v 1.3 · 2026-09-05
The app gives your clinic a voice assistant that answers patient phone calls 24/7, books appointments, manages a waiting list, sends reminders, and writes everything into your schedule automatically. The doctor uses the desktop app or the web version to see the day's bookings, manage patients, write prescriptions, issue invoices.
New-clinic registration opens country by country. Israel is open today; other countries follow — check the website for the current list.
Note for clinics in the USA: the patient-facing phone assistant (incoming and outgoing patient calls, and the dedicated clinic phone number) is not available in the United States: an incoming call to the clinic line is forwarded straight to the doctor's own phone. Patient messaging works over WhatsApp, email and SMS sent from a shared platform number (US clinics do not get their own texting number, and messages avoid medical details). The physician's in-app voice assistant works fully. Sections of this manual describing patient phone calls and outbound calls do not apply to US clinics.
The main screen shows today's appointments on top, the waiting list below, and a microphone button for the internal voice helper. The side menu opens Inbox, Billing, Analytics, Doctors, Settings and the command list; the schedule opens from its button on the dashboard, and the patient archive is one keystroke away in the command palette — or simply ask the voice helper.
Setup card. While the clinic is still new, the dashboard carries a Setup card that walks you through the first working circle step by step: clinic profile → first patients → price list → first appointment → first receipt → online booking → your own WhatsApp number → an automation. Every step still open has its own button that opens the right window straight away, so nothing has to be hunted for in the menus. Once everything is done the card disappears from the dashboard; the Program setup button brings it back at any time and shows where the clinic stands.
A label that doesn't fit. When a caption, a column heading or a table cell runs out of width, the program ends the text with an ellipsis and shows it in full as a tooltip the moment you point at it — nothing is ever cut off mid-word in silence. Words are of different length in every language, so the program handles the overflow itself instead of guessing one width that would suit them all.
Press the microphone button on the dashboard and just talk: “Book Ivan Petrov for tomorrow at 10 AM”, “What's my no-show rate this month?”, “Move yesterday's 4 PM patient to next Tuesday”. She executes and reports back.
To stop her while she is speaking, just say “stop”, “wait a second”, “hold on”. She stops in under a second.
When a patient calls the clinic number, the voice assistant greets them, asks who is calling and what they need, suggests free slots, books or adds to waitlist, can also reschedule or cancel. Everything it books shows up in your dashboard within half a minute.
If a patient asks to speak to the doctor directly, the voice assistant offers to leave a message for you. The message is saved with the patient's name and what they wanted: your voice helper reads it out at the start of your next session, and the web version shows it in a visual Inbox list (section 24).
Outside working hours. At night and outside the hours you set for the clinic, calls are answered by the phone receptionist alone — nobody is put through to you. If the call carries signs of a risk to life, the assistant states the emergency number and offers to take a message, which you will find in your Inbox the next morning.
If an answer was wrong. Any answer the assistant gave can be challenged: press “Assistant erred” on the dashboard, next to the microphone button — the same button is in Settings — or write to support@projectlineil.com with the date of the call and the call number. We review the case and reply within five business days; depending on what we find, we correct the assistant's instructions, correct the records it touched, or switch the feature off for your clinic.
Click any patient name to open their card. You can edit phone, ID, language preference, allergies, chronic conditions, current medications, date of birth. The app shows visit history, attachments, invoices, prescriptions, consents, reminders. Allergies are highlighted in red; drug interactions are checked at the moment you write a prescription.
Open a patient → Prescriptions → New. Pick the medication or type your own. The app autofills the doctor name and license number and places your uploaded signature image and clinic stamp on the document. A PDF is generated and a banner warns if the patient is allergic to anything you are about to prescribe.
Two quantity boxes, one quantity. The amount to dispense is written twice: as free text that gets printed on the prescription (“30 tablets”, “1 pack of 28”) and as a plain number with its unit — the number is what pharmacy software and the electronic prescription read. Both boxes have to say the same amount. When they disagree — “30 tablets” in the text and 20 in the number — nothing is prescribed: the app stops the prescription, shows you both of your values and asks you to correct one box or clear the one you don't need. By voice it works the same way: the assistant reads both quantities back to you and asks which one is right. Sending such a prescription to a pharmacy electronically is refused for the same reason. An older prescription that already carries two different amounts still prints, but the printed form now shows a red warning with both numbers next to the quantity line — a pharmacy cannot dispense against two amounts.
Create invoices in the Invoices window; when you close a visit, the app can also auto-draft an invoice for that visit (optional setting). The patient card shows every invoice of that patient. If you connected a payment provider in Settings, each invoice carries a payment link: you can email it, send it from your own WhatsApp, and the unpaid-invoice reminder delivers it automatically. Use Record payment for cash (in the web version the button is called Mark Paid).
A 📧 Send button sits next to Download on the documents doctors send most: the prescription PDF, the period report (XLSX) and the patient card PDF — and the card also has Write patient for a quick message without an attachment. You can always just tell the voice helper “send …” — she opens the same dialog. In the web version, Send also covers the clinic export. Choose the channel:
One-time setup: Settings → Clinic email (SMTP) → enter SMTP host, port, your mailbox login, password (for Gmail — an App Password), sender name. Click Send test email to myself to confirm. Done.
Automatic reminders before appointments go out by WhatsApp, with a confirmation request. You can also create a one-off reminder for an upcoming appointment (WhatsApp or Email) from the Reminders tool, and message any patient directly from their card. Recall reminders for routine return visits are covered in section 18. Email needs the SMTP settings from section 8a — without SMTP an email reminder will not be sent, so choose WhatsApp.
In Settings → Mobile access, generate a QR code, scan it with your phone. The phone gets a private link that opens the same dashboard as a web app. Useful when you are away from the desktop. Each generated link is one-time and must be opened within 15 minutes — after that, generate a fresh one. To get notifications on that phone and to sign in with a fingerprint or your face, see sections 73 and 74.
You don't have to use the new clinic number directly. If your patients are used to calling your old line, you can forward incoming calls from that line to the new number — then they keep calling the familiar number and the voice assistant answers anyway.
Your plan includes a monthly bucket of voice minutes. Settings → Plan shows used vs included. Top-up packs are available there if you ever run out — they appear only after you have an active paid subscription, hidden during the trial.
All your clinic data lives encrypted in certified cloud infrastructure. If you uninstall the app and reinstall it later — even on a different computer — sign in with the same account: the app finds your clinic and sends an SMS code to the clinic phone; enter it and everything is restored.
Each clinic is isolated at the access level — every request is tied to your clinic's own authenticated session. For calls, messages and payments the necessary data is passed to our vetted sub-processors, listed in the Privacy Policy. Deleting the clinic from Settings → Reset purges every record permanently.
The program runs on two surfaces that share the same clinic database: the Windows desktop app (installed from Microsoft Store, full voice assistant) and the web version — the same dashboard in any browser, on your phone via the QR link from section 10 or on any computer. You can pin the web version to your phone's home screen. Book on desktop — the phone view picks it up within about 20 seconds. All data lives on the secure cloud server, nothing is stored only on one device.
From the dashboard say “find John Smith” or “open the card of the patient with phone ending 4321”. The assistant searches by name (transliteration works — “Ivan” finds Иван), phone or ID and opens the best-matching chart — glance at the name on screen to confirm it's the right one.
Two views: day and week. Drag-and-drop to reschedule, with a side “parking” strip for appointments you are still deciding about. Cancel / mark no-show / close visit live as buttons on the appointment row on the dashboard. The waitlist sits below — patients who wanted earlier slots. When you cancel an appointment, the voice assistant phones the first matching waitlist patient and offers the freed slot automatically.
The visual schedule. The Schedule button on the dashboard opens the board itself: hours run down the side, and every column is one doctor — or one room or chair, if you switch the columns over (By doctor / By room/chair). The arrows walk through the days, Today brings you back, Day and Week change how much you see, and the day you are looking at can be printed as a paper sheet for the front desk. By voice, say “open the schedule”.
In a patient's chart you set a recall date (e.g. cleaning in 6 months, follow-up in 2 weeks). On the recall date the program messages the patient automatically (WhatsApp; for Israeli clinics — SMS) and invites them to book. The recall date is visible in the patient card; the full list of upcoming recalls is in the web version's settings.
From the schedule click an appointment → Close visit. Fill in Subjective (what the patient said), Objective (what you observed), Assessment (diagnosis), Plan (treatment) — some profiles use their own labels, e.g. DAP for mental health. Add a referral / test note and a follow-up appointment. Click Save. After you press Sign note, the visit is locked in the patient's history — later corrections go in as addendums. Auto-save protects you if the app or computer crashes mid-visit.
For repetitive visit types (cleaning, follow-up, vaccine), create a template that pre-fills the visit note. Create and apply templates in the web version, or just tell the voice helper — “close the visit with the cleaning template” — and she fills the draft for you to review.
Each patient chart has Attachments for files (X-rays, lab PDFs, ID photos) and Consents — structured records of the forms the patient signed (treatment consent, privacy notice, photography release). Click to upload from your computer or phone. Files are stored encrypted at rest on the server. Max 25 MB per file.
Every 📧 Send button in the program — prescription, period report, patient card, and the voice helper's “send …” command — opens the same dialog with two channels: Email (clinic SMTP, attachment goes directly) and WhatsApp (you save the file where you like, the chat opens with your text prefilled, and a folder window shows the file — drag it in). Quick message templates are built in.
