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Everything you need to know about the Software.

Welcome to Clinic Management System

This system streamlines clinic operations by managing patients, appointments, billing, inventory, repairs, referrals, therapy sessions, and staff tasks in one platform.
Designed for both small and large clinics, it ensures better organization, efficient workflow, accurate billing, and enhanced patient care.

Key Modules:

Patient Registration: Create profiles and generate Patient IDs.
Referral Doctors: Track doctor referrals and generate reports.
Products & Inventory: Manage company/vendors, hearing aids, accessories, and payments.
Repair Module: Record, track, and bill hearing aid repairs.
Task Planner: Assign, approve, and track staff tasks.
Billing: Manage bills, advance payments, expenses, and revenue analysis.
Services & Packages: Add services and therapy packages for billing and scheduling.
Speech Therapy: Schedule sessions, track attendance, reschedule missed sessions, and monitor therapist performance.

Getting Started with Clinic Management System

Welcome to the Clinic Management System! This guide will help you get started quickly with the system, allowing you to manage patients, billing, therapies, tasks, and more efficiently.

Step 1: Logging In

Open the system URL in your browser.
Enter your Staff ID or Email and Password.
Click Sign In to access the dashboard.
Use the Forgot Password? link if you need to reset your password.

Step 2: Familiarize with the Dashboard

After logging in, the dashboard provides a snapshot of your clinic operations including:

Total Patients and New Registrations
Pending Appointments and Sessions
Billing Summary and Pending Payments
Tasks Assigned to Staff
Upcoming Therapy Sessions

Step 3: Start Using Core Modules

Here’s a quick guide to begin with the most important modules:

Patient Registration: Add new patients and generate unique Patient IDs.
Referral Doctors: Add and manage referring doctors.
Products & Inventory: Register companies, add products and accessories, track payments.
Repair Module: Record and monitor hearing aid repairs.
Task Planner: Assign, approve, and track staff tasks.
Billing: Create bills, record advance payments, manage expenses, and analyze revenue.
Services & Packages: Add services or therapy packages for billing and scheduling.
Speech Therapy Module: Schedule sessions, take attendance, and reschedule missed sessions.

Step 4: Follow Best Practices

Always verify patient details during registration.
Keep company and product details updated to ensure accurate billing.
Approve staff tasks daily for smooth workflow.
Mark therapy attendance regularly and reschedule missed sessions promptly.
Review reports for billing, revenue, and therapy performance periodically.

Step 5: Explore Reports & Analytics

Use the analysis and reporting tools to monitor:

Revenue by products, services, and packages
Referral trends and top referring doctors
Staff performance through Task Planner and Speech Therapy session counts
Pending payments and company balances

Step 6: Help & Support

For assistance, contact your system administrator or refer to the detailed module-specific user guides for step-by-step instructions.

Clinic Management System — Login & Password Recovery

The Clinic Management System requires users to securely log in to access various modules like Patient Registration, Billing, Services, Repair, Task Planner, and Speech Therapy.
This guide explains how to log in, recover a forgotten password, and reset your password.

1. Logging In

The login allows staff, admin, or authorized users to access the Clinic Management System securely.

Steps to Log In:

Open your web browser and navigate to the Clinic Management System URL.
On the login page, enter your Staff ID or Email in the username field.
Enter your Password in the password field.
Optionally, select Remember Me to stay logged in on this device.
Click the Sign In button to access your account.

Important Notes:

Ensure your username and password are typed correctly to avoid login failures.
Users with admin privileges will have additional access options like Approve Task and Check Task.
If login fails multiple times, check with your system administrator to reset credentials.

2. Password Recovery

Use this feature to reset your password if you have forgotten it or need to update it for security reasons.

Steps to Recover Password:

On the login page, click the Forgot Password? link.
Enter your registered Email or Phone Number in the recovery form.
Click Send Recovery Code. A verification code will be sent to your email or phone.
Check your email/phone for the code.
Enter the verification code in the Verification Code field.
Enter your new password in the New Password field and confirm it in the Confirm Password field.
Click Reset Password to save changes.
You can now log in using your new password.

