Administrator Guide
As an administrator, you have full access to all system features including staff management, system configuration, reports, and complete CRUD permissions across all modules.Access Level
Administrators can:- Manage all staff members (doctors and receptionists)
- Access all patient records
- Create and manage consultations
- View appointments across all doctors
- Access financial reports and analytics
- Process payments
- Configure system settings
- Delete any records (exclusive permission)
Staff Management
Manage doctors and receptionists in your organization.Creating Staff Members
Navigate to Staff Management
Click Staff in the main navigation menu to access
/staffYou’ll see a list of all doctors and receptionists with their assigned roles.Add New Staff Member
Click the Create Staff button in the top rightScreenshot: Staff listing page with “Create Staff” button highlighted
Fill in Staff Details
Complete the registration form with:
- Name: Full name of the staff member
- Email: Must be unique in the system
- Password: Minimum 8 characters (must be confirmed)
- Role: Select either
DoctororReceptionist
Editing Staff Members
Open Edit Form
Click the Edit button next to their name
You cannot edit administrator accounts through this interface
Update Information
Modify any of the following:
- Name
- Email address
- Password (leave blank to keep current password)
- Role (switch between doctor and receptionist)
Deleting Staff Members
Patient Management
Administrators have full CRUD access to patient records.Registering New Patients
Create New Patient
Click New Patient buttonComplete the patient registration form with:
- Full name
- Document ID (national ID or similar)
- Birth date
- Gender
- Contact information (phone, email)
- Address
- Medical history (antecedents, allergies, chronic diseases)
- Current medications
Searching Patients
Use the search bar on the patients page to search by:- Full name
- Document ID
- Phone number
- Email address
Viewing Patient Records
Click on any patient name to view their complete medical record including:- Personal information
- Consultation history with doctors
- Uploaded attachments and documents
- Prescriptions
- Payment history
Deleting Patients
From the patient detail page, click the Delete button and confirm the action.Appointment Management
View and manage appointments across all doctors.Viewing All Appointments
Creating Appointments
Set Time
- Pick the start date and time
- Set the end time (appointments are typically 30 minutes)
- Add appointment reason and any notes
Updating Appointment Status
Update appointment status between:- Scheduled: Initial state
- Confirmed: Patient confirmed attendance
- Completed: Patient attended and was seen
- Cancelled: Appointment was cancelled
- No Show: Patient did not attend
Consultation Access
Administrators can create and view all consultations.Creating Consultations
Record Vital Signs
Enter the patient’s vital signs:
- Weight (kg)
- Height (cm)
- Temperature (°C)
- Blood Pressure (systolic/diastolic)
- Heart Rate (bpm)
- Respiratory Rate
- Oxygen Saturation (%)
Document Clinical Information
- Reason for visit
- Clinical findings and examination notes
- Diagnosis
- Treatment plan
Add Prescription (Optional)
If prescribing medication:
- Add each medication with dosage
- Specify frequency and duration
- Include special instructions
Record Payment (Optional)
If payment is collected during consultation:
- Enter payment amount
- Select payment method (cash, card, transfer)
Financial Reports
Access comprehensive financial analytics and reports.Accessing Reports
Navigate to Reports
Click Reports in the main navigation to access
/reportsOnly administrators have access to this section
View Dashboard Metrics
The reports dashboard displays:
- Total Revenue (Month): Sum of all paid invoices this month
- Payments Today: Number of payments received today
- Revenue Today: Total amount collected today
- Pending Amount: Outstanding unpaid invoices
Analyze Revenue Trends
View the Daily Revenue Chart showing payment trends over the last 30 daysThis helps identify:
- Peak revenue days
- Revenue patterns
- Month-over-month comparisons
Payment Processing
Manage patient payments and billing.Viewing Payment History
Navigate to Payments to see:- All payment transactions
- Associated patient names
- Related consultations
- Payment methods and status
Recording Payments
Enter Payment Details
- Select the patient
- Link to consultation (if applicable)
- Enter payment amount
- Choose payment method (cash, card, transfer)
- Set status (paid, pending, cancelled)
- Add any notes
Searching Payments
Use the search bar to find payments by patient name.System Configuration
Profile Settings
Manage your administrator account:- Update your name and email
- Change password
- Enable two-factor authentication for enhanced security
Two-Factor Authentication
Best Practices
Regular Backups
Ensure regular database backups are configured and tested for disaster recovery
Staff Training
Provide proper training to all staff members on their respective roles and system usage
Access Control
Regularly review staff access levels and remove accounts for departed employees
Data Privacy
Follow HIPAA and local regulations for patient data protection and privacy
Troubleshooting
Common Issues
Cannot Delete Staff Member
Cannot Delete Staff Member
Ensure the staff member is not an administrator. Admin accounts cannot be deleted through the staff management interface.
Reports Not Loading
Reports Not Loading
Verify you are logged in with an administrator account. Reports are only accessible to admins.
Patient Records Not Showing
Patient Records Not Showing
Check if the patient record was soft-deleted. Contact technical support to restore if needed.