Personal notes that don't belong on a patient chart: “remind me Friday to call the supplier”, “buy stamps next visit to bank”. Say “remind me to X on Y” — once the time has passed, the voice helper brings it up at the start of your next session. The list of pending reminders is in the web version's settings.
When a patient asks the phone receptionist to leave the doctor a message, it is saved with the patient's name, time, and what they wanted. The voice helper reads new messages to you at the start of each session; the web version shows them as a visual Inbox list. Call the patient back, reply by WhatsApp from their card, or just tell the assistant what to do about it.
To stop the assistant while she is speaking, just say “stop”, “wait a second”, “hold on”, “be quiet”. Works in 7 languages (English / Russian / Hebrew / German / French / Italian / Spanish). She goes silent as soon as the stop-word is recognized — in well under a second — and listens.
The voice assistant can call patients on its own: delay calls (you are running late — it calls everyone scheduled after now), waitlist offers (slot opened — it calls the first waitlist match), generic outbound (you tell it in plain language to call patient X about Y). Outbound calls appear with their live status: pending / calling / accepted / rescheduled / cancelled / no-answer / failed.
WhatsApp carries appointment reminders, doctor messages, prescriptions and invoices, using pre-approved message templates. SMS carries verification codes, and recall texts for Israeli clinics. Email is for long-form content (referrals, lab results, period reports) and needs your SMTP from section 33. The channel follows what you set in the patient's card and each feature's settings — the program never silently switches channels. In the USA, texts go out from a shared platform number and avoid medical details.
Where their replies land. Whatever a patient writes back — an SMS answer to a reminder, a WhatsApp message — arrives in one window, Messages (Settings → Messages → Open messages, or ask the assistant to open it). One thread per patient phone number, both channels in the same conversation, unread ones marked. You answer from the same box, and your reply leaves through the channel the patient used last, so he sees an ordinary conversation on his side. You can drop in a saved template, attach a file from the computer or paste a link to one. “SMS” here is only the name of a channel — the window itself is your correspondence with patients.
Settings → Mobile access generates a private link with QR code. You scan with your phone — the full dashboard opens as a web app. Same can be shared with an assistant on their phone. Each link is one-time and valid for 15 minutes after generation. Refresh link revokes the old one (use if a link leaks). Disable shuts down mobile access entirely.
The dashboard shows the forwarding dial code for your clinic's operator, ready to copy — one dial and calls from your old line reach the new clinic number. The full per-operator list for your country opens from the same card. Most operators activate in seconds. Skip if you are happy giving patients the new number directly.
UI in 7 languages: English / Russian / Hebrew / German / French / Italian / Spanish. Each patient has a preferred language — the voice assistant calls and messages them in that language automatically. The Hebrew interface is RTL.
There is a 7-day trial for $139 with full functionality and 300 voice minutes; a 14-day refund applies under Microsoft Store rules. After it ends, a monthly subscription via the Microsoft Store. Three plans — Premium Solo, Premium Clinic, Premium Plus — each with a different amount of included voice minutes per month (2000 / 3000 / 5000). Settings → Plan shows used vs included. Top-up packs are available if you run out before the month ends.
Settings → Profile (clinic details), Email (SMTP), Payment providers, Mobile access, Clinic staff, Audit log integrity, Insurance partners, Service price list, AR aging, Visit search, Backup, Annual tax report, Renewals (license, insurance), Plans & subscription, About (with Privacy / Terms / EULA / BAA / DPA links), Reset clinic — plus more specialized cards (assistant memory, connections, custom forms, dot phrases, expenses, holidays, kiosk, locations, memberships, packages, rooms…).
Settings → Email (SMTP): host, port, login, password, sender name. Click Send test email to myself to confirm. Used for: invoices, prescriptions, referrals, period reports, broadcast emails, anything you send by email from the program. Common providers: Gmail (use an App Password, not your regular password), Outlook, your hosting provider's SMTP.
Settings → Reset clinic permanently deletes your clinic's data (patients, appointments, invoices, prescriptions, files). SMS confirmation required. Cannot be undone. The clinic phone number is released back to the provider. Useful for handing the program to a new owner or starting over.
Install the program on the new computer → sign in with the same Microsoft account → an SMS code goes to your clinic phone → enter it and everything restores (clinic, patients, appointments, schedule, settings). The code protects you: a stolen account alone is not enough to open your clinic. If the clinic phone is unavailable, recovery by a code to the clinic's email is also supported.
Data lives in certified cloud infrastructure (Israel region by default), encrypted at rest; the most sensitive fields carry an extra layer of field-level encryption. Every request is scoped to your clinic's authenticated session, and automated checks verify that isolation on every code change. Voice calls are not recorded — no audio and no transcript is stored; the database keeps call metadata and whatever the assistant filed at the patient's request (a message for you, a refill request). API keys are stored encrypted on the server only — never on your computer. Production request logs are suppressed, so patient phone numbers and emails don't end up in them. Point-in-time restore covers 7 days (extendable to 35). 72-hour breach notification (GDPR Art. 33). An HMAC-SHA256 chain over the audit log makes tampering detectable. See the Privacy Policy for full detail.
If a patient or an inspector asks where the data is kept and under which law you work, show them the Security & law page: in plain words it covers storage, backups, who can open patient records, Israeli law, receipts, and how to leave the platform.
If you don't know how to do something, say “look at my screen and help me with X”. She sees your screen and points to the right button. She can also explain why a feature works the way it does, diagnose configuration problems (e.g. SMTP not working), validate that an Excel import looks right, and if something is genuinely broken in the code itself she emails the developer with full context — you don't waste time writing a bug report.
Patient chart → 📊 Reports & analytics. Eight sections: 1. Daily new patients trend. 2. Hygiene recall efficiency. 3. No-show rate by day of week. 4. Top 10 diagnoses (last 12 months). 5. Average treatment value per patient. 6. Marketing ROI by referral source. 7. Patient retention rate. 8. Chair / room utilization. Each section refreshes on click; revenue itself lives in Billing and in the voice helper (“what's my revenue this month?”).
Patient chart → 📝 Documents & templates. Three tabs: Letter templates (medical absence note, referral to specialist, school absence note, insurance opinion — generate PDF with placeholders auto-filled), Print labels (three ready formats — medication, envelope, specimen — with multi-copy support), Patient education materials (hypertension, diabetes, post-visit care, child fever — send by email or copy to WhatsApp). You can add your own letter templates and brochures.
Patient chart → 🛡 Compliance & reminders. Always there: Renewals (medical license + clinic insurance, traffic-light colors) and Audit log (every sensitive action, with filters). On top of that, your country's own checklists with a Done / Pending / N/A workflow and completion percentages: US clinics get OSHA (15 items) and HIPAA (16 items); Israel — the Privacy regulations checklist; the UK — CQC; Italy — Garante; Spain — AEPD.
Patient chart → 🔌 Integrations. Tabs: DICOM viewer (preview .dcm files), Accounting export (QuickBooks, Xero, generic CSV), Calendar sync (publish ICS RFC 5545 feed for Google/Outlook/Apple calendars), Lab orders (manage tests with HL7 ORU R01 import) — and, for US clinics only, e-Rx: search US pharmacies via the NPPES registry and generate a simplified SCRIPT-style XML for your records (not a certified e-prescribing transmission; controlled substances are excluded).
Settings → Clinic staff. Owner adds doctors, assistants, receptionists with their own PIN (6–8 digits; trivial PINs like 111111 are rejected). At shift start everyone taps Who are you and enters PIN. Roles control what each person sees: assistant can't see financials; receptionist can't see medical history or issue prescriptions. PIN stored as PBKDF2-SHA256; 5 wrong attempts = 15-minute lockout.
AR aging: Settings → AR aging shows every patient who owes money, bucketed 0–30 / 31–60 / 61–90 / 91+ days. From any row, open the patient card to act on the debt, or export the whole list to CSV for your bookkeeper. Annual tax report: Settings → Annual tax report. Choose the year — you get an XLSX workbook for your accountant with sheets Summary, Monthly, Invoices, Payments & Refunds, Expenses, By patient (sheet names in your language).
Settings → Audit log integrity check. Pick days back (default 90), click Verify chain. Each audit entry is signed HMAC-SHA256 of all fields + previous entry's signature, like a blockchain. If anyone tampers (edits a row, removes a row, reorders), the chain breaks and you get a red banner with the bad entry. Required by HIPAA/GDPR auditors. The secret key never leaves the server.
Settings → 🤝 Insurance partners. For US clinics, live clearinghouse connections handle eligibility checks (270/271) and claim submission (837P); the same workflows have so far been proven against the clearinghouses' test environments, ahead of the US launch. For Israel and the other countries, insurers do not expose public APIs — so the program works document-first: itemized invoices and receipts, the annual statement, insurer letters for Israeli funds (in Hebrew), and a US superbill — you submit them through the insurer's own channel. Where an insurer does give your clinic API access, a connection can be configured from the insurer's documentation.
Settings → 💲 Service price list. Central catalog of every service/product you offer: name, category, price, duration, tax rate, active. Used by invoices (dropdown when adding line items) and by the phone assistant (“how much is a cleaning?” — and when she reads an invoice to a patient, she checks each line against this list). Categories are suggested from your clinic profile; you fill in your own services and prices.
