Your first week

Your clinic is live and you can log in. This week turns it into a working practice. Do these nine things in order — each one depends on the one before it, and by the end a patient can book online, be seen by a doctor, collect their medicines and walk out with a GST invoice.

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The week at a glance

1. Add your staff

Do this first: a doctor must exist before you can approve a single appointment. The Role dropdown offers exactly three choices — Doctor, Pharmacist and Lab Technician. There is no Admin option; the administrator account was created with the clinic.

1. 1

   Click Staff in the sidebar, then Add Staff.

2. 2

   Pick the Role.

   The form changes to show only the fields that role needs. You cannot change a role afterwards.

3. 3

   Fill Full Name, Email and Password.

   The password must be at least 6 characters. You type it — nothing is emailed to the staff member, so you must tell them what it is.

4. 4

   Add the optional details.

   Phone, Date of Birth, Date of Joining and the 12-digit Aadhar Card Number.

5. 5

   Click Create.

Doctor

Specialization (e.g. Homeopathy), Qualification (e.g. BHMS, MD), Years of Experience, Consultation Fee (₹) and Bio. Do not skip the fee — the form says it plainly: This fee will be automatically added to invoices when enabled in billing settings.

Pharmacist

License Number. They get the pharmacist portal, where prescriptions arrive to be dispensed.

Lab Technician

Qualification (e.g. DMLT, B.Sc MLT), License / Registration Number, Specialization and Years of Experience. They get the lab portal and they own the test catalog in step 7.

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2. Set your consultation fees

These are the clinic-wide defaults that flow onto invoices when a consultation is completed.

Enable Teleconsultation

Allow patients to book video call appointments. Leave it off and the Video Call option never appears on your public booking form.

In-Person Fee (₹)

Charged for a normal visit to the clinic.

Teleconsultation Fee (₹)

Charged for a video consultation. It can differ from the in-person fee.

Allow Doctor to Override Consultation Fee

When enabled, doctors can adjust the consultation fee before completing a consultation. Turn it off if only you decide what is charged.

Click Save Settings when you are done.

3. Price your dispensing sizes

Pricing in the sidebar is where a dispensing format — a vial, a bottle, a pack — gets a price. Skip this step if your plan does not include the pharmacy module; the Pricing item simply will not be there.

• Fixed price per size — you set the rupee price for each size yourself. Every row shows the quantity, the display unit and how much stock one unit deducts.
• Proportional — price auto-calculated from inventory — tablets, dilutions, mother tinctures and syrups have no price fields at all. Their cost is worked out from the inventory item's selling price and the quantity dispensed. Those rows carry an Auto-priced badge.

1. 1

   Click the pencil next to a size, type the price, press Enter.

   The row now shows a teal Clinic price badge and a toast reads Clinic price saved. Any size you do not touch keeps the platform Default.

2. 2

   Changed your mind? Click the ↺ (Reset to default) icon.

   Toast: Reverted to default price.

3. 3

   Click Add custom size for a size your clinic uses that is not listed.

   Fill Name (e.g. 3 Dram Vial), Quantity, Display unit, Fixed price (₹) and Deduction qty — how much stock one unit consumes — then click Add Size.

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4. Upload your logo and clinic details

Everything on this tab ends up printed on documents. The Clinic Information card says so itself: Appears on invoices, case sheets and documents.

1. 1

   Fill Clinic Name, Address, Phone, Email and GSTIN.

   If you will raise GST invoices the GSTIN is not really optional — it is the first thing a patient's accountant looks for.

2. 2

   Upload the logo: click Choose File, pick the image, then click Upload.

   It is two clicks, not one. Until you press Upload the card reads New logo selected — click "Upload" to save. Recommended: a square PNG or JPG, max 2 MB. Remove deletes it again.

3. 3

   Pick a Clinic Theme Color.

   Nine presets, or type a hex code of your own. The Document Header preview underneath shows exactly how invoices and case-sheet PDFs will look.

4. 4

   Click Save Settings.

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5. Configure billing settings

Open Billing in the sidebar and click Settings in the quick actions. Do this before you raise your first invoice: the prefix and the tax rate are stamped onto an invoice as it is created, and changing them later does not rewrite the old ones.

Invoice Number Prefix

The letters in front of every invoice number. Type INV and your invoices run INV-001001, INV-001002, and so on. The on-screen hint reads Example: INV-2024-0001.

Payment Due Days

Default due date is invoice date + this many days.

Auto-add Consultation Fee

Switch this on and the doctor's fee is added automatically to the invoice raised when a consultation is completed.

Enable Tax

Apply tax to invoices and billing items. Turn it off and the Tax % on new invoice lines is greyed out and zeroed.

Tax Name

GST by default. This is the label printed on the invoice.

Default Tax Rate (%)

18 by default. It pre-fills the Tax % on every new invoice line — an individual line can still be changed.

Payment Methods

Tick what your clinic accepts: Cash, Credit/Debit Card, UPI, Bank Transfer, Cheque, Online Payment Gateway.

Default Notes & Terms

Invoice Notes and Terms & Conditions kept on file for your invoices.

Click Save Settings — a Settings saved successfully toast confirms.

6. Stock the pharmacy

The order matters here, because an item cannot be created until the things it points at exist. Categories, then suppliers, then items.

1. 1

   Inventory → Categories → Add Category.

   Give it a Category Name, an optional Description and a Category Type — Medication, Supply or Equipment. The type matters: on the Add Item form, only categories whose type matches the item's type are offered. Twelve categories ship with the system (Tablets & Capsules, Homeopathic Remedies, Wound Care and so on), so you may not need any new ones at all.

2. 2

   Inventory → Suppliers → Add Supplier.

   Supplier Name is the only required field. Add the Contact Person, Email, Phone, Address, Drug License Number and GST Number (GSTIN) — these print on purchase orders. Leave Active Supplier on: only active suppliers can be picked when you raise a purchase order.

3. 3

   Inventory → Add New Item.

   Item Name and Item Type (Medication / Supply / Equipment) are required. Choose the Category and Supplier you just created. For a medication set the Dosage Form and Strength — choose a homeopathic form (globules, mother tincture, dilution, trituration) and a Homeopathy Details panel appears for potency, potency scale, source, Latin name, pharmacopoeia, vehicle and globule size.

4. 4

   Enter the Opening Stock — what is physically on the shelf right now.

   Then Minimum Stock (below which you get a low-stock alert), Reorder Level, Maximum Stock, and the Unit of Measure you count this item in. Stock homeopathic liquids in ml and triturations in grams.

5. 5

   Enter Purchase cost (₹) and Selling Cost (₹).

   A green Profit Margin banner does the arithmetic for you. Leave Item is Active ticked so the item can be prescribed and billed, then click Create Item.

7. Build the lab test catalog

The catalog does not live in the admin portal. The lab technician you created in step 1 signs in and clicks Test Catalog in their sidebar. Until at least one test is in it, a doctor has nothing to order.

1. 1

   Click Add test.

2. 2

   Type the Test Name (required) and a short Test Code.

   For example Complete Blood Count and CBC. Codes must be unique — a duplicate is refused with A test with this code already exists.

3. 3

   Choose a Category and a Sample Type.

   Categories: General, Hematology, Biochemistry, Microbiology, Immunology, Pathology, Radiology, Cardiology, Endocrinology, Urology, Hepatology, Other. Sample types: Blood, Urine, Stool, Saliva, Sputum, Swab, Tissue, CSF, Other.

4. 4

   Fill in Normal Range and Unit.

   This is the step people skip and regret. These two auto-fill the result form on every future order of this test, which saves the technician retyping them each time.

5. 5

   Add Description, Patient Instructions, Turnaround (hours) and Base Price (₹).

   Patient instructions are where fasting requirements go. Turnaround defaults to 24 hours.

6. 6

   Click Create Test.

8. Share your booking link

Your clinic has had a public booking page since the day you signed up: hellohomeo.in/book/your-clinic. No login, no app — a patient fills in a form and the request lands in your Appointments list.

1. 1

   Click Copy next to the Direct Booking Link.

   Paste it into your WhatsApp status, your Google Business profile, your Instagram bio, a card at the front desk. The arrow icon opens the page so you can see exactly what patients see.

2. 2

   Have your own website? Copy the Embed Code instead.

   It is a ready-made snippet that drops the booking form straight into your page. You can adjust the height value; the minimum recommended is 680px.

The patient's form asks for First Name, Last Name, Email Address, Phone Number, Preferred Date & Time, Consultation Mode (In-Person or Video Call — the video option only shows if you enabled teleconsultation in step 2), Age, Sex, and a short note describing the reason for the visit. On submit they see Appointment Booked! and get a confirmation email.

9. Take your first booking

A booking from the public page arrives as Pending with no doctor attached, and a New Appointment Request notification appears in your bell. Pending means nothing has been promised to the patient yet. Approving it is a single action.

1. 1

   Click Appointments in the sidebar. Use the status chip to filter to Pending if the list is long.

2. 2

   On the card, click the green tick — Approve & Assign Doctor.

3. 3

   Choose the doctor under Select Doctor and click Assign & Approve.

   The status becomes Approved. The patient gets an email and a WhatsApp confirmation, the doctor gets a notification, and WhatsApp reminders are scheduled for 24 hours and 1 hour before the slot.

What happens on day 31

This is the part clinics are most often caught out by, so read it now rather than in four weeks. For your first 30 days every module is unlocked, whichever plan you picked at sign-up. The moment the trial ends, your clinic switches automatically to the plan you chose during sign-up — and anything that plan does not include disappears.

• Open Subscription in the sidebar. The banner shows a Trial — Nd left pill and the exact expiry date.
• From 7 days out an amber Trial expires in N days warning appears above it.
• Go to the Plans & Upgrade tab and compare. Each plan card lists every limit — Doctors, Patients, Staff Members, Appointments / Month, Teleconsult Minutes / Month, WhatsApp Messages / Month, AI Credits / Month — and ticks the features it includes.
• Upgrades take effect immediately and are paid through Razorpay. Downgrades are free and scheduled — your current plan runs to its expiry date first.

Where to go deeper

Common first-week questions