The receptionist

All manuals

For KlinikFlow 3.0.0. Each manual is checked against the app itself.

Who this is for

This manual is for the people who work at the reception desk of a clinic or nursing home that uses KlinikFlow, and who sign in with the ready-made Receptionist role. It explains, step by step, how to register patients, collect money, issue tokens, book appointments, admit patients to the ward, take deposits, settle the final bill and print what the patient needs. Screen names, tabs and button labels are written exactly as they appear in the app, in bold. If your clinic has given you a role of its own, you may see more or fewer screens than described here; ask the owner what your role includes.

Contents

1. A patient's journey
2. Signing in and your PIN
3. The screen around you
4. The Desk
5. Registering a patient
6. Billing and the payment gate
7. Discounts and approvals
8. Tokens and the queue
9. Refunds
10. Appointments
11. Follow-ups and reminders
12. A doctor on leave or running late
13. Emergencies (casualty)
14. Admitting a patient to the ward
15. While the patient is in a bed
16. Deposits
17. Discharge, the final bill and settlement
18. Consents
19. Home collection
20. Finding patients and old bills
21. Printing
22. Reports and your shift
23. Deaths and the medico-legal register
24. What the desk cannot see or do
25. Common problems and what they mean

1. A patient's journey

An out-patient (OP) visit

1. The patient comes to the desk. You type their phone number; KlinikFlow tells you if they have been here before.
2. You register the visit with a doctor. The registration and consultation charges are added by themselves.
3. You collect the money. Only after payment is a token issued. Nobody reaches the doctor unpaid.
4. The patient waits with their token. The doctor sees them and may order tests, procedures or medicines.
5. Those orders appear at the desk as a new bill to collect. When it is paid, the lab, nurse or pharmacy can see the work.
6. The doctor may set a review date. It appears later under Follow-ups due.

A patient who is admitted

1. A doctor asks for a bed (from the consultation or from casualty), or the desk admits the patient directly, or a bed is held for a planned admission.
2. The desk (or the ward) chooses a bed, writes down who to call, and admits. The stay gets its own number, like IP-2026-0042.
3. You print the admission form (with the general consent) and the wristband, and take a deposit.
4. While the patient is in the bed, everything is charged to the stay's running bill. Nothing is paid at the counter during the stay.
5. When the doctor says the patient is fit to go, you prepare the final bill, set the deposits against it, and collect the balance, give back any excess, or leave the rest as dues.

2. Signing in and your PIN

How to sign in

1. On the sign-in screen, choose your name from the Who are you list.
2. Type your PIN (4 to 8 digits).
3. Press Sign in.

You open on the Desk.

How to change your PIN

The owner gives you a starting PIN. Until you choose your own, a yellow strip at the top of every screen says "You are still using the PIN the owner set for you. Choose your own →".

1. Click Account at the bottom of the sidebar (on a phone: More → Your account).
2. Type your Current PIN, then the New PIN twice (New PIN again).
3. The three checks must turn green: 4 to 8 digits, Both entries match, Different from the current one.
4. Press Change my PIN.

Good to know - Any other computer you were signed in on is signed out when you change your PIN. - Nobody can see your PIN, not even the owner. If you forget it, the owner sets a temporary one and you must change it again. - After 5 wrong PINs your account is locked for a short time: "Too many wrong attempts. Wait a few minutes." - In a clinic that keeps hours, sign-ins end half an hour after closing. A clinic with beds keeps a working-day sign-in instead. - Your PIN is your signature. Everything you do is recorded under your name. Do not share it, and press Sign out when you leave the computer.

3. The screen around you

• Sidebar (left): Desk, Appointments, Ward (only if the clinic has wards), Patients, Billing, Home collection, Reports. On a phone these move to a bar at the bottom, with the rest under More.
• Search box at the top: type a name, phone number, patient number or today's token. Press / on the keyboard to jump to it.
• "N to collect" (amber, top bar): how many bills are waiting to be paid at reception. Click it to open Billing.
• Live / Offline dot: green Live means you are connected to the reception computer. Amber Offline means the connection dropped; lists will not update until it is back.
• A blue strip may say a newer KlinikFlow is available — tell the owner. A yellow strip about the licence is also for the owner.