Settings → 🔍 Visit search. Type any phrase — “numbness on the right side” — and the program searches the full visit history: symptoms, visit summary, treatment, recommendations, the Subjective/Objective/Assessment/Plan note fields, diagnosis, referral/test notes, plus the notes on patient cards. Newest matches first, each with a short snippet; open the patient card straight from a match. Voice: “find every visit that mentions Augmentin”.
Patient chart → 🩺 Clinical tools. Tools that appear depend on your clinic profile: Dental (tooth chart, periodontogram), Cosmetology (face chart, mole map, before/after photos, injection log with lot tracking, device procedure record, journal of complications), Dermatology (mole map, topical-regimen tracker), Trauma / emergency (body chart, triage with ESI 1–5), Psychiatry / mental health (MSE, risk assessment, PHQ-9 depression, GAD-7 anxiety, goals & objectives), Pediatrics (growth chart with WHO/CDC percentiles, vaccination record).
Family: patient chart → Family tab. Link relatives, share address, one reminder covers a child appointment. Photo: click the circular avatar, upload JPEG/PNG/WebP up to 4 MB — stored encrypted in your clinic's database. Merge duplicates (in the web version): Settings → Merge duplicates — find both cards by name or phone, choose which one survives, confirm, and the records combine. Print referral (in the web version): every visit with a referral offers 🖨 Print referral — one-page PDF with clinic letterhead, diagnosis, referral text, signature line, RTL-flipped for Hebrew.
Terms acceptance: first launch (and after major updates) shows a blocking dialog where you tick a checkbox for each document — Privacy Policy, Terms of Service, EULA, and the region-specific ones (BAA for US clinics, DPA for EU/UK/Israel). Each opens in the browser. I accept activates only after every box is ticked; your acceptance is recorded with timestamp, IP and document version. Trial expired: once the trial ends without payment, a subscription window appears at launch and the app stays locked until a plan is active. Your data is kept safe the whole time. After the purchase is confirmed, restart the application and continue where you left off.
Say “walk me through closing a visit” — the assistant guides you step by step, naming the real buttons on screen, at your pace. Ten built-in tours: add a patient, create an invoice, send a reminder, close a visit, search the archive, back up data, import patients — plus three Israel-specific ones (Form 17, insurer letters, Israeli invoicing).
Dashboard → Import client list. 11 supported formats: Excel (XLSX/XLS) / CSV / TSV / TXT / JSON / Word / PDF / FHIR Bundle / HL7 v2 / DICOM tag extraction / CCD/CDA — the clinical formats (HL7, DICOM, CCD) import through the web version. Access databases (MDB) and SQL dumps are not supported — export them to Excel or CSV first. The wizard auto-maps columns (it understands headers in all 7 languages); you review, see a preview, and confirm before anything is written. Duplicates are detected by national ID, then phone, then name. Hundreds of patients in a few minutes.
The app remembers the layout of your file. When you confirm the column mapping, tick Remember this format and give it a name. The next time you bring a file of the same kind, the app recognizes it on its own: the window opens with Format recognized: … and the columns already filled in — you only confirm. A layout you no longer need is dropped with Forget this format in the same window.
An honest report after every import. The report shows how many rows the file contained, how many were not accepted and why (listed by row number), how many cards were created, how many rows matched cards you already had, and how many were set aside as suspicious — same phone, different name (a family number, for example). Those rows are neither merged nor lost: the decision stays with you.
Rows that were not accepted can be saved to a file. Press Save the list of rejected rows in the report, open it in Excel, correct those rows and import them again. One broken row never cancels the whole import — everything else still arrives.
From the phone. The mobile version shows the same preview: the recognized columns are listed, any column can be reassigned by hand, and Apply and re-check recalculates the preview before you confirm.
Beyond the tools in section 48, your clinic profile may unlock a dedicated clinical module on the patient chart. The modules follow the specialties of your clinic and its doctors — a vet does not see cardiology, a cardiologist does not see Pap smears. The phone receptionist never sees any clinical module; only you do, on desktop and mobile.
Veterinary (veterinary clinics) — the patient becomes an animal owner and each pet is its own sub-record: species, breed, weight history, vaccination and deworming schedules with due-date reminders, a Triadan dental chart, and weight-based dosing suggestions. The euthanasia consent produces a signed PDF — the most legally sensitive document, so it requires the owner's typed signature.
Urology (urology clinics) — PSA tracking with a velocity flag, the IPSS symptom score (8 questions, auto-graded mild / moderate / severe — the patient can also fill it in from the web portal), a voiding diary and a catheter log.
Orthopedics & physiotherapy — an implant registry with an MRI-safety badge, range-of-motion (goniometry), manual muscle testing (MMT 0–5), pain scores and the WOMAC questionnaire.
Nutrition & dietetics (nutrition / dietitian clinics) — a consultation record with anthropometry (weight, height, waist, hip, body-fat %) and a live auto-computed BMI plus waist-to-hip ratio, the agreed goals (target weight, daily calories and the protein / fat / carbohydrate split), a free-text meal plan, and a weight trend over the saved visits. BMI and the waist-to-hip ratio are arithmetic for orientation only — they are not a diagnosis.
Ophthalmology & optometry — an eye exam (visual acuity, refraction, intraocular pressure, color vision) and a printable eyeglass / contact-lens prescription PDF.
Cardiology — CHA₂DS₂-VASc stroke risk, HAS-BLED bleeding risk, a lipid panel, an ECG record and blood pressure. The scores are decision-support suggestions, never a diagnosis.
Dermatology, ENT & gynecology — a topical-regimen tracker (dermatology), an audiogram with tympanometry (ENT), and an Ob/Gyn Pap-smear & HPV log with recall dates (gynecology).
Injection vials & lots (cosmetic / medical / veterinary / dental) — a vial and lot inventory with expiry tracking. Every injection automatically subtracts the units used; an expired vial is blocked (you may override, after an explicit confirmation that is written to the audit log); the program warns you about each vial once when it enters its last 30 days before expiry.
Protected psychiatry notes (mental-health clinics) — mental-status exams, risk assessments, PHQ-9 and GAD-7 entries are always marked 🔒 Protected. Protected psychotherapy notes are kept out of the patient's data-export bundle (HIPAA §164.524 / 21st Century Cures).
Israel — Form 17 & health declaration — for Israeli clinics, a work-injury Form 17 (טופס 17) commitment PDF and a patient health-declaration form.
Treatment-cost estimate (all profiles, country-aware) — a cost-estimate PDF. In the United States it prints as the statutory Good Faith Estimate (No Surprises Act); elsewhere it prints as a localized estimate (Preventivo, Devis, Kostenvoranschlag, Presupuesto …).
Document transcription into the record (medical / dental) — upload a photo or scan of a document to a chart and press Transcribe document into the record: the program copies the text it sees into the record as neat “label: value” lines, so you don't retype. It transcribes only — it never interprets, never flags a value as high or low, and it ALWAYS carries a notice that it is not a cleared diagnostic device and that you remain fully responsible. The same applies to lab results: the program transfers the values into the record; reading them is yours.
The voice helpers are powerful, but they are software. Knowing their limits keeps your clinic safe:
These tools appear on the patient chart when the clinic profile — or the profile of a doctor working in it — is dental. They belong to the modules of section 53: a clinic without a dentist never sees them.
Orthodontic cases — the whole multi-year treatment on one card: the appliance (braces or aligners), the current stage, and an adjustment log in which every visit records what was done, the aligner number, who saw the patient and when the next visit is. The date of the next visit is written to the patient as the return date automatically. A case cannot be closed until the retention plan is recorded — retainer type and wear regime, which is exactly where results are lost. A payment plan can be linked to the case (orthodontics is nearly always paid in installments), and the whole case prints as a single page — for the patient to take home or to carry to another clinic.
Periodontal chart — six points per tooth: pocket depth, recession and the attachment level the program computes from them, plus bleeding, plaque and pus marks, tooth mobility and furcation. The summary on top — bleeding on probing in percent and the number of pockets from 4 mm and from 6 mm — shows in three seconds whether the treatment is working. Instead of a full chart you may record a short screening over six sextants. Every chart is kept, so a new examination is compared with the previous one, and the chart prints to PDF — for the patient, for a referral or for an insurer. Extracted and missing teeth are not struck out but marked next to the tooth number: measurements taken before the extraction are a clinical fact.
Sedation monitoring record — a record of every sedation: the assessment before the procedure (planned depth, ASA class, weight), the drugs by phase, the readings about every five minutes (pulse, breathing rate, SpO₂, blood pressure, EtCO₂, level of consciousness and who took them), then recovery, the discharge criteria and the adult who takes the patient home. A closed record is a signed document and is never edited again. It prints with the patient name, the date, the responsible doctor and the doctor's license number. A veterinary clinic does not use this record — animals have their own anesthesia sheet.
Warnings before an invasive treatment — before an implant, an extraction or another invasive procedure the program reads the last signed health declaration and the allergy list and shows what has to be taken into account: bisphosphonates, blood thinners, endocarditis risk or prostheses, radiotherapy of the head or neck, latex allergy. If the questionnaire is older than a year, that is said separately. Nothing is ever blocked — the decision is always the doctor's.