Important Notes:

Use a strong password combining letters, numbers, and special characters for better security.
If you do not receive the recovery code, check spam/junk folders or request a new code.
Do not share your verification code with anyone.
After password reset, update your login credentials in any saved devices if using Remember Me.

Best Practices

Log out of the system when leaving the workstation to maintain security.
Regularly update passwords to enhance account safety.
Keep recovery email/phone updated to ensure password recovery works properly.
Report any suspicious login attempts to the system administrator immediately.

Main Dashboard Overview

The Dashboard is the central hub of the Clinic Management System. It provides a quick overview of your clinic's operations, patient management, billing, tasks, and therapy sessions, allowing you to monitor performance and make informed decisions.

Key Components of the Dashboard

Total Patients: Displays the total number of registered patients and highlights new patient registrations.
Upcoming Appointments: Shows scheduled patient visits and therapy sessions for the day or week.
Pending Payments: Displays outstanding bills from patients and pending payments to companies/vendors.
Task Summary: Lists tasks assigned to staff, their status, and deadlines.
Session Overview: Shows scheduled speech therapy or other therapy sessions, attendance, and missed sessions.
Referral Tracking: Provides quick insights into the number of patients referred by doctors and top referring doctors.
Revenue Summary: Displays total revenue, categorized by products, services, and packages, with a graphical overview if enabled.

Interactive Features

Quick Access: Navigate to Patient Registration, Billing, Products, Services, or Task Planner directly from the dashboard.
Notifications: Alerts for pending approvals, missed sessions, pending payments, and important updates.
Search & Filters: Quickly search patients, tasks, or sessions and filter by date, staff, or status.
Reports & Analytics: Access summary reports for revenue, tasks, and therapy sessions without navigating multiple modules.

Best Practices for Using the Dashboard

Check the dashboard at the start of the day to review new patients, appointments, and tasks.
Monitor pending payments to ensure timely billing and follow-ups.
Track therapy sessions and attendance to maintain patient engagement and continuity of care.
Use the quick links for efficient navigation across modules.
Regularly review referral and revenue summaries to identify trends and optimize clinic operations.

Tips for New Users

Familiarize yourself with the layout of the dashboard for faster navigation.
Keep your profile and user settings updated for accurate notifications.
Use the dashboard filters and search functions to quickly access specific patient or task information.

Patient Registration — Adding a New Patient

Create new patient profiles and generate unique Patient IDs for clinic records.

Module: Patient Registration

1. Accessing the Patient Registration Page

The Patient Registration module is used to create a new patient profile and generate a unique Patient ID for clinic records. This ensures clinical and billing activities are linked to the correct patient.

From the top-left corner, click the three-bar (menu) icon.
The left-side navigation menu will appear.
Select Patient Registration.
The Patient List page will open, displaying all existing registered patients.

2. Adding a New Patient

On the top-right corner of the Patient List page, click the Add button.
The Add New Patient form will appear.
Fill in all required fields, including:
- Full Name
- Gender
- Age
- Contact Number
- Address
- Referred By (Doctor / Source)
- Purpose
- Image (optional)
Once all details are entered, click Add to save the patient record.
The system will generate a unique Patient ID, which can be used for all further transactions and records.

3. Adding Referral Doctor (if not available in list)

If the referring doctor’s name is not visible in the Referred By dropdown menu:

Go to the Referral Doctor section from the left-side menu.
Click Add to open the Add Referral Doctor form.
Enter the doctor’s details, including:
- Name
- Contact
- Specialty
- Address
Save the record.
Return to the Patient Registration form — the newly added doctor’s name will now appear in the Referred By dropdown list.

Best Practices for Patient Registration

Verify spelling of the patient’s name to avoid duplicate records.
Always check the contact number for accuracy — it will be used for communication and appointment reminders.
Ensure the Referral Doctor details are correctly entered to maintain referral tracking.
Keep addresses and demographic information updated for follow-up and billing purposes.

Coming Soon...

Billing Module

The Billing Module helps manage all patient billing, payments, expenses, and revenue analysis in one place.
This section covers creating new bills, recording advance payments, tracking expenses, reviewing past bills, and analyzing financial performance.