4. The Desk

The Desk is your home screen. It shows:

• An amber alert "N waiting to pay · ₹…" with Collect now — it appears the moment a doctor saves an order and stays until the money is collected.
• Four tiles: Today's patients, Waiting, Unpaid bills, Collected today (this desk only; the pharmacy counts separately).
• Today's token queue — every patient registered today, their token, doctor and status: Payment due · ₹…, Waiting, With doctor, In lab, In procedure, In radiology, In casualty, Done. A row without a token has an Issue token button; a row with one has Slip to reprint.
• Pending payment — each unpaid bill; click a name to open the bill.
• Doctors on duty — each doctor's day from their timetable: In (with "till" time), From 5 PM, Gone for the day, On leave, Off today, and "running 20 min late" when marked.
• Day registers — choose a Day and press OP register or Bill register for a signed-and-filed copy on the letterhead.

The queue and the alerts update by themselves. You do not need to refresh.

5. Registering a patient

How to register a new patient (walk-in)

1. On the Desk, press + New patient.
2. Type the Phone number and move to the next box. KlinikFlow looks the number up: - No match — new: fill in the form. - Returning — (name): the form fills itself from their record. Check it rather than retyping.
3. Fill in Full name, Age or Date of birth, Sex, and if known Blood group, Address, Allergies, Known conditions.
4. Aadhaar is optional. KlinikFlow checks the number and keeps only the last four digits (shown as XXXX XXXX 1234).
5. Reads: the language the patient reads, for their prescription.
6. Tick Agrees to appointment and follow-up reminders on WhatsApp only if the patient says yes.
7. Came to us through (asked only once per patient, optional): Walked in / own choice, A doctor, A patient, Camp or Online. For a doctor, camp or listing, start typing the name and pick it from the list; a new one is added with its Town.
8. Under Visit, choose the Consulting doctor and type the Reason. The doctor list shows each doctor's session, how full it is ("12 of 30"), "full", "on leave today" or "not in today".
9. Tick if needed: - Specialist consultation — for a doctor who has no consultation fee of their own. - Came about something new — full consultation — shown when a review rate would apply (the patient saw this doctor recently). Tick it when they have come about a new problem. - Emergency / casualty — see section 13.
10. Look at the Charges card on the right. The charges are added by themselves (registration on a first visit, the consultation or review).
11. Choose the Payment mode and press Save & collect ₹…. The token is issued at once and the token slip opens.

If the patient will not pay now, press Save without payment. The patient is registered, but no token is issued until the bill is paid.

How to register a returning patient

Same steps. Typing the phone number brings up Returning — (name) and fills the form. Check the details, choose the doctor and collect.

Good to know - If the doctor is not in today or is on leave, a yellow warning says so. Register only if the doctor has come in after all. - If the doctor's session is full, a warning says so. You may still register them: tell the patient the wait, or offer another doctor. - One phone number can be shared in a family. The lookup finds the most recent patient with that number; if it is someone else in the family, correct the name and details before saving. - Healthcare services are GST-exempt. The slip says "Not a tax invoice · GST exempt".

6. Billing and the payment gate

The payment gate

KlinikFlow does not let work start before it is paid. A token is issued only when the visit's bills are paid. Lab tests, nurse procedures and radiology appear in their queues only after payment. The On payment card on each bill shows where each item will go once paid.

There are two exceptions: a casualty (emergency) patient is treated first and billed at discharge, and a patient in a bed is charged to the stay's running bill.

How to collect a payment

1. Open Billing (or press Collect now on the Desk, or the amber to collect count in the top bar).
2. Under To collect, choose the till chip Reception (the Pharmacy counter chip shows the pharmacy's till).
3. In Waiting to pay, press Collect on the patient's row.
4. Check the Items awaiting payment. While unpaid you can: - remove a wrong line with ✕; - add a charge: Search the rate card… and click the item, or Or type a charge with a price and quantity, then Add. A typed charge is marked custom so the owner can see it.
5. Choose the Payment mode: - Cash — type Tendered ₹; the Change is worked out. - UPI — a QR code with the amount appears. Ask the patient to scan it. Press paid only when the money shows on the clinic's phone. You may type the UPI reference (optional) (the 12-digit UTR). - Card. - Split — type the Cash ₹, UPI ₹ and Card ₹ parts. They must add up to the amount to collect. - On account (only shown if the clinic has company accounts) — see below.
6. Press Mark as paid — ₹….
7. The bill now says Settled. Press Print receipt and then Done.