Antibiotic premedication — when the chart carries an endocarditis risk or a prosthesis, the program also shows the standard single dose (amoxicillin 2 g by mouth 30–60 minutes before the procedure; with a penicillin allergy, clindamycin 600 mg; under 18 by weight — 50 mg/kg and 20 mg/kg respectively, never above the adult dose). If an allergy to both penicillins and clindamycin is recorded, the program says plainly that no standard regimen fits and that the regimen must be agreed with the cardiologist or the treating physician. This is a suggestion for information only: the prescription is written by the doctor.
Amalgam — marking an amalgam filling for a child under six, for a pregnant or for a breastfeeding patient raises a warning: the Ministry of Health (Minamata Convention) recommends a different material.
Treatment estimate — patient signature and versions — the estimate prints with its version number and the signature status. The patient signs it by hand — a drawn signature — and the signed estimate is sealed. When the plan changes, the old estimate is not edited: the program creates a new version and marks the previous one superseded, so it always stays clear what exactly the patient agreed to and when.
Informed refusal — when a patient declines the proposed treatment, the documents library holds a refusal form (for every specialty, not only dental): what was proposed, which risks of refusing were explained, which alternatives were offered, the signature of the patient or the guardian, and the doctor's declaration that the explanation was given and understood. The form states that the refusal may be withdrawn at any time and does not cost the patient further care.
Israel — dental prices are not advertised — Israeli law forbids advertising the prices of dental treatment. For an Israeli clinic with a dental profile the program does not let the price display be switched on for the clinic mini-site, and the page never prints service prices — including a price or a special offer written into a service name or into the web address of the page. The same check stands on email campaigns and on the SMS blast. A booking deposit is not a price advertisement and is not touched. Prices are not the only thing checked: the same filter catches a promised result and a guarantee, "pain-free" and "risk-free", the superlative ("the best", "number one", "leading"), gifts, raffles and "free of charge", and the word "expert" with no recognized specialty named beside it — the refusal names the very word to remove. A service message is not advertising: "cancellation is free a day ahead" goes out as it always did, while a price is blocked in a message of any kind. The same check now stands in an Israeli clinic with a cosmetology profile — section 60.
Staff certifications and permits — every person on the staff card can carry their certifications: resuscitation (BLS / ACLS) and the radiation worker permit, with the issue date, the valid-until date, the annual medical examination and the operator training for radiation staff. Leave “valid until” empty for BLS and the program counts two years from the issue date. Thirty days before a certification expires — and for three months after, if nobody renewed it — a quiet message appears in the Doctor Inbox. When the same certification was renewed, only the newest record counts; staff marked inactive are not raised at all.
Dental hygienist — the hygienist is a staff role of its own, and an appointment can be marked as a hygiene visit. Closing a hygiene visit with an empty record raises a reminder in the Doctor Inbox: after every treatment the hygienist owes the dentist a written report, so the visit note has to be completed and signed.
Lots and expiry dates in the stock — when you receive supplies you may record the lot number and its expiry date; when you write stock off you pick the lot it came from, and writing off an expired lot takes an explicit confirmation. The program checks the stock by itself and posts a one-off message to the Doctor Inbox about any lot that still has stock left and expires within thirty days (or has already expired) — an expired anesthetic or composite is real harm to a patient, so it has to surface before the date and not at the chair.
Lot recall — when a manufacturer recalls a lot, press Find lot in the stock window and type the lot number: the program shows every movement of that lot in the clinic — what came in, when, and what was used from it.
Register of controlled drugs — narcotic and psychotropic drugs do not live in the ordinary stock; they have a register of their own, and it opens from the stock window (dental, medical, cosmetic, plastic surgery and veterinary clinics; mental-health and wellness clinics do not have it). The register behaves like a bound book: entries are never edited or deleted, a mistake is corrected by a new entry, and the balance after every movement is calculated from the register itself. Disposal and loss need a witness; dispensing to the patient or the owner and a return to the supplier must name the other side.
Medical waste removal log — every removal is written down: who took it away, under which agreement, which kinds of waste, how much, and the manifest number. An inspection reads this log together with the contractor agreement, so the expiry date of that agreement also raises a quiet reminder thirty days in advance.
These tools appear when the clinic profile — or the profile of a doctor working in it — is cosmetology. They belong to the modules of section 53: a clinic that does no aesthetic work never sees them. One exception is the injection log with its vials: dentistry, veterinary medicine and general medicine see it as well (section 53), while the face map, the machine session record and the journal of complications stay with cosmetology alone.
Aesthetic questions in the health questionnaire — beyond the six core questions the form asks eight more, the ones that decide whether an aesthetic procedure may go ahead at all: breastfeeding, a tendency to keloid or hypertrophic scars, recurrent herpes, allergy to lidocaine or other local anesthetics, isotretinoin taken in the last six to twelve months, autoimmune disease, metal implants or a pacemaker, and injections or fillers done in another clinic. The last question has a free-text line — what was injected, where and when: your own log knows only your own work, and with a delayed reaction it is the other clinic's product that decides. Pregnancy and blood thinners are not asked twice; they are already in the core block.
Warnings before the procedure — when an injection or a machine session is recorded, the program reads the last signed questionnaire and shows what has to be taken into account, in the patient's own wording: herpes before lip filler or a peel, keloids or a pacemaker before laser and radiofrequency, an allergy to the anesthetic, isotretinoin, breastfeeding, fillers from elsewhere. A questionnaire older than a year is called out separately — pregnancy, breastfeeding and a course of isotretinoin change, and last year's answer is read as today's. Nothing is blocked: the record is saved and the decision stays the doctor's.
Six aesthetic consents — the documents library carries consent forms of their own for laser and IPL, for a superficial peel, for a medium or deep peel, for a thread lift, for mesotherapy and biorevitalization, and for local anesthesia in an aesthetic procedure. Local anesthesia is a form of its own and not a variant of the sedation consent: its risks are an allergy to the anesthetic, systemic toxicity and methemoglobinemia. The injectables consent and the before / after photo consent stay as they were. All of these types are in the consent dialog on the phone as well, so a consent taken on a tablet at the desk prints under a proper name and never under an internal code.
Who may inject — Israel — in an Israeli clinic with an aesthetic profile only the owner or a doctor may write an entry in the injection log or correct the vial stock by hand: an aesthetic injection is a medical act reserved to a licensed physician. An assistant, a secretary or a beautician is refused in plain words rather than with a bare error, and the attempt goes to the audit log. Reading is not restricted — the whole clinic may see what is expiring and what is running out. Outside Israel, and in dental, medical or veterinary clinics, nothing changes.
Disclosure form before a membership or a prepaid course — an Israeli aesthetic clinic may sell a membership or a course paid in advance only after the client has signed a separate disclosure form for that exact deal. The window follows the order used at the desk: issue the form for the plan or the course and the client, hand it over, have it signed with a finger or a stylus, print the signed copy. The form names the full price of the deal, the payment schedule and method, the term and the end date, the renewal terms, the right to cancel and what cancelling costs, and the guarantee. After that the sale goes through by itself — the program picks the one matching signed form, there is no number to type in. Without such a form the sale is refused, and the refusal says what is missing. Every form sits in a register with its state: draft, signed, used, replaced by a newer one, or cancelled. The form can be issued by voice, and by voice you can ask whether the client already has a signed one and when its cancellation window ends.
The term and the fourteen days — such a deal may not run longer than a year, and a single renewal may not exceed six months; a longer plan is not sold at all. The cancellation window is fourteen days counted from the later of two dates — the day of the deal and the day the form was handed over — and it does not depend on whether the treatments have started. A cancellation inside the window is marked as such, and the cancellation fee is capped: five percent of the price of the deal or one hundred shekels, whichever is lower. If the plan or the course is edited after the form was signed, the form is marked as no longer matching the deal — the signed paper describes something else, and a new one has to be issued.
Face map and injection log — the face chart opens from the patient card: click a zone and the marker form asks for the date, the product, the lot number, units or milliliters, the depth (intradermal, subcutaneous, supraperiosteal, intramuscular) and a note. The injection log shows the same records as a table. A zone that is not on the map — a body area, your own wording — is written as free text and keeps a line of its own.
How much is already in that zone — the log adds the doses up per zone: the total of the last session and the total accumulated over the period. Botulinum units and filler milliliters are counted apart and are never added together. Where a zone has a typical range in routine practice, it is shown next to the sum and rescaled for the brand actually used — a reference, not a prescription. The dose can be checked before saving: the answer is arithmetic on the clinic's own records and writes nothing. If the session total for a zone comes out above the typical range, the record is still saved, a warning is shown and it stays in the audit log — the dose is the doctor's decision. A session here is the clinic's own day in its own time zone, not a day of universal time.
Vials — lot, expiry, remainder — injectables are held as vials with the product, the lot number, the expiry date and the amount left; the list filters to what expires within thirty days, to what is nearly out (a fifth or less of the original amount) and to vials already used up. An injection from a vial whose printed date has passed is refused once, with the date named; the doctor may confirm it deliberately, and that confirmation goes to the audit log with the lot and the product.
Dilution and the twenty-four hours — a powder diluted with saline stops living by the date printed on the box, so the dilution is recorded separately: the moment, the concentration in your own words, how much saline went in, and the in-use window that starts running from it. The default window is twenty-four hours — the manufacturer's leaflet says to use the solution at once and to keep it no longer than a day in the fridge — and another figure may be entered where the leaflet says otherwise. An injection from a vial past that window is refused with the reason spoken out, and going ahead anyway takes a separate deliberate confirmation. Marking the same vial as diluted a second time is refused as well: silently restarting the window is the easy way to make a stale solution look fresh. A correction is possible and is logged as a correction.