1. Accessing the Billing Module

From the left-side menu, select Billing.
A dropdown menu will appear with the following options:
- New Billing
- Advance Payment
- Expenses
- Check Bills
- Analysis

2. Creating a New Bill

Step 1: Open New Billing Page

Select New Billing from the dropdown menu.
The page layout:
- Right-hand side → Bill format / preview.
- Left-hand side → Data entry fields.

Step 2: Enter Patient Details

In the Patient ID field, enter the patient’s ID and press Enter.
The patient’s demographic details (from Patient Registration) will auto-populate on the right-hand side.

Step 3: Add Products / Services / Packages

Use the three icons to add billing items:
1. Add Product → Select from Product Inventory.
2. Add Service → Select from Services module.
3. Add Package → Select from configured packages.
Each selected item appears in the bill preview with its price and contributes to the total.

Step 4: Select Payment Mode

Choose payment mode: Cash, Credit, UPI, Net Banking, Card, Cheque, etc.

Step 5: Apply Discount & Enter Payment

Enter Discount Amount if applicable.
Enter Payment Amount received.
If payment is not received, leave the payment box empty — the bill will show the pending amount.

Step 6: Add Description & Save

In the Description box, add any notes relevant to the bill.
Click Save to finalize and store the bill.

3. Using Advance Payments

Accessing Advance Payments in New Billing

If a patient has an advance payment, a code will appear in the Advance Payment section during New Billing.
Apply this code to adjust the billing amount automatically.

Recording New Advance Payments

From the Billing dropdown menu, select Advance Payment.
On the top-right corner, click Add.
Fill required fields: Patient ID, Amount, Payment Mode.
Click Add Payment.
The payment appears in the Advance Payment List with a generated code for later use in New Billing.
To print the advance payment receipt, click the Print icon in the Action column.

4. Managing Expenses

Select Expenses from the Billing dropdown.
Click Add to record clinic expenses (daily operations, doctor commissions, utilities, etc.).
Maintain accurate expense entries to track spending and calculate net revenue.

5. Checking Existing Bills

Step 1: Open Check Bills Page

From the Billing dropdown, select Check Bills.
The page shows a list of bills with columns such as:
- Patient ID
- Order ID
- Patient Name
- Phone Number
- Products/Services Billed
- Paid Amount
- Pending Payment
- Discount Amount
- Total Payment
- Date & Time
- Action

Step 2: Actions Available

Print → Print the bill.
Payment → Add pending payment to the bill.
Slot Booking → Book date/time for services (available if item was a Package in New Billing).

6. Analyzing Business Performance

Select Analysis from the Billing dropdown.
View revenue breakdown by category (Products, Services, Packages, etc.).
Use analysis to track earning trends and identify high-revenue areas for informed decisions.

Best Practices for Billing

Always confirm Patient ID before creating a bill to avoid mismatched records.
Keep Product Inventory and Services Module updated for accurate billing.
Apply advance payments correctly to prevent double-charging.
Record all expenses to maintain clear profitability reports.
Use the Analysis feature regularly to drive business decisions.

Referral Doctors Section

The Referral Doctors module is designed to record details of doctors referring patients to your clinic and to track the number of patients referred by each doctor.
This helps in maintaining strong professional relationships and focusing on quality patient care.

1. Accessing the Referral Doctors Page

From the top-left corner, click on the three-bar menu icon.
In the left-side navigation menu, click Referral Dr.
The Referral Doctors List page will open, displaying all doctors currently added in the system.

2. Adding a New Referral Doctor

On the top-right corner of the Referral Doctors List page, click the Add button.
You will be redirected to the Add Referral Doctor page.
Fill in the required fields:
- Doctor’s Name
- Address
- (Optional) Additional details like Contact Number, Specialty, or Email
Click Add to save the doctor’s information.
The new doctor will now appear in the Referral Doctors List and will be available in the Referred By dropdown when registering new patients.

3. Tracking Patients Referred by a Doctor

Open the Referral Doctors List page by selecting Referral Dr from the left-side menu.
The page will display a table with four columns:
- Doctor Name
- Address
- Number of Patients Referred
- Action (Edit/Delete)
To view patients referred by a specific doctor, click on the number in the Number of Patients column for that doctor.
You will be redirected to the Patient List page showing only the patients referred by that doctor.

