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Receptionist Guide

This guide covers all features available to receptionists for front desk operations, including patient registration, appointment scheduling, payment processing, and patient record management.

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Access Level

As a receptionist, you can:
  • Register new patients
  • Schedule and manage appointments for all doctors
  • Access patient contact and demographic information
  • Process payments and billing
  • Update appointment statuses
  • View appointment schedules across all doctors
Receptionists have limited access to clinical information. You can view basic patient data but cannot create consultations or prescriptions.

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Dashboard Overview

When you log in, your dashboard at /dashboard displays:
  • Today’s appointments across all doctors
  • Recently registered patients
  • Quick access to common tasks
Screenshot: Receptionist dashboard showing daily schedule

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Patient Registration

Registering new patients is one of your primary responsibilities.

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Registering a New Patient

1

Navigate to Patients

Click Patients in the main navigation menu
2

Start New Registration

Click the New Patient button in the top rightScreenshot: Patient list with “New Patient” button highlighted
3

Enter Personal Information

Complete all required patient details:Basic Information
  • Full Name: Patient’s complete legal name
  • Document ID: National ID, passport, or similar
  • Birth Date: Use date picker or enter manually
  • Gender: Male, Female, or Other
Contact Information
  • Phone: Primary contact number
  • Email: For appointment reminders and portal access
  • Address: Complete residential address
Screenshot: Patient registration form - personal information section
4

Add Medical History

Collect and enter medical background:
  • Medical Antecedents: Past medical conditions or surgeries
  • Allergies: Known drug or environmental allergies
  • Chronic Diseases: Ongoing health conditions (diabetes, hypertension, etc.)
  • Current Medications: Medications the patient is currently taking
  • Notes: Any additional relevant information
This information is crucial for doctor consultations. Be as thorough as possible.
Screenshot: Medical history section of registration form
5

Review and Save

  • Double-check all information for accuracy
  • Ensure contact details are correct for follow-up
  • Click Save Patient to complete registration
You’ll be redirected to the patient list with a confirmation message.

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Editing Patient Information

1

Find the Patient

Use the search bar to locate the patient by:
  • Name
  • Document ID
  • Phone number
  • Email address
2

Open Patient Record

Click on the patient’s name to view their full record
3

Edit Details

Click the Edit buttonUpdate any personal or contact information as needed.
4

Save Changes

Click Update Patient to save modifications
Receptionists cannot delete patient records. Contact an administrator if a patient record needs to be removed.

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Appointment Scheduling

Managing appointments is a core receptionist function.

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Viewing All Appointments

1

Access Appointments

Click Appointments in the main navigationYou’ll see appointments for all doctors in the system.
2

Filter Appointments

Use the filter options to narrow your view:
  • Doctor: Select a specific doctor to view only their appointments
  • Date: Choose a date to see appointments for that day
Screenshot: Appointment list with filter dropdowns
3

View Appointment Details

Each appointment displays:
  • Patient name
  • Doctor name
  • Scheduled time (start and end)
  • Status (scheduled, confirmed, completed, etc.)
  • Reason for visit

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Scheduling New Appointments

1

Start New Appointment

Click New Appointment from the appointments page
2

Select Patient

Choose the patient from the dropdown list
The patient must be registered in the system first. If the patient is new, register them before scheduling.
Screenshot: New appointment form with patient dropdown
3

Choose Doctor

Select which doctor the patient wants to see from the dropdown
4

Set Date and Time

  • Start Time: Pick the appointment date and time
  • End Time: Usually 30 minutes after start (automatically suggested)
Check that the time slot doesn’t conflict with existing appointments
5

Add Details

  • Reason: Brief description of why the patient is visiting
  • Notes: Any special instructions or requirements
6

Confirm Booking

Click Schedule Appointment to create the appointmentThe appointment will be created with “scheduled” status.

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Quick Scheduling from Patient Record

You can also schedule appointments directly from a patient’s record page:
1

Open Patient Record

Navigate to the patient’s detail page
2

Click Schedule Appointment

Click the Schedule Appointment buttonThe patient will be pre-selected in the appointment form.
3

Complete Appointment Details

Select doctor, time, and reason, then save

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Managing Appointment Status

1

Locate Appointment

Find the appointment you need to update
2

Update Status

Click the edit or status button to change the appointment status:
  • Scheduled: Initial booking status
  • Confirmed: Mark when patient confirms attendance (by phone or in person)
  • Completed: Updated by doctor after consultation
  • Cancelled: If patient cancels
  • No Show: If patient doesn’t arrive for scheduled appointment
3

Add Notes

Include any relevant information about status changes
4

Save Update

Click Update to save the status change

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Cancelling Appointments

1

Find the Appointment

Locate the appointment to be cancelled
2

Change to Cancelled

Update the status to Cancelled
3

Document Reason

Add a note explaining why the appointment was cancelled
Appointments can also be deleted by clicking the delete button, but changing status to “Cancelled” maintains better record keeping.

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Payment Processing

Receptionists handle payment collection and billing.

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Viewing Payment History

1

Navigate to Payments

Click Payments in the main navigation to access /payments
2

Review Payment List

The payments page shows:
  • Patient name
  • Payment amount
  • Payment method (cash, card, transfer)
  • Status (paid, pending, cancelled)
  • Associated consultation (if any)
  • Payment date
Screenshot: Payment history list with search bar
3

Search Payments

Use the search bar to find payments by patient name

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Recording a New Payment

1

Access Payment Module

Navigate to Payments and click New Payment
2

Select Patient

Choose the patient making the payment from the dropdown
3

Link to Consultation (Optional)

If the payment is for a specific consultation:
  • Select the consultation from the dropdown
  • This helps with record keeping and reporting
4

Enter Payment Details

Complete the payment information:
  • Amount: Total payment amount
  • Payment Method: Select one:
    • Cash
    • Card (credit/debit)
    • Bank Transfer
  • Status: Usually “Paid” for immediate payments
  • Notes: Invoice number, receipt details, or other information
Screenshot: New payment form
5

Submit Payment

Click Save Payment to record the transactionThe payment will be immediately reflected in reports.

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Processing Payments After Consultation

When a patient finishes their doctor visit:
1

Identify the Consultation

Ask the doctor or check the patient’s recent consultations
2

Create Payment Record

Record the payment as described above, linking to the consultation
3

Provide Receipt

Give the patient their receipt or proof of payment

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Handling Pending Payments

For patients who need to pay later:
1

Record as Pending

Create a payment record with status Pending
2

Add Follow-up Notes

Include when payment is expected or follow-up arrangements
3

Update When Paid

When payment is received, edit the record and change status to Paid

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Front Desk Daily Workflow

Typical daily tasks for receptionists:
1

Morning Setup

  • Review today’s appointment schedule
  • Note which doctors are working
  • Check for any special appointments or notes
2

Patient Arrival

When each patient arrives:
  • Verify patient identity
  • Confirm appointment in system
  • Update appointment status to “Confirmed”
  • Direct patient to waiting area
3

New Patient Registration

For first-time patients:
  • Complete full registration form
  • Collect medical history
  • Create patient account
  • Schedule appointment
4

Appointment Calls

  • Call patients to confirm tomorrow’s appointments
  • Reschedule cancellations as needed
  • Update appointment statuses
5

Payment Processing

After each consultation:
  • Process patient payment
  • Link payment to consultation
  • Provide receipt
6

End of Day

  • Review completed vs scheduled appointments
  • Mark “No Show” for missed appointments
  • Prepare schedule for next day
  • Reconcile daily payments

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Best Practices

Accurate Data Entry

Double-check patient information during registration to prevent issues with records and communication

Appointment Confirmation

Call to confirm appointments 24 hours in advance to reduce no-shows

Clear Communication

Keep clear notes on appointments about special requirements or rescheduling needs

Payment Documentation

Always link payments to consultations when applicable for accurate financial reporting

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Searching and Finding Records

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Finding Patients

The patient search feature supports multiple search methods:
  • By Name: Enter full or partial name
  • By Document ID: Enter national ID or passport number
  • By Phone: Search using phone number
  • By Email: Find by email address
Screenshot: Patient search results showing multiple matches
Use partial searches if you’re unsure of exact spelling. The system will return all matching results.

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Finding Appointments

Use filters to quickly locate appointments:
  • Filter by specific doctor
  • Filter by date
  • Combine filters for precise results

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Troubleshooting

  • Verify spelling of patient name
  • Try searching by document ID or phone
  • Check if patient was registered under a different name
  • Contact administrator if you believe the record was deleted
  • Check doctor’s availability schedule
  • Verify there isn’t an existing appointment at that time
  • Confirm the doctor is marked as working that day
  • Consider alternative time slots
Only administrators can delete patient records. Mark the patient as inactive or contact your administrator.
  • Ensure payment status is set to “Paid”
  • Check that the payment date is within the report period
  • Verify the payment was saved successfully
Receptionists have limited access to clinical information. Consult with the doctor or administrator if you need specific consultation details.

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Tips for Efficiency

  • Use Keyboard Shortcuts: Tab through form fields for faster data entry
  • Keep Windows Open: Open patient records in new tabs when booking multiple appointments
  • Prepare Templates: Keep standard appointment reasons saved for quick selection
  • Regular Breaks: Take short breaks during slow periods to maintain accuracy during busy times

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Need Help?

For technical issues or questions about system features, contact your system administrator or support team.

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