Writing off the remainder — a diluted vial almost always goes to waste unfinished, and without a written act the difference between what was opened and what was injected simply disappears from the records. The write-off asks for a reason, names who did it and when, zeroes the remainder and closes the vial, which then stops appearing when an injection is recorded. The act always closes the whole vial, and a second write-off of the same vial is refused. All of this can be dictated: open the log or the face map, add an entry, ask how much has already gone into a zone, add a vial, mark it diluted, write the remainder off — deleting a clinical record by voice always takes a spoken confirmation.
Machine session record — a laser, IPL, radiofrequency or ultrasound session is a record of its own and not a line in the visit text, because the parameters are exactly what separates a treatment from a burn. The record holds the machine from the equipment list together with its registration number, the technology, the treated area, the wavelength, the fluence, the pulse duration, the spot size, the frequency, the power, the handpiece, the number of passes and pulses, the cooling used, the Fitzpatrick phototype from one to six, the date and result of the test patch, the skin reaction and notes. The settings of the previous session are repeated in one press: the next session is planned from the last one.
Test patch and the machine's papers — a test patch dated later than the session itself is not accepted. A session on a machine whose registration has expired, whose service is overdue or which has been taken out of use is refused with the reason named; the doctor may go ahead deliberately, and then the override is written into the record itself and not only into the audit log — an inspection asks on which machine exactly the session ran. Unlike an injection, a machine session may also be performed by a nurse under a doctor's supervision; whoever performed it is named in the record together with the license number. The session can be dictated, and the list of past sessions asked for by voice.
Leaflets before and after the procedure — a leaflet can be attached to a price-list service: one before the procedure and one after it. Ready texts come with the aesthetic package — before and after laser, before and after a peel, before and after injections, before and after threads — because the rules that matter depend on the procedure: no sun for two weeks before laser, retinoids stopped two weeks before a peel, no lying down for four hours after injections, sleeping on your back for two weeks after threads. The leaflet before the visit is taken from the service booked on the appointment; the one after it from that service or, when there is none, from the services actually recorded at the close of the visit. A service with nothing attached stays silent — the mailing is switched on by the clinic and not by an update. Leaflets go by email only: this is a document, not a text message. One before and one after per visit, the send stamped on the visit and written to the audit log with the leaflet, the language and the channel. A patient without an email address gets none and the log says so — hand the leaflet over on paper.
Return visit and the free touch-up — a price-list service can carry two numbers: after how many days to invite the patient back, and after how many days the check-up is due. At the close of the visit the program puts the return date on the patient — from there the usual reminders work — and a follow-up the doctor schedules inside the check-up window is marked a touch-up of that exact procedure: it is linked to the original visit and is not invoiced automatically. A week of grace is added, so being a couple of days late does not turn a promised free check-up into a paid visit. If no touch-up has been booked, a quiet suggestion goes to the Doctor Inbox — that message is for the clinic, not for the patient. A service without those two numbers stays silent, and no return date is set for a patient who has unsubscribed, restricted the processing of their data or died.
What the patient takes home — a single entry, an injection session or a machine session, prints as a procedure protocol: the zones and the doses, the product with its lot, its expiry and its dilution — or the machine with its registration number and every setting, the phototype and the test patch; under that, on a yellow panel, the signs that call for an immediate phone call, the clinic's number and the country's emergency number (101 in Israel, 911 in the United States, 999 in Britain, 112 elsewhere in Europe); and at the foot the signature of whoever performed it with the license number and room for the clinic stamp. The injection log also prints as a whole table. A before / after pair prints as a sheet of its own with the dates and a watermark of the clinic name, and only when the photography consent is on record: without it printing and export are refused in plain words, and the sheet itself says what the images may be used for: while only the consent to photography is signed it says they may not be used in advertising, and once the patient has separately signed the publication form it states the extent that was allowed and that the consent may be withdrawn. The language of the document follows the clinic's country and the times in it are the clinic's local times. With no entry named, the patient's most recent procedure is printed, and injections print as a session — all the rows of the same clinic day. The print is called from the journal or photo window in the patient card, from the phone and by voice.
Photographs: the series of stages and the three levels of use. A before / after frame now carries its stage — baseline, during the operation, seven days, one, three, six and twelve months — and its camera angle from the set the operation defines: only frames taken from the same angle compare honestly. On the phone the camera shows positioning guides and a faint outline of the previous frame of the same angle, so the new picture is taken from the same place. The photography consent is signed with the extent of use written into it: the medical record only; the record and showing inside the clinic; the record, showing and publication outside the clinic. The extent lives in the signed form itself, so it expires and is withdrawn together with it. Export for publication is a button of its own and opens only when the publication form has been signed. One prohibition no consent lifts: pictures in which the patient is recognisable and pictures of intimate areas may not be published, and their export is refused in plain words. If the two frames of a pair were taken at different angles, the printed sheet says so itself: such pictures cannot be compared directly.
Journal of complications — every adverse event is a record of its own: the type (vascular occlusion, necrosis, infection, allergic reaction, burn, hyperpigmentation, granuloma, drooping eyelid, other), the link to the procedure that caused it and to the product lot, what was done, and the escalation — an ambulance called, a referral to hospital, or neither. A phrase in the visit text gives none of that: it cannot be counted, tied to a lot, or shown to an inspector as a register. The journal behaves like a bound book: an entry is not edited, a typo can be removed within forty-eight hours, and after that a mistake is corrected by a new entry. The outcome is written once, and so is the note that the Ministry of Health was informed — "we notified them on the third" must not quietly become "on the tenth". For the serious types the program reminds you that the question of notifying the Ministry arises; the decision stays a human one. The event can be dictated, and the register asked for by voice.
The clinic register for a period — the journal above belongs to one patient, and an inspection never asks it that way: it asks how many complications the clinic had between two dates, how many of them have already been reported to the Ministry of Health and how many still wait for that report, and how many have no outcome written yet. That is a window of the clinic of its own — in the program it opens from Clinical tools → Period report, and it opens from the phone too: you name the two dates and see the totals, the count of every event type and the events themselves, and one button prints the sheet to hand over. By voice the assistant gives the totals and the count of every event type, and the events themselves stay in the window: the records of other patients are not read out loud. A long period is shown down to the first five hundred events, and the sheet says so — narrow the dates to see the rest. The front desk may open it too, and this is the part to know: a member of staff without access to the medical record sees the dates, the escalation, where the patient was sent, the Ministry mark and who performed the procedure — no patient names and no clinical text — and both the screen and the printed sheet say plainly that they were produced for such a role, so that an incomplete list is never handed over as a full one. The counts by type stay visible, because a count carries no patient in it.
Vascular occlusion protocol — for that event type the record opens the checklist of the accepted clinical response: injection stopped, hyaluronidase, observation, ambulance called, times written down. Hyaluronidase is recorded honestly — given, not given, or not available in the clinic. The program records what was done and demands nothing: no Israeli rule obliges a clinic to keep it, and dissolving filler with it is off-label there.
Staff permits — the staff card already carried resuscitation training and the radiation worker permit; it now also holds the medical license, manufacturer training on a specific machine, injection technique training and laser safety training. Each has an issue date and a valid-until date, the quiet reminder before expiry works exactly as before, and a certification can be dictated by voice.
Aesthetics report for a period — a report of its own shows the closed visits, how many of them were touch-ups and what share that is, the product used per injector, the vial write-offs (opened, injected, wasted, and the difference nobody accounted for, with the reason) and the machine sessions per device. It is in natural quantities only — units, milliliters, sessions: a vial in the injection log carries no purchase price, so cost and margin are deliberately not calculated. It opens from the reports screen, from the phone and by voice.
Israeli checklist for an aesthetic clinic — an Israeli clinic with an aesthetic profile gets items of its own in the compliance list: the business license for beauty care, registration of the treatment machines with their periodic checks and maintenance, storage of the preparations as the manufacturer requires with the cold chain from two to eight degrees, a sharps container and removal of medical waste by a licensed contractor, a medical record for every treatment kept for at least seven years, the instruction sheet handed to the patient at the end of the treatment with a number to call urgently, a backup medical facility and a written procedure for moving a patient there, the log of self-control and exceptional events, proof of every practitioner's qualification (a valid medical license, manufacturer training on the specific machine and laser safety), and the advertising restrictions.
Resuscitation kit and defibrillator — for an aesthetic clinic these items are read differently than for a dental one: what makes a clinic large is not the number of chairs but the fact that drugs are given into a vein or that intravenous sedation is performed — such a clinic keeps a working defibrillator on the premises, and so does a clinic with more than three thousand registered patients or more than a hundred patients a day. A clinic that does neither writes down where the nearest available defibrillator is. When the clinic profile changes, the items of the former specialty stop being marked required, but they are not deleted and the notes the doctor made on them stay.