Save as due leaves the bill unpaid and goes back to the Desk. Use it for a patient who will pay on the way out. The work stays blocked until paid.

How to settle a bill on a company account

Some companies or schools pay for their employees' or students' treatment each month.

1. On the bill, choose On account.
2. Choose the Company, type the Employee ID and the Company's slip no.
3. The screen shows how much of the company's monthly credit is used.
4. Press Settle on account — ₹….

The amount goes on the company's monthly statement. It is not in today's cash.

How to raise a new bill for something not ordered

For a dressing, an injection or a certificate fee:

1. On Billing, press New bill. The Patients directory opens.
2. Find the patient and press Open, then New bill.
3. Add items from the rate card, a Health checks package, or Or type a charge.
4. Under Which counter, choose Reception or Pharmacy counter (the till that will take the money).
5. Press Raise bill — ₹…. The next screen is where you collect it.

Good to know - A paid bill cannot be edited. A wrong charge on a paid bill is put right with a refund and a credit note (section 9). - Collected bills stay in Collected today for the rest of the day, ready to reprint with Print. - Prices are the ones actually charged on the day, not today's rates. - If the licence has expired, new bills cannot be raised, but bills already raised can still be paid. Tell the owner.

7. Discounts and approvals

How to give a discount

At registration: on the Charges card, next to Discount, press Add. On a bill: use the Discount on the whole bill box. You can also type a discount on a single line in the Discount column of the items table.

1. Type the amount in rupees (₹) or switch to %.
2. Type the Reason (for example "Staff family"). A reason is required for any discount.
3. If a doctor suggested a discount when ordering, it is already filled in with "(doctor) suggested ₹… off". Confirm it or change it.

Your discount cap and approval on the spot

Each person has a discount cap — a percentage of the bill set by the owner on the Staff screen. All discounts on one bill count together.

If the discount is above your cap, a box appears: "₹… is above your N% limit on this bill. Somebody who may approve this confirms it here, with their own PIN."

1. The approver chooses their name under Approved by.
2. They type Their PIN.
3. Then press Mark as paid.

Both names are kept on the record. Only people whose own cap covers the discount appear in the list. If it says Nobody here may approve this, the discount is too large for anyone on duty.

The same approval box appears if your role cannot settle on a company account.

8. Tokens and the queue

• OP tokens are numbered T-001, T-002, … each day. Casualty tokens are E-001, … and never join the OP queue.
• A token is issued automatically when you use Save & collect, or when you press Issue token on the Desk or on the Token slip screen after the bill is paid.
• If you press Issue token while a bill is still unpaid, KlinikFlow refuses: "Only possible once the registration and consultation bill is settled."

How to print or reprint a token slip

1. On the Desk, press Slip on the patient's row (or Issue token if not yet issued).
2. Press Print slip · 80mm. The print dialog opens (see section 21).
3. For an insurance claim, press Print A4 bill · for claims.

9. Refunds

A paid bill is never changed. Money given back goes on a credit note against the bill.

How to give a refund

1. Open the paid bill (from Billing → Collected today, All bills, or the patient's record).
2. Press Give a refund….
3. Tick each line to give back and type the amount (for a medicine, the number of Strips and whether it is Unopened — back on the shelf).
4. Choose Why: The doctor could not come, The test or procedure could not be done, Charged by mistake, The patient changed their mind, Medicine returned or Other. If you choose Other, the Note is required. The note is printed on the credit note.
5. Choose Give it back by: CASH, UPI or CARD. For UPI or card, type the reference.
6. Read the amber box: it says what will happen (for example a test refunded before it was done leaves its queue). This cannot be undone.
7. Press Refund ₹…. If the amount is above what you may approve, an approver chooses their name and types their PIN first.
8. Press Print credit note. For a cash refund, ask the patient to sign that they received it.

Good to know - You may approve a refund yourself up to your own cap on that bill. Above it, someone with a higher cap approves on the spot. - A bill settled on a company account is not refunded from the desk.

10. Appointments

Open Appointments. It has three tabs: Day book, Follow-ups due and Reminders.

The day book

• Move between days with ‹, Today and ›.
• With up to four doctors in a day, each doctor has a card with their times: booked patients, Free times with Book, and runs of free times folded into one line (Times ▸ opens them).
• With five or more doctors in a day, the day book becomes a list: each doctor on one line, with their day drawn as a strip (arrived, booked, free), how full it is and next free time, soonest free first. Use:
• Find a doctor or speciality… to search;
• Free at to keep only doctors free at a chosen time, each with a Book (time) button;
• the speciality chips (All doctors, and + N more). Click a doctor's line to open their day beside the list.
• A doctor booked by tokens (first come, first seen) shows sessions with Take token instead of times.

How to book an appointment

Usually on a phone call. Nothing is billed when you book.

1. Press + Book (or Book beside a free time).
2. Type the Phone number. A returning patient is found; for someone new, type the Name.
3. Choose the Doctor and Date.
4. Pick a Time (taken times are struck through), or for a tokens doctor a Session.
5. Type the Reason. Tick Specialist consultation if it applies.
6. If it is a health check, choose it under Health check. Its instructions (for example "come fasting") go in the reminder.
7. Ask the patient, then tick Agrees to a reminder on WhatsApp the evening before if they agree.
8. Press Book (time).

If someone else took the time a moment earlier, you are told "that time has just been booked — pick another".

How to register a patient who arrives for an appointment

1. In the day book, find the booking and press Arrived (only shown on the day).
2. KlinikFlow registers them and opens their bill. Collect payment as usual; the token follows payment.

Walk-ins versus appointments

• A walk-in is registered with + New patient on the Desk.
• A booked patient is registered with Arrived, so their booking is closed.
• A time earlier today is over. A patient who comes without a booking, or after their time has passed, is a walk-in.
• When a doctor's session has a limit and it is full, no more bookings can be made in it. A walk-in can still be registered: the desk is warned and decides.

How to cancel or mark a no-show

1. Press Change beside the booking.
2. Cancel it — the patient said they are not coming; the time becomes free.
3. Not come — they did not turn up (today or earlier). Anything still booked at the end of the day is marked this way by itself.

Either way it stays in the patient's history.

11. Follow-ups and reminders

Follow-ups due

When a doctor sets a review date, the patient appears under Appointments → Follow-ups due, from a month overdue to a week ahead. Status: Coming up, Due today, Overdue N days, Booked, Came back.

• Book opens the booking dialog with the patient and doctor filled in.
• Remind puts a reminder message on the Reminders tab.

A visit to the same doctor closes the follow-up by itself.

Reminders

Appointments → Reminders lists the messages waiting to go out: appointment reminders, health-check reminders, follow-ups, report ready, vaccinations, changes to a booking and a stay's total.

• If the clinic sends by link, press Send (or Send next at the top). WhatsApp opens with the message typed; you press send in WhatsApp.
• If the clinic uses a WhatsApp Business account, messages go by themselves and the status shows Sent.
• No consent — phone instead: the patient did not agree to WhatsApp. Call them.
• Not sent: the reason is shown under it.

Good to know - Only patients who agreed are messaged, and never before 8 AM or after 9 PM.

12. A doctor on leave or running late

How to mark a doctor's leave

1. On Appointments, press Leave on the doctor's card.
2. Choose From and To, and Whole days, Mornings only or Evenings only (morning is before 2 PM).
3. Type the Reason (only staff see it) and press Mark leave.

The book closes for those days. Nobody already booked is cancelled — they are listed under Booked for a time the doctor is not in so you can tell them:

• WhatsApp (if they agreed) or phone them;
• Rebook moves them to the doctor's next free time and tells them;
• Other time to choose a time; Cancel once they have been told.

If the doctor is away today and patients have already paid and are waiting, they are listed under Waiting today, already paid. Choose Move to … another doctor and press Move (same bill and token), or press Give the money back to refund them.

How to say a doctor is running late

1. On the doctor's card, press Running late.
2. Choose About 15 / 30 / 45 / 60 / 90 min and press Tell the patients.

Today's booked patients still to come are told on WhatsApp if they agreed; the rest are put on Reminders to phone. Press Back on time when the doctor arrives.

13. Emergencies (casualty)

An emergency is treated first. Refusing care pending payment is wrong, and for an emergency in India it is unlawful.

How to register an emergency

1. + New patient, fill in what you can (a name is enough to start).
2. Tick Emergency / casualty.
3. Press Register & start casualty. No payment is taken. The patient gets an E- token.

The doctor and nurse record the case on the Casualty screen. The desk role does not open the Casualty screen. On the Desk the patient shows as In casualty. The bill is assembled during treatment and settled at the end, or carried onto the stay if the patient is admitted (section 14).

14. Admitting a patient to the ward

The doctor decides who is admitted. The desk (or the ward) finds the bed, writes down who to call, and admits. You need the Ward item in the sidebar, which appears only when the clinic has wards.

Where a patient comes from

The ward map

Ward shows each ward's beds:

• In use — the patient's name, day of stay and doctor; click to open the stay.
• Free — dashed.
• To be cleaned — amber.
• Held for someone — teal; click to admit the person it is held for.
• Out of use — grey.
• Red — the early-warning score asks for the doctor (for the ward staff).

The right side shows Waiting for a bed, Today (Came in, Going home, Held for later, Free now) and Last night's count.

How to admit a patient from the waiting list

1. Open Ward. Under Waiting for a bed, press Give a bed on the patient's row (or open Ward → + Admit, which lists the same patients).
2. Coming from shows where the request came from. The doctor and reason are filled in from the request.
3. Check Under (the doctor in charge) and Why admitted · provisional diagnosis.
4. Ward and bed: click a ward chip (it shows how many beds are free), then click a free bed on the map. The line below shows the bed and nursing charge a day, from the rate card.
5. Read the deposit line: Deposit asked ₹… · for a (ward) bed. You will take it after admitting (section 16).
6. Who pays: The patient, or a company account. For a company, type the Employee ID. A company's patient is asked no deposit — the company pays what it agreed; the desk asks only the patient's own share.
7. Package (if the clinic has stay packages): choose one, or None — charged as it happens.
8. Estimate told to the family ₹ and What it assumes (for example "4 days, fixation"). The Charter of Patients' Rights gives the family the expected cost before treatment. It prints on the admission form.
9. Attendant details: Who to call, Relation, Phone. These are required — the nurse rings this person at night, and they sign for the patient.
10. Press Admit to (bed).
11. If a warning appears (for example "(Ward) is a ward for women, and this patient is male."), check with the ward and press Admit anyway only if it is right.

When it is done, the screen says Admitted with the admission number. Then:

• press Print admission form;
• press Print wristband (it goes to the label printer);
• press Open the stay to take the deposit from the Bill tab;
• Who else is waiting returns to the list.

How to admit a patient directly from their record

1. Find the patient (Patients or the top search) and press Open.
2. Press Admit.
3. Leave Coming from on Now, and follow steps 3–11 above.

How to plan an admission and hold a bed

1. Open the patient's record and press Admit.
2. Choose Planned · on a date.
3. Choose Under (the doctor), On (date) and From (time), and type the reason.
4. Choose the ward and a free bed.
5. Press Hold (bed).

The bed shows as held on the ward map, and the patient appears on Waiting for a bed as "planned". You can take a deposit against the held bed: on Ward, press Deposit on their row. On the day, press Give a bed on their row and admit as above. If they are two hours past their time, the row asks "Two hours past their time — keep holding (bed)?".

MLC (medico-legal case)

A medico-legal case is marked in casualty, with the police station, the MLC number and when the police were told. When such a patient is admitted, it is carried onto the stay unchanged and cannot be removed at the desk. The stay shows an MLC chip and the admission form prints the MLC details. Before discharge, the police must be told: see section 17.

Casualty's bill

When a casualty patient is admitted, depending on the clinic's setting, the casualty bill either comes onto the stay (one bill for one illness) or stays on To collect to be settled separately.

The admission form, the wristband and the general consent

The Admission form (Admission form button on the stay, or after admitting) prints on the letterhead chosen for admission forms. It shows the patient, admission number, bed, doctor, who to call, the company (if any), allergies, the MLC (if any), how a bed-day is counted and what a day costs, the package and estimate, and the Consent to admission and treatment in the clinic's own words (and in the patient's language where the clinic has written it).

1. Open the stay and press Admission form.
2. Choose the Letterhead if the clinic has more than one.
3. Press Print. Use Wristband on the same screen to print the wristband.
4. Ask the patient, or the attendant, to sign. The general consent then appears on the stay's Consents tab (section 18).

Taking a patient off the waiting list

On Ward → + Admit, press Not now beside the patient. A planned request with a deposit cannot be removed until the deposit is given back.

15. While the patient is in a bed

Open a stay from the ward map, the patient's record, or Billing → In-patients. The stay's header shows the admission number, bed, day of stay, doctor and when admitted.

Tabs: The stay (everything that happened, kept as it happened), Orders · N, Bill, Consents, Summary.

What the desk can do on a stay

• Move bed: choose a free bed, the time (At — now if left empty) and Why, then Move. The day's charge follows the new bed; the old bed goes to be cleaned.
• Change doctor: choose the doctor and Why, then Save. The previous doctor stays on the stay's record.
• Print interim bill: the stay's account so far, marked provisional.
• Cancel admission: only for an admission made by mistake (wrong patient, or one who went elsewhere before reaching the bed). Type the Reason and press Cancel admission. The number stays in the register, marked cancelled. A stay in which work has been ordered cannot be cancelled — it is discharged instead.

The running bill

On the stay, press Bill:

• Running bill by day: every charge, day by day — bed and nursing (posted by themselves each day), the doctors' visits, tests, procedures, medicines issued to the bed and returns from the ward, and casualty's charges if carried.
• What it comes to: Charged so far, Paid, From the deposits, Deposits held, Balance, Who pays.
• Estimate at admission, with Give one or Revise. When charges pass the estimate it is flagged; well past it, the screen says "Well past what the family was told — tell them before the bill does."
• Put on a package (if not on one): charged whole now; what it includes costs nothing from then on.
• + Doctor's visit: choose who saw the patient, then Add the visit. Charged at the doctor's own in-patient fee.
• + Other charge: search the rate card, choose How many, then Add. Bed-days post themselves and medicines come from the pharmacy, so they are not added here.

Good to know - A stay's bill is never on To collect. It is collected at discharge, from the final bill. - A running bill is not dues. Dues exist only after the final bill is settled with something left unpaid. - If a company account is near or past its monthly limit, the Bill tab warns you.

Sending the family today's total

On the Bill tab, under Deposits, press Today's total · WhatsApp. It sends the charges, deposits and balance so far to the person to call (by link or automatically, as the clinic has set up).

16. Deposits

A deposit is not a bill. It has its own numbered receipt (DR-2026-…), carries no tax at the counter, and is set against the final bill at discharge. A deposit given back goes out on a refund voucher (DV-2026-…).

Where to take a deposit

• On the stay's Bill tab (after admission);
• on Billing → In-patients, by pressing Take deposit or Open on the patient's row;
• for a planned admission with a held bed: Ward → Waiting for a bed → Deposit.

How to take a deposit

1. In Take a deposit, the Amount ₹ is filled with what the ward asks (or what is now due). Change it if the family pays a different amount.
2. Choose How: Cash, UPI or Card. For UPI, a QR appears — take it only when the money shows on the clinic's phone. Type the reference if you have it.
3. Received from: the person paying (filled with the attendant).
4. Press Take ₹… · print receipt. The receipt opens in the print dialog.

How to give an unused deposit back during the stay

In the Deposits list, press Give back beside the deposit. A voucher prints. A deposit already set against the bill cannot be given back this way — what is left over is given back when the bill is settled.

Billing → In-patients

This tab shows everyone in a bed and their money:

• Tiles: In beds, Deposits held, Charged so far, Deposit due.
• Going home — prepare the final bill: patients the doctor has said are fit to go, with Final bill.
• Gone home — the bill still to settle.
• In beds by how much of the deposit is used: a Take deposit button appears when more deposit is due.

More deposit is asked once the charges pass a set share of what is held (80% unless the owner changed it). A company's stay is on account.

Good to know - Cash limit: cash for one stay must stay under ₹2,00,000 (section 269ST of the Income Tax Act). The screen shows the cash taken so far and how much more cash may be taken. Above that, take UPI or card.

17. Discharge, the final bill and settlement

A patient is never kept in a bed for money or paperwork. The bill and the discharge summary are shown on the checklist as facts; they never stop the patient leaving.

The discharge checklist

On the stay, the Going home card shows Before the patient leaves:

• Doctor says fit to go — the doctor records this. Needed only for a patient going Home.
• Police told of the discharge — only for an MLC. When the police have been told, press Told them.
• Discharge summary signed / not signed yet — a fact, not a lock.
• Bill settled / Bill not settled yet / ₹… left due — a fact, not a lock.

