Staff Management

• How to add a New Staff

  A staff can be added only via an Admin Account Clinicea. For Example: Let us assume, You have 2 Clinics, called Skin Clinic #1 and Skin Clinic # 2. You have recently recruited a Dermatologist for your Clinic – Skin Clinic # 1. You now want to add the Dermatologist as a staff on your Clinicea account. Let us have a look at how to add a new Staff: 1. Go to Tools| Staff | click on + New Staff ![](https://storage.crisp.chat/users/helpdesk/website/26c337b2c695da00/e93ac977-ef2cFew readers

• How can you reset the Password for another Staff

  Only the Administrator of the Clinic can reset the Password of another Staff. It is done as follows: 1. The Administrator can go to Tools | Staff | Click on Reset Password. Clinicea will automatically send an email to the staff with a new temporary password. 2. This is what the Password Reset Email from Clinicea, looks like. ![](https://storage.crisp.chat/userFew readers

• How to handle Staff Deletion

  You may need to remove a Staff Member if they are no longer part of your Clinic, but still need the data that they had entered. What if a ex-Staff member decides to rejoin your clinic? Creating a New Staff again for someone who was earlier part of the system may look like it is time consuming. Well this is very easy to manage with Clinicea. Details for a Staff Member is never deleted once entered. However to do any of this you need to be an Administrator or have necessary Permissions. Let us seeFew readers

• How to Reset my Password if I forget it.

  If you have forgotten your password, please follow the steps below to reset it. 1. Go to the Clinicea Sign In Page and enter your Sign In ID. Click the Forgot your password? link below the Sign in button**.** An email will be sent to you automatically with a link to set up a new Password. 2. This is what the Password Reset Email from Clinicea, looks like. ![Few readers

• How can Staff members change their Passwords

  Changing your password in Clinicea is very simple. 1. Click on your name which appears on the top right corner in Clinicea. A drop-down list will appear. Click on My Profile from the list. 2. A Staff Details window will open. Under Security, you will see your password. Just change it to what you want your password to be and click Save. You have now chFew readers

• What to do if I forget my Login Email

  If you forget your Login Email, there are two ways of recovering it: 1. Contact your Clinic Admin to recover your Login Email. Or; 2. Alternatively, Contact Clinicea Support at support@clinicea.com by email to recover your Login Email.Few readers

Security

• How to Monitor Data Exports and Maintain Security in Clinicea

  Purpose This article outlines the recommended controls and monthly review process for monitoring report exports and protecting confidential patient and clinic data in Clinicea. 1. Restrict Report Export Permissions Report export access should be granted only to staff members who genuinely need it for their role. Recommended actions: - Review the roles and users that have access to Reports. - Enable Export Data out only for authorised, trusted staff. - Remove export permissioFew readers

• Data Security

  Complete details on end to end security available here.Few readers

• How to accept incoming Stock from a Vendor in the Clinic

  As part of Inventory Management, you would want to record your purchases of Inventory from a Vendor. You can do this in 2 ways: i. A simple 1-click recording of Incoming Stock, where you create a Stock Voucher with details of your purchase. As soon as you save it, the Clinic’s stock is increased instantly. OR; ii. Setup a 2 step process where you create a Stock Voucher with details of your purchase. However the Clinic’s stock is increased only after they verify and accept the stock sFew readers

• How to find the public IP address of the network you are connected to

  If you want to ensure that your staff cannot log into their Clinicea accounts once they leave the Clinic, this is possible by taking a static IP Address from your broadband provider and then setting it up in Clinicea. However remembering IP address your broadband provider gave you, may not be easy. In case you have forgotten and need to find it again, you do not need to call theFew readers

• How to prevent staff from accessing Clinicea from outside the Clinic

  How to Access Security Preferences Log in to Clinicea with an account that has administrator access. Go to Tools from the top menu. Select Organization Security. This section contains all the available login and access security settings for your organization. Step 1: Login Credentials This section allows you to define how users can log in to Clinicea. Login TypeFew readers

• How to set up Permissions for Clinic Users

  Access to Staff is given by assigning them Roles. Each Role has a set of permissions associated with it. Setting up Permissions for Clinic Users is a 2 Step Process. STEP I. Define permissions for each of the Roles you plan to have in your Clinic For example: Doctor, for others Nurse and Receptionist. STEP II. For each Clinic Staff, assign one of the roles you have configured in Step I. Now, let uSome readers