Israeli checklist for a plastic surgery clinic — an Israeli clinic with a surgical profile now gets its own items in the compliance list: clinic registration and a responsible doctor holding specialist status, an operating room with anesthesia and monitoring equipment, a specialist anesthetist present at every general anesthetic, a recovery room with one nurse for no more than three patients and a doctor holding current advanced resuscitation training, basic resuscitation training for every doctor and nurse refreshed at least every two years, a surgery log and a written report for every operation, implant records with manufacturer, serial number and batch number, a three-step safe surgery checklist, marking of the side and the site before the patient enters the operating room, surgical consent signed by a parent or guardian for a minor, reporting of exceptional events to the Ministry of Health, and advertising limits — prices, special offers and promises of a result. The professional indemnity policy sits in the list as a reminder and is not marked required: there is no direct rule in the country that demands it. An implant card for the patient is recommended practice, there is no national implant registry in the country, and the items say so plainly; there is no law banning surgery on minors either, so the consent item speaks about a parent or guardian signing with the relationship and the identity document recorded, not about a ban.
Defibrillator in a surgical clinic — where operations are performed this item is read more strictly than in dentistry or cosmetology: the duty to keep a working defibrillator on site does not depend on the number of operating rooms, recovery places or operations per day — anesthesia, sedation or drugs given into a vein create it. Previously such a clinic was shown the dental wording about five chairs and more, from which one could conclude that a defibrillator was not needed.
Advertising an aesthetic clinic in Israel — the ban on advertising prices and special offers, which used to apply to dentistry only, holds for medical cosmetology as well: different rules, the same meaning, and the program applies them to an Israeli clinic with a cosmetology profile exactly as it does to a dental one. The price display on the mini-site cannot be switched on; a price or an offer written into a service name, into the "about the clinic" text or into the web address of the page never reaches the page; an email campaign, an SMS or WhatsApp blast with a forbidden turn of phrase does not go out, and neither does the reply to a patient review that the program offers. Besides prices and discounts the check catches a promised result, "pain-free" and "risk-free", the superlative, gifts, raffles and "free of charge", and the word "expert" with no recognized specialty beside it. The refusal names both the rule and the word itself: the doctor rewrites the phrase and sends it again.
Four stages, each closed before its own step. A clinic that operates keeps a safety checklist for every operation: before the patient enters the operating room, the sign in before the anesthesia is started, the time out just before the incision, and the sign out before anyone leaves the operating room. The program closes a stage only in that order, and a closed stage is never rewritten — it is the evidence that the operation was verified before it began. A mistake made in a hurry can be deleted within forty-eight hours; later it is corrected by a NEW checklist that refers to the old one, and both stay in the record. Once a checklist has been corrected by a new one, its own unfinished stage no longer holds the operation open, and the discharge of the patient can be recorded.
Three signed consents are the condition of start. The stage before the anesthesia does not close until the patient has signed all three forms: the operation itself, the anesthesia or sedation, and blood products. The program checks the actual signatures rather than a tick — if one is missing it says which, and the operation waits for the paper instead of for someone's memory. The receptionist sees the same three lines on a screen of their own and invites the patient to sign what is missing. A form that has been started in the card but never signed is named for what it is — the paper is lying there unsigned — and it does not open the operation; a consent carried over from an older program without a date of signature and without the name of the signer does not count either.
The side is marked by the operating doctor. Where the operation has a side, the doctor who will operate marks the site with the patient present, before the operating room, after explaining what the mark means, and signs. The program records the marking once and does not let it be rewritten; the marked zones can be taken from the body map already used in the card. "Not applicable" is a valid answer, but it has to be explained in words — an unmarked side is never simply left blank. An operation on both sides is marked zone by zone: one tick for two sides is not accepted. The side written in the checklist and the side written in the operation report have to be the same — otherwise the program refuses to link them and asks which one is right.
Before leaving the operating room: the count and the specimens. The sign out asks for the final count of swabs, sharps and instruments and for the name of the person who confirmed it. If a count does not add up, the program does not accept the stage until it is written down what was done about it. Every specimen is registered as well: the labels checked against the patient's data and the request form completed by the doctor. The stage is closed by the circulating nurse in the presence of the doctor, and both names stay in the record.
Who may do what. The checklist itself belongs to the operating team: it is filled in from the desktop program, from the phone at the operating room door, or by voice while the hands are busy. The receptionist does not tick any of it — they see only whether the three consents are in place, can print an empty checklist for the operating room and can move the planned time of the operation — the date is their work — until the stage before the anesthesia is closed. If a patient telephones and asks what is still to be signed, the phone assistant answers about the forms only, after checking the date of birth, and says nothing about the operation itself.
One operation, one record. After the operation the doctor writes the report: the date and the times of start and finish, the type of operation and its class, the side and site of the intervention, the type of anesthesia, the operating doctor and the recognized branch of his specialty, the anesthesiologist and the team, the diagnosis before and after, the course of the operation, blood loss, the volume removed in liposuction, complications and the time of discharge. The side is printed as a full word, never abbreviated: an abbreviated side is exactly the mechanism behind wrong-side surgery. The discharge time is written once.
The clinic's operations log. The reports add up into one continuous operations log: the clinic sets two dates, sees every operation of that period and prints a sheet for an inspector. A separate button prints the report of a single operation — for the patient's file and for the discharge.
The limits the program checks itself. Outside a hospital the law forbids major surgery, general anesthesia longer than five hours, operating on a patient in poor general condition (ASA class three and above) or above the set body-mass index threshold, removing more than the permitted volume in liposuction, planned blood transfusion, entering the abdominal or chest cavity and a number of other interventions. The program compares the figures entered against these limits and, if the record steps outside them, it refuses and names every reason. It does not erase an operation that already happened: the record is accepted only if the doctor states the breach outright, and the stated reasons stay inside the record itself — an inspector sees both. The program also watches the clock: a stay in the clinic longer than twenty-four hours ends in a transfer to hospital, and the transfer is recorded.
A mistake is corrected by a new record, and who may do what. A slip can be deleted within forty-eight hours; after that the report is evidence, and a new record is placed beside it referring to the old one with an explanation — both stay in the file. The report is a doctor's record: the receptionist neither writes nor reads it, it belongs to the medical file. His work is the date and time of the operation in the schedule, the reminder to the patient and the papers handed over. The phone assistant says nothing at all about the course of an operation.
Complications of an operation. A complication noticed during or after the operation goes into the report, and as a separate event into the adverse-event log and the clinic's period report (section 60): a surgical clinic has them exactly as a cosmetic one does. For severe events the program reminds that the question of reporting to the Ministry of Health arises; the decision is made by a person, and the note that it was reported is written once.
The compliance checklist of a surgical clinic. A clinic in Israel that operates gets its own list of requirements with the statuses «done / in progress / not applicable» and a readiness percentage: registration of the clinic and a responsible doctor holding specialist status, an operating room with anesthesia, monitoring and resuscitation equipment, a specialist anesthesiologist for general and regional anesthesia, a recovery room with its nursing ratio, valid resuscitation training for doctors and nurses, the operations log and a report for every operation, implant tracking, the safe-surgery checklist, site marking, informed consent, reporting of adverse events to the Ministry of Health, and the advertising limits. The last item is the expiry of the professional liability policy, and it is marked optional: there is no Israeli rule that obliges a clinic to hold such a policy, and the program does not pass a reminder off as a requirement of law.
What the front desk does with this. By voice and from the phone the receptionist asks whether the protocol of a performed operation is written and which operations still owe one, how many operations there were in a period and how many of them carry no end time or no discharge time, and whether the pre-operative questionnaire is on file and not older than a year. The same person prints an EMPTY consent form in the patient's language and sends the patient a reminder that the paperwork is still open; the text of that reminder is written by the program itself and carries no medical detail. The content of the protocol, the rows of the journal and the answers of the questionnaire are not shown to the front desk, and signing for the patient or lifting a limit of the operation is not possible there.
The health questionnaire asks what the surgeon needs. The questionnaire has a pre-operative block: past thrombosis and pulmonary embolism, blood-thinning medication, severe reactions to anesthesia in the patient and in the family, malignant hyperthermia, height and weight, and the general condition class. The questionnaire is filled in before the operation and the patient signs it: an unsigned questionnaire does not count as one.
The answers reach the doctor before the operation, not after. The program reads the signed questionnaire and shows the surgeon the warnings that follow from it. It forbids nothing: past thrombosis does not cancel an operation — it changes the preparation, and the decision stays with the doctor. Height and weight become the body-mass index, and together with the condition class it feeds the limit check of section 62.
Consents. The clinic prints a ready informed-consent form for the specific operation, and with it the consent to anesthesia, to blood products and to photography. The form is printed in the patient's language. Three signed consents are the condition for starting the operation (section 61); a form opened in the file but left unsigned does not count.
Who may do what. The receptionist invites the patient to sign what is missing and prints blank forms. He neither sees nor edits the questionnaire itself: answers about health belong to the medical file, and he does not sign medical documents.
The anesthesia chart. Every operation opens a chart: the type of anesthesia, the patient's general condition class, the airway, drugs with dose and time, volumes given and lost, the series of measurements and the anesthesiologist's signature. Pulse and blood-oxygen saturation are watched continuously, breathing and blood pressure are recorded every five minutes; the program checks the series itself and says so when the gap between measurements is larger than allowed.
Who may give it. A doctor who is not an anesthesiologist may take the patient to moderate sedation at most; deep sedation and general anesthesia belong to an anesthesiologist. The chart always names two people: the responsible doctor with a valid advanced resuscitation certificate (pediatric for children) and a second specialist. If the type is sedation, the measurements and drugs are kept in the sedation log and are not entered a second time here: one anesthesia must not live in two logs.
