Patient Workflow Guide

Overview

This guide documents the complete patient journey in RiteCareDoctor, from initial registration through billing. It shows how the Medical Secretary and Doctor roles work together.

Roles Involved

Patient Journey Overview

Phase 1: Patient Registration

Performed by: Medical Secretary

New Patient Registration

When a new patient arrives at the clinic for the first time:

1. Navigate to Patients - Click Patients in the sidebar
2. Click + New Patient
3. Enter Patient Information:
   • Personal Info: First Name, Last Name, Middle Name
   • Demographics: Date of Birth, Gender, Civil Status
   • Contact: Mobile Number, Email Address
   • Address: Complete home address
   • Emergency Contact: Name, Relationship, Phone
4. Add HMO Information (if applicable)
5. Save Patient Record

Returning Patient

1. Search for patient (name, phone, or patient ID)
2. Verify information is current
3. Update if necessary

Phase 2: Appointment Booking

Performed by: Medical Secretary

Scheduled Appointment

For patients who call ahead or book online:

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. Confirm booking

Walk-In Appointment

For patients who arrive without prior booking:

1. Click + Walk-In button
2. Search or create patient
3. Select doctor
4. Choose reason for visit
5. Patient is immediately added to queue

Phase 3: Patient Check-In

Performed by: Medical Secretary

Queue Board Columns

Check-In Process

1. Locate Appointment - Find patient in Scheduled column
2. Verify Identity - Confirm patient identity
3. Perform Check-In - Click Check-In button
4. Record Vital Signs:

5. Patient moves to Waiting Room

Phase 4: Medical Consultation

Performed by: Doctor

Starting Consultation

1. View Queue - See patients in Waiting Room
2. Review Vitals - Check vitals recorded by Secretary
3. Start Consultation - Click Start on patient card
4. Patient moves to In Consultation
5. Consultation timer begins

During Consultation

Recording SOAP Notes

Ending Consultation

1. Ensure all documentation is complete
2. Click End Consultation
3. Patient moves to For Billing
4. Secretary is notified to create invoice

Phase 5: Billing and Payment

Performed by: Medical Secretary

Invoice Creation

1. Locate Patient - Find in For Billing column
2. Create Invoice - System pre-populates consultation fee
3. Add Line Items:

4. Apply Discounts (Senior, PWD, promotions)
5. Process HMO if applicable

Payment Collection

1. Present invoice to patient
2. Collect payment (Cash, Card, GCash, Maya, Bank Transfer, HMO)
3. Click Record Payment
4. Enter amount and payment method
5. Print receipt
6. Patient may leave

Documents to Provide

Summary & Responsibilities

Role Responsibilities Matrix

Handoff Points

Best Practices

Status Flow