4. Filtering and Downloading Referral Reports

On the top-right corner of the referred patients list, use the Filter option to select a time period (e.g., one month, six months, custom dates).
The system will display only the referrals within the selected time frame.
You can download this filtered list by clicking on the Export button for reporting, analysis, or record-keeping purposes.

Best Practices for Referral Tracking

Keep doctor details updated to maintain professional communication.
Regularly review referral statistics to identify top referrers and strengthen partnerships.
Use filtered reports to measure referral trends over specific periods.
Ensure patient records linked to referral doctors are accurate for proper reporting.

Adding Products for Accurate Billing and Company Payment Reminders

This module allows you to maintain a structured record of all products purchased from suppliers
(hearing aid companies, accessory vendors, etc.) and ensures accurate billing for patients
as well as timely reminders for pending company payments.

1. Registering Company/Vendor Details (First Step – Must be Done Before Adding Products)

From the left-side menu, click Product → Hearing Aid Company.
You will be directed to the Company List page.
Click the Add button on the top-right corner.
Fill in all required fields (e.g., Company Name, Address, Contact Details).
Click Save Changes.
The new company/vendor will now appear in the Company List table, which includes:
- Company Name
- Company Details
- Pending Payments (total amount due to the company after purchases)
- Action (Payment / Edit / Delete)

Understanding the Action Column

Payment → Record any payment made to the company. The entered amount will be deducted from the pending payment total.
Edit → Update company information.
Delete → Remove the company from the list (use with caution – data will be lost).

2. Adding Products to Inventory

From the left-side menu, select Product → Inventory.
The Inventory List page will open.
Click the Add button on the top-right corner.
In the Add Inventory popup:
- Product Name → Enter the hearing aid model name.
- Model Details → Specify model/variant information.
- Select Company → Choose from the dropdown list (created in the Hearing Aid Company section).
- Serial Number (Sl No) → Enter product serial numbers.
- If purchasing multiple units of the same model, enter the add serial number and system will add multiple units automatically.
- Total Purchase Value → Enter the total bill amount you owe to the company for this purchase (this will be reflected in the company’s Pending Payments).
- MRP → Enter the retail price for a single unit.
Click Add to save the product to your inventory, ready for billing.

Special Case – Hearing Aid Kit Purchase

Add two serial numbers for both hearing aids in the kit.
Set each unit’s MRP as half the total kit price.
Add the charger as a separate inventory item with a DP (Dealer Price) value of zero.

3. Adding Accessories

From the left-side menu, select Product → Accessories.
The Accessories List page will open.
Click Add on the top-right corner.
Enter:
- Accessory Name & Model
- Select Company (if applicable)
- Purchase Price (Total purchase value from vendor)
- Sales Price (MRP of a single unit)
Save to add the accessory to the system.

4. Repair Products

Repair product entries are managed through the Repair Module (see Repair Module User Guide).

Best Practices for Accurate Billing & Payment Tracking

Always register the company first before adding products to avoid mismatches in billing.
Enter the Total Purchase Value carefully, as it directly updates the pending payments for that company.
Update the Payment option in the Hearing Aid Company section whenever you pay a vendor to keep balances accurate.
Maintain separate entries for products and accessories for better stock management and profit analysis.
Use the Pending Payments column in the Company List as a reminder for upcoming or overdue payments.

Coming Soon...

Repair Module

The Repair Module allows you to record, track, and manage hearing aid repairs efficiently. Follow the steps below to add a new repair request and monitor its status.

1. Adding a New Repair Request (For a New Patient)

Step 1: Register the Patient

Navigate to the Patient Registration section.
Enter all required patient details and generate a Patient ID.

Step 2: Copy the Patient ID

Once registration is complete, copy the generated Patient ID for use in the repair record.

Step 3: Access the Repair Section

From the left-side menu, click Product → Repair.
The Repair page will open.

Step 4: Add Repair Details

Click the Add button at the top-right corner of the Repair page.
Fill in all necessary details of the hearing aid, including model, serial number, problem description, and warranty information.

