How to Setup your Practice on SoftClinic GenX Platform

When an account is created for your enterprise, the first thing you have to do is to create the following settings.

1. Location Master
2. Facility Master
3. Department Master
4. Employee Master
5. Clinic Master
6. Resource Calendar
7. User Preferences

How to set up the Location Master:

Location refers to any physical place in the hospital. This may include the actual hospital, departments, laboratory, clinic, boardrooms or others. All these need to be configured in the Location Masters. Follow the steps below to create or add a new location.

1. Once you log in, access ‘General Masters’ from the left menu.
   
   
   
   
2. Click Location Masters and select Location.
   
   
   
   
3. You will then be routed to an auto-populated location master list. This list is automatically created in the system once an account is created.
   
   

4. To add a new location, click the +ADD button.

5. Enter the name of the location and choose the Location Type and Parent Location from the dropdown lists. Then, click the SAVE button.

Use the following table as a reference when choosing location types.

How to set up the Facility Master:

Facility refers to the hospital, laboratory, pharmacy, clinic, etc where the platform is being used. If there is another hospital branch that needs to be added, follow the steps below.

1. Once you log in, access General Masters from the left menu.
   
   
   
   
2. Click Location Masters then select Facility.
   
   
   
   
3. Click the +ADD button to add a new facility.
   
   

4. Fill out the form on each tab with the applicable information. The Facility Name field will fetch a location that was set up as a facility. Click here to learn more about the Facility Master Form.

5. Make sure to choose the Currency that will be used in all transactions in the facility. Then, click the SAVE button once you’re done filling out all the necessary information in all tabs.

How to set up the Department Master:

A default department is already set up once an account is created in SoftClinic GenX. If other departments need to be added, follow the steps below.

1. Once logged in, access General Masters from the left navigation menu.
   
   
   
   
2. Expand the Location Masters and select ‘Department.’
   
   
   
   
3. To add a new Department, click the +ADD button.
   
   
4. Type the Department Name you’d like to add. Note that when you type the name of the department, it will fetch the data from the Location Master list. This means, it has to be set up as a location first before you can create it from the Department Master. Also, note that any field with a red * is required.
   

5. The facility field will auto populate once you select the Department Name. Then, fill out the rest of the information required on the form. Choose Clinical if it does clinical activities like surgery, consultation, Lab etc. Or choose Non-Clinical if it’s for admin, bill department, medical records department, etc

6. After filling out all the necessary information, click the SAVE button.

How to set up the Employee Master:

To add staff to the employee records, follow the steps below:

1. Access General Masters from the left navigation menu.
   
   
   
   
2. Click the Employee Masters dropdown and select Employee.
   
   
   
   
3. To add an employee, click the +ADD button.
   
   
   
   
4. Fill out the form on each tab with the applicable information. Note that any field with a red * is required. To learn more about the Employee Master Form, click HERE.
   
   
   
   
5. Click the SAVE button once you complete entering all the employee data.
   

 

 

How to set up a Clinic Master:

You can set up clinics that will be used for appointments. Before doing so, make sure to complete the following first:

• Set Up the Appointment Category Master 
• Set Up the Appointment Slot Types
• Add Doctors, Consultants and other staff as employees

1. Access Appointments from the left navigation panel.
   
   
   
   
2. Click Masters and select Clinic.
   
   
   
   
3. To add a new clinic, click the +ADD button
   
   
   
   
4. Fill out the form with the applicable information. When you enter the name of the clinic on the field, it will fetch the data from the Location Master list. Make sure to set up the clinic as a location first.
   
   
   
   
5. Add doctors or consultants and their respective availability by selecting from the (1) Week Day, (2) Slot Type and (3) Doctor/Consultant dropdowns as indicated below. You can also check the types of visits they can accommodate by ticking the checkboxes for First/New Visit, Follow Up Visits and Repeat Visits.
   
   
   
   
6. Once done, click the Add button. The doctor’s availability will then be added to the left side of the screen based on the days and slot types you chose.
   
   
   
   
7. Repeat steps 5 and 6 until you added all the doctors and consultants’ availability for the clinic. Once done, click the SAVE button.
   
   

 

How to Set Up the Resource Calendar

The Resource Calendar allows you to set the availability and unavailability details of each doctor or consultant. This ensures that the calendar appointments are booked based on the times available and the doctor calendar is divided into applicable slots. For example, 6 slots in an hour means 6 patients with one patient of 10 mins appointment block time.

1. Access Appointments from the left navigation panel.
   
   
   
   
2. Click the Masters dropdown and choose Resource Calendar from the list.
   
   
   
   
3. A list of doctors will appear on the page. Every doctor listed will have a dedicated schedule code. If a doctor is not listed, click the +ADD button on the upper right side of the page and fill out the needed information. Then, hit SAVE once done.
   
   
   
   
4. If a doctor’s availability need to be set, click theicon across their name to set up their availability and unavailability.
   
   
   
   
5. Click the Availability Details dropdown to set up their available hours.
   
   
   
   
   
6. On this page, you can set the minimum and maximum slots for each appointment type. Note that the maximum slot needs to be in multiple of the set minimum slot. For example, the minimum slot indicated below is 5 minutes and the maximum slot is 10 minutes (which is a multiple of 5).
   
   
   
   
7. Click the Unavailability Details dropdown if you need to set the days or times a doctor or consultant is unavailable. Just set the From Date and To Date and specify the Reason for Unavailability. Then click the Add button at the top to save your entry.
   
   
   
   
8. Once you’re done adding the Availability and/or Unavailability Details, click the SAVE button.
   
   
   
   
9. Once this setup is complete, the doctor’s availability will then be reflected in the dashboard as shown below. This then allows you to create appointments based on the doctor’s availability.
   
   

💡Note: The gray fields indicate the doctor’s unavailable hours while the white fields indicate the doctor’s available hours. This example also shows Dr Hazel’s booked appointment with patient Nilam.

Set Your User Preference

You can set your preferred Facility/Hospital, Department/Ward and Clinic/Room in the User Preferences page  if you want these data to be auto populated when you access the dashboard. 

For example, in the screenshot below, the user preferred Care General Hospital, OPD Department and OPD Clinic. So when the user accesses the dashboard, the dropdown for Hospital, Department and Clinic/Location will automatically show his preferred data.

To set your own User Preference, follow the steps below.

1. From the dashboard, click the profile icon located at the top right hand corner of the page.
   
   
   
   
2. Select User Preferences.
   
   
   
   
3. Choose your preferred (1) Facility, (2) Department, (3) Clinic/Room and (4) Login User Role. Then, hit SAVE.