Welcome to MEDVANE User Guide

Key Features:

• Patient management with comprehensive medical records
• Appointment scheduling with detailed medical information
• Staff management with role-based access
• Financial tracking and reporting
• Audit Trails for compliance and security
• Secure, HIPAA-compliant data handling
• AI-powered assistant (Premium feature)

💡 Navigation Tips:

• Use the search function (🔍) to quickly find patients or appointments
• Click on your profile picture to access account settings
• The notification bell shows important system updates
• Use breadcrumbs to navigate back to previous pages

Key Metrics Cards:

Analytics Charts:

Notification Features:

How to Use Notifications:

1. Look for the bell icon in the top-right corner with a red badge indicating new items
2. Click the bell to open the notification dropdown
3. Review today's upcoming appointments in the blue section at the top
4. Click on any appointment to view or manage it
5. Check recent activity to stay informed about system changes
6. Use "Mark activity read" to clear unread notifications
7. Click "View All Appointments" to go to the full appointments page

💡 Pro Tip:

The notification badge shows the count of unread activities when there are notifications to review, or the count of today's appointments when there are no unread activities. This helps you prioritize your attention on what needs immediate action.

Patient Table Columns:

• Patient Name: Full name with patient initials avatar and patient ID
• Gender: Male/Female/Other classification
• Age: Calculated from date of birth in years
• Phone: Primary contact number
• Created: Patient registration date
• Last Update: Most recent record modification
• Actions: View, Edit, Medical Records, Delete options

Step-by-Step Process:

1. Click "Add Patient" Button: Located in the top-right corner of the Patients page
2. Fill Personal Information:
   • First Name*: Required field with automatic capitalization
   • Last Name*: Required field with automatic capitalization
   • Date of Birth: Optional, used for age calculation
   • Gender: Select from Male/Female options
3. Add Contact Information:
   • Email Address: Optional, must be valid format if provided
   • Phone Number: Optional, supports international formats
   • Address: Full address with multiple lines
   • Emergency Contact: Name and phone of emergency contact
4. Medical Information:
   • Medical History: Allergies, medications, conditions, etc.
5. Save Patient: Click "Create Patient" to save the record

✅ Automatic Features:

• Unique 7-digit Patient ID is automatically generated
• Names are automatically capitalized for consistency
• Email and phone number formats are validated
• Age is calculated automatically from date of birth
• Creation and update timestamps are tracked

Viewing Patient Details:

1. Click the 👁️ View button from the Actions menu
2. Patient modal opens with complete information organized in sections:
   • Personal Information: Name, DOB, age, gender
   • Contact Information: Email, phone, address, emergency contact
   • Medical Information: Medical history and notes
   • Registration Information: Creation and update dates
3. Click "Edit Patient" button to modify information

Editing Patient Information:

1. Click the ✏️ Edit button from the Actions menu
2. Edit modal opens with all current information pre-filled
3. Modify any field as needed:
   • All fields follow the same validation as when adding
   • Required fields (First/Last Name) must be completed
   • Changes are tracked for audit purposes
4. Click "Update Patient" to save changes
5. Success message confirms the update

Deleting a Patient:

1. Click the 🗑️ Delete button from the Actions menu
2. Confirmation dialog appears with patient name
3. Warns that all medical records will be permanently removed
4. Click "Delete Patient" to confirm
5. ⚠️ This action cannot be undone

Accessing Medical Records:

1. Navigate to the Patients page
2. Click the 📋 Medical Records button from the Actions dropdown
3. Opens dedicated patient medical records page
4. Shows all completed appointments for the selected patient

Medical Records Features:

• Patient Header: Complete patient information including demographics
• Completed Appointments Only: Shows only appointments with status "completed"
• Medical History Timeline: Chronological view of all medical encounters
• Search Functionality: Search through medical records and appointment notes
• Quick Access to Details: Manage button to access detailed medical information

Medical Records Table:

• Date & Time: When the appointment took place
• Status: Always "Completed" for medical records
• Assigned Staff: Healthcare provider who conducted the appointment
• Notes: Appointment notes and reason for visit
• Actions: Manage option to access detailed medical documentation

📋 From Medical Records to Management:

• Click ⚙️ Manage to access detailed medical information
• Opens the comprehensive appointment management interface
• Access all seven medical tabs: Vital Signs, Procedures, Lab Tests, Diagnoses, Prescriptions, Insurance, Payments
• Read-Only Mode: For completed appointments, all Add/Edit functions are disabled
• Maintains data integrity while allowing full access to medical documentation