Step 5: Save the Repair Record

Select the Clinic (if applicable) and click Add to save the entry.
A confirmation message will appear indicating the repair request was successfully added.

Step 6: Print Repair Slip

On the right-hand side, click Print to generate and print the repair slip for the patient.

2. Checking and Updating Repair Status

Step 1: Locate the Repair Record

Scroll right to left to find the Action column on the Repair page.
The Action column contains four options: Edit, Next Follow-Up, Print, and Delete.

Step 2: Edit Repair Status

Click Edit to update the repair status (e.g., Pending, In Progress, Completed).
If you select Repair Estimate Approved, an additional box will appear to enter the Repair Estimate Amount.
After entering the amount, you can generate a Repair Bill for that specific hearing aid.
Click Save Changes to confirm updates.

Step 3: Schedule Next Follow-Up

Click Next Follow-Up to set the patient’s next follow-up date for repair progress or collection.

Step 4: Print or Delete Record

Print: Reprint the repair slip or related documents.
Delete: Remove the repair record if it was added by mistake. (Use with caution as deleted data cannot be recovered.)

Best Practices for Repair Module Usage

Always verify the Patient ID before adding a repair record.
Ensure warranty status is accurately recorded to avoid billing disputes.
Keep the repair status updated in real-time for smooth tracking.
Use the Next Follow-Up option to maintain timely communication with patients.

Task Planner Module

The Task Planner in your clinic management software is designed to improve work allocation, staff productivity tracking, and timely completion of tasks. It allows tasks to be added, approved, monitored, and reviewed in a structured way.

1. Accessing the Task Planner

From the left-side menu, click Task Planner. Four options will appear:

Task List
Approve Task
Add Task
Check Task

Note: Staff/Users only see Task List and Add Task. The Approve Task and Check Task options are available only for Admin. You can do this under user authentication by allowing these two only for Admin.

2. Adding a Task (Staff or Admin Role)

Go to Add Task.
Select the Staff User (if you are Admin, assign to a staff; if you are Staff, it will be self-selected).
Enter the Date and Time for the task.
In the Task Description box, type the work to be done.
Click Add Task (this allows you to add multiple tasks for different times in a single day).
Once all tasks are entered, click Book Now.

After submission, the task will not appear in the staff’s Task List immediately. It first goes to the Admin for approval.

3. Approving Tasks (Admin Role Only)

Go to Approve Task.
A list of all pending tasks submitted by staff will be shown.
The Admin can:
- Approve → Task will move to staff’s Task List.
- Edit → Make corrections (e.g., timing, description).
- Delete → Remove if incorrect or not required.

Once approved, the staff can view the assigned tasks in their Task List.

4. Completing Tasks (Staff Role)

Staff log in with their Staff ID and Password.
Open Task List to view approved tasks.
As each task is completed:
- Enter the work details for that task.
- Record distance travelled (in kilometers) if applicable (used for travel allowance calculation).
- Mark the task as completed.

This ensures Admin can track what was done and when.

5. Checking Tasks (Admin Role Only)

Go to Check Task.
Use filters to view tasks date-wise or month-wise.
Admin can download task records for performance review, travel allowance calculation, or monthly reporting.

6. Best Practices for Effective Use

For Admin:

Review and approve staff tasks daily to avoid delays.
Use the Check Task option monthly for reporting and allowance calculations.
Edit or delete tasks that are unclear before approving.

For Staff:

Enter all planned tasks at the start of the day for better scheduling.
Provide clear details when marking tasks as complete.
Accurately fill travel distance to ensure correct travel allowance.

How This Improves Workflow

Transparency → Both staff and admin can track tasks and status.
Accountability → Staff report completed work with details.
Efficiency → Admin can monitor workload distribution and make adjustments.
Accuracy → Travel allowances and task completion are recorded digitally, reducing errors.

Services Module

The Services Module helps you list and manage all clinical services and therapy packages offered by your clinic.
This ensures services are clearly displayed in the system, billed accurately, and visible to patients via the app for better communication and scheduling.

