Settings and Configuration

SETTINGS_CONFIGURATION.md

Settings and Configuration

Complete guide to configuring MyClinicSoft for your clinic's specific needs.

Overview

The Settings page provides comprehensive configuration options for:

  • Clinic Information
  • User Preferences
  • System Settings
  • Integration Configuration
  • Notification Settings
  • Security Settings
  • Backup Configuration

Access: Navigate to Settings from the sidebar (Admin access required for most settings)

General Settings

Clinic Information

Location: Settings → General → Clinic Information

Configure your clinic's basic information:

Clinic Details:

  • Clinic Name* (required)

    • Example: "Smith Family Medical Center"
    • Appears on: Invoices, prescriptions, documents, emails

  • Clinic Registration Number

    • Business/DTI registration number
    • For official documents

  • Tax ID/TIN

    • Tax Identification Number
    • For billing and invoices

Contact Information:

  • Phone Number* (required)

    • Primary contact number
    • Format: +639171234567

  • Email Address* (required)

    • Primary email for notifications
    • Used as reply-to in emails

  • Website

  • Address

    • Street Address*
    • City*
    • Province/State*
    • Postal Code
    • Country*

Operating Hours:

Set hours for each day:

  • Monday: 8:00 AM - 5:00 PM
  • Tuesday: 8:00 AM - 5:00 PM
  • Wednesday: 8:00 AM - 5:00 PM
  • Thursday: 8:00 AM - 5:00 PM
  • Friday: 8:00 AM - 5:00 PM
  • Saturday: 9:00 AM - 12:00 PM
  • Sunday: Closed

Lunch Break:

  • Start: 12:00 PM
  • End: 1:00 PM
  • Apply to all days (yes/no)

Holidays:

  • Add clinic holidays
  • Date range
  • Reason (New Year, Christmas, etc.)
  • Recurring (yes/no)

Branding

Logo:

  • Upload clinic logo
  • Recommended: 300x100 pixels, PNG with transparent background
  • Appears on: Headers, invoices, prescriptions, emails

Colors:

  • Primary Color: Brand color for buttons and highlights
  • Secondary Color: Accent color
  • Preview before saving

Letterhead:

  • Upload letterhead template for official documents
  • Format: PDF or Image
  • Used for: Medical certificates, official letters

Appointment Settings

Location: Settings → Appointments

Scheduling Configuration

Default Settings:

  • Default Appointment Duration

    • 15, 30, 45, 60 minutes
    • Default: 30 minutes

  • Appointment Interval

    • Time between appointments
    • Default: Same as duration

  • Buffer Time

    • Extra time between appointments
    • Default: 0 minutes
    • Recommendation: 5-10 minutes

  • Booking Window

    • How far in advance patients can book
    • Example: 30 days, 60 days, 90 days
    • Default: 30 days

  • Same Day Booking

    • Allow/disallow same-day appointments
    • If allowed, cutoff time (e.g., 2 hours before)

Appointment Types:

  • Add custom appointment types
  • Set duration for each type
  • Set pricing for each type
  • Examples:
    • New Patient Consultation (60 min)
    • Follow-up Visit (30 min)
    • Procedure (45 min)
    • Emergency (15 min)

Public Booking

Enable Public Booking: Yes/No

Public Booking Settings:

  • Require Approval

    • Yes: Staff must approve bookings
    • No: Auto-confirm bookings

  • Show Doctor Photos: Yes/No

  • Show Doctor Credentials: Yes/No

  • Show Available Slots: Yes/No

  • Allow Doctor Selection: Yes/No (or auto-assign)

Required Fields:

  • ☑ Name
  • ☑ Phone
  • ☑ Email
  • ☐ Date of Birth
  • ☐ Address
  • ☑ Reason for Visit

Booking Confirmation:

  • Send email confirmation
  • Send SMS confirmation
  • Redirect to confirmation page

Reminders

Appointment Reminders:

First Reminder:

  • Enable: ☑ Yes
  • Timing: 24 hours before
  • Method: SMS + Email
  • Template: Customize message

Second Reminder:

  • Enable: ☑ Yes
  • Timing: 2 hours before
  • Method: SMS only
  • Template: Customize message

Cancellation Reminders:

