Articles on: Training & Support

Product Specialist Training Checklist for Reception Staff

This article is designed to effectively train the reception staff in a clinical setting, using a comprehensive Product Specialist Checklist as a practical guide.


It covers all the essential responsibilities the reception team will handle on a daily basis, along with clear instructions and best practices to ensure smooth, professional, and efficient front-desk operations.



Software Product Specialist (Trainer) Checklist



Reception Training Day 1


Calendar


  1. Creating an Appointment for an Existing Patient with Service (Explain Service Duration set and Color Coding on the appointment)
  2. Creating an Appointment for a New Patient with Service: Show Patient Registration from Calendar.
  3. Rescheduling an Appointment on the same day: Drag and Drop.
  4. Rescheduling an Appointment on a different day: Cut and Paste.
  5. Explain different Appointment Statuses.
  6. Selection of Physicians and Resources in Calendar.
  7. Booking an Appointment against a Resource.
  8. Booking an Appointment against a Doctor and Resource both: Show Resource Time-slot is also blocked.
  9. Tentative appointment booking with only comments.
  10. Edit an Appointment: Change the Appointment Duration, Doctor and/or Resource.
  11. Cancel an Appointment.
  12. Delete an Appointment.
  13. Explain Appointment History.
  14. Explain: Print Appointment Schedule.


Video Showcase: Reception Training (Day 1)


Post Training Email (Day 1):


Dear xxx,


Thank you for your time during today’s Reception Training Session (Day 1).


Here’s a quick recap of what we covered:


Calendar

  • Creating appointments for both existing and new patients (with services)
  • Rescheduling appointments (same day and different day)
  • Understanding different appointment statuses
  • Selecting physicians and resources in the calendar
  • Booking appointments against a resource, a doctor, or both
  • Creating tentative appointments with comments
  • Editing appointments (duration, doctor, and/or resource)
  • Cancelling and deleting appointments
  • Viewing appointment history
  • Printing the appointment schedule


To help you revisit the important workflows shown in the meeting, we’ve shared an interactive training showcase with step-by-step videos:

Reception Training Showcase (Day 1): https://helpvideos.clinicea.com/showcase/cmoihqjat00oq0o0jj6nreehz?utm_source=link


If you have any questions or need further assistance, please feel free to reach out - we’re always happy to help.

Looking forward to seeing you in the next training session.


Thank you.


Best,

xxx



Reception Training Day 2


Calendar (Contd.) and Patient


  1. Explain Appointment Search: Past, Today and Future, explain all the filters.
  2. Explain Billing Flow from Calendar.
  3. Explain Next Appointment Booking on Check Out.
  4. Explain Appointment Feedback Flow on Check Out.
  5. Explain Service Appointment with Paperwork attached Flow.
  6. Explain: “n”, “p”, “linked appointments”, “comments” and other symbols/color coding on Appointments.
  7. Explain: Recurring Appointments.
  8. Explain: Patient Registration from the Patient module.
  9. Explain Attaching Document to a Specific Patient.
  10. Explain Downloading, Editing and Deleting Document.
  11. Explain Patient Paperwork Flow.


Video Showcase: Reception Training (Day 2)



Post Training Email (Day 2):


Dear xxx,


Thank you for your time during today’s Reception Training Session (Day 2).


Here’s a quick recap of what we covered:


Calendar (Contd.) and Patient

  • Overview of Appointment Search: Past, Today, and Future, including all available filters
  • Understanding the Billing Flow directly from the Calendar
  • Booking the Next Appointment during patient check-out
  • Capturing Appointment Feedback at check-out
  • Managing Service Appointments with attached paperwork
  • Explanation of appointment indicators: “n”, “p”, linked appointments, comments, and color coding
  • Setting up and managing Recurring Appointments
  • Patient Registration process
  • Attaching documents to a specific patient profile
  • Downloading, editing, and deleting patient documents
  • Understanding the Patient Paperwork workflow


To help you revisit the important workflows shown in the meeting, we’ve shared an interactive training showcase with step-by-step videos:

Reception Training Showcase (Day 2): https://helpvideos.clinicea.com/showcase/cmoiis2px00w60o0jabesqdj6?utm_source=link


If you have any questions or need further assistance, please feel free to reach out - we’re always happy to help.

Looking forward to seeing you in the next training session.


Thank you.


