Clinifyd

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Training

For whoever is bringing somebody new up to speed. Written as sessions you can run, with checks that prove the person can actually do the job rather than nodded along.

Use a training practice, not the live one. If you do not have one, ask before running any exercise here — several of them create records that cannot be deleted.

Before they arrive

  • Login created, with the right role
  • Practice code written down for them
  • A device they will actually work on
  • This handbook, opened at Getting started

Session 1 — Finding your way (30 minutes, everybody)

Teach

  1. Signing in: practice code, email, password.
  2. Adding a passkey. Do it now, on the device they will use.
  3. The left bar, and why theirs is shorter than yours.
  4. The dashboard, and Customise — have them switch off three cards they will never use.
  5. Profile → Diary. Set the clock format and day start to suit them.

They can do this when they can

  • Sign in with a passkey, nothing typed
  • Name what each entry in their left bar is for
  • Change what their dashboard shows and change it back

Session 2 — The diary (45 minutes, front desk and practitioners)

Teach

  1. Reading the grid: columns, closed time, the red line.
  2. Book an appointment.
  3. Move one. Extend one by dragging its bottom edge.
  4. The seven states, and that Arrived is the one that matters most.
  5. Try to double-book somebody, on purpose. Watch it refuse. Read the message.
  6. Try to book into closed time. Watch that refuse too.
  7. Diary notes — the coloured strips. Not appointments, never in the numbers.

Exercises

  • Book three people into one practitioner's morning.
  • Move the middle one to the afternoon.
  • Extend the first from 30 to 45 minutes.
  • Attempt to extend it over the next patient. Explain what happened and why.

They can do this when they can

  • Book, move, extend and cancel without help
  • Explain the difference between Cancelled and Did not attend
  • Explain why the software refused each of the two refusals above

Session 3 — People (30 minutes, front desk and practitioners)

Teach

  1. Search before creating. Always. Duplicates are expensive to fix and cannot be undone once merged.
  2. Creating a record: name, mobile, date of birth, funding type, referrer.
  3. Alerts — what belongs in one, and that it shows in amber on the booking.
  4. Archive versus delete.

Exercises

  • Create a record and book them in.
  • Add an alert and find where it appears.
  • Archive a record, then find it again.

They can do this when they can

  • Create a person correctly, funding type included
  • Say what happens to appointments and invoices when a record is archived

Session 4 — Notes (45 minutes, practitioners)

Teach

  1. Writing against a template.
  2. Draft versus signed, and that signing is permanent.
  3. Amendments.
  4. Cases — one episode of care, and when to open a second.
  5. Uncompleted notes on the dashboard.

Exercises

  • Write a note, leave it as a draft, come back and finish it.
  • Sign it. Try to edit it. Add an amendment instead.
  • Open a case and attach a note to it.

They can do this when they can

  • Explain why a signed note cannot be edited
  • Add an amendment
  • Say when a second case is right rather than one long one

Session 5 — Money (60 minutes, front desk and accounts)

Teach

  1. Draft → issued → paid.
  2. That the draft stage is the only free stage.
  3. Issuing, and what becomes fixed.
  4. Taking a payment, recording the method, and why method matters at five o'clock.
  5. Credit note versus void versus refund.
  6. Discounts from the catalogue rather than typed.
  7. Money in today and reconciling.

Exercises

  • Raise a draft, add a second line, issue it, take a part payment.
  • Correct an issued invoice with a credit note.
  • Apply a catalogue discount and find it in the Discounts report.

They can do this when they can

  • Take a payment start to finish
  • Choose correctly between credit note, void and refund, and say why
  • Reconcile Money in today against a drawer and a terminal

Session 6 — Claims (45 minutes, accounts and front desk)

Teach

  1. Splitting an invoice between patient and funder.
  2. That lodgement happens on the terminal; this records it.
  3. The states, and the dashboard queue in order of urgency.
  4. Responding with what was approved and paid.
  5. Pasting a remittance.

Exercises

  • Split an invoice, prepare and submit a claim, respond as part approved.
  • Explain what "nothing lodged yet" means and why it is at the top.

They can do this when they can

  • Work the claims queue in the right order
  • Record a short payment with its reason code

Session 7 — Running it (60 minutes, owners and managers)

Teach

  1. Permissions: roles, locks, least privilege, and that changing a role signs the person out.
  2. The Security Centre, and the quarterly check.
  3. The weekly scorecard — switching it on, who gets it, why not everybody.
  4. Reports worth reading monthly.
  5. The activity log.

Exercises

  • Grant a permission, then take it back. Watch the person get signed out.
  • Try to reduce owner access. Explain what happened.
  • Run the quarterly security check.

They can do this when they can

  • Set up a new staff member end to end
  • Explain a locked permission to somebody who asked for it
  • Say which report answers "are we getting paid for what we do"

First week checklist

Day 1 — Sessions 1 and 2. Shadow somebody. Day 2 — Session 3. Book real appointments with somebody watching. Day 3 — Session 4 or 5, depending on the role. Day 4 — Work normally. Someone nearby. Day 5 — Work normally. Run the competency checks for their role.

The five mistakes new people actually make

  1. Creating a duplicate person instead of searching first. Expensive, and merging cannot be undone.
  2. Marking a no-show as Cancelled. Different events, different reports, different conversation about fees.
  3. Issuing an invoice too early, then wanting to edit it. Check the draft.
  4. Signing a note that is not finished. An unsigned draft is fine. A signed wrong one needs an amendment forever.
  5. Forgetting to mark Arrived. Half the reports read it, and the practitioner's screen does too.

Teach these five explicitly. They are cheaper to prevent than to explain.