Search Functionality:

• Search Bar: Located at the top of the patient table
• Search Criteria:
  • First Name or Last Name
  • Email address
  • Phone number
• Real-time Search: Results update as you type
• Case Insensitive: Search works regardless of capitalization

Gender Filter:

• Filter Dropdown: "Filter by gender" option
• Options: All, Male, Female
• Combined Filtering: Works together with search
• Clear Filter: Select "All" or use clear button (X)

Pagination:

• Items per Page: 10 patients per page
• Navigation: Previous/Next buttons and page numbers
• Auto-reset: Returns to page 1 when searching or filtering
• Total Count: Shows total number of matching patients

📍 Navigation:

Access appointments through the sidebar menu:

• Appointments → List: Table view with detailed appointment information
• Appointments → Calendar: Monthly calendar view with visual appointment layout
• Click on the main "Appointments" menu to expand submenu options
• Active page is highlighted for easy navigation tracking

Appointment Table Columns (List View):

• Patient Name: Full patient name with patient ID
• Staff Member: Assigned healthcare provider and role
• Date & Time: Scheduled appointment date and time with virtual appointment indicators
• Status: Scheduled, Completed, Cancelled, No-show
• Notes: Brief appointment notes or reason
• Last Update: Most recent modification timestamp
• Actions: View, Edit, Manage, Delete options

Appointment Status Types:

🗓️ Calendar Features:

• Monthly Navigation: Use arrow buttons to navigate between months
• Today Button: Quickly jump to current date
• Appointment Count Badges: Light gray badges show number of appointments per day
• Visual Status Indicators: Color-coded appointment blocks by status
• Time-Sorted Display: Appointments automatically sorted by time within each day
• Quick Access: Click any appointment to view full details

📅 Booking Appointments from Calendar:

1. Click Any Date: Click on any calendar day to start booking
2. Auto-Date Selection: Clicked date is automatically pre-filled in the booking form
3. Quick Booking: Use "Book Appointment" button in header for manual date selection
4. Form Validation: Prevents booking appointments in the past
5. Instant Updates: Calendar refreshes immediately after successful booking

🎨 Visual Elements:

⚡ Calendar Tips:

• All appointments are displayed for each day with scrollable view
• Appointments are automatically sorted by time (earliest first)
• Click appointment blocks to manage or view details
• Empty days are clickable for quick appointment booking
• Day cells scroll vertically to accommodate multiple appointments

Creating an Appointment:

1. Navigate to Appointments: Go to the Appointments section using the sidebar navigation
2. Click "Add Appointment" Button: Located in the top-right corner of the Appointments page
3. Select Patient:
   • Searchable dropdown with all patients
   • Shows patient name and ID for identification
   • Required field - must select existing patient
4. Email Notification Preview:
   • After selecting a patient, their email address will be displayed
   • If patient has email: Shows confirmation that email will be sent
   • If no email: Shows warning that no email reminder will be sent
   • Email notifications are only sent for "Scheduled" appointments
5. Assign Staff Member:
   • Choose from available healthcare providers
   • Shows staff name and role/specialty
   • Optional field
6. Set Date and Time:
   • Date picker for appointment date
   • Time picker for specific appointment time
   • Both fields are required
7. Set Status: Default is "Scheduled", can be changed as needed
8. Add Notes: Optional appointment notes or reason for visit
9. Virtual Meeting Options:
   • Toggle "Virtual Appointment (Telemedicine)" checkbox to enable online consultation
   • Select meeting platform: Zoom, Google Meet, Skype, Viber, or Manual/Other
   • Enter meeting link (required for virtual appointments)
   • Optionally add meeting ID and password for additional security
   • Virtual meeting details will be included in email confirmations
10. Save Appointment: Click "Create Appointment" to confirm

🎥 Virtual Appointment Features:

• Platform Support: Zoom, Google Meet, Skype, Viber, or custom meeting links
• Visual Indicators: Virtual appointments display video camera icons in calendar and list views
• Email Integration: Meeting details automatically included in patient email confirmations
• Meeting Security: Support for meeting passwords and IDs for secure consultations
• Easy Access: Clickable meeting links in email notifications for patient convenience

📋 Setting Up Virtual Appointments:

1. Enable Virtual Mode:
   • Check the "Virtual Appointment (Telemedicine)" checkbox
   • This reveals additional virtual meeting options
2. Select Meeting Platform:
   • Choose from: Zoom, Google Meet, Skype, Viber, or Manual/Other
   • Platform information will appear in email confirmations
3. Add Meeting Link (Required):
   • Enter the full meeting URL (e.g., https://zoom.us/j/123456789)
   • Link becomes clickable in patient email notifications
   • Required field for all virtual appointments
4. Optional Security Details:
   • Meeting ID: Numerical meeting identifier
   • Meeting Password: Access password for secure meetings
   • Both fields are optional but recommended for secure consultations

👁️ Visual Identification:

• Calendar View: Virtual appointments display white video camera icons
• List View: Blue video camera icons and "Virtual" labels in the Date & Time column
• In-Person Appointments: Display traditional clock icons
• Easy Distinction: Quickly identify appointment types at a glance

📧 Email Notifications for Virtual Appointments:

• Enhanced Emails: Virtual meeting section automatically included
• Meeting Details: Platform, clickable link, meeting ID, and password
• Patient Instructions: Different reminders for virtual vs in-person appointments
• Professional Presentation: Consistent styling with clinic branding

⚠️ Best Practices:

• Test Links: Verify meeting links work before scheduling
• Platform Consistency: Use the same platform for reliable patient experience
• Security: Always use meeting passwords for sensitive consultations
• Patient Communication: Ensure patients have technical support if needed
• Backup Plans: Have phone consultation as backup for technical issues

📧 Email Notification Features:

• Automatic Sending: Emails are sent immediately when appointment is created
• Status-Based: Only "Scheduled" appointments trigger email notifications
• Patient Email Required: Patients must have valid email addresses in their profile
• Dynamic Content: Emails use your clinic settings (name, address, contact info)
• Professional Templates: Clean, branded email templates with appointment details

📝 Email Content Includes:

• Clinic Information: Your clinic name and contact details from Settings
• Appointment Details: Date, time, and any notes you added
• Virtual Meeting Info: Platform, clickable meeting link, meeting ID, and password (for virtual appointments)
• Appointment Type: Clear indication if appointment is virtual or in-person
• Tailored Reminders: Different instructions for virtual vs in-person appointments
• Patient Name: Personalized greeting with patient's name
• Professional Footer: MEDVANE Healthcare Management System branding

⚠️ Important Notes:

• Email Required: Patients without email addresses will not receive notifications
• Status Dependency: Only "Scheduled" status appointments send emails
• Clinic Settings: Configure your clinic information in Settings for personalized emails
• No Reply: Emails are sent from a no-reply address
• Trial Limits: Trial users are limited to 10 email notifications per month
• Premium Unlimited: Premium subscribers get unlimited email notifications

📊 Email Limits & Usage:

• Trial Plan: 10 emails per month to control service costs
• Premium Plan: Unlimited email notifications
• Monthly Reset: Email limits reset automatically each month
• Usage Tracking: View your email usage when booking appointments
• Limit Reached: Upgrade to Premium to continue sending emails

🔧 Setup Requirements:

1. Configure Clinic Settings: Go to Settings → Update clinic name, address, contact info
2. Add Patient Emails: Ensure patient profiles include valid email addresses
3. Book Scheduled Appointments: Set status to "Scheduled" for email notifications
4. Monitor Success: Check confirmation messages after booking appointments

Accessing Appointment Management:

1. Click the ⚙️ Manage button from the Actions menu
2. Opens dedicated appointment management page
3. Seven tabs available for comprehensive medical documentation
4. Read-Only Mode: For completed appointments, all Add/Edit functions are disabled to maintain data integrity

📊 Vital Signs Tab:

Record essential vital signs and measurements for the appointment.

• Blood Pressure: Systolic and diastolic measurements (mmHg)
• Heart Rate: Beats per minute (bpm)
• Respiratory Rate: Breaths per minute
• Temperature: Body temperature (°F)
• SpO2: Oxygen saturation percentage
• Weight: Patient weight (lbs)
• Height: Patient height (inches)
• Notes: Additional observations or notes

🩺 Procedures Tab:

Document medical procedures performed during the appointment.

• Procedure Name: Name/description of the procedure
• Duration: Time taken for the procedure
• Cost: Procedure cost with currency support
• Notes: Additional details or observations
• Date/Time: When the procedure was performed

🧪 Lab Tests Tab:

Track laboratory tests ordered and results.