1. Accessing the Services Module

From the left-hand side menu, click Service.
Two dropdown options will appear:
- Service
- Package

2. Adding Services (One-Time Setup)

Step 1: Open Services Page

Select Service from the dropdown menu.
The Services Page will open.

Step 2: Add a New Service

Click the Add button on the top-right corner.
An Add Service popup will appear.
Fill in the following fields:
- Service Name → e.g., Speech Therapy, Audiometry, Hearing Aid Fitting.
- Price → Service cost per session or per use.
- Web URL → Clinic website/service link (required for visibility in patient app).
- Image → Upload an image/icon for representation (required for patient app display).

Step 3: Save the Service

Click Add to save.
The service will now appear in the Services Page with:
- Service Name
- Service Image
- Price
- Action Column (Edit / Delete)

Tip: Add all services offered by your clinic during initial setup. This is a one-time exercise, but services can be edited or updated as needed.

3. Adding Packages (One-Time Setup)

Packages are designed for therapy sessions or bundled services where patients need multiple follow-ups.

Step 1: Open Package Page

Select Package from the dropdown menu.
The Packages Page will open.

Step 2: Add a New Package

Click the Add button on the top-right corner.
An Add Package popup will appear.
Fill in the following details:
- Package Name → e.g., “Speech Therapy – 12 Sessions”.
- Price → Total package price (e.g., ₹6000).
- Package Period → Number of sessions or days (e.g., 12).
- Select Period Type → Choose Days (or Weeks/Months if configured).
- Web URL → Clinic website/package link.
- Specifications → Details about the package (e.g., “12 sessions for ASD, ADHD, Speech Delay”).

Step 3: Save the Package

Click Add to save.
The package will now be visible in the Packages Page with details and actions (Edit / Delete).

Example

Package Name: Speech Therapy – 12 Sessions
Price: ₹6000
Period: 12 → Days
Web URL: www.myhear.com
Specifications: 12 sessions for ASD, ADHD, Speech Delay

Similarly, create a 20-session package:

Package Name: Speech Therapy – 20 Sessions
Price: ₹10,000
Period: 20 → Days
Web URL: www.myhear.com
Specifications: 20 sessions for ASD, ADHD, Speech Delay

4. Using Services & Packages in Billing

Once added, Services and Packages will automatically appear in the Billing Section.
During billing:
- Add Service → Single session billing.
- Add Package → Book packages (e.g., 12 or 20 sessions).
For packages, the system allows booking session dates/times and sends notifications to the patient app so patients are aware of scheduled therapy sessions.

5. Best Practices

Add all services and therapy packages during initial setup.
Always upload images and web URLs for better patient visibility in the app.
Clearly define specifications in packages to avoid confusion.
Update services/packages periodically as clinic offerings change.
Use packages specifically for therapies that require regular follow-ups and monitoring.

Speech Therapy Module

The Speech Therapy Module is designed to help clinics efficiently schedule, monitor, and track therapy sessions.
It ensures better management of therapy slots, patient attendance, and missed sessions—making it especially useful for clinics with multiple therapists and a high number of daily sessions.

1. Accessing the Speech Therapy Module

From the left-hand side menu, click Speech Therapy.
A dropdown menu with five sections will appear:
- Session Slot
- Enroll User
- Session Attendance
- Missed Session
- Session Count

2. Session Slot Setup

This section allows you to create and manage therapy session timings.

Adding a Session Slot

Select Session Slot from the dropdown.
You will be directed to the Session Slot List Page.
Click the Add button (top-right corner).
An Add Slot popup will appear:
- Start Time – Enter session start time.
- End Time – Enter session end time.
- Lunch Time – Select Yes or No if the slot falls under a lunch break.
Click Save Changes.
Your new session slot will be added to the list.

Note: Add all session timings your clinic offers. This is a one-time setup but can be updated anytime.

Session Slot List View

The page will display all added slots in six columns:

Start Time
End Time
Duration
Lunch
Active
Action

Actions Available

Edit – Modify session time and duration.
Switch Active – Activate or deactivate a slot.
Delete – Permanently remove the slot.

3. Enroll User (Assign Therapy Sessions)

This section allows you to book therapy sessions for patients.