  • Notify patient of cancellation
  • Offer to reschedule
  • Method: SMS + Email

No-Show Policies

No-Show Settings:

  • Grace Period: 15 minutes (patient late = no-show)
  • Tracking: Enable no-show tracking

Automated Actions:

  • After 1 no-show: Send reminder about importance of appointments
  • After 3 no-shows: Flag patient, send warning
  • After 5 no-shows: Require deposit for future appointments

Deposit Requirement:

  • Enable: Yes/No
  • Amount: Fixed amount or percentage
  • Refund policy: Full refund if attended

Clinical Settings

Location: Settings → Clinical

Visit Documentation

Default Templates:

  • Select default template for new visits
  • Create custom templates by specialty
  • Set required fields

Required Fields:

  • ☑ Chief Complaint
  • ☑ Vital Signs
  • ☐ History of Present Illness
  • ☐ Physical Examination
  • ☑ Assessment
  • ☑ Plan

Diagnosis:

  • Enable ICD-10 coding: ☑ Yes
  • Require diagnosis code: Yes/No
  • Allow custom diagnoses: Yes/No (with approval)

Clinical Notes:

  • Auto-save frequency: Every 2 minutes
  • Enable voice-to-text: Yes/No
  • Enable clinical templates: Yes/No

Prescriptions

E-Prescription Settings:

General:

  • Enable e-prescriptions: ☑ Yes
  • Require doctor digital signature: ☑ Yes
  • Check drug interactions: ☑ Yes
  • Warn on allergy conflicts: ☑ Yes

Controlled Substances:

  • Enable special logging: ☑ Yes
  • Require dual authorization: Yes/No
  • Electronic submission to authorities: Yes/No

Prescription Format:

  • Include clinic logo: ☑ Yes
  • Include doctor credentials: ☑ Yes
  • Include patient photo: ☐ No
  • Include QR code for verification: ☑ Yes

Default Instructions:

  • Add common dosing instructions
  • Examples:
    • "Take with food"
    • "Take on empty stomach"
    • "Do not crush or chew"
    • "Complete full course"

Lab Results

Lab Integration:

  • Enable third-party lab integration: Yes/No
  • API endpoint: (if applicable)
  • API key: (if applicable)

Result Notification:

  • Notify doctor when results available: ☑ Yes
  • Auto-notify patient: After doctor review/Immediately
  • Notification method: SMS + Email

Critical Results:

  • Define critical value ranges
  • Immediate notification for critical results
  • Escalation process

Billing Settings

Location: Settings → Billing

Invoice Configuration

Invoice Settings:

  • Invoice Prefix: INV-
  • Starting Number: 0001
  • Number Format: INV-YYYY-XXXX
  • Reset Annually: Yes/No

Payment Terms:

  • Default terms: Due upon receipt
  • Custom terms: 15 days, 30 days, etc.
  • Late fee: Fixed amount or percentage

Currency:

  • Currency: PHP (₱) / USD ($) / EUR (€)
  • Display format: ₱1,234.56
  • Decimal places: 2

Tax Settings:

  • Enable tax: Yes/No
  • Tax rate: 12% (VAT)
  • Tax label: "VAT"
  • Inclusive or exclusive pricing

Payment Methods

Accepted Payment Methods:

  • ☑ Cash
  • ☑ Credit/Debit Card
  • ☑ Bank Transfer
  • ☑ Check
  • ☑ Insurance
  • ☐ PayPal
  • ☐ GCash (Philippines)
  • ☐ PayMaya (Philippines)

Payment Gateway:

  • Enable online payments: Yes/No
  • Provider: Stripe, PayPal, PayMongo, etc.
  • API keys: (configure separately)
  • Transaction fee: Who pays?

