Doctor onboarding and configuration

Add a doctor with the four-step Doctor Onboarding wizard, then manage their details, slots, fees, visit rules and centres in Doctor Configuration.

Doctors are staff members who see patients by appointment. Besides a login and a profile, a doctor needs centres to work at, services they offer, fees, a slot duration and a weekly schedule before patients can book them. The Doctor Onboarding wizard sets all of this up in one go, and Doctor Configuration is where you change it later. This page is for administrators.

Before you begin

Each centre the doctor works at must exist, with its departments and services. See Centres and clinic configuration.
The services the doctor offers must be in your service catalog. See Service catalog and categories.

Add a doctor

Open SettingsClinic & Doctor SetupUsers, select Add User, choose Doctor and select Continue. The Doctor Onboarding wizard has four steps.

Staff Identity

Administrator

Fill in:

First Name, Middle Name (optional), Last Name, Password and Confirm Password
Employee ID (Optional)
Practice Start Date and Years of Experience (filled in from the start date), and optionally Upload License
Registration Number, Qualifications, Specialization and Languages Spoken
Centres, and for each centre its Departments and the Services the doctor offers there

Address & Contact

Fill in Mobile Number, Emergency Contact Number (optional), Email and the address.

Centre & Working Hours

For each centre, set the doctor's weekly hours. A day can have several time ranges; select Add more time to add one. Use Apply to Weekdays or Apply to All Days to copy a day. Under Slot Configuration, choose the appointment length: 15, 30, 45 or 60 mins, or Custom.

Consultation Fees

For each centre, enter the New patient fee, Follow-up fee and Repeat fee. Select Copy to all centres to reuse one centre's fees. Then set the Follow-up Rules (Follow-up window and Follow-up allowed count) and Repeat Rules (Repeat starts after and From: First Visit or Last Visit).

Save

Select Save. Use Next and Back to move between steps.

Expected result: You see "Doctor created successfully!" and return to the Users screen.

A doctor cannot be at two centres at once. If the hours you give overlap between centres, you see a message such as "Working hours on Monday overlap between A and B. A doctor can't be at two centres at the same time." Time ranges on the same day at one centre cannot overlap either.

What the wizard creates

A login with the password you entered, and a staff profile with the Doctor staff type.
One assignment for each department you chose at each centre. The first is the doctor's primary assignment.
The services the doctor offers at each centre, each with that centre's three fees.
A bookable weekly schedule at each centre. See Weekly schedules, blocks and overrides.
The slot duration and the follow-up and repeat rules.

One slot duration per doctor

A doctor has a single slot duration. If you choose different durations for different centres in the wizard, only the first centre's duration is kept. You can change it later in Doctor Configuration.

Doctor Configuration

Open SettingsClinic & Doctor SetupDoctor Configuration. Choose the clinic with the clinic switcher at the top. On every tab except Basic Information, choose the doctor in Select Doctor. If the clinic has no doctors, the picker shows "No doctors found for selected clinic".

Tab	What you do there
Basic Information	See the doctors of the clinic and edit their details.
Slot Settings	Set the doctor's slot duration and their weekly hours at the selected clinic.
Consultation Settings	Set fees per service at the selected clinic, and the doctor's follow-up and repeat rules.
Centres	See and change the centres and departments the doctor is assigned to.

Basic Information

The table shows Doctor Name, Specialization, Registration No., Experience, Clinic, Qualifications and Status, with Search by doctor name, code or specialty. Select the edit icon (Edit) on a row to open Edit Doctor - Basic Info, where you can change the name, specialization, registration number, assigned clinics, qualifications, languages and status. You see "Doctor basic info updated" when it saves.

Changing Assigned Clinics here drops departments

Changing the clinics in this dialog replaces all the doctor's assignments with centre-wide ones: department links, rooms, validity dates and the primary flag are lost. To add or remove one centre without losing anything, use the Centres tab instead.

Slot Settings

Slot Configuration: choose 15, 30, 45 or 50 mins, or Others to enter a duration. This is the length of each bookable slot for this doctor at every centre.
Working Hours: tick each day the doctor works at the selected clinic and set one or more time ranges. Days when the clinic is closed are greyed out with "This day is not available at the selected centre".

The details of how the weekly schedule works, and what the screen cannot do, are on Weekly schedules, blocks and overrides.

Consultation Settings

Pick a service

Under Service, choose a service in Select Service. The list shows the services the doctor offers at this clinic, or the clinic's services if none are set yet.

Set the fees

Under Fee Amounts, enter the New Patient Fee, Follow-up Fee and Repeat Fee for this service at this clinic.

Set the visit rules

Under Follow-up Rules, set Follow-up Window (days) and Follow-up Allowed Count (visits). Under Repeat Rules, set Repeat Starts After (days) and Repeat From: First Visit or Last Visit.

Save

Select Save.

Expected result: You see "Doctor configuration updated successfully".

What the rules mean:

Setting	Effect	Default
Follow-up Window	How many days after a visit a return visit can count as a follow-up.	15 days
Follow-up Allowed Count	How many follow-up visits are allowed within that window.	2 visits
Repeat Starts After	After how many days a return visit counts as a repeat visit.	30 days
Repeat From	Whether those days are counted from the patient's first visit or their last visit.	First Visit

The visit type decides which of the three fees applies. Your centre or organisation can set a maximum follow-up window that limits a longer window set here. See How a price is resolved.

Fees are set per service and per clinic. The follow-up and repeat rules and the slot duration apply to the doctor at every clinic.

Save stores everything you changed on Slot Settings and Consultation Settings together: the slot duration, the rules, the weekly hours at the selected clinic, and the fees of the selected service.

Centres

The Centres tab lists the doctor's assignments, with today's status for each centre: "Today: on schedule", or "Today: present" when the doctor is marked on duty for today.

Action	What it does
Add centre	Opens Assign to a centre: choose the Centre, a Department, and optionally Primary centre, Room, Valid from and Valid until. If the doctor is already assigned there, you see "Already assigned to this centre".
Edit…	Opens Edit the assignment with Set primary, Set room, Set active and Set validity. "Only the fields you set change; the rest stay as they are."
Remove	Asks "Remove this assignment?". "The staff member stops appearing under this centre."

Use Valid from and Valid until for an assignment that applies only for a period, such as a temporary posting. After you add a centre, set the doctor's weekly hours there on Slot Settings and their fees on Consultation Settings; a new centre has no bookable hours until you do.

To change which assignment is primary, or whom the doctor reports to, you can also use Org tree, reporting lines and access scope.

Other doctor-level settings

Other appointment and slot settings, such as capacity and approval, can be set for a single doctor in System Settings by choosing the Doctor level. See Appointment and slot settings reference and How configuration is inherited.

doctorsonboardingfeesfollow-uprepeatslot durationdoctor configurationadmin