How to use Ygeia

Setting up your clinic

Once, on the first day, by whoever will be the admin.

1. Sign up with your clinic's name and pick your clinic type. The type only decides which note templates you start with — it does not lock anything.
2. In Settings, add your address, phone and GSTIN if you have one, and upload your logo. This is the letterhead that prints on every invoice, receipt and patient record, so it is worth doing before you bill anyone.
3. Add your staff on the Staff page, each with a role: admin, doctor, nurse, front desk, pharmacist or lab technician. Nobody sets a password for anybody else — each person gets an email to choose their own.
4. A doctor or nurse should add their own registration number under Registration details. It prints on prescriptions and referral letters, and a colleague typing it for them is an error on a medico-legal document.
5. If you already have patients, import them from a CSV on the Settings page.

If you are the only doctor and also the admin, tick "may sign clinical notes" on your own staff record — an admin is not a clinician by role, and without it signing a note is refused.

More than one branch

One login, separate registers.

1. If your practice runs more than one clinic, your staff move between branches from the top of the screen instead of signing out.
2. A branch is your clinic at another address, not a new clinic. It keeps your name and your logo, so a patient meets the same practice wherever they walk in, and every invoice and record prints exactly that. You give each one a location — "Kakkanad" — and that is what your staff see beside the name.
3. Each branch keeps its own patient register, its own queue and its own invoice numbering. The same person attending two branches is two records, which is how most practices run them.
4. Ask for a new branch from Settings. We review it, and the branch opens once it is approved — with your price list, medicines, note templates and settings already in place. Its address and GSTIN start blank, because a branch is somewhere else and GST is registered state by state. Nothing is created while a request is waiting.
5. Nobody can see another branch until an admin ticks that branch for them. Ticking one branch does not open the others.
6. Reports show each branch and the practice's totals together, and the totals are simply the branches added up.

A branch is reviewed by us rather than opening the moment it is asked for, because it changes what the practice pays. A clinic also cannot see another clinic — that boundary is what the whole product is built on — so which clinics form one practice is set on our side.

A walk-in, start to finish

The path most of your day takes.

1. Register the patient from the Patients page, or find them if they are already on file. They get a patient number you can read out at the desk.
2. Add them to the walk-in queue. They get today's token number, which restarts at 1 each morning.
3. The doctor opens the consultation from the queue. The token stays on the queue until the visit is completed.
4. Write the note — typed on any plan, or dictated in the browser on Premium. Nothing reaches the chart until a clinician signs it.
5. Raise an invoice. On Standard and above you pick lines from your price list so the description and the GST rate are not retyped; otherwise you type them.
6. Record the payment — UPI, cash or card. The receipt gets its own number, deliberately different in shape from a patient number so the two cannot be confused.

Appointments, without giving up the queue

A diary that does not pretend walk-ins are not happening.

1. Book from the Appointments page, in a day, week or month view. You can assign a doctor, or leave it unassigned — most walk-in clinics never assign one, and that is an ordinary state, not a gap.
2. Checking a patient in issues them a queue token, so an appointment and a walk-in end up in the same line the doctor works through.
3. A patient who never arrived is marked a no-show, which is deliberately not the same as a cancellation: one cost you the slot, the other did not.
4. The calendar shows booked appointments only, and says so on screen alongside today's real queue numbers — an empty grid never implies an empty clinic.

Clinical notes and the voice scribe

Typed, dictated, or recorded through the whole consultation.

1. Type a note on the encounter page, or dictate a short one in the browser and correct the draft before confirming it.
2. For a whole consultation, record the ambient scribe. You must record the patient's consent decision first — the software will not open a recording without it, and it holds the exact words the patient was read.
3. When the recording finishes you get a transcript. Correct it, then generate the note from your corrections rather than from what was misheard.
4. The draft is shown as SOAP sections, with the sections you changed marked. It is labelled AI-generated until you sign it.
5. Signing is what puts it in the chart, under your name and registration number. Only a doctor or nurse can sign.
6. If the transcript is poor, the original recording can be read again for a better one — the audio is kept for as long as your clinic's retention setting says.

We do not publish an accuracy figure for Hindi or Malayalam, because we have not measured one we would stand behind. Judge it on your own consultations during the free months.

Prescriptions, labs and documents

What leaves the room on paper, and what comes back.

1. Prescribe from your clinic's medicine list. Allergies you have recorded against the patient raise a warning — a warning never blocks you, because you are in the room and the software is not.
2. Order a lab test against the visit. Outstanding orders are listed oldest first, so the one most likely to have been forgotten is at the top.
3. File the result by attaching the report to the order — that is what marks it received. Ygeia does not read the report or flag values in it.
4. Any lab PDF, scan or photograph of an old prescription can be filed against a patient and viewed on screen rather than downloaded, so it does not end up in the Downloads folder of a shared desktop.
5. If you run tests yourself, Premium adds your own lab: define what each test measures and its units, take a sample against an order, and enter the values at the bench. A technician can enter results and cannot open a chart — releasing a result into the record is a doctor’s or nurse’s act, and nothing is visible on the chart until they do it.
6. Set your own reference ranges, by age and by condition, and a value outside one is marked and stated in words. Ranges start empty on purpose: a range belongs to the assay your lab runs, so a number we invented would be wrong for yours. Until you set one, a result reads as not assessed rather than as normal.
7. A released result prints as a report on your letterhead, naming who released it and their registration number.
8. A referral letter prints on your letterhead, under the referring clinician’s name and registration. You can also refer to a colleague in your own practice — they are told, and the letter names them rather than a name somebody typed.

