Key concepts and glossary

Plain-language definitions of the terms used across LeapHealthOS, from centres and staff types to visit types, placements, journeys and stores.

This page defines the words you will see across LeapHealthOS and these docs. Each term links to the page that explains it in full. Read it once before you set up the system, and come back to it whenever a term is unclear.

Organisation and access

Term	What it means
Organisation (tenant)	Your hospital group as a whole. All centres, staff, patients, services and settings belong to it. Some screens, such as the Tenant Registry, call it the tenant.
Centre (clinic)	A physical hospital, clinic or branch. The app uses "centre" and "clinic" for the same thing. Each centre has a centre code, which becomes the start of the UHIDs of patients registered there. See Centres and clinic configuration.
Department and team	A unit inside a centre, such as Gynaecology or Front Office. A unit can be marked as a Department or a Team. See Departments and units.
Operational unit	An area of a centre chosen during centre onboarding, such as Front Desk / Reception or Pharmacy.
Staff type	A staff member's role, such as Doctor or Nurse. The Users screen labels it Role. A staff type is also the unit that permissions are granted to, and it decides which menus a person sees. Staff types can inherit permissions from other staff types. See Roles and permissions.
Permission	What a staff type may do (an action such as Read, Create or Configure) on an area (a resource such as Patients or Billing), and how far it reaches: Own, Unit, Unit and below, Centre or Organisation.
Assignment	The link between a staff member and a centre (and, optionally, a department). One assignment is the staff member's primary one. Assignments decide which centres' records a person can reach. See Org tree, reporting lines and access scope.
Clinic switcher	The centre picker in the top bar. It sets which centre's lists you are looking at. See Roles, navigation and switchers.
Tenant Registry	The lists of codes your organisation uses, such as staff types, bill types, payment methods, service types and document categories. See Tenant registry and vocabularies.

Patients

Term	What it means
Contact	A phone number your hospital has talked to. One phone number can have several patient profiles registered under it, for example a mother who books for herself and her children.
Patient profile	The record of one person who receives care: demographics, UHID, visits, clinical records, documents and bills. See The patient profile.
UHID	The patient's unique ID, shown as UHID in lists and as Patient ID on the profile. It starts with the centre code of the registering centre, followed by the registration date and a number, for example `MUM01-261110-00001`.
Family relationship	A link between two patient profiles: Husband, Wife, Son, Daughter, Father, Mother, or "Same person" for a duplicate. Family links let the WhatsApp AI booking assistant book for linked family members.
Registration status	Whether a patient's registration is complete. A patient can be waiting for a registration fee to be paid before registration becomes active. See Registration fees and estimates.
Visit type	How a visit is classified for pricing and slot length: New, Existing, Follow-Up or Repeat. It is worked out for each appointment from the patient's history with the doctor and the follow-up and repeat rules, not stored on the patient. It is not the same as the Visit Types list in the Tenant Registry, which labels kinds of visit such as OPD or IPD. See How slot search works.
Payer and policy	The insurer or scheme that may pay for care, and the patient's policy with it. See Payers and tariffs.

Services, prices and packages

Term	What it means
Service	Something your hospital offers, such as a consultation, a scan or a lab test. Services live in the Service Catalog and are grouped into categories and service types. See Service catalog and categories.
SKU	A priced, bookable version of a service, for example a doctor's consultation at one centre for new patients. Booking always books an SKU.
Tariff	A price list for a payer. Prices are chosen in a fixed order: payer tariff, then doctor, then centre, then the service price. See How a price is resolved.
Package	A bundle of services sold together, with a validity period and rules for how it is used up. See Packages: lifecycle, redemption and refunds.