Insurance

Insurance Settings:

  • Enable insurance billing: Yes/No
  • Accepted insurance providers: (add list)
  • Require pre-authorization: Yes/No
  • Claim submission method: Electronic/Manual

Inventory Settings

Location: Settings → Inventory

Stock Management

General Settings:

  • Enable inventory module: ☑ Yes
  • Allow negative stock: ☐ No
  • Reorder level threshold: 20% of optimal level
  • Expiration alert days: 30 days

Valuation Method:

  • FIFO (First In, First Out) - Recommended
  • LIFO (Last In, First Out)
  • Average Cost
  • Specific Identification

Stock Adjustments:

  • Require approval for adjustments: Yes/No
  • Approval threshold: Adjustments > ₱1,000
  • Dual authorization required: Yes/No

Suppliers

Supplier Management:

  • Add default suppliers
  • Set preferred suppliers per item
  • Track supplier performance

Purchase Orders:

  • PO prefix: PO-
  • Require approval: Yes/No
  • Approval threshold: >₱10,000
  • Auto-email to supplier: Yes/No

Reordering

Auto-Reorder:

  • Enable automatic reordering: Yes/No
  • Check frequency: Daily
  • Create draft PO or send immediately: Draft
  • Notify admin: Yes

Reorder Calculation:

  • Based on: Average consumption
  • Look-back period: 30 days
  • Safety stock: 25% extra
  • Supplier lead time: 7 days

Notification Settings

Location: Settings → Notifications

SMS Configuration

Twilio Settings:

  • Account SID: (from .env.local)
  • Auth Token: (from .env.local)
  • Phone Number: (from .env.local)
  • Enable SMS: ☑ Yes

SMS Settings:

  • Character limit: 160 (single SMS)
  • Long message handling: Split/Truncate
  • Delivery reports: Enable
  • Retry failed: Yes (3 attempts)

Email Configuration

SMTP Settings:

  • Host: (from .env.local)
  • Port: (from .env.local)
  • Username: (from .env.local)
  • Password: (from .env.local)
  • From email: (from .env.local)
  • From name: Clinic name

Email Settings:

  • Send HTML emails: ☑ Yes
  • Include plain text version: ☑ Yes
  • Track email opens: Yes/No
  • Enable unsubscribe link: ☑ Yes

Notification Preferences

Enable/Disable Each Type:

Appointments:

  • ☑ Appointment confirmation
  • ☑ Appointment reminder (24h)
  • ☑ Appointment reminder (2h)
  • ☑ Appointment cancelled
  • ☑ Appointment rescheduled

Clinical:

  • ☑ Lab results ready
  • ☑ Prescription ready
  • ☐ Prescription refill reminder

Billing:

  • ☑ Payment received
  • ☑ Payment reminder
  • ☐ Invoice generated

General:

  • ☑ Birthday greetings
  • ☐ Health reminders
  • ☐ Vaccination reminders

For Each Notification:

  • Method: SMS, Email, or Both
  • Timing: When to send
  • Template: Customize message

Queue Settings

Location: Settings → Queue

Queue Configuration

General:

  • Enable queue system: ☑ Yes
  • Auto-check-in from appointments: ☑ Yes
  • Grace period before auto-check-in: 15 minutes
  • Auto-remove after X calls: 3

Queue Display:

  • Display format: Full name/First name/Queue number
  • Show estimated wait time: ☑ Yes
  • Show queue position: ☑ Yes
  • Auto-refresh interval: 10 seconds

QR Code Check-in:

  • Enable QR code check-in: ☑ Yes
  • QR code expiration: 24 hours
  • Include in appointment confirmation: ☑ Yes

Document Settings

Location: Settings → Documents

Document Management

Storage:

  • Provider: Cloudinary
  • Configure: (links to Cloudinary setup)

Upload Settings:

  • Max file size (documents): 10 MB
  • Max file size (images): 5 MB
  • Allowed file types:
    • ☑ PDF
    • ☑ DOC/DOCX
    • ☑ JPG/PNG
    • ☑ XLS/XLSX
    • ☐ Other (specify)

Document Privacy:

  • Default visibility: Private
  • URL expiration time: 1 hour
  • Require authentication to view: ☑ Yes

Categories:

  • Define document categories
  • Add custom categories
  • Set category-specific settings

Security Settings

Location: Settings → Security

Authentication

Password Policy:

  • Minimum length: 8 characters
  • Require uppercase: ☑ Yes
  • Require lowercase: ☑ Yes
  • Require numbers: ☑ Yes
  • Require special characters: ☑ Yes
  • Password expiration: 90 days
  • Remember last passwords: 5

Session Management:

  • Session timeout: 60 minutes of inactivity
  • Allow multiple sessions: No
  • Require re-authentication for sensitive actions: Yes