Recovery and discharge by criteria, not "when he woke up". In the recovery room the staff record blood pressure, pulse, oxygen saturation, breathing rate, level of consciousness and pain. The program holds the minimum observation time with a timer running from arrival: half an hour when the patient goes back to the ward, an hour when he goes home with an escort and two hours if he came alone. Discharge follows six signs: blood-oxygen saturation, vital signs as before the operation, movement, preserved swallowing and coughing, no significant nausea or vomiting, and orientation in place and time. The doctor marks them, and without all six there is no discharge. The recovery discharge sheet is signed by the responsible doctor, and the discharge summary by two: the anesthesiologist and the surgeon; it carries the restrictions for the coming day and the emergency phone number.
Who may do what. The anesthesia chart and the recovery sheet are doctors' records: the receptionist neither writes nor reads them. The patient is told in advance that an adult must take him home and that he must not drive that day; that instruction itself stays in the discharge summary. A stay longer than twenty-four hours ends in a transfer to hospital — the program reminds of it and records the transfer.
Every implant is recorded by name. The record holds the category of the device, the manufacturer with address, the importer, the type and subtype, the size — volume, profile, projection, diameter — the serial number, the lot number, whether the device is reprocessed and whether it contains a medicinal component, the device's registration number in the state register, and the side. The label from the package can be attached as a photo, and the serial and lot numbers can be read with a barcode scanner. The side is printed as a full word, exactly as in the operation report.
Three places at once. The law requires the implant details to appear in the operation report, in the patient's file and in the clinic's own file. The program does it with one record: the details are added to the operation report and printed in it, they are visible in the patient's file, and they add up into the clinic's continuous implant register.
Plan and fact. Before the operation the doctor builds a plan — which sizes to prepare, spare ones included — from the catalog of manufacturers. After the operation the program shows the plan beside the fact: what was implanted, what was not needed and where the size differed from the plan.
Lot recall, the patient's card and the record that does not change. If a manufacturer recalls a lot, the clinic enters its number and gets the list: who carries that lot, when it was implanted and how to reach the person; the letters to those patients are prepared from the same place. The receptionist sees whom to call but not the clinical details — and the sheet says so plainly. The program prints the patient a card with the serial and lot numbers: Israeli law does not require such a card, it is good practice and a help to the patient himself in a recall. An implantation fact can be deleted only within forty-eight hours of the mistake; after that it is corrected by a new record referring to the old one.
If the patient asks to have his data erased. The implant record is not deleted, it is anonymized. What goes is the link to the patient's profile, the note on choosing and placing the device, the reason for the explantation, the explanation attached to a correction and the link to the photo of the label; the manufacturer, the type and the size of the device, the serial number, the lot number and the name of the surgeon who placed it stay — these are the details of the device and of the one who placed it, not information about a human being. That is what the row is kept for: when a manufacturer announces a recall, the clinic has to be able to answer how many devices of that lot it placed, what became of them and who placed them. So a search by lot number still finds the row, but there is no name and no telephone on it any more: the clinic sees that a device from the lot was placed, and sees that it cannot notify the person carrying it. The patient is told the same in the answer to his request: paid invoices, the statutory register of controlled medicines and the traceability record of implanted devices are kept only in anonymized form, to satisfy tax-retention duties and the duty to trace a device recall.
By voice in the operating room. The surgeon's hands are busy and the device label is right in front of him, so the implant is dictated aloud: "record the implant, 375 on the left, lot 4471", "compare the plan with what was placed", "who carries this lot", "how many implants did we place this year". The assistant records both the plan (which sizes to prepare, spare ones included) and the fact, marks a device that was taken out, reads the patient's implant card aloud and gives the clinic's yearly counts. The rows of the clinic register itself are never read out — they are other people's medical files: the assistant gives counts only, while the list belongs to the register window. The file for a period can also be PRINTED by voice — "the clinic's implant file for July": the sheet goes to the printer, and its rows are still never read aloud.
What the assistant asks again, and why. Both "mark the implant as explanted" and "delete the record" need a spoken confirmation: an explantation mark cannot be undone. If several of the patient's devices fit what was said, the program does not choose for you — it lists them and asks for the side ("left" or "right") or for the record number. The side and the category of the device are not guessed from the name of the operation either; the assistant asks. If the serial number or the lot number was not stated, the record is still saved, but the assistant says out loud what is missing from it for a future lot recall.
Who may do what. Recording a device and reading the patient's implant card are for the doctor and the assistant. A lot recall and the purchasing catalog are open to the front desk as well: calling patients and buying devices is organizational work. The front desk gets no clinical details in the answer, and the answer says plainly that they are hidden — that is not the same as "nothing was recorded". The assistant, the other way round, has no access to the lot recall: it mixes patients' telephones and addresses with purchasing.
On the phone. The More tab → the clinical tools of the open patient card → the tile "Implants". The screen only reads: one card per device — plan or placed, side, manufacturer, type, volume and profile, catalog number, serial number, lot number and the device registration number, the date and whether it was explanted; what is missing for a recall is written on the card itself. Devices are recorded by voice from the operating room and in the operation report window. If your role has no access to the medical record, the screen says exactly that — "your role has no access", not "could not be read": these are different things, and confusing them is most dangerous here.
Nine phrases. Say to the assistant: "print the operation report", "the safety checklist", "the anesthesia chart", "the recovery-room discharge", "the implant card for that record", "the pre-operative questionnaire", "the post-op leaflet", "the complication register for the year", "the clinic's implant file for July". On the computer the document goes straight to the printer; on the phone it opens in a new tab for the browser to print. The language of the document is chosen by the program itself, by the country of the clinic.
If no document number was named. The newest record of that patient is printed: the last operation report, the last checklist, the last anesthesia chart, the last recovery-room discharge. The post-op leaflet is taken from the LAST operation: a patient with a second stage or a revision is never handed the leaflets of the previous operation, and cancelled leaflets are not printed at all. The implant card is printed only by the record number from the patient's card — a person carries several devices, and "any of them" is not acceptable here.
The complication register. With no dates given, the last twelve months are printed. When dates are named, the start and the end of the period are counted by the clinic's time and not by the clock of the doctor's laptop — otherwise the last day would move by twenty-four hours for a clinic in another time zone.
Who prints what. The operation report, the safety checklist, the anesthesia chart, the recovery-room discharge, the implant card, the clinic's implant file for a period and the pre-operative questionnaire are documents of the medical record: only a staff member with access to the record prints them. The pre-operative questionnaire is not an empty form but the filled-in answers about illnesses, medicines and allergies, so it belongs in the same row. The front desk keeps the post-op leaflet and the complication register. If the server refuses, the assistant says "refused" — it never passes a refusal off as "there are no documents".
The implant card. It is a good practice of the clinic and a help to the patient in a recall, not a requirement of Israeli law: there is no national implant register in Israel and no duty to hand out such a card.
The specialty branch in the staff card. The credentials "specialist certificate" (תעודת מומחה) and "director general permit" (היתר מנכ"ל) carry a field "Recognized specialty branch" — a choice from the closed list of branches recognized in Israel (Physicians Regulations (Approval of Specialist Title and Examinations), 1973). The first entry of the list is "— not selected —": the window used to offer "plastic surgery" silently, and an inattentive save gave the doctor the widest rights.
A title outside the list is not accepted. "Specialist in aesthetic medicine", "specialist in aesthetic surgery" and similar names do not exist as recognized titles — this is a requirement of the Physicians Ordinance, not strictness of the program. Old staff cards can still be edited: the ban only fires on a new value.
What is printed on the consent form. If the operating doctor is not a specialist of the branch the operation belongs to, a visible block appears on the printed consent in one of two forms: "operates under a permit of the director general of the Ministry of Health, number …" or "is not a specialist of this branch; the patient was informed before signing". The block is printed on the program's own check — on the credentials in the staff card — and not because somebody typed a permit number into the form.
The front desk and the voice. The front desk may fill in the consent, but it has to name the operating doctor explicitly: otherwise the line "Operating doctor" stays empty — the program never passes a receptionist off as a surgeon. The specialty branch, the name of the operating doctor and the permit number are not dictated by voice: they are typed in the window while looking at the document.
Four leaflets. For every operation the program prepares four written leaflets. Fourteen days before — the tests, documents and images, the list of medicines taken, what must never be stopped on one's own, giving up smoking and arranging an ADULT escort. The day before — fasting, only the medicines the anesthetist allowed, the antibiotic if prescribed. The first day after the operation — the anesthetic drugs keep working for at least twenty-four hours, an adult stays nearby, no driving, the clinic's telephone and a plain instruction to call the emergency service if life is in danger. The seventh day — the wound, the suture and the removal of stitches.
How they reach the patient. The leaflet goes by email when its day comes. If there is no email address, a short message with a link to the patient portal is sent instead. The same leaflet is never sent more often than once in ten minutes, so an accidental repeat never reaches the patient. If the person has neither email nor telephone, the program does not stamp it as delivered — instead the plan shows that the sheet has to be printed and handed over. The sheet is printed by voice: "print the post-op leaflet".
The patient confirms that he read it. In the patient portal the leaflet appears on its day with a confirmation button next to it. That pressed button is the proof of a written explanation when a complaint "nobody told me this" is examined. Before its day the portal does not show the leaflet, and it cannot be confirmed early.
The post-op leaflet is sent only if the operation took place. Until the team has marked the stages in the operating room, the letter "your operation took place…" does not go out. On a cancellation or a postponement the patient gets no letter about an operation that never happened, and the preparation leaflet is issued again for the new date.
Five conditions. Before the date of the operation is confirmed, the program checks five things: all three consents are signed (the operation, the anesthesia, blood products); the health questionnaire is not older than a year; the laboratory tests are there; there is an image or a "before" photograph; the allergy information is in the record.
The allergy answer has to say something. The item is closed by "no allergies" or by "yes, this one". An answer "yes" without saying which leaves the item open: this is not pedantry — it is exactly the line that is read before the anesthesia.
While the conditions are open. The date of the operation is not confirmed, and the program names what exactly is missing. In an urgent case the date is confirmed by the clinic owner or by a doctor, who states the reason in writing; the note stays in the record together with the list of open items. The front desk does not take that decision.
The chain of dates. As soon as the date of the operation is confirmed, the program builds the chain of follow-up: the anesthetist's assessment before the operation, the removal of stitches, and the controls at one, three, six and twelve months. If the operation is moved, the dates that have not come yet move with it.
Booking a control. The patient is booked with an ordinary appointment in the schedule. When a plan item is linked to an appointment, the program checks that the appointment belongs to the same patient and stands in a sensible window around the due date: someone else's appointment, or one in another year, is refused. All of it is gathered in one window, “Perioperative care”: the leaflets of the patient with their dates and marks, the chain of control visits, the call list of everybody who did not come — for the whole clinic — and what is still open before the date of the operation may be confirmed. The window opens from the clinical tools; there the front desk also marks that a leaflet was handed over on paper, prints it, records how a call ended and rebuilds the plan after the operation was moved. The same window opens from the patient card as well — the button “Perioperative care” next to the surgical safety checklist — and then the patient is already chosen, so nobody is looked up a second time and no namesake is picked out of the list. By voice it is enough to name the patient: the window opens on his plan, while the call list of everybody who did not come stays for the whole clinic. On the phone the same marks are made on the perioperative screen of the patient card.
Who did not come. An item whose date has passed while there is no appointment, or the patient did not attend, lands in the call list; the call is marked as no answer, will call back, refused, or booked. Only the staff who keep the medical record — the clinic owner, a doctor or a clinical assistant — may take a control off the plan, and only with a reason: "no more follow-up is needed" is a medical judgment, not an organizational note, and the front desk cannot make it.
What it is. A separate window with the grid of operating rooms for a day or a week: the rooms, the surgeons' block time and the planned operations with their teams. It opens from the clinic's clinical tools and by voice.
Who sets up operating rooms and limits. Operating rooms are created in the same window: a name, whether general anesthesia is allowed there and the highest category of operations. The conditions of registration — general anesthesia in an operating room, the category of operations and the permitted length of anesthesia — are recorded by the clinic owner or a doctor; the front desk creates operating rooms and takes them out of use. Until the limits are recorded the program honestly warns that there is nothing to check them against. An operation cannot be planned into the past, and it is marked as done only after it has ended.
Who does what. The front desk puts an operation into the plan, moves it, changes the room, the time and the team, cancels it and prints the day sheet. The name of the operation, its code and the notes belong to the clinical record: the front desk neither sees them nor edits them.
What the program always checks. A room, a surgeon or an anesthetist already busy: two operations in one room, or one doctor in two rooms at the same hour, cannot be planned. Operations standing back to back are not a clash.
Anesthesia. General anesthesia without an anesthetist is not put into the plan. If an anesthetist is named but his certificate of specialty is not recorded, the case is planned with a warning. A room that is not set up for general anesthesia will not take it.
The limits of the clinic. For clinics in Israel the program checks the plan against the five hours of general anesthesia and the ban on major surgery outside a hospital, and also against the limits the clinic itself is registered for: the permitted length of anesthesia and the category of operations. If the room is built for less, the stricter of the two applies. Outside Israel these rules do not apply, while the check for a busy room or doctor works everywhere.
The recovery room. One nurse to three patients; the count runs over the whole day, not over a single operation. Exceeding it is shown as a warning above the grid: it does not forbid the operation, it says that the shift needs one more person.
The surgeon's block time. A surgeon can be given block time in a room. A case outside the block is planned but marked with a warning, and so is a case that half sticks out of the block.
Cancelling. A cancellation needs a reason. The line does not disappear from the day: it stays visible with its reason, while the hour is freed for another operation.
Printing. The button prints the day sheet: rooms, times, patients, teams and the warnings of the day. The front desk copy carries no column with the name of the operation.
By voice. The grid can be worked without opening the window: what is standing tomorrow in operating room one, who operates on Thursday, book Cohen for Thursday at nine in operating room one under general anesthesia, move it to Friday, confirm the operation, cancel the operation. Cancelling asks for a spoken confirmation and requires a reason. Refusals are said by name: the operating room, the surgeon or the anesthetist is busy, general anesthesia without an anesthetist, an operating room not registered for that anesthesia, over the limits of the clinic registration, the readiness of the patient still open - with the list of what exactly is missing. The name of the operation and the notes are never dictated by voice. The day sheet is printed by the same spoken print command.
On the phone. The clinical tools of the mobile cabinet carry the tile Operating room schedule: a day or a week, the recovery-room warning above the list and a button that prints the day sheet. The tile shows only - booking, moving, confirming and cancelling are done by voice or on the clinic computer.
For the patient on the telephone. The telephone secretary answers when is my operation only after the date of birth has been checked: the day, the hour and whether the date is confirmed. What is operated, who operates and in which operating room are not said on the telephone, and an operation cannot be moved, confirmed or cancelled by a call.
When you step away from the computer, the app locks the screen: a window with a padlock covers everything, and you type your code to get back to work. At that moment Windows shows a short notice, “Clinic locked”, and once you are back and have typed the code, “Clinic unlocked”. These notices are always silent: the app never chimes and never disturbs the room next door.
While the screen is locked, a small padlock sits on the app button in the taskbar, so you can tell the clinic is closed even when the window is minimized. If you happen to be working in another program, the button blinks gently three times and stops — the app calls you once, it does not flash forever. When the clinic is already in front of you, the notice does not pop up at all; it goes quietly into the Windows notification center.
Try to close the app from the taskbar or with Alt+F4 while the screen is locked and it asks whether you want to quit. “Yes” really does close the app; “No” minimizes the window and the lock stays on. This is not a way around the code: closing the app does not open the clinic.
An icon for your assistant appears next to the clock. Hover over it to see how many messages you have not looked at yet; the right mouse button offers “Open the clinic”, which brings the minimized window back.
Settings holds a card called “Notifications from your assistant”. The switch “Let the assistant notify me on this computer” turns these notifications on and off entirely. The second one — “Show what the notification is about” — is off by default: while it is off, the screen shows only “You have a new message”, with no reason given. When you turn it on, the app warns you once that the reason will be readable by anyone standing near the screen.
One small mercy: the code the app asks for right after it starts comes with no notification — you have just opened the app yourself, so there is nothing to announce.
The same messages from your assistant can reach your phone through the cabinet you open from the mobile link (section 10). On the phone open Settings, find the card “Notifications on this phone” and turn on “Send me the secretary's notifications”: the browser asks for permission once, and after that messages arrive even when the cabinet is closed.
The second switch — “Show what the notification is about” — becomes available only after the first one and is turned on through a separate warning. While it is off, the phone receives a plain “There is a message from the secretary”.
Sound and vibration belong to the phone, not to us: if notices arrive in silence, check the phone's notification settings for the browser or for the cabinet. On most Android phones a number appears on the cabinet icon — how many messages you have not looked at; some phone shells do not show that number, which is up to the phone.
The iPhone and the iPad have one condition: notifications work only if the cabinet has been added to the Home screen (Share button → “Add to Home Screen”), and only on iOS 16.4 or newer. Otherwise Apple does not let a web app send notifications at all.
Notifications belong to the phone and browser where you switched them on: on another phone you turn them on separately. To stop them, use the same switch, or block notifications in the phone's own settings.
In the cabinet on your phone (section 10) open Settings and find the block “My sign-in key (fingerprint / face / device key)”. Tap “Add key” — the phone itself asks for whatever protects it: a fingerprint, your face or the device code. Give the key a name you will recognize (“my phone”) and it appears in the list.
Your fingerprint and the picture of your face stay inside the phone and never reach us: the phone merely confirms to the app that it really is you.
Only someone who already has a personal code (section 42) can add a key. The code never goes away and stays the fallback: a finger that will not read, a flat battery, someone else's device — you type the code, exactly as before.
From then on the cabinet behaves like this: when the screen locks after a pause, the curtain shows a button, “Unlock with fingerprint / Face ID”. If several people share one tablet, the button carries a name — “Continue as Anna” — and Anna's finger switches the cabinet to her, with her own rights, exactly as if she had typed her code. Who opened which patient card is still recorded.
A separate switch, “Also sign in to the cabinet with this key”, allows entry from a blank screen — no code, no link. It is off by default and can only be turned on by confirming the code: lifting the curtain and signing in from scratch differ in how much they are worth to a stranger. Deleting a key is confirmed with the code as well, while switching key sign-in off needs no code — that only reduces your own rights.