How to discharge a patient

1. On the stay, under How the patient leaves, choose Home, Against advice, Referred, Left without telling or Died.
2. Set Leaving at if it is not now.
3. Fill the note when asked: Why, in their words (against advice), Referred to, or Cause of death (the last two are required).
4. For Against advice, press Print the form to sign and have the patient or attendant sign it before they go.
5. Press Discharge. If the button says Discharge — N things left, finish the checklist first.

The bed goes to be cleaned. The discharge summary, once the doctor has written it, can be printed from the Summary tab with Print.

How to prepare and settle the final bill

1. Open Billing → In-patients and press Final bill (or on the stay's Bill tab, Final bill and settlement).
2. Check Final bill by head. The day-wise lines print behind it.
3. If the screen warns that medicines issued to the ward are still on the bill, ask the ward to return unused medicines to the pharmacy first, so the family does not pay for them.
4. For a company patient, The company's share card shows the amount on account. Leave it ticked and type the Company slip number (optional).
5. Discount ₹ (optional) and Why if the doctor or owner has agreed one. Above your cap, an approver confirms with their PIN.
6. Then one of: - Collect ₹… · settle the stay: choose Cash, UPI or Card. The deposits are set against the bill first. - Give back ₹… · settle the stay: the deposits are more than the bill. The excess goes back to the family, each deposit by the way it came, on a voucher for the attendant to sign. It needs no approval — it is their own money. - Settle the stay: nothing left to pay or give back.
7. Press Print final bill · A4.

When the family cannot pay all of it today

Use the Cannot pay all of it today card:

1. Type Paying now ₹ (can be 0). Left due is worked out.
2. Type Why, and when it is promised (required), and By (optional) date.
3. Press Settle — ₹… left due.

Leaving with dues is a record, not a refusal: under the Charter of Patients' Rights, no patient is held over payment.

How to collect dues later

The balance follows the patient under Patients → Has dues.

1. Open the patient and click the bill on their timeline.
2. Collect the rest as on any bill (section 6).

Good to know - Charges added after the final bill are shown, not hidden. Anything found after settlement is put right with a credit note. - Cash for one patient's treatment must stay under ₹2,00,000; the screen tells you the cash so far.

18. Consents

Open the stay and press Consents. The tab shows how many consents are owed back signed.

Consents for this stay lists each consent with its status:

• Signed — with who signed, the witness and The signed page;
• Owed — printed but not yet back signed, or not printed yet;
• Void — set aside, with why and by whom.

The general consent is printed on the admission form. Leaving against medical advice prints on its own form. Both are kept in this list with the rest.

How to make a new consent

1. Under New consent, choose the Kind: Consent to a procedure or surgery, Consent to anaesthesia, Consent to blood transfusion, High-risk consent or Refusal of treatment.
2. Choose the Language: English, or English and (the patient's language) where the clinic has written its words in that language.
3. Type What, and its risks (required).
4. Choose the Doctor explaining (required).
5. Signed by: The patient, or A relative, for the patient — then type Their name and Relation, and why the patient is not signing.
6. Press Make it and print to sign. The print dialog opens.

How to add the signed page

1. Beside the owed consent, press Add the signed page.
2. Choose the file: a photograph or a scan (.jpg, .png or .pdf). On a phone or tablet the camera can be used.
3. Set Signed on, type the Witness (required), and check Signed by.
4. Press Keep it with the stay.

How to reprint or void a consent

• Print beside an owed consent prints it again.
• Void sets it aside: type Why (for example "Made by mistake · patient declined to sign") and press Void. It stays on the list, marked void.

Good to know - Nothing is deleted. A consent made by mistake is voided with a reason. - A consent keeps the words it was made with, even if the clinic changes its wording later.

19. Home collection

For blood samples drawn at a patient's home.

How to book a home collection

1. Open Home collection and press Book a collection.
2. Type the Phone number. The patient must already be registered; if not, register them at the desk first.
3. Choose the Day, Time and Collector (or Not yet).
4. Check the Address.
5. Add tests: type in Add a test… and click each one.
6. Type a Note for the collector if needed.
7. Press Book · ₹….