• Test Name: Type of laboratory test
• Test Date: When the test was ordered/performed
• Results: Test results and values
• Normal Range: Reference ranges for comparison
• Status: Pending, Completed, Reviewed
• Cost: Test cost
• Lab: Laboratory facility name

🏥 Diagnoses Tab:

Record medical diagnoses and conditions identified.

• Diagnosis: Medical condition or diagnosis
• ICD Code: International Classification of Diseases code
• Severity: Mild, Moderate, Severe
• Date: When diagnosis was made
• Status: Active, Resolved, Chronic
• Notes: Additional diagnostic details

💊 Prescriptions Tab:

Manage medications and prescriptions.

• Medication Name: Brand or generic drug name
• Dosage: Prescribed dosage amount
• Frequency: How often to take (daily, twice daily, etc.)
• Duration: Treatment period length
• Instructions: Special instructions for patient
• Quantity: Total amount prescribed
• Refills: Number of refills allowed

🛡️ Insurance Tab:

Track insurance information and claims.

• Insurance Provider: Insurance company name
• Policy Number: Patient's policy number
• Group Number: Group policy number
• Coverage Type: Primary, Secondary insurance
• Claim Status: Submitted, Approved, Denied
• Deductible: Insurance deductible amount
• Copay: Patient copayment amount

💳 Payments Tab:

Record payments and billing information with comprehensive tracking.

• Payment Amount: Amount paid with currency support and comma formatting (e.g., $12,000.00)
• Payment Date: When payment was received
• Payment Method: Cash, Card, Insurance
• Status: Paid (default), Pending, Partial - automatically defaults to "Paid" for new payments
• Reference Number: Optional field for check numbers, transaction IDs, confirmation codes, or receipt numbers
• Notes: Optional detailed notes for payment context, special circumstances, or additional information

Search Functionality:

• Search Criteria:
  • Patient name (first or last)
  • Staff member name
  • Appointment date
  • Appointment notes
• Real-time Search: Results update as you type
• Case Insensitive: Search works regardless of capitalization

Status Filter:

• Filter Options: All, Scheduled, Completed, Cancelled, No-show
• Combined Filtering: Works together with search
• Visual Indicators: Color-coded status badges

Staff Table Columns:

• Staff Name: Full name with initials avatar
• Role: Job title or position (Doctor, Nurse, Receptionist, etc.)
• Specialty: Medical specialty or area of expertise
• Phone: Contact phone number
• Email: Professional email address
• Status: Active or Inactive employment status
• Actions: View, Edit, Delete options

Common Staff Roles:

Adding a New Staff Member:

1. Navigate to Staff: Go to the Staff section using the sidebar navigation
2. Click "Add Staff" Button: Located in the top-right corner of the Staff page
3. Personal Information:
   • First Name*: Required field with automatic capitalization
   • Last Name*: Required field with automatic capitalization
   • Date of Birth: Optional, for age calculation
   • Gender: Male/Female selection
4. Professional Information:
   • Role*: Job title or position (required)
   • Specialty: Medical specialty or area of expertise
   • License Number: Professional license number
   • Department: Department or unit assignment
5. Contact Information:
   • Email Address: Professional email
   • Phone Number: Contact phone number
   • Address: Home or office address
   • Emergency Contact: Emergency contact information
6. Employment Details:
   • Start Date: Employment start date
   • Status: Active or Inactive
   • Notes: Additional employment notes
7. Save Staff Member: Click "Create Staff" to save the record

✅ Automatic Features:

• Unique staff ID is automatically generated
• Names are automatically capitalized for consistency
• Email format validation
• Creation and update timestamps are tracked
• Status defaults to "Active"

Viewing Staff Details:

• Click the 👁️ View button from the Actions menu
• Complete staff profile with all information sections
• Professional credentials and contact details
• Employment history and current status

Editing Staff Information:

• Click the ✏️ Edit button from the Actions menu
• All fields are editable with same validation rules
• Role and specialty can be updated as needed
• Employment status can be changed (Active/Inactive)
• Changes are tracked for audit purposes

Search and Filter Options:

• Search by: Name, role, specialty, or contact information
• Filter by Role: Dropdown to filter by specific roles
• Filter by Status: Active or Inactive staff members
• Combined Filtering: