaint field or Diagnosis field is left blank. The medical system strictly requires documenting the patient's presenting complaint and establishing a clear diagnosis (code or text) as the minimum clinical threshold prior to permitting signature.
Screen
Clinic › Visits
Permission needed
Clinic — Medical record (doctors and nursing staff only) / Sign examination
Why can't the receptionist view patient clinical details?
  1. To safeguard patient medical confidentiality and comply with data protection regulations, access to chief complaints, physical examinations, diagnoses, and doctor clinical notes is strictly restricted to users holding the medical clinical viewing permission (clinic.clinical.view) reserved exclusively for physicians and nursing staff, while receptionists see appointments, billing, and insurance data.
Screen
Clinic › Patients · View
Permission needed
Clinic — Medical record (doctors and nursing staff only) / View
Why can't I void a clinic visit invoice?
  1. The prevention message appears in two scenarios:
  • "Invoice has collected payments, cannot void": Payment receipts collected against the invoice must be voided first.
  • "Invoice is included in an insurance claim, cannot void": The insurance portion of this invoice has been batched into a monthly claim submitted to the insurance company.
Screen
Clinic › Billing And Collection
Permission needed
Clinic — Billing and collection / Void invoice

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