Receptionist Guide

This guide follows a receptionist’s working day and links to the full page for each task. For who can do what, see Roles & Permissions.

Start of the day

1. Open today’s session for your location, and mark which doctors and rooms are working. See Session Setup.
2. Open the Reception Queue and choose your location at the top. This is your main screen for the day.

As patients arrive

1. Find the patient’s row and check them in. A patient with no appointment can be registered on the spot; see Patient Records & Consent.
2. Call the patient to a room when a room is ready, and route them through the visit stages.
3. Record payment with Mark paid, and generate an invoice from Billing when needed.

Booking and requests

1. Book, edit, or cancel appointments for patients who call or drop in.
2. Answer booking requests that patients send from the portal.

Throughout the day

• Read and reply to patient messages in the clinic inbox.
• Invite patients to the portal so they can manage their own care.
• File incoming diagnostic results and print or email documents a patient asks for.

Singapore clinics (SmartCMS)

• Check the patient’s CHAS badge after check-in, and select Verify now if it is missing or stale.
• Bill each visit once, choosing its CHAS, Screen for Life, subsidy and Medisave claims on Generate invoice.
• Work the Claims queue: submit prepared claims, fix and Re-prepare held ones, and resolve Notes for staff the claims agent left.
• Void and correct a bill that was issued wrongly.

Not in this role

A receptionist cannot start encounters, record clinical care, publish a roster, or manage staff, the formulary, or the catalog. A receptionist can draft a roster but not publish it. For the full boundary, see Roles & Permissions.