Manual Enrollment

Select Enroll User from the dropdown.
You will be directed to the Enroll Session Page.
Enter the following details:
- Patient Name
- Therapist Name
- Package Name (e.g., Speech Therapy – 12 Sessions, 20 Sessions, etc.)
- Therapy Start Date
Click Book Now.

Session Allocation

The system will automatically generate the number of sessions as per the package.
Example: A 12-session package will display 12 sessions with dates.
Example: A 20-session package will display 20 sessions with dates.
You can select a convenient time for each session.
To skip a particular date, click the Cross Icon next to that session.
Once all sessions are confirmed, click Book Now to finalize.

Recommendation: For proper payment tracking, always book slots through the Billing Section when selecting packages. The Enroll User option should only be used when booking without payment.

4. Session Attendance

This section allows you to mark attendance and manage session status.

Taking Attendance

Select Session Attendance from the dropdown.
You will be directed to the Session Attendance List Page.
Use the available filters:
- Date Filter – Select the date of sessions.
- Slot Time Filter – Select the session slot.
Click Search to display all sessions scheduled on that date and time.
In the Action Column, click Take Attendance for each patient.
A popup will appear with:
- Status Dropdown – Select: Present, Absent, Cancelled, Postponed.
- Remark Box – Enter any notes (optional).

System Behavior

Postponed: System automatically suggests another date for the session.
Absent/Cancelled: The session will move to the Missed Session section for rescheduling.

5. Missed Session (Rescheduling)

This section lists all cancelled or absent sessions.
You can reschedule missed sessions by selecting a new date and time slot.
This ensures patients do not lose therapy sessions from their package.

6. Session Count (Therapist Performance Report)

This section helps monitor therapist activity and patient attendance.

Checking Session Count

Select Session Count from the dropdown.
Use the filters:
- Date Filter – Select date range.
- Therapist Name – Choose therapist.
The system will display:
- All sessions conducted by that therapist.
- Count of Present and Absent patients.

This report is useful for performance monitoring, therapy utilization tracking, and administrative analysis.

7. Best Practices for Speech Therapy Module

Set up all session slots in advance to avoid scheduling conflicts.
Always book sessions via Billing Section for proper payment and tracking.
Mark attendance daily to maintain accurate records.
Reschedule missed sessions promptly to ensure therapy continuity.
Review session counts regularly for staff productivity and patient engagement.

✅ With this module, clinics can easily manage therapy slots, attendance, rescheduling, and therapist workload—making it ideal for both small and large setups.

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Security & Data Privacy

Your Clinic Management Software is designed with robust security features to ensure patient data, staff details, and clinic records remain safe, private, and accessible only to authorized users.

1. User Authentication

Each user (Admin, Doctor, Staff, Receptionist) is provided with a unique User ID and Password.
Only authorized roles can access certain modules (e.g., only Admin can approve or check tasks).
Automatic session logout occurs after inactivity to prevent misuse.

2. Data Access Control

Role-Based Access:
- Admin has full access to all modules.
- Staff and Doctors have access limited to their role.
- Receptionists handle appointments and front-desk activities only.
Sensitive data like patient records, reports, and billing details cannot be accessed by unauthorized staff.

3. Data Protection

All data is stored in a secure encrypted database.
Communication between system modules uses SSL encryption to prevent data leaks.
Regular data backups are maintained to ensure information is not lost in case of system failure.

4. Privacy Compliance

Patient details, reports, and prescriptions are treated as confidential.
Only authorized staff can view, update, or share reports.
The system ensures compliance with medical data privacy regulations.

5. User Responsibility

Do not share your login credentials with anyone.
Always log out after completing your session.
Report any suspicious activity to the Admin immediately.

6. Audit & Monitoring

All login attempts and important actions (like report downloads, edits, deletions) are logged for audit tracking.
Admin can review these logs to ensure there is no unauthorized access or data breach.

🛠 Troubleshooting & Support

Even with a smooth system, you may occasionally face issues. This guide will help you quickly resolve common problems and know when to reach out for support.