Best,

xxx



Reception Training Day 3


Financials

  1. Creating a Standalone Service/Product Bill and Taking a Full Payment.
  2. Creating a Standalone Service/Product Bill and Taking a Part Payment.
  3. Creating a Standalone Service/Product Bill and Taking No Payment.
  4. Show Payment Details and Receipt from a Full Paid Bill.
  5. Show Accept New Payment for both Part Paid and Full Due Bills and then show the Payment Details and Receipt from the Bills.
  6. Show Individual Discount Application and Auto Discount Calculation in a Bill.
  7. Apply Promotion in a Bill.
  8. Create and Redeem Promotion Coupons.
  9. Show Save and Print Bill and Payment Receipts.
  10. Explain Individual Payment Modes while taking payments.
  11. Taking an Advance Payment.
  12. Using an Advance to Settle a Single Bill.
  13. Using a Previous Advance and a Current Payment to Settle a Bill.
  14. Taking a Payment and Settling Multiple Due Bills, Keeping the remaining amount as Advance OR Keeping the whole amount as Advance by Not Settling the Due Bills.
  15. Cancel a Bill and Cancel a Payment.
  16. Making a Refund.


Video Showcase: Reception Training (Day 3)



Post Training Email (Day 3):


Dear xxx,


Thank you for your time during today’s Reception Training Session (Day 3).


Here’s a quick recap of what we covered:


Financials

  • Creating standalone bills for services/products with full payment, part payment, and no payment
  • Viewing payment details and receipts for fully paid bills
  • Accepting new payments for part-paid and due bills, and viewing updated payment details and receipts
  • Applying individual discounts and understanding auto discount calculation in a bill
  • Applying promotions in a bill and creating and redeeming promotion coupons
  • Saving and printing bills and payment receipts
  • Understanding different payment modes while collecting payments
  • Recording advance payments
  • Using an advance to settle a single bill
  • Using a previous advance along with a new payment to settle a bill
  • Taking a payment and settling multiple due bills, with options to keep the remaining amount as advance or retain the full amount as advance without settling dues
  • Cancelling a bill and cancelling a payment
  • Processing refunds


To help you revisit the important workflows shown in the meeting, we’ve shared an interactive training showcase with step-by-step videos:

Reception Training Showcase (Day 3): https://helpvideos.clinicea.com/showcase/cmok42pab001jyo0jti0rfbuk?utm_source=link


If you have any questions or need further assistance, please feel free to reach out - we’re always happy to help.

Looking forward to seeing you in the next training session.


Thank you.


Best,

xxx



Reception Training Day 4


Financials (Contd.)


  1. Explain Tx History of a Patient with all the Filters.
  2. Giving a Discount more than the Discount Threshold set in Financial Preferences, Adding an Internal Comment for it. Bill goes for authorisation. Approval to be given through the Authorisation tab in Financials.
  3. Creating a Package Bill: Also Show Package’s Service Session Appointment Booking and Consumption, and Package Tracking.
  4. Creating a Custom Package Bill.
  5. Cancelling a Package/Custom Package.
  6. Creating a Quotation with Due Date.
  7. Explain Open Quotation, Converted Quotation, Expired Quotation and Cancelled Quotation Flows.
  8. Explain Quotation to Standalone Bill Flow.
  9. Explain Quotation to Package Bill Flow.
  10. Explain Purchase and Use Gift Card Flow.


Video Showcase: Reception Training (Day 4)



Post Training Email (Day 4):


Dear xxx,


Thank you for your time during today’s Reception Training Session (Day 4).


Here’s a quick recap of what we covered:


Financials (Contd.)

  • Creating standalone bills for services/products with full payment, part payment, and no payment
  • Viewing payment details and receipts for fully paid bills
  • Accepting new payments for part-paid and due bills, and viewing updated payment details and receipts
  • Applying individual discounts and understanding auto discount calculation in a bill
  • Applying promotions in a bill and creating and redeeming promotion coupons
  • Saving and printing bills and payment receipts
  • Understanding different payment modes while collecting payments
  • Recording advance payments
  • Using an advance to settle a single bill
  • Using a previous advance along with a new payment to settle a bill
  • Taking a payment and settling multiple due bills, with options to keep the remaining amount as advance or retain the full amount as advance without settling dues
  • Cancelling a bill and cancelling a payment
  • Processing refunds


To help you revisit the important workflows shown in the meeting, we’ve shared an interactive training showcase with step-by-step videos:

Reception Training Showcase (Day 4): https://helpvideos.clinicea.com/showcase/cmok4ontz004nxd0jl6s6mw81?utm_source=link


Now it’s time to put your learning into practice. This article will guide you through the key responsibilities handled by a clinic receptionist and help reinforce what you’ve learned:

Reception Staff Key Tasks: https://help.clinicea.com/en/article/reception-staff-key-tasks-pz8dui/


If you have any questions or need further assistance, please feel free to reach out - we’re always happy to help.


Thank you.


Best,

xxx




Updated on: 29/04/2026

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