Medical Secretary User Guide

1. Getting Started

1.1 Your Role as Medical Secretary

As a Medical Secretary (also known as Medical Office Assistant), you are the backbone of clinic operations. Your role includes:

• Managing the patient queue
• Checking in patients
• Recording vital signs
• Handling appointment bookings
• Processing billing and payments
• Managing patient records

1.2 Logging In

1. Open your web browser and navigate to your clinic URL
2. Enter your credentials (Email and Password)
3. Click Sign In

1.3 Navigation

2. Dashboard & Queue Management

The Dashboard is your primary workspace for managing daily clinic operations.

2.1 Queue Board Overview

The dashboard features a Kanban-style queue board with 5 columns representing the patient flow:

2.2 Checking In Patients

When a patient arrives at the clinic:

1. Find their appointment in the Scheduled column
2. Click Check-in
3. Patient moves to Waiting Room
4. Optionally record vital signs

2.3 Recording Vital Signs

2.4 Drag-and-Drop

You can drag appointment cards between columns to change status:

• Drag from Scheduled → Waiting Room = Check-in
• Drag from Waiting Room → Scheduled = Revert check-in

2.5 Updating Doctor Status

Help patients know doctor availability:

• Active (green) - Available for consultations
• On Break (yellow) - Temporarily unavailable
• Out of Office (red) - Not available today

3. Appointments Management

3.1 Creating Walk-In Appointments

For patients who arrive without prior booking:

1. Click + Walk-In button
2. Search for existing patient or create new
3. Select the doctor
4. Choose appointment reason
5. Click Create Walk-In

3.2 Booking Scheduled Appointments

1. Click + Book Appointment
2. Search and select patient
3. Choose doctor
4. Select date from calendar
5. Pick available time slot
6. Add appointment reason
7. Click Book

3.3 Rescheduling & Cancelling

To reschedule: Find appointment → Click Reschedule → Select new date/time → Confirm

To cancel: Find appointment → Click Cancel → Select reason → Confirm

4. Patient Management

4.1 Creating a New Patient

1. Click + New Patient
2. Fill in required information:

3. Add HMO information if applicable
4. Click Save

4.2 Viewing Patient History

1. Click on patient name
2. View consultation history: Past visits with dates, Diagnoses, Prescriptions given, Documents uploaded

4.3 Archiving Patients

For inactive patients: Find patient → Click Archive → Confirm

To restore: Go to Archived filter → Find patient → Click Unarchive

5. Doctor Management

5.1 Viewing Assigned Doctors

Navigate to Doctors to see doctors you work with:

• Doctor name and photo
• Specialty
• Current status (Active, On Break, Out of Office)
• Today's appointment count

5.2 Doctor Status Management

1. Click on doctor card
2. Update status: Active, On Break, or Out of Office

5.3 Checking Slot Availability

1. Select doctor
2. Choose date
3. System shows available time slots
4. Grayed slots are unavailable

6. Billing & Invoices

6.1 Creating an Invoice

After consultation is complete:

1. Find patient in For Billing column or go to Billing
2. Click Create Invoice
3. Step 1 - Select Services: Choose consultation fee, Add procedures/tests, Add custom items
4. Step 2 - Review: Verify line items, Check total, Apply discounts
5. Click Create Invoice

6.2 Common Billing Items

6.3 Recording Payments

1. Find the invoice
2. Click Record Payment
3. Enter: Amount, Payment Method (Cash, Card, GCash, etc.), Reference Number
4. Click Confirm Payment

6.4 Payment Methods

6.5 Cancelling & Refunds

To cancel: Find invoice → Click Cancel → Enter reason → Confirm

To refund: Find paid invoice → Click Refund → Enter amount and reason → Process

7. Document Management

7.1 Uploading Patient Documents

1. Go to patient record
2. Click Documents tab
3. Click + Upload
4. Select document type:

5. Select file from computer
6. Click Upload

8-9. Profile & Troubleshooting

8.1 Profile Settings

Click your name in sidebar to view profile. You can change email and password.

9.1 Common Issues

• Cannot Check-In Patient - Appointment not approved. Approve from Incoming column first.
• Cannot Start Consultation - Patient not checked in. Check-in patient first.
• Invoice Creation Failed - Consultation not completed. Wait for doctor to end consultation.
• Cannot Find Patient - Check archived list or search by phone number.

9.2 Best Practices

1. Check-in patients promptly when they arrive
2. Record vitals before consultation starts
3. Verify HMO before the appointment
4. Create invoices immediately after consultation
5. Update doctor status when they take breaks

9.3 Getting Help

1. Contact Clinic Admin - For access and permission issues
2. Email Support: support@ritecaredr.com

Appendix: Status Color Codes