Appointments and visits

Term	What it means
Slot	A bookable time with a doctor or for a service. Slots are generated from the doctor's weekly schedule, the centre's working hours, the slot length and existing bookings. See How slot search works.
Weekly schedule	The days and hours a doctor sits at a centre, plus blocks (time off) and overrides. See Weekly schedules, blocks and overrides.
Appointment	A booking for a patient at a slot. It moves through statuses such as Draft, Pending Approval, Confirmed, Checked-In, In Progress, Completed, Cancelled and No Show. See All Appointments and appointment statuses.
Hold	A booking kept on a slot for a limited time while the patient pays online. If payment does not arrive in time, the hold lapses. See Holds, payment at booking and approvals.
Booking channel	Where a booking came from: staff at the counter, an online booking, or the WhatsApp AI assistant. Some rules, such as walk-in reserve, depend on the channel.
Visit	The record of the patient actually attending, created when the appointment is checked in.
Walk-in	A patient seen without a prior appointment. Part of a slot's capacity can be held back for walk-ins. See Walk-in tokens.

Clinical care and tasks

Term	What it means
Form placement	A named spot in a screen where a published form appears, for example Doctor's page (consultation notes), Nurse's page (vitals) or Create patient (patient registration). Your implementation team publishes the forms for each placement. If no form is published for a placement, that screen shows an empty state instead of the form. See Clinical forms and placements.
Consultation	The doctor's work on a visit: notes, diagnosis, prescription and test orders, all captured through the Doctor's page form. See Consultations.
Test request and report	A test ordered for a patient, worked by lab staff in the Test worklist, and the report that results from it. See Tests worklist and reports.
Document requirement	A document your organisation expects for a patient, such as ID proof or a consent form, grouped into checklists like KYC and Consent Forms. See Document requirements and verification.
Task	A piece of work for a person or a team, such as a call, a form to fill or a follow-up. Tasks are raised by bookings and journeys. See Where tasks come from and how they are assigned.
IVY insight	An AI-generated summary card, such as a patient overview or an appointment summary. Cards can be pending, completed or failed. See IVY AI insights and dictation.

Billing

Term	What it means
Bill	A record of what a patient owes, for example for a consultation, a package or pharmacy items. Bills have a bill type and line items. See Bills, bill types and line items.
Payment	Money collected against one or more bills, using the payment methods set up in your Tenant Registry or an online payment link. See Creating a payment and collecting money.
Adjustment, refund and deposit	Changes to what is owed, money returned to a patient, and money paid in advance. See Adjustments, refunds and deposits.

Pharmacy and inventory

Term	What it means
Store	A place that holds stock. A store is either a Pharmacy or a General Store. Staff get roles per store. See Stores and store roles.
Store switcher	The store picker that replaces the clinic switcher on pharmacy and inventory screens.
Batch	A quantity of an item received together, with its own expiry date. When dispensing, batches are offered earliest-expiry first. See Batches, expiry and low-stock alerts.

Journeys, notifications and alerts

Term	What it means
Journey	A care pathway you design once and run for many patients, made of steps (nodes) such as sending a message, collecting a form or signature, creating a task, booking an appointment or waiting. A journey is not a treatment plan for one patient. See Journeys overview and concepts.
Enrolment	Putting a patient on a journey, by hand or automatically through entry rules. See Entry rules and enrolling patients.
Action link	A link in a message that lets a patient confirm, cancel, reschedule or pay for an appointment, or answer a form, without logging in. See Patient action links.
Notification rule	A rule that decides who is told about an event (such as an appointment being booked), on which channel and with which template. See Notification rules.
Alert	A warning raised when a measure crosses a threshold set in an alert rule. See Alerts feed.
AI booking assistant	A WhatsApp AI assistant that registers patients and manages their appointments in LeapHealthOS. See Hospital AI booking tools for WhatsApp agents.

Configuration

Term	What it means
Configuration level	Where a setting is saved: Tenant (Global), Centre, Department or Doctor. A more specific level overrides a broader one field by field. Saving a tab at Centre or Doctor level saves every field on it, so that centre or doctor stops following the Tenant level. See How configuration is inherited.
Which levels apply	Not every kind of setting uses every level. Appointment settings use Tenant, Centre and Doctor, and a service can add its own rules on top. Billing and package settings use Tenant and Centre. Journey settings are organisation-wide only. Department-level values have no effect yet.
Config History	The record of changes to settings. A rollback there records a new version but does not change the settings in use. See Config history and rollback.

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