General

Here you can add/change your practice name, manage the email addresses you want to display when sending and receiving information and if you would like your clinic to allow share/email of patients records, set your currency and add/change your logo:

Availability

This section will allow you to allocate availabilities to "Users" and "Locations":

For more information on how to use this section click here.

Locations

Here you can see your current location(s) and any rooms you may have set up within this location:

How do you add a new location?

Click the blue "New" button in the top left hand corner and fill in the details accordingly.

You can set your default letterhead (usually an address) for invoices and prescription. Enter in the relevant details for your location and click 'Save':

For more information on how to manage your location/rooms, click here.

Users

Here you can see your current user(s) and create new users:

How do you create a new user?

If you have the appropriate rights, you can manage the user list. This means you can add, edit and delete users.

Clicking the blue button in the top right hand corner "New" will allow you to do this. You can fill their user details, add their signature, set calendar view settings, confirm the services they provide and a few other details. For more information on how this works click here:

The electronic signature, will be automatically added to letters and prescriptions. Please note images have to be in PNG format and can't exceed 100 KB or be more than 200 pixels wide.

Once you've filled in these details click "Save" and this user will receive an email where they will be asked to enter a password. The user will appear as "Unvalidated" until they have created their password and are an active user:

Clicking on the name of the current user will take you to the "Edit user" page as above and will allow you to edit details for that user.

Roles

A role is what you assign to a user and defines their accessibility rights on the system.

There are three types of "System Roles" which can not be changed. To create a custom role click "New custom role" in the top right hand corner:

You will be lead to the page below where you can customise as you require, switch on and off what you would like this particular role to be able to view and perform within the system. Click the blue "Save" button at the bottom when you're finished:

You can then assign a role to the user in 'Users' settings in the 'User access roles' section:

Access groups

Access groups allows you to create groups of patient or contact records on your system of which you can assign users to. Only the assigned users will be able to see these specific records. For more information on access groups, click here.

Please note all patients are assigned to the group 'Public' and this cannot be changed.

Appointment types

Appointment types have moved to the "Products" tab. Click here to see how to create appointment types and how to make other product types such as procedures and labs bookable in the calendar.

Medical settings

Here you can not only select the categories you want displayed for your consultation notes, but also select the categories displayed on the patient's summary page which looks like this:

The "Patient summary" section, allows you to choose whether you would like to automatically include all the notes in the patient summary. You will also be able to customise your consultation, prescriptions, lab and dispensed medication settings as below:

Lab accounts

Here you can view your account(s) with private laboratories to set up a direct link for submission of lab tests and for receiving results:

Click on "Add lab account", which will lead you to this page and fill in your details accordingly. Click the tick button to save this. You will need to ask your lab for your ID which you can then enter in the 'Source' section:

You can have as many lab accounts as you need.

For more information on labs, click here.

Online booking

This section will allow you to activate and manage your online booking portal.

Heydoc provides you with a link which you can add to your website to allow patients to book online. You can create as many online booking links as you require.

For more information on how to set up your online booking click here.

Appointment reminders

This is where you can set up email confirmations and email/SMS reminders for bookings. Don't forget to click "Save" once complete at the bottom:

All appointment confirmations will send automatically when a patient booking is made (if you have switched this on). All appointment reminders are sent out automatically around 6pm the day before the appointment. Please note that this time is set by default and cannot be changed.

Click here for more information on appointment confirmation emails and appointment reminders.

Patient settings

In the patient settings, you can create custom patient ID numbers.

For a detailed step-by-step guide on how to set use this section please click here.

Label settings

You can create labels to assign to particular patients or products for categorisation purposes.

For more information on how to set-up and use labels click here.

Invoice and payment settings

Here is where you can set-up your invoices and payment settings.

Invoice settings

Should you have a membership system, this is where you can activate it to automatically generate monthly or annual invoices. Please note that these invoices are not automatically sent to the patient and will need to be sent manually.

There is the ability to lock your invoices up to a certain date. This will prevent users from editing these locked invoices, although you can still record payment on these invoices.

You can also choose what details to include on the invoice such as the patient DOB, name and insurance details. Click "Save" once completing your details:

Payment settings

Here you can determine your payment terms, which will appear on all invoices.

You can also create 'Payment types' which you can then select when recording payment on an invoice:

Letter templates

The following video will show you how to set up your letter templates, or you can read the step-by-step guide below:

Here you will be able to view your current saved template(s):

You will be able to create a new template by clicking on the blue button "New" in the top left hand corner as above which will lead you to the page below, go ahead and enter a "Template name":

While creating your template, if you would like to reduce spacing between sentences such as the example below:

Place your cursor where you would like the single space to occur as it is above then click "Shift" (small arrow going up) and "Enter" to make a single space between sentences. 

If you would like to change the font/bold or generally edit the format of any of the fields circled below:

First select the font you would like to use, then add the fields:

You will not be able to edit the font of these fields once they have been inserted into the template or once the template is inserted into the letter you want to send.

Click "Save" once completed.

Consultation templates

This is where you can set up your consultation templates, choosing the type of questions from the list and creating sections to facilitate consultations following certain predetermined steps.

How do you create new consultation templates?

Click the "Settings" tab at the top of the page on the far right and click "Consultation templates":

Click the blue "New template" button in the top right hand corner to create a new consultation template. You can add sections, choose the type of questions and name the template, click "Save" when complete:

This template will now appear under the "Free notes" menu when you are writing a consultation:

Integrations

The Integrations settings page will allow you to set-up third-party integrations Heydoc offers; Xero, Stripe, Google Analytics and Healthcode:

  1. Xero

Here you can link Heydoc with your Xero account (accounting system) and enable the synching of invoices and payment details.

To do so:

Click "Connect to Xero" and it will ask you to log into your Xero account

For more details on how to set this up click here.

    2. Stripe 

Here you can link Heydoc with your Stripe account (a payment processor) and enable the system to accept card payments from patients.

To do so, you will have to first set up an account with Stripe for your practice (https://stripe.com).

For more details on how to set this up click here.

      3. Google Analytics

The last section entitled "Google Analytics" will allow you to use a unique "Tracking ID" which you will be able to use to track traffic from Google to your booking portal for instance.

For more details on how to set this up click here.

4. Healthcode

Healthcode is a platform used for electronic billing to insurance companies. For more information on how to set-up your Healthcode integration with Heydoc and how to submit invoices to Healthcode, click here.

Questionnaires

The questionnaires section allows you to create questionnaires such as pre-consultation forms and consent forms which you can send to your patients.

For a detailed step-by-step guide on how to use questionnaires please click here.

Account security

Here you can change your password and activate your two-factor authentication for extra security.

To change your password, enter your "Current password" then your "New password" then retype your new password in the "Confirm new password" field. 

To activate your two-factor authentication, click "Generate QR code" the below window will appear:

  • Download an authenticator on your mobile phone. You can use Google Authenticator for example
  • Scan the code with your phone camera or type the long code highlighted in blue
  • Type the token code which your phone gives you in the field and click "Confirm QR code"
  • Going forward, upon logging into your Heydoc account you will need to enter your usual password as well as the code your authentication provides you with:

You will be able to deactivate the two-factor authentication at anytime from this "Account Security" section.

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