For the front desk

1Your role

The Front Desk role runs the schedule and the counter. You book visits, check patients in and out, take payments, and get forms signed.

You see each patient’s contact details, not their medical record, and you don’t see the clinic’s revenue.

2What’s in your sidebar

1. 1Dashboard, Appointments and Patients for the day and the people in it.
2. 2Consents for the forms patients sign, and Dispensary for the supplements you hand over.
3. 3Messages and Time Clock, plus AI Assistant for any how-to question.
4. 4The first time you sign in on a computer, a welcome offers the tutorial. It walks only these pages.

3Start the day

1. 1The numbers at the top are Appts Today, Check-ins Today and Refills Due.
2. 2Front desk · Today shows the day in four lanes: Arriving next, Waiting, In visit and Done.
3. 3Click a patient to move them along, or drag their card to the next lane.
4. 4Walk-in books someone who just came in. Running late tells a provider’s patients they’re behind. Print day prints the day sheet.

4Book a visit

1. 1On Appointments, click New appointment.
2. 2Pick the category, then the kind of visit.
3. 3Pick the patient and a time. Only times the provider is really free are shown.
4. 4Book it. The visit’s forms, prep and deposit go out on their own.

5Requests and closed days

1. 1Visits patients asked for online land under Requests. Approve one, or offer another time.
2. 2Close a day blocks new bookings for a holiday. Visits already booked stay put, so you decide about each one.
3. 3Booking link lets you copy the clinic’s link for a patient. Only an owner or manager can turn it on or change it.

6Check in, check out

1. 1Open the Front desk tab on Appointments, or click the visit anywhere it shows.
2. 2The main button changes as the visit moves along: Confirm, Check in, Check out, then Charge.
3. 3Allergies show as a red tag at the top of the visit.
4. 4No-show and cancel are in the … menu. Reschedule moves the visit.

7Take a payment

1. 1Press Charge on the visit. The visit’s services and products are already in the basket.
2. 2Add or change lines, and add a saved discount if one applies.
3. 3Choose Card on file, Terminal, or Something else… for cash, a check and other ways.
4. 4Take the payment, then pick Print, Email, Print & email, or Skip — no receipt needed.

8Get forms signed

1. 1On Consents, Send to patient sends forms to the patient’s portal to sign.
2. 2Hand to patient lets them sign on a tablet at the desk.
3. 3Open the patient’s visit to see which of their forms were sent and which are signed. What they signed stays in the chart, for clinical staff.

9Find a patient

1. 1On Patients, type a name, email, chart number or portal ID. The page says Demographics view: each row shows the phone, status and next appointment.
2. 2Click a patient to open their contact card: allergies, date of birth, phone, email, preferred pharmacy and emergency contact.
3. 3Tap the phone number to call. You’re then asked how the call went, so it’s logged.

10Messages

1. 1Your team’s chats are all here: channels, groups and direct messages.
2. 2When someone hands you a patient’s conversation, it shows up for you. Answer it in plain text.
3. 3Pick Internal note to write to your team inside a conversation. The patient never sees it.

11Hand out supplements

1. 1Open Dispensary. Every supplement you stock is on the shelf, with how many are on hand.
2. 2Press Assign to patient. Pick the patient, the dose, and pickup or shipping. It goes on their plan.

12Clock in and out

On Time Clock, press Clock In when you arrive, Break when you step away, and Clock Out when you leave. You see only your own hours.

13What your role can’t do by default

1. 1Open a full chart, clinical notes, lab results or signed forms.
2. 2Add a new patient by hand. Owners, managers and clinicians can.
3. 3Give refunds, or see Billing, Analytics or the day’s takings.
4. 4Change visit types, the booking link, or anything in Settings.
5. 5An owner or manager can change what your role can do in Settings → Roles & Permissions.