Lab rewards

If your lab receives patients referred by outside doctors, Rewards runs the whole program: which study earns how many points, who referred whom, when it was paid and how much each doctor can redeem.

It lives in the Lab workspace, separate from the clinic. The Lab role brings it out of the box; anyone else is granted it with the Lab rewards checkbox.

⚠️ The "Lab rewards" checkbox is not read-only. Its note says "Sees patients and doctors…", but with it you create doctors and patients, log arrivals, request redemptions, and create and advance orders. Give it to whoever is going to run the program, not to someone who only wants to look at it.

The circuit, start to finish

Catalog → associated doctor → referred patient → arrival → study performed → paid 100 % → points → redemption.

Points are not generated on referral or on treatment: they're generated when the study is performed and paid in full, and only if that study's rule awards points.

1. The catalog, with history

You register Studies (what the lab performs) and Products (what it manufactures, for orders). For each one you create versions with their price, their points, whether they're eligible for the program and from when they apply.

The screen marks each version as in force today or scheduled, so you can have next month's price ready without touching today's.

What's frozen is what counts. When an arrival is logged, the system saves the price, the points and the eligibility as of that moment. Changing the catalog afterwards doesn't rewrite what's already been logged — which is exactly what you want when a doctor asks why they got those points.

2. Associated doctors

They're registered with a name and nothing else. If someone similar already exists, the system doesn't create the duplicate blindly: it asks "Is it this one?" and lets you choose, or ＋ Create anyway.

A doctor is flagged provisional while they're missing a phone number or a clinic. It isn't a punishment: it's the list of what needs completing, and the two-month period report counts it.

If a duplicate slipped through, the Admin can merge the two profiles. The entries aren't rewritten: they're read together. Merging can't be undone.

3. Arrivals

An arrival is this patient came today, for this study, referred by this doctor. It's logged with ＋ Log arrival, or by ticking Not referred (walked in) if nobody sent them.

There are three ways an arrival can show up waiting to be logged:

• By hand, with the button.
• Pre-registered by the bot for today, from the lab calendar.
• Announced by doctors, when the doctor gives you notice over WhatsApp (see below).

The arrival advances with Attended / No-show, then Study performed, and finally Take payment.

Its statuses are Logged, No-show, Performed, With points and Cancelled; and payment runs as Unpaid, Partial or Paid.

4. Payment is what releases the points

Payment is accepted in cash, card, transfer or other, and installments are allowed. But points are only born when the price is completed: a partial installment generates nothing. Overpaying isn't accepted either.

For an arrival to generate points, all four have to hold:

1. it has a referring doctor (it isn't ticked "Not referred"),
2. the study is performed,
3. it's paid 100 %,
4. the frozen rule awards points and is eligible.

⚠️ This payment goes into the lab's drawer, not the clinic's cash box. They're two different drawers and they don't mix. If the cash lands in the clinic's, the clinic's cash cut will come out over.

5. Periods: the two-month period decides

Points accumulate by calendar two-month period (January–February, March–April, and so on). They fall in the period of the day the last condition was met, not the one the arrival's date falls in.

You'll see four balances: Accrued, Available, In progress and Redeemed.

🔑 Nothing can be redeemed until the Admin closes the two-month period. Closing is what turns Accrued into Available. If nobody closes it, the doctors will never be able to use their points. Only a period that has already ended can be closed, and closing can't be undone.

The "redemption window" you see on the dashboard is informational. The system allows redeeming as long as there are available points, without checking which period you're in.

⚠️ If you take payment in full on a day whose period is already closed, the payment is saved but the points stay pending and the dashboard raises the "arrivals with points pending generation" alert. That alert has no button. To generate them you have to touch the arrival again: edit it, or re-mark attendance or performed.

6. Redemptions

By default, 2 points = $1 in cash and 1 point = $1 of credit inside the lab. Both rates are configurable, and they're frozen at the moment of request: whatever changes afterwards doesn't alter a request already in flight.

The route has four steps and each one has its owner:

Step	Button	Who
Request	＋ Request redemption	whoever runs the program
Validate	Validate	the Admin only
Conclude	Conclude and issue receipt	whoever has the payments checkbox
Cancel	Cancel	whoever requested it, or the Admin

There are two real ways to redeem, and they can be combined in a single request:

• Cash from the lab's drawer. It comes out as an expense on that day's cash cut.
• Credit on an order from the same doctor, which lowers their balance. If it's concluded without an order, it stays as unused credit until you assign it.

From an order there's a shortcut, Apply points, which opens the request with the doctor already filled in and proposes the maximum credit that fits.

A concluded redemption can't be cancelled: the money or the credit has already gone out. If it was credit applied to an order that hasn't been delivered yet, the Admin can Remove from the order and the credit goes back into the pot. If the order has already been delivered, it doesn't.

7. Nothing is deleted: everything is corrected

The ledger of entries is immutable. There's no editing and no deleting; a correction is an opposing entry.

The Admin can Reverse an entry, with a reason and only once. A reversed generation isn't awarded again on its own to the same doctor.

Nor can you cancel an arrival that has live points: the entry has to be reversed first.

8. What the doctor can do over WhatsApp

If the lab has its own WhatsApp channel, the agent looks after associated doctors with two things, and only inside the Lab workspace:

• Checking their program: their four balances with the peso equivalent, when the two-month period ends, which studies award points and their latest redemptions.
• Announcing patients they're about to send: up to 20 per notice, with no time of day, valid for 60 days. They show up under Arrivals as Announced by doctors, with Log arrival and Discard.

What it does not do, on purpose:

• It doesn't redeem or reserve points. If the doctor asks, it hands the conversation to a person.
• It doesn't invent the study: it records the doctor's words verbatim.
• It neither confirms nor denies that someone is an associated doctor if the number doesn't identify them.
• The points it announces are potential. They don't enter the ledger until the patient has the study performed and pays for it in full.

The doctor is identified by the number they write from, checked on the server. A number shared by two profiles identifies neither.

9. Reports for the two-month period

The Reports tab is the Admin's only, and it comes out on screen, as 🖨️ PDF and as ⬇️ Excel, all three from the same calculation so they can't disagree.

It carries nine indicators compared against the previous period — active doctors, referred patients, conversion from referral to paid study, points generated, the program's potential cost, the split between credit and cash, income, provisional profiles and ledger entries — plus a doctor ranking sorted by income.

Income is on a cash basis: it counts even if the arrival is cancelled afterwards. Referrals and conversion do exclude cancelled ones.

The PDF shows 50 doctors at most and says so; the Excel carries them all.

Two things worth knowing before you start

⚠️ Close the drawer's cash cut at the end of the day, not before you've finished taking payments. A payment recorded after the cut is saved doesn't go into that cut or any later one, because a new cut can't tread on a range that's already been cut. The money will show up as an unexplained overage.

Lists show 500 records at most — cash cuts, 200 — and the screen doesn't warn you there are more. If you're carrying a lot of history, use the reports for the total figures.

Related

• Lab orders & cash drawer
• The clinic's lab work orders
• Lab calendar
• Users, roles & permissions