GoCliniq On-boarding Guide

A practical setup and daily-use guide for clinic teams.

1. Complete Today

Complete these steps before actively using GoCliniq for appointments and billing.

1.1 Secure Staff Access

Navigation: Settings → Access & Security

• Staff sign in using the clinic staff mobile number and a PIN.

• The default PIN is the first four digits of the doctor’s mobile number. Change it before sharing access.

• Share the login ID and PIN only with authorised staff.

• Change the PIN whenever a staff member leaves or access may be compromised.

• Update the clinic mobile number here whenever it changes. This number is used as the login ID and may be used for future OTP verification.

1.2 Configure Clinic Operations

Navigation: Settings → Clinic Operations

• Consultation validity: Set the number of days for a fee-free follow-up. Clinics commonly use 7–10 days. Enter 0 if this policy does not apply.

• Slot duration: Set the default patient-booking slot between 5 and 120 minutes. A 15-minute slot is common. Staff can still create appointments of any duration.

• Consultation fee: Enter the consultation fee in INR.

• UPI ID: Enter the clinic’s UPI ID for billing.

• Invoice prefix: Use 2–8 letters that identify the clinic or doctor. Example: Dr Pragya’s Skin Clinic may use “DPSC”.

• Secondary doctors: Add the name, specialization and mobile number of assisting doctors. Secondary doctors are visible only to clinic administrators and can be assigned to appointments. Leave blank if not applicable.

1.3 Set Clinic Timings

Navigation: Availability → Edit Hours

1. Enter the actual hours when the doctor is available at the clinic.

2. Select Save Changes.

3. Verify that the correct slots appear on the patient booking page.

• Use + Add Holiday/Leave for a full-day closure or leave.

• Use + Mark Slot Busy to block a few hours for surgery, emergencies or other commitments.

1.4 Print the Booking QR

Navigation: Admin Console → Print QR

1. Select Print QR in the top-right corner of the Admin Console.

2. Use the small arrow to choose a header color that matches the clinic brand. The default is GoCliniq blue.

3. Print and place the QR code at the reception or billing desk.

4. Ask walk-in patients to scan the QR and self-book. Their appointment appears automatically in the Admin Console.

1.5 Add the Booking Link to Google

Your clinic booking URL follows this format: https://gocliniq.in/doctor/clinic-name

Get your booking URL from Admin Console → Share → Google Maps.

1. Open the clinic’s Google Business Profile on Google map or go to business.google.com

2. Select Edit profile.

3. Paste the GoCliniq link under Website or Appointment.

4. Select Save.

2. Complete Over the Next Few Days

2.1 Build the Billing Catalog

Navigation: Settings → Advanced

Add the clinic’s commonly used billing items under:

• Procedures

• Pharmacy

• Investigations

2.2 Configure Immunization

For clinics that manage childhood immunization:

• Select an immunization reference plan.

• Add clinic-specific vaccines or protocol changes where required.

• Available reference plans include the Government of India Universal Immunization Program (UIP) and the Indian Academy of Pediatrics (IAP) schedule.

3. Appointment Tile Actions

Most daily actions can be completed directly from the appointment tile.

Action	Purpose	What it does
	Follow-up	Schedule the patient’s next follow-up appointment.
	Bill	Create an invoice for the patient.
	WhatsApp	Send a message using the WhatsApp account logged in on the device.
	Edit	Change the appointment time or other details.
	Cancel	Cancel the appointment and release the slot.
	Google review	Nominate the patient for a Google review. GoCliniq sends the review request using the clinic’s review URL.
	Fee due	The consultation fee is due today.
	Validity period	The patient is returning within the clinic’s consultation-validity period; the consultation fee does not apply.
	Done	Mark the appointment as completed. The status indicator turns green.
	No-show	Mark the patient as a no-show. The status indicator turns red.

4. Daily Staff Routine

4.1 Morning

• Open today’s appointments.

• Send reminders to upcoming patients using the WhatsApp button on each appointment tile.

• Use the pre-filled message templates, or save frequently used clinic templates for quick reuse.

Figure 1 Pre-filled WhatsApp message template

4.2 During Clinic Hours

• Ask walk-in patients without an appointment to scan the booking QR and self-book.

• Create the invoice using ₹ Bill.

• Keep the payment status as Pending until payment is received.

• When payment is received, immediately select Paid – UPI or Paid – Cash.

• Mark each appointment as Done or No-show.

Done= clicking the tiny green tick on the left. The vertical line on tile will turn green.

No Show = click tiny person with x on the left. The vertical line on tile will turn red.

4.3 End of Day

• Review all invoices still marked Pending.

• Open Insights and reconcile the clinic’s cash and UPI collections against the system totals.

6. Tele-consultation

Sometimes you may need to accpt tele-consultations (e.g. emergencies, or paient or doctor traveling).

You can use Tele-consultation for such situations.

Tele-consultation is a consultation where Patient pays via UPI before the appointment is confirmed.

Patient pays same consultation fee as in-person consultation. If you clinic follows a pratice of consultation validity period – it still applies.

For Tele-consultation, the appointment can be taken at any hour of the day as it is meant for exceptional cases.

For allowing a patient to seek Tele-consultation, you can share the Tele-consultation URL from GoCliniq Admin > Share > Tele-consultation with Patient.

As Tele-consultation is meant for emergency cases, the Tele-consultation option is not publicly offered to all patients on the GoCliniq Booking page.

Teleconsultation Appointment tile clearly shows “Tele-consultation” label. At the schedule time, Doctor is required to call patient on WhatsApp. The device on which GoCliniq App is running, clicking Whatsapp icon will open the Whatsapp installed on the device by default for making call. Doctor is free to choose if they wish to use another whatsapp number to call from.

This feature gives doctor option to formally allow pre-paid consultations via a Tele-consultation.

5. Common Questions

5.1 Can patients still call or WhatsApp the clinic?

Yes. GoCliniq does not replace the clinic phone. It gives patients an additional way to book without calling.

5.2 What if the patient has not paid?

Keep the invoice as Pending. Change it to Paid – Cash or Paid – UPI only after payment is received.

5.3 How do I correct an incorrect invoice?

A finalized invoice cannot be edited. Cancel it and create a new invoice. Canceled invoices are excluded from daily reconciliation.

5.4 What should we do if something looks wrong?

Take a screenshot and send it to GoCliniq support with the clinic name, patient name, appointment date and a brief description of the issue.