Patient arrival & welcome protocol

When the patient arrives, the 🚪 button on the appointment opens a guided flow: you record what happened and, if they showed up, the app walks you step by step through how to receive them. Each step is stamped with who did it and at what time, so the experience doesn't depend on who happens to be at the front desk that day.

Available on every plan. Front desk, Doctor and Assistant use it (editing the wording is Admin only).

Mark what happened with the appointment

Click 🚪 on the appointment and choose:

• ✅ Patient arrived — starts the welcome protocol.
• 🕐 Arrived late — starts the protocol and flags the delay.
• ❌ No-show · 📞 Called to cancel · 🔄 Called to reschedule.

The welcome protocol (3 steps)

When you mark the patient as arrived, the 🚪 Patient welcome panel opens:

1. Send the arrival alert to the team (📣). Everyone gets the on-screen notice and confirms with "Got it"; you'll see who saw it. If nobody confirms within the configured minutes, the system escalates over WhatsApp.
2. Bring them in without waiting, in a warm tone, addressing them properly ("Address them as Mr. Pérez"). The first time, the panel asks you how they should be addressed (Mr / Mrs / Ms / young person) and saves it on their profile.
3. Walk them to the operatory: "…I'll leave you with Dr. Pérez", using the real name of the appointment's doctor.

When you finish you'll see "✅ Protocol completed".

Lock per appointment: you won't be able to mark the appointment as completed if the protocol was left half done — the system tells you. If it was opened by mistake, use "Cancel protocol (opened by mistake)".

Customize the wording

Under Settings → Operations → 🚪 Welcome protocol (Admin only) you can rewrite each step in your clinic's own words, using the variables {trato} {apellido} {nombre} {doctor} {minutos} — honorific, last name, first name, doctor and minutes; type them exactly as shown — and set after how many minutes the WhatsApp notice goes out if nobody confirms.

Record lock and the note traffic light

Clinical documents (visits, progress notes, prescriptions and consents) close at the end of their day and can no longer be deleted: they're corrected with a signed addendum, and the original text is kept intact (as clinical record requirements demand). If you try to delete something already closed, the system offers to add that addendum instead.

A traffic light tells you which appointments still have no progress note: 🟢 done · 🟡 due today · 🔴 past due. You're never blocked from writing a note late, but it gets flagged as "⏱ recorded late".

Required prescription depending on the treatment

When you save the progress note for a treatment that requires it, the system stops you with "💊 This treatment requires a prescription": you either write the prescription, or pick a signed reason for why you didn't (there's always "Other reason"). You don't lose what you already typed.

By default it's required for treatments whose name contains surgery, extraction, implant or root canal. The Admin changes that list under Settings → 💊 Required prescription, and each catalog service can be forced to Yes or No (the service's own flag overrides the keywords).

See also Prescriptions and Consents & compliance.