• How to setup a strong password

  You may want to secure access to your clinic by ensuring all users use a strong, difficult-to-break password. This can be setup in Clinicea with a click. Let me show you how. Go to Tools | Organization | select your Organization | select Security under Preferences on the Organization Details page. Now, in the Security Settings page, go to **AdvanFew readers

• How to Setup and login using SSO

  How to setup and login using SSO in cliniceaMicrosoft single sign-on (SSO) is an identification method that allows users to access multiple applications and websites with just one set of credentials. This streamlines the authentication process for users, eliminating the need to sign in to each application they use. How to Set Up and Log In Using Single Sign-On (SSO) Single Sign-On (SSO) simplifieFew readers

• What is the function of the various Permissions in Calendar

  Let us review in detail the Permissions for the Calendar module. 1. View Appointments of Everyone It allows the user to view Appointments of all staff in the Clinic. Useful for Clinic Managers and Receptionists, who need to manage the schedule for everyone. Individual Doctors do not need this permission as they only need to see their own appointments. However, in a situationFew readers

• What is the function of the various permissions in CallBox

  Let us review in detail the permissions for the CallBox Module. 1. View Other Call Center Appointments This permission is useful if you have more than one contact center operating to manage all your incoming calls. These calls can be from your existing patients or prospects. With the permission ON, the agent is able to view appointments created by other centers as well on thFew readers

• What is the function of the various Permissions in CRM

  Let us review in detail the permissions for the CRM Module. 1. Allow changes to Sensitive Lead Data This permission allows you to change critical lead information. If this permission is ON, then you would be able to change the lead’s Active Status or make changes to the source through which the lead knew about the clinic. This permission should be given to the Clinic ManagerFew readers

• What is the function of the various Permissions in Document Manager

  Let’s you manage print queue, sign documents and maintain a document library for the clinic. Manage Library: Lets you add or remove documents from the clinic’s library. Can be given to the person in charge of handling files in the clinic. Manage Print Queue: Lets you print documents off the queue. Can be given to the receptionist. Authority to Sign Documents: Lets you sign visit notes. Can only be given to a *Doctor. Enable Letter Writing: Lets you write emails on behalf oFew readers

• What is the function of the various Permissions in EMR

  Let us review in detail the permissions for the EMR module. 1. Create New Visit It allows a Doctor to record a Patient Visit. This permission should be given to all Doctors. The only time this permission is not given is when you have an external Doctor or a Patient accessing medical records. In such instances you only want them to have read-only access and not create new visFew readers

• What is the function of the various Permissions in Finance

  Let us review in detail the permissions for the Finance Module. 1. Delete Financials This allows you to Delete Invoices that have been generated incorrectly. This permission should be given to the Clinic Administrator as deleting of financials must be done with utmost care. 2. Advanced Bill Options This permission gives you a set of advanced options with regards to BilFew readers

• What is the function of the various Permissions in HR

  Let’s you manage attendance for staff members. Manage Self Attendance: Lets you manage your check in and check out times. Can be given to all staff. Manage Attendance for others also: Lets you manage attendance for everyone in the clinic. Can be given to Clinic Manager. Edit Past Attendance: Lets you go back and set attendance in the past. Should be given to Clinic Manager only.Few readers

• What is the function of the various Permissions in Inventory

  Let us review in detail the permissions for the Inventory Module. 1. Update Stock Manually This allows the staff to update the Inventory stock manually. This permission should be given to the Pharmacist who may require periodical updating of Inventory stock during a stock take. 2. Inventory Authorizations This allows you to Authorize the Inventory stock receivFew readers

• What is the function of the various Permissions in Investigation

  Let us review in detail the permissions for the Investigations module. **1. Lab **Your Clinic may have an internal Pathology Lab and a Radiology with different Technicians assigned to each. This permission lets you control if the user should have access to the Path Lab related functions or not. It should be given to the Path Lab Technician, as well as to Nurses who draw blood anFew readers

• What is the function of the various Permissions in Promotion

  Let us review in detail the permissions for the Promotions Module. 1. Setup Promotions This allows you to setup marketing promotions, special offers and deals for patients of your Clinic. These promotions can then be used for billing. This permission should be given to the Administrator, Clinic Manager, or the Marketing Manager. 2. Setup Membership This allows you toFew readers

• What is the function of the various Permissions in Reports

  Let us review in detail the permissions for the Report module. 1. Export Data Out It allows the user to export the generated Report into an Excel file. If the Report needs to be printed, it can be done via Excel. This permission should be given to the Accountant and other Management Staff to maintain Reports offline. 2. SMS All It allows the user Text Messages everyonFew readers

• What is the function of the various Permissions in Tools

  Let us review in detail the permissions for the Tools module. 1. Edit Holiday This allows the user to make edits to the Holiday list. This permission should be given to the Clinic Admin to make a list of Holidays of the Clinic. _Eg: 25th December Christmas Holiday (For more info, please click on [How to set up the Public Holidays of your Clinic](https://help.clinicea.com/en/aFew readers

• Why does Clinicea signout automatically

  Clinicea is designed to give you the best and the most efficient EMR solution. Alongside this, we also aim at providing you the maximum security while using the software. A step towards this is the Auto Logout Feature, which is designed to log you off in case the application is not in use or is in Idle state for a long time. This would stop any unauthorized access to the application in your absence. Currently, the Auto Logout time is set at 4 hours.Few readers

Compliance

• What are GDPR Model Contracts for the transfer of personal data to third countries

  Clinicea is a Cloud based offering. This implies that the data you store in Clinicea may be stored, backed up or replicated on servers outside of the EU region - depending on the pricing plan you signed up. This is often necessitated to ensure disaster recovery, high availability and to create redundancy in the event of technical failure. However EU laws required prohibits internatFew readers

• Clinicea HIPAA Compliance

  For Clinics Clinicea Platform, including Clinicea EMR which stores PHI data, is fully HIPAA compliant. Detailed information on Clinicea Platform’s compliance with HIPAA requirements can be made available on request. Please contact our Support Team for more information. For Healthcare Service Providers and IT Companies We support several HeaFew readers

• General Data Protection Regulation (GDPR) and Clinicea

  What is GDPR? GDPR is a regulation designed to strengthen, simplify and unify data protection for all individuals within the European Economic Area (EEA), effective 25th of May 2018. This means a person will have better control over how their data is used, how their data is stored, and most importantly, how can they have their data deleted. Let me explain with an example. As a Medical Clinic, you store health data of your Patients in a software like ours e.g. Clinicea. GDPR is geared toFew readers

• Steps to NABIDH (Network & Analysis Backbone for Integrated Dubai Health) certification

  Step 1 – **Reach Out ** **You need to fill up the online readiness assessment form on the link here https://nabidh.ae/#/comm/readiness. Step 2 – Email This needs to be filled in by the clinic and shared with the DHA. Once you do this and receive a reply, please let us know. We will then email DHA on your behalf with the following information _Hello There, We want to start the integration process. Following is the information to start wFew readers

• How to handle a data request from a patient when sent to Clinicea

  Patients can end up requesting Clinicea directly to delete their data as per GPDR rights. However Clinicea has no rights to the patient data. We are simply custodians of the data that belongs to the Clinic. Requests from the patient for data deletion should goto the Clinic and not us. In the event of us receiving such a request, our standard response has been shared for your reference: Dear XX, _I checked and found that you are not a client of Clinicea. As such the email to you has been geneFew readers

• Zakat Integration: Pricing, Setup, and Implementation Overview

  In Zakat, Tax and Customs Authority (ZATCA), e-invoicing has been introduced as a mandatory compliance regulation for businesses operating in Saudi Arabia. This initiative aims to enhance transparency, reduce tax evasion, and digitize the invoicing ecosystem across the country. For healthcare providers and clinics, complying with Zakat e-invoicing regulations is essential to ensure that all invoices are generated, reported, and stored in accordance with government standards. Integrating your clFew readers

• Clinicea Compliance with DPDP Act (India)

  Clinicea and India's DPDP Act, 2023 Last updated: 30 September 2026 Clinicea is compliant with India's Digital Personal Data Protection Act, 2023 (DPDP Act) and the DPDP Rules, 2025 in its role as your Data Processor. This article explains where your data is hosted, how it is protected, and how Clinicea helps your clinic meet its own obligations under the Act. At a glance Your role: your clinic is the Data Fiduciary. Clinicea Healthcare India Pvt. Ltd. is your Data Processor. **CFew readers

