Who sees what

One login, several roles. Admin passes every gate. A person can hold more than one role (head + doctor).

1. Front desk / nurse: patients, appointments, walk-in, queues, check-in, cashier, shifts.
2. Doctor: My day, visit notes, orders, own plans, queues. Dashboard redirects to My day.
3. Head: admin pages, void invoices, all plans. Chief physician is usually also a doctor.
4. Admin: everything, including creating staff and each person’s appointment period.

Never share one password. Admin sets a personal password on Staff → Set password.

Sign in to /manage

Staff and patients use different logins. A staff login clears a patient session and the reverse.

1. Open /manage/login. Use the work email and password from your admin.
2. There is no forgot-password. Head/admin resets it on Staff → Set password.
3. Session lasts about 12 hours. Always Sign out on a shared computer.
4. Language switcher is on the login box and again in the top bar after login.

Dashboard — today’s pulse

Heads and desk start here. Doctors are sent to My day. All numbers are for today only.

1. Compare appointments vs active/completed visits — is the corridor backing up?
2. SLA overdue: a step waited longer than the station limit (triage 10, doctor 20, lab/imaging 15 min).
3. Average door-to-doctor and wait by station — use this at the morning huddle.
4. Shift punctuality: who checked in after the planned start.

Shifts — off the floor until check-in

Doctor availability stays Off until shift check-in. Walk-in and the queue only route to Available people.

1. Open Shifts. Confirm today’s planned start/end if a roster row exists.
2. Click Check in when you start. The clock feeds lateness on the dashboard.
3. Doctors: switch Available / Busy / Break / Off so desk does not send patients into an empty room.
4. Check out when you leave. Do not stay Available overnight.

Patients — search before you create

Search name, phone, MRN, national ID. A duplicate chart splits history, invoices, and plans.

1. Type a few letters or the last digits of the phone. Open the match if it is the same person.
2. MRN is automatic (P-000026). Quote it on the phone and on paper.
3. New patient is on the right — only after search found nothing.

Create a patient without a duplicate

The form warns on the same phone or same first+last+DOB. Use Force only when you are sure they are two people.

1. Required: first and last name. Add phone and DOB whenever you can (duplicates + future SMS).
2. Email: if filled, the patient can later open a portal account with that address.
3. Blood type, chronic conditions, medications, allergies — enter what they tell you.
4. If a warning list appears, open the existing person instead of creating a second chart.

Patient card — one place for the story

Appointments, visits, notes, files, and plans sit on one page. Open this when the phone rings.

1. Identity: MRN, phone, email, national ID, emergency contact.
2. Edit uses the same form as create. Invoice opens cashier with this patient selected.
3. Files: id, referral, clinical, other. JPEG/PNG/WebP/GIF/PDF, max 8 MB.
4. Plans on the card show live/accepted badges so head can see what is running.

Day board — one column per staff member

Columns are doctors, heads, nurses, and front desk. Timed plan steps appear with a plan badge.

1. Change the date in the toolbar for tomorrow or a follow-up day.
2. Each block: time, patient, service, status (booked / checked in / cancelled / no-show).
3. Check in (desk/nurse) creates a Visit ticket and bills the appointment service.
4. Cancel = planned change. No-show = they did not arrive. Both free the slot.
5. Open plan on a plan-sourced block jumps to the treatment plan.

Book a slot that actually exists

Free times use that person’s period (doctor 20, nurse 10, head 30 by default) and their weekly schedule. A longer service occupies more than one period.

1. Patient (type-ahead) → staff → service → date, then pick a free time.
2. Empty list: they are off, fully booked, or have no hours that weekday.
3. If Schedules are empty, the system assumes 09:00–17:00 so you can still book.
4. Clash or outside hours is rejected. Do not double-book from memory.

Walk-in — they are already in the building

Walk-in starts a Visit immediately (ticket A-101…). Optional service is billed as walk-in. Skip triage only if a nurse already did it.

1. Select the existing patient (create the card first if they are new).
2. Choose a doctor who is Available. Off is the wrong target.
3. Optional service: consult now is billed as walk-in. Empty = triage only.
4. After submit they are in the queue. Give the ticket number and point at the TV.

Queues — a visit is a chain of stamped steps

Triage → doctor → lab/imaging/procedure if ordered → doctor review. Never type wait minutes. Call / Start / Finish / Skip write the clocks.

1. Overview lists every live queue. Open a station or a doctor column to work it.
2. Call invites the patient (board updates). Start = in the room. Finish = step done, next step queues itself.
3. Skip if they did not need the step. Use sparingly — the chain is still stamped.
4. Finishing a billable diagnostic step adds a line to the open invoice.
5. A toast + chime tells desk and the next doctor (name, MRN, ticket).

Station screen — one room, one queue

Lab, imaging, procedure, and triage each have a dedicated screen. Keep it open on the room PC.

1. Called / in progress at the top; waiting below with minutes already waited.
2. Work Call → Start → Finish. Do not Finish someone you never Started — SLA will lie.
3. Overdue rows are highlighted. Pull the overdue patient before a fresh walk-in if it is safe.

Waiting-room TV — tickets only

Public URL /board. No login. No patient names. Ticket + room. It updates when the queue changes.

1. Fullscreen browser on the TV: https://med.vwid.am/board
2. Tell the patient: your number is A-104. Watch the screen, not the desk.
3. Never open /manage on the TV — that would show names.

My day — your queue and today’s bookings

Doctors land here after login. Left: people already in your queue. Right: booked appointments still to arrive.

1. Check in on Shifts first, then set Available — otherwise desk cannot send walk-ins.
2. Open a visit to write the note, order diagnostics, and advance the queue.
3. Today’s appointments show who is still in the waiting room vs already inside.

Visit — note, ICD, orders, then Finish

The note is staff-only. Patients do not see diagnosis or prescription in the portal. Orders insert the next station plus a results-review step back to you.

1. Complaint, ICD-10 code, diagnosis text, prescription (plain text), recommendations.
2. Save the note before you leave. You may add more than one note on the same visit.
3. Order lab / imaging / procedure: pick the station. They appear there after you Finish this step.
4. Finish the doctor step when the consult is over. Do not leave In progress through lunch.

Treatment plans — the course, not one visit

Draft → Activate (patient can see it) → they Accept in the portal → you book and bill steps as you mark them done.

1. Filters: All / Live / Accepted / Drafts / Completed. Head and admin see everyone’s plans.
2. Doctors without head/admin see their own. Desk can mark a step done + bill.
3. Estimate is the sum of step prices (service default or override).

Add a step with a real person and a real time

Assignee can be doctor, nurse, head, or front desk. A date loads their free slots (10 / 20 / 30 min). A timed step lands on the appointments board.

1. Label the step in the patient’s language (e.g. Follow-up ECG).
2. Service sets default price and, if longer than the staff period, the block length.
3. Availability box: now status, hours, free slot count, off-duty warning.
4. Exact time or Any time / TBD. TBD does not appear on the day board.
5. Activate when the course is ready. Cancel only if the whole course stops.
6. Done + bill marks the step complete and adds the line to the open invoice.

Cashier — unpaid first

Tabs: Unpaid, Paid, Partial, Void, All. AMD. Cash or card at the desk only — the portal cannot pay online.

1. Unpaid is the working list. Partial means they already paid something.
2. Advanced search: patient, invoice number, doctor/staff, dates, cash vs card, min/max.
3. Staff filter finds invoices tied to that person’s appointments, visit steps, or plan steps.
4. Lines arrive from check-in, walk-in, finished orders, and completed plan steps. Manual lines are extras.

Take payment and when to void

Open → Partial → Paid. Void is head/admin only and only with no payments. Never delete an invoice.

1. Read the lines: description, source (appointment / walkin / order / plan / manual), amount.
2. Add a line if work was done but not charged. Quantity × unit price.
3. Pay: cash or card, amount ≤ balance. Partial is allowed.
4. Give the invoice number (INV-000001). They can view it in the portal but cannot pay there.

Staff accounts and appointment period

Empty period = role default (doctor 20, nurse 10, head 30, desk 15). Override 5–180 minutes on the row.

1. Create: name, email, password ≥ 8, roles, specialty translations, room, optional period.
2. Set password from the list when someone is locked out. Tell them in person.
3. Disable instead of deleting. History stays; they cannot log in.
4. Specialty HY/RU/EN is what patients see when they book.

Services, stations, schedules

The price list drives booking duration and invoice amounts. Stations are rooms in the queue. Schedules are weekly hours for every clinical staff member.

1. Services: name + department HY/RU/EN, duration, price AMD. Toggle off instead of deleting used items.
2. Stations: code, type (triage / lab / imaging / procedure / checkout), optional billable service, room.
3. Schedules: any staff (not only doctors), weekday, from–to. Several windows per day are allowed.
4. No schedule row = 09:00–17:00. Fill real hours before go-live.

Weekly hours — grouped by role

The add form groups doctors, heads, nurses, and front desk. Existing rows show the role next to the name.

1. Add Monday–Friday first, then Saturday if you are open.
2. Remove a wrong window instead of stacking overlaps — free slots will break.
3. On leave: delete those weekday rows, or set Off on Shifts for that day.

Audit and notification log

Every staff POST is appended. Use Audit after a complaint. Notifications lists email attempts (SMS/WhatsApp are not live yet).

1. Audit: who, action, entity, time. Opening a patient chart is logged.
2. Notifications: confirm, cancel, 48h and 3h reminders. sent, skipped (no Brevo), or failed.
3. If a patient says nothing arrived, read this log before blaming their mailbox.

Daily playbook by role

Pin this slide in the staff room. Order matters: shift first, then floor, then cash.

1. All: Check in on Shifts. Doctors set Available. Open your queue or My day.
2. Desk: search → book or walk-in → ticket + board → check in arrivals → unpaid cashier list.
3. Nurse: triage Call→Start→Finish; keep the TV on; escalate SLA red rows.
4. Doctor: note + orders + Finish; timed plan steps so they hit the board; do not stay Available if you left.
5. Head: morning SLA on the dashboard, afternoon unpaid + live plans, evening tomorrow’s schedules.
6. Close: Check out. Nobody Available overnight. Unpaid invoices wait for the next desk shift.

You are ready for the floor

This page stays at /tour/staff for training and projector briefings. The patient-facing story is the other tour.

1. Questions go to your head. Access problems: admin → Staff → Set password.
2. Never show /manage on the waiting-room TV.
3. G = slide grid. F = fullscreen. P = print handout.