Two-Factor Authentication:

  • Enable 2FA: Optional/Required/Disabled
  • Methods: SMS, Email, Authenticator App

Access Control

User Permissions:

  • Configure role-based permissions
  • Define custom roles
  • Set resource-level permissions

IP Restrictions:

  • Enable IP whitelisting: Yes/No
  • Allowed IP addresses: (list)
  • Block suspicious IPs: ☑ Yes

Audit Logging:

  • Enable audit logs: ☑ Yes
  • Log level: All/Important actions only
  • Retention period: 365 days
  • Alert on suspicious activity: ☑ Yes

Data Privacy

Compliance:

  • PH DPA compliance mode: ☑ Enabled
  • GDPR compliance mode: ☐ Enabled
  • HIPAA compliance mode: ☐ Enabled

Data Retention:

  • Patient records: Indefinite
  • Deleted records: 30 days before permanent deletion
  • Audit logs: 2 years
  • Session logs: 90 days

Data Export:

  • Allow patient data export: ☑ Yes
  • Export format: PDF, CSV
  • Include audit trail: Yes

Backup Settings

Location: Settings → Backup

Automated Backups

Database Backups:

  • Enable auto-backup: ☑ Yes
  • Frequency: Daily
  • Time: 2:00 AM
  • Retention: Keep last 30 days

Backup Location:

  • Local storage
  • Cloud storage (AWS S3, Google Cloud)
  • Email backup file: Yes (for small databases)

What to Backup:

  • ☑ Patient records
  • ☑ Appointments
  • ☑ Clinical notes
  • ☑ Invoices
  • ☑ Inventory
  • ☑ User data
  • ☐ Audit logs (large file)

Manual Backup

On-Demand Backup:

  • Click "Backup Now" for immediate backup
  • Download backup file
  • Store securely

Restore:

  • Upload backup file
  • Select restore point
  • Confirm restoration

Integration Settings

Location: Settings → Integrations

Third-Party Integrations

Laboratory Systems:

  • Enable lab integration: Yes/No
  • Lab system: (select provider)
  • API endpoint
  • API key
  • Test connection

Imaging Systems:

  • Enable imaging integration: Yes/No
  • PACS integration: Yes/No
  • Configuration: (specific to system)

Pharmacy Systems:

  • Enable pharmacy integration: Yes/No
  • E-prescription submission: Yes/No
  • Real-time inventory sync: Yes/No

Accounting Software:

  • Enable accounting sync: Yes/No
  • Provider: QuickBooks, Xero, etc.
  • Sync frequency: Daily
  • What to sync: Invoices, payments

API Configuration

API Access:

  • Enable API: Yes/No
  • Generate API key
  • API documentation: Link to docs
  • Rate limiting: 1000 requests/hour

Advanced Settings

Location: Settings → Advanced

System Configuration

Performance:

  • Enable caching: ☑ Yes
  • Cache duration: 1 hour
  • Enable compression: ☑ Yes

Maintenance Mode:

  • Enable maintenance mode: ☐ No
  • Display message: "System under maintenance"
  • Allowed IPs: (admin IPs only)

Debug Mode:

  • Enable debug mode: ☐ No (only for development)
  • Log level: Error/Warning/Info/Debug
  • Display errors: No (in production)

Customization

Date and Time:

  • Timezone: Asia/Manila
  • Date format: MM/DD/YYYY
  • Time format: 12-hour / 24-hour

Language:

  • Default language: English
  • Available languages: English, Filipino
  • Allow user language selection: Yes

Measurements:

  • Temperature: Celsius / Fahrenheit
  • Weight: Kilograms / Pounds
  • Height: Centimeters / Inches

Saving Settings

Important:

  • Click "Save Changes" at bottom of each section
  • Changes take effect immediately (except some requiring restart)
  • Settings are logged in audit trail
  • Only admins can change most settings

Backing Up Settings

Export Settings:

  • Settings → Advanced → Export Configuration
  • Saves all settings to JSON file
  • Use to replicate settings in another installation
  • Store securely

Import Settings:

  • Settings → Advanced → Import Configuration
  • Upload saved settings file
  • Review changes before applying
  • Confirm import

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