• What is the content of communication templates in my account

  What is the content of communication templates in my accountSome readers

• Communication Template

  Communication TemplateSome readers

• How to create a Customized Login page

  Clinicea gives you the option to create your own customized login page. A customized login page will have your Clinic’s image, website, and email. This can be incorporated into your clinic’s website. Please follow the steps below to customize your login screen: 1. Go to Tools | Organisation. Select the organization and open the Organisation Details screen. Before you start, please fill in all the necessary information like phone no., email address and website details. 2. CFew readers

• How to add Content in Address Book

  In Clinicea, you can manage and store all your contacts along with their contact details in the Address Book. You can add new contacts or remove a contact from the Address Book list. For example, You want to enter a new Contact in your Address Book. This contact is an external doctor, named Dr. John who specializes in Dermatology and often receives and also sends you Patient Referrals. Let us have a look at how to create a New Contact in Address Book: 1. Go to Tools| *Address BookFew readers

• How to add a New Organisation

  You can add a new Clinic by either filling in the details yourself, OR, by copying over the details from an existing clinic in your group (relevant for clinic chains). However, you need to be an Administrator in order to add a new clinic. Let us have a look at how to set up a new Clinic: 1. Go to Tools| Organization | click on + New Organization. 2. An **OrganizFew readers

• How to obtain a Sender ID for sending SMS's

  When sending SMS's you may want use a sender ID ex: Health Wellness Clinic may want to send all SMS using the sender ID: HEALTHWELLNESS. Sender ID's are issued by your telecom provider. Clinicea can help with the process of procuring the same for you. Process of procuring the Sender ID is as follows: a. Fill up the information below and share with us on support@clinicea.com b. Once we get it, we will generate the necessary paperwork and share the same withFew readers

• How to link your Clinic's Social Media Accounts

  You can link you social media accounts to your online booking page. It makes your online booking page, look much more credible, and promotes your social media channels to the online visitors. 1. To do so, simply goto Tools | Organisation | Select your Clinic | Scroll down and select Social Media. 2. Now simply paste your facebook, twitter, linkedin, google+ urFew readers

• How to group Clinics into Circles

  When you have multiple Clinics as part of your group, you may want to have a consolidated view of Clinics based on their geographical location. This can be done easily in Clinicea by putting all clinics that need grouping under a Circle. For Example, You have Clinics in Delhi, Mumbai, and Kolkata. Clinics in and around the city Delhi can be grouped together in one circle named Delhi Circle. Let us see how we can do this: 1. Go to Tools | Dropdowns | Organization Circles. Enter tFew readers

• How to manage DropDown Lists

  Across Clinicea, when you go about entering data, you will come across drop-down lists. These are lists from which you can select an item. Sometimes the items available in the list may not meet your requirements. You may want to edit the list, by adding or removing items from it. This can be easily done in Clinicea in 2 ways. I. QUICK EDITING _For example, You want to enter aFew readers

• How to search in Address Book

  The Address Book is a repository of all Contacts for your clinic. Clinicea lets you create search filters, and mass-communicate with them, through the AddressBook. For example, Let us assume, your clinic wants to search and make contact with all of the external/referring doctors, to make them aware of a new Initiative/Program at your Clinic. Let us have a look at how to filter your search in AddressBook and then SMS all of them about the new initiative at your Clinic: 1. Go to **Tools |Few readers

• How can I backup my database

  Clinicea is a Cloud based system. All of your Clinic's data is backed up in triplicate using real-time snapshot technology. These backups are stored in Microsoft Azure data centers only. No one else, not even the Clinicea team members get access to this data. The backed-up data is always kept encrypted. It is deleted periodically as part of regular maintenance. The entire operation is automated, so the chance of human error leading to loss of data is 0%. You need not have to worry about your daFew readers

• How to figure the field details of Data Loaders

  Details of Bill Loader Service name should be there in name section Service duration should be given on proper format (Ex: if it’s 20min service then on the duration column it should be 20). Service tax should be in proper format **(if you want to enter a new tax then it should be entered as ‘Service Tax – 15.0%’ or if you want to use an existing tax then iFew readers

• How to setup Advanced Source in Patients & Leads

  Sometimes you need to capture multiple sources for your Lead/Patient. This too is possible in Clinicea. Let me show you how. Goto Tools |Organization | Select your clinic | Clinical Preferences | "You can have client source across multiple levels....". Now goto Tools | Dropdowns. There are 3 different sources to fill i.e. City, Publication and the **Few readers