There is no drug-interaction check. A real one is a licensed clinical database; a hand-made list of famous pairs would let you read "no interactions found" when nothing meaningful was checked.

Money

Invoices, payments, and closing the drawer.

1. Keep your common charges on the Price list page, with their GST rate. An invoice line copies those values, so raising your fee next month does not rewrite an invoice a patient already has. The price list is on Standard and above; on any plan you can type a line and its rate by hand.
2. Invoices are numbered per clinic and carry your letterhead. Part payments are fine — the balance is worked out from the receipts every time it is shown, so there is no second figure to go wrong.
3. The dues list shows who owes you, oldest first. The day's collection summary splits takings by method for counting the drawer at close.
4. Record what the clinic spends on the Expenses page, so "what did we bill" is not the only question you can answer.

An invoice carries your clinic's details and no doctor's name. A GST invoice is the clinic entity's document.

Handing over the medicines

For a clinic that dispenses at its own counter. Premium.

1. A pharmacist role sees the dispensing queue and nothing else — not the chart, not the diary. What they get besides the prescription is the patient's recorded allergies, because that is what makes handing over a medicine safe.
2. The queue is prescriptions with medicines nobody has decided about yet, oldest first. There is no separate pharmacy token: the patient keeps the queue number they already have.
3. Go through the prescription line by line. Each one is either handed over or marked not in stock, so "we sourced that elsewhere" is recorded rather than looking the same as not done.
4. Bill for what was actually handed over. The line is priced from your price list where the drug name matches one item — an ambiguous match offers nothing rather than guessing, because a wrong price is a billing error the counter would not see.
5. A patient who comes back for the medicine that was out of stock is dispensed again against the same prescription. That is the ordinary case, not a duplicate.

Prescribing is in every plan and always will be. This is the counter that fulfils a prescription, not the writing of one — and a clinic that moves off Premium can still see everything it dispensed.

Letting patients do some of the typing

Before they arrive, on their own phone.

1. Turn on the open check-in form in Settings. It gives your clinic a short web address you can put on a poster, a QR code by the desk, or a WhatsApp status.
2. You can also send one patient a single-use link for their own visit.
3. What a patient fills in does not go into their chart. It waits in a review queue until somebody at the desk accepts it, which is when the record is created or updated.
4. If you set booking hours, the same form can offer appointment slots. A daily cap keeps online bookings from eating the capacity you need for people who simply turn up.

A screen in the waiting room

So patients stop asking the front desk where the queue has got to.

1. In Settings, under Waiting-room screens, give the screen a name and generate a pairing code.
2. On the TV or tablet, open your Ygeia address followed by /display and type the code once. You do not sign in on that device.
3. The screen shows token numbers only — never a name, and never why anybody came.
4. A paired screen can read nothing but the queue. If a tablet goes missing, revoke it from the same Settings card and it stops within seconds.

Reminding patients

Email, if you switch it on.

1. Reminders are off for every clinic until an admin turns them on, so nothing starts emailing your patients by itself.
2. Four kinds: an appointment confirmed, an appointment cancelled, a reminder before the appointment, and a follow-up coming due. You can turn each off separately.
3. Each one is written in the patient's own language, from the language on their record.
4. Settings shows what was sent and what was not. "Not sent" is usually simply that the patient never gave an email address, which is the ordinary case.
5. A reminder about something that stopped being true is withdrawn — cancel the appointment and the reminder goes with it.
6. You can also reach patients who are due a visit but have no appointment: set a recall for anyone not seen in six months, or anyone overdue a treatment they have had before.
7. A recall shows you exactly who it would reach before it can be turned on, and it sends nothing until you turn it on.
8. Somebody who comes in after a recall is raised is taken off it rather than emailed about a visit they have just made.

Email only today. WhatsApp is built and waiting on Meta's approval of the message wording; SMS has no provider at all. Most patients at a walk-in clinic never give an email address, so a recall reaches fewer people than are due — the preview tells you how many before you start.

When the connection drops

You can keep reading. You cannot save.

1. If the line goes while Ygeia is open, the queue, your patient list and the charts you had already loaded stay on screen.
2. A notice tells you the connection is down and how old what you are seeing is, so you are never guessing whether it is current.
3. Nothing new can be saved until the connection returns, and it is not held back to send later — you will not find a half-finished registration submitting itself an hour afterwards.
4. Reloading the page during an outage will not work. Leave the tab open.

Token numbers, invoice numbers and receipt numbers are never created on your machine. Two desks working offline would otherwise hand out the same number, and an invoice you have already given a patient must not change afterwards.

Getting your records out

It is your clinic's data.

1. A patient's whole file prints as a PDF — identity, visits, notes, invoices and payments — and so does a single visit.
2. You can email a patient their own invoice or report from the invoice and patient pages.
3. Every read of a chart and every document handed out is recorded, so "who opened this record" is answerable. Admins can see that on the Audit page.
4. Nothing you have recorded is deleted or hidden if you move to a lower plan.