1. Common Issues & Quick Fixes

🔑 Login Issues

Forgot Password: Use the “Forgot Password” option on the login page and follow the steps to reset.
Incorrect Credentials: Double-check your User ID and Password. Ensure Caps Lock is not enabled.
Account Locked: After multiple failed attempts, accounts may lock. Contact the Admin to reset access.

📄 Patient Registration Issues

Duplicate Patient Entry: Ensure you are not adding the same patient twice. Use the search option first.
Missing Information: Some fields are mandatory (Name, Phone Number, Date of Birth). The system won’t allow you to save until filled.

💰 Billing Problems

Wrong Amount Calculation: Check if the right services/products are selected.
Invoice Not Generating: Ensure all required billing fields are completed before generating.

📅 Appointment Issues

Double Bookings: Always check the schedule before booking a new appointment.
Unable to Reschedule: Only Admin/Authorized Staff can reschedule. Confirm your access rights.

🛠 Module Access Errors

“Access Denied” Message: You might not have permission for that module. Contact the Admin for role update.
Feature Not Responding: Refresh the page or log out and log back in.

2. System Performance Issues

Slow Loading: Check your internet connection. The system works best on stable broadband.
Page Not Loading: Clear browser cache and try again.
Frequent Errors: Restart your browser or switch to a recommended browser (e.g., Chrome, Edge).

3. Support & Escalation

If the above fixes do not work, contact support:

Step 1 – Internal Support:
- Contact your Clinic Admin for role/permission-related issues.
- Ask IT staff for local network or device issues.
Step 2 – Official Support Team:
- 📧 Email: [Support Email Placeholder]
- 📞 Phone: [Support Helpline Placeholder]
- 🕒 Support Hours: Monday – Saturday, 9:00 AM – 6:00 PM

When contacting support, provide:

Your User ID
A short description of the issue
Screenshot (if possible)
Steps you already tried to fix the issue

❓ Frequently Asked Questions (FAQs)

🔑 Login & Account

Q1: What if I forget my password?
➡ Use the “Forgot Password” option on the login page, enter your registered email/phone, and follow the reset instructions.

Q2: Can I change my password anytime?
➡ Yes. Go to Profile Settings → Change Password and update your password.

Q3: I entered the correct password but still can’t log in. What should I do?
➡ Make sure Caps Lock is off, clear your browser cache, and try again. If the issue continues, contact Admin.

👩‍⚕️ Patient & Appointment

Q4: How do I register a new patient?
➡ Go to Patient Module → Add Patient, fill in details like Name, Age, Phone Number, and Save.

Q5: Can I edit patient details after registration?
➡ Yes. Select the patient profile and click Edit to update information.

Q6: How do I book an appointment?
➡ Open the Appointment Module, choose a date, time, and doctor/specialist, then confirm booking.

Q7: Can I reschedule or cancel an appointment?
➡ Yes. Open the appointment record and select Reschedule/Cancel. Note: Only Admin/Authorized staff may have access.

🛠 Services & Therapy

Q8: How can I view all available services?
➡ Navigate to the Services Module to see a list of therapy sessions, hearing tests, and hearing aid options.

Q9: How do I start a Speech Therapy session?
➡ Open the Speech Therapy Module, select the patient, choose the therapy plan, and start the session.

💰 Billing & Payments

Q10: How do I generate a bill?
➡ Go to the Billing Module, select the patient, choose services/products, and click Generate Invoice.

Q11: What payment modes are supported?
➡ Cash, UPI, Credit/Debit Cards, and Net Banking.

Q12: Can I download or print invoices?
➡ Yes. After generating, click Download/Print for a copy.

🔒 Security & Privacy

Q13: Who can access patient records?
➡ Only authorized staff with valid login credentials. Access is role-based.

Q14: Is patient data safe?
➡ Yes. The system uses encrypted storage, role-based access, and secure login protocols.

🛠 Troubleshooting

Q15: What should I do if the system runs slow?
➡ Check your internet connection, refresh the page, or clear your browser cache.

Q16: What if I get an “Access Denied” message?
➡ You may not have permission for that module. Contact Admin to check your access rights.

Q17: Who do I contact for technical issues?
➡ Contact your Clinic Admin first. If unresolved, reach out to Support Team via Email/Phone.

Need more help?

Try these next steps: