Short definitions, in the order the words matter.
Location. A place where patients are seen, with its own address. A clinic can
have several.
Department. A clinic-wide grouping such as General Medicine or Radiology.
Every service belongs to exactly one. Each has a colour.
Service. What a patient books: a consultation, an X-ray, a vaccination. It
has a duration, a department and the locations where it may be offered.
Duration. How long a service takes, in five-minute steps. It is what decides
the length of the appointment.
Bookable. A state the system works out, not one you set. A service is
bookable when you have switched it on and at least one active staff member
who provides it has working hours for it.
Medical staff. A person who delivers care. Having a staff record is what
makes somebody bookable.
User. A login. A user can exist without a staff record, and a staff member
can exist without a login.
Role. What a signed-in person may do. Three come with the product: Admin,
Receptionist, Doctor. A person can hold more than one, and roles only ever add.
Fixed. Somebody who works to a repeating weekly timetable.
Flex. Somebody with no repeating timetable, who comes in when called. No
hours is the correct state for a flex person, not a missing setting.
Working hours, or a time block. A stretch of time on one weekday, for one
service, at one location. Hours are set per service, not as one blanket
timetable.
Out of office. A planned absence. It removes exactly the hours it covers and
does not change the timetable underneath. Different from Inactive, which
means the person has left.
Free time, or a slot. A clickable time in Schedule. Nobody creates these:
they are worked out from hours, minus absences, for a service that person
provides, at a location where it is offered.
Booking, or appointment. One patient, one service, one staff member, one
time. It appears in Schedule and on the patient's Timeline at the same time.
Outcome. What happened to today's appointment: arrived, no-show, or
cancelled on the day.
Timeline. A patient's visit history, upcoming visits included.
Case, or health record. What the doctor writes about a visit, in four
sections: what the patient reports, what was measured, the assessment, and the
plan. It opens for writing on the day of the visit.
Audit log. The history of a record: who created it, who changed it, and when.
NII. The patient's national identification number. It does not change.
Insurance member ID. The number on the patient's insurance card. It can
change, so each visit keeps a copy of the one that was valid on the day.
WTW. A booking that arrived from the insurance platform. It carries a small
WTW mark in the booking panel and on Home.
Where to go next
What each screen is for
How your clinic is put together