On the day

• Choose the day at the top and press Print run sheet for the collector. Unpaid rows carry a UPI QR for the patient to pay.
• When the collector returns with the money, press Collect payment on the row and settle the bill.
• Cancel cancels a booked, unpaid collection with its bill.

A home sample is received at the lab only once its bill is settled.

20. Finding patients and old bills

How to find a patient

• Use the top search box (name, phone, patient number or today's token), or
• open Patients: search Name, phone, or patient ID…, and filter All, Visited today, In a bed, Has dues.

A patient's record shows Visits, Lifetime billed, Outstanding, the timeline (visits, lab, procedures, prescriptions, bills, stays) and the Standing facts (allergies, phone, address, masked Aadhaar). From the record you can:

• New bill;
• Admit;
• Print summary (the history on the letterhead, without bills, for another doctor);
• reprint an old bill (80mm or A4 beside it);
• open a lab or radiology Report.

How to find an old bill

1. Billing → All bills.
2. Search Receipt number or patient name.
3. Narrow by 7 days, 30 days, 3 months, This year; Both tills, Reception, Pharmacy; Any, Paid, Unpaid, Cancelled.
4. Click the receipt number to open the bill, or Print to reprint.

21. Printing

Every Print button opens KlinikFlow's own print dialog — never the browser's print box.

1. The dialog shows the page exactly as it will come out (a real PDF).
2. If the page can come out more than one way, choose the Paper (for example 80mm slip or A4).
3. The Printer is already chosen for that kind of page. If it says it is not ready, check it or choose another.
4. Set Copies.
5. Press Print. The reception computer sends it straight to the printer.

Download PDF is always there, to save or send the page instead.

Good to know - Each counter's receipt paper (80mm, A4 or ask each time) is set by the owner. - A copy printed a quarter of an hour or more after the bill reads "Reprinted" with the day and time. - If no printer is installed on the computer, the dialog offers the PDF only.

22. Reports and your shift

Open Reports. It has two tabs: The day and My shift.

The day

The desk's reports are one day at a time: choose Today, Yesterday or A day. The desk does not see the clinic's revenue over months; that belongs to the owner.

Reports the desk can read:

• OP Register
• In-patients
• Bill Register
• Who owes
• Follow-ups

The OP register and follow-ups can be narrowed to one Doctor.

For each report: View shows it on screen (search, sort, totals); PDF, Excel and CSV download it. The day's file at the top gives every report as one file (Print, PDF or Excel).

Every report opened or downloaded is written in the owner's access log.

My shift

Shows what this desk took today: Collected at the desk (and how much by you), Registered today, Tokens issued, Still owed at the desk, Receipts taken today, How it was paid, and refunds and deposits taken or given back. Use it to check the drawer at closing.

23. Deaths and the medico-legal register

Reports → Death register lists every death this year with its number, cause and whether it has been reported. When the doctor has signed the certificate, open the death, Print Forms 2 and 4, give them to the registrar (or enter them in the Civil Registration System), then Mark reported with the reference. Form 2 is due within 21 days; At a glance reminds you from the fourteenth day.

Reports → Birth register lists every birth this year. Open a birth, fill in what Form 1 asks that the record does not hold — the father's name, and the mother's education, occupation and religion; the child's name if chosen — then Print Form 1, give it to the registrar (or enter it in the Civil Registration System) and Mark reported with the registration number. Due within 21 days; At a glance reminds you from the fourteenth day.

Feedback on the Desk takes a patient's score and words, or a complaint, which the quality lead answers.

Reports → Medico-legal register is every medico-legal case of the month — from casualty and the ward — with the police station, the MLC number and when the police were told. Print it when the police or a court asks.

24. What the desk cannot see or do

The ready-made Receptionist role does not include clinical work. You will not see:

• the stay's Chart (vitals, early-warning score, intake and output, nursing notes);
• the stay's Medicines (the medicine chart and doses given);
• the doctor's consultation, prescriptions to write, or certificates to issue;
• the Casualty screen;
• radiology images (the desk may print or send the report, not the film);
• the clinic's revenue, analytics, settings, staff and roles.

The Chart and Medicines tabs do not appear on a stay for the desk. If you open a screen outside your work, KlinikFlow says "This isn't part of your work here. If you need it, ask (name)."

25. Common problems and what they mean