Set up a new clinic from first login to first test receipt.
Follow this guide with the clinic owner or manager. It keeps setup focused on the real workflows staff will use on day one.
Each clinic receives its own app login, staff accounts, documents, reports, and launch checklist.
Client intake, working details, payments, receipts, prepaid packages, cashier reports, and wage reports are ready to test.
Practitioners can create SOAP notes with body-area maps, techniques, PDF export, and optional AI assisted note drafts.
The first location is included in the base setup. Additional locations can be added when the subscription includes them.
Setup Flow
Work from security and first login into staff setup, then finish with one full test appointment.
- 1Create or sign in to your Cloudflare account.
- 2If you want setup help, add your setup partner as a Cloudflare administrator using the email they provide separately.
- 3Open R2 and create one private bucket for this clinic. A simple name like your-clinic-backoffice works well.
- 4Create a storage access key for that bucket. Share the bucket name and keys only through your secure setup handoff.
- 5Open Turnstile and create a login protection widget for your app website address.
- 6Share the Turnstile site key and secret key through the same secure setup handoff.
- 7After launch, upload one test document from a client profile to confirm file storage works.
Feature unlocked: secure uploads for consent forms, intake forms, doctor notes, working-detail attachments, and protected staff login.
- 1Open the app website and confirm the login page loads.
- 2Confirm the clinic name shown on the page is correct.
- 3Confirm you received the temporary admin username and password.
- 4Keep the handoff sheet with the app website, support contact, and launch date.
- 5Do not enter real client information until the test workflow near the end of this guide passes.
Feature unlocked: clean clinic workspace with no demo clients, one starter location, common services, payment methods, and insurance companies.
- 1Open the app website and select the Admin login tab.
- 2Sign in with the temporary username and password.
- 3Create a permanent password when the app asks for it.
- 4Store the permanent password in your clinic's approved password manager.
- 5Confirm the dashboard or Working Details page opens after the password update.
Feature shown: separate staff login tabs, forced password change, role-based access, and login protection.
- 1Go to Locations.
- 2Edit the placeholder clinic name, address, phone, email, and logo if available.
- 3Check that receipt previews show the correct clinic information.
- 4Keep only one active location unless your subscription includes more.
Feature shown: branded receipts and location-based sales, wage, cashier, and today-summary reporting.
- 1Open Services and confirm RMT, non-RMT, acupuncture, couple, and package services match your clinic wording.
- 2Open Payment Methods and confirm Cash, EClaim, Moneris, EMT, Credit Card, Owing, Prepaid PKG, and Gift Card are correct.
- 3Open Insurance Companies and add or rename providers commonly used by your clients.
- 4Keep Cash and Prepaid PKG available because they connect to special sales and package rules.
Feature shown: taxable and non-taxable sales handling, EClaim references, prepaid package deductions, and client insurance selection.
- 1Go to Employees and create the practitioner with a temporary password.
- 2Enter contact details, payment settings, HST status, and RMT registration number if applicable.
- 3Ask the practitioner to log in from the Practitioner tab and change the temporary password.
- 4Ask the practitioner to open Profile and confirm phone, email, RMT number, and writing style examples if AI assisted notes will be used.
- 5Create a small sample SOAP note together so the practitioner sees the body map, techniques, and S/O/A/P fields.
Feature shown: practitioner profile, own-record access, SOAP note body map, wage calculation inputs, and receipt practitioner fields.
- 1Go to Cashiers and create the cashier with a temporary password.
- 2Enter contact details, hourly rate, and payroll details your clinic tracks.
- 3Ask the cashier to log in from the Cashier tab, select the correct location, and change the temporary password.
- 4Ask the cashier to confirm Profile details.
- 5Create one cashier daily report test if cashiers will close shifts.
Feature shown: cashier workflow, location selection on login, receipt creation, prepaid package sales, and daily report bonus logic.
- 1Go to Admin Users.
- 2Create a backup admin with a temporary password.
- 3Create an accountant user if your bookkeeper needs reports without changing clinic settings.
- 4Ask each user to log in and change the temporary password before launch day.
Feature shown: role-based sidebar, admin-only settings, and accountant-friendly working detail and finance views.
- 1Create a test client with phone, email, date of birth, insurance company, and a short note.
- 2Upload a test intake or consent document to confirm document storage works.
- 3Create one working detail with location, booking date, client, service, practitioner, duration, start time, cashier, payment, tips, and notes.
- 4Open the receipt PDF and confirm clinic header, client details, practitioner, service, payment, HST, tips, and refund behavior.
- 5Open Today Summary, Sales Report, Wage Report, and Cashier Daily Report to confirm the test appears correctly.
- 6Delete the test record or clearly mark it before go-live if your clinic does not want setup records kept.
Feature shown: client profile, document storage, working details, receipt PDF, reports, prepaid flow, and payroll calculations.
- 1Create or sign in to an OpenRouter account.
- 2Add billing or credits for the clinic.
- 3Create an access key and share it only through your secure setup handoff.
- 4Ask your setup partner to enable AI assisted notes for the clinic.
- 5Ask each practitioner who wants the feature to opt in and add writing style examples in Profile.
- 6Create one test AI assisted draft, then have the practitioner review, edit, and save it.
Feature shown: practitioner opt-in, writing-style examples, SOAP progress tracking, and batch draft support.
Launch Checklist
Complete these items before real appointments are entered.
Train staff in this order: clients, working details, receipts, prepaid packages, daily reports, then SOAP notes. This matches the normal front-desk day.
Use separate accounts for admin, cashier, practitioner, and accountant work. Do not share the same login across staff.
Extra locations, AI assisted notes, data import, branded receipt setup, and staff training are natural paid add-ons after the base clinic is live.