Clinic Admin User Guide

1. Getting Started

1.1 System Requirements

• Browser: Google Chrome (recommended), Mozilla Firefox, Microsoft Edge
• Internet Connection: Stable broadband connection
• Screen Resolution: Minimum 1280x720 pixels

1.2 Logging In

1. Open your web browser and navigate to your clinic URL
2. Enter your credentials:
   • Email: Your registered email address
   • Password: Your account password
3. Click Sign In

1.3 First-Time Setup

When you first log in as a Clinic Admin, you'll need to:

1. Create your first clinic - Set up your clinic profile with basic information
2. Add doctors - Invite or add doctors to your clinic
3. Add staff - Add medical secretaries to your clinic
4. Configure settings - Set up clinic letterhead and preferences

1.4 Navigation

The main navigation sidebar includes:

2. Dashboard Overview

The Clinic Admin Dashboard provides a quick overview of your clinic's performance.

2.1 Key Metrics

• Total Clinics - Number of clinics you manage
• Active Clinics - Number of currently active clinics
• Total Doctors - Doctors across all your clinics
• Total Patients - Cumulative patient count

2.2 Quick Actions

From the dashboard, you can quickly:

• Create Clinic button (top right) - Add a new clinic
• Staff button - Manage doctors and secretaries for a clinic
• Letterhead button - Configure clinic letterhead
• Edit button - Update clinic information

3. Clinic Management

3.1 Creating a New Clinic

1. Navigate to My Clinics from the sidebar
2. Click the Create Clinic button (top right)
3. Fill in the required information:

4. Click Save to create the clinic

3.2 Viewing Clinic Details

1. Go to Clinics
2. Click on a clinic card to view details
3. You'll see:
   • Basic clinic information
   • List of associated doctors
   • List of staff members (secretaries)
   • Clinic statistics

3.3 Editing Clinic Information

1. Navigate to the clinic details page
2. Click Edit button
3. Update the necessary fields
4. Click Save Changes

3.4 Configuring Clinic Letterhead

The letterhead appears on all printed documents (prescriptions, invoices, medical certificates).

1. Go to clinic details
2. Click Letterhead Settings
3. Configure:

4. Click Save Letterhead

3.5 Deactivating a Clinic

1. Go to clinic details
2. Click Deactivate Clinic
3. Confirm the action

4. Doctor Management

4.1 Adding a Doctor to Your Clinic

1. Navigate to the clinic details page
2. Click + Add Doctor
3. Search for the doctor by:
   • Name
   • Email address
4. Select the doctor from search results
5. Click Add to Clinic

4.2 Viewing Clinic Doctors

1. Go to clinic details
2. Scroll to the Doctors section
3. View the list showing:
   • Doctor name
   • Specialty
   • PRC License Number
   • Status (Active, On Break, Out of Office)
   • Date joined

4.3 Searching for Available Doctors

Use the search feature to find doctors:

1. Click + Add Doctor
2. Type at least 2 characters in the search box
3. Results show doctors not yet in your clinic
4. Search matches against: First name, Last name, Email address

4.4 Removing a Doctor from Clinic

1. Go to clinic details
2. Find the doctor in the list
3. Click the Remove button (trash icon)
4. Confirm the removal

5. Staff Management

Medical Secretaries are clinic staff who help manage appointments, patient check-ins, and administrative tasks.

5.1 Adding a Secretary to Your Clinic

1. Navigate to the clinic details page
2. Click + Add Secretary
3. Search for the secretary by name or email
4. Select the secretary from search results
5. Click Add to Clinic

5.2 Viewing Clinic Secretaries

1. Go to clinic details
2. Scroll to the Staff section
3. View the list showing: Secretary name, Email, Date joined, Status

5.3 Secretary Capabilities

Once added to a clinic, secretaries can:

• View and manage appointments for doctors in the clinic
• Check in patients
• Manage patient queue
• View patient information
• Process basic billing tasks

5.4 Removing a Secretary from Clinic

1. Go to clinic details
2. Find the secretary in the staff list
3. Click the Remove button
4. Confirm the removal

6. Reports & Analytics

6.1 Accessing Reports

1. Navigate to Reports from the sidebar
2. Select the report type using the tabs:
   • Clinical Reports - Patient and consultation metrics
   • Financial Summary - Revenue and billing analytics

6.2 Clinical Reports

Clinical reports provide insights into patient care and clinic operations.

Setting Date Range

1. Use quick filters: Today, This Week, This Month, This Year
2. Or select custom date range and click Apply

Available Metrics

6.3 Financial Reports

Financial reports help track revenue and billing performance.

6.4 Exporting Reports

1. Generate the desired report
2. Click Export button
3. Choose format: PDF (for printing) or Excel (for further analysis)

7. Settings & Configuration

7.1 Clinic Settings

Configure general clinic settings:

1. Go to Settings
2. Select Clinic Settings
3. Configure: Default consultation duration, Operating hours, Appointment buffer time, Auto-confirmation settings

7.2 Notification Settings

Manage how notifications are sent:

1. Go to Settings > Notifications
2. Configure: Email notifications, SMS notifications (if enabled), Appointment reminders

7.3 User Profile

Update your personal information:

1. Click your profile icon (top right)
2. Select Profile
3. Update: Name, Email, Password, Contact information

8. Troubleshooting

8.1 Common Issues

Cannot Add Doctor

• Cause: Doctor doesn't have an account or is already in the clinic
• Solution: Ensure the doctor has registered and isn't already associated

Reports Not Loading

• Cause: Date range too large or network issues
• Solution: Try a smaller date range or refresh the page

Cannot Remove Doctor/Secretary

• Cause: They may have pending appointments
• Solution: Ensure all pending appointments are resolved first

8.2 Getting Help

If you encounter issues not covered here:

1. Email Support: support@ritecaredr.com
2. Documentation: Check the online help section
3. System Status: Check if there are any ongoing maintenance activities

8.3 Data Privacy

As a Clinic Admin, you have access to sensitive patient and clinic data. Please ensure:

• Keep your login credentials secure
• Log out when leaving your workstation
• Only access data necessary for your role
• Report any security concerns immediately

RiteCareDoctor complies with the Philippine Data Privacy Act of 2012 (RA 10173).

Appendix

A: User Roles Reference

B: Keyboard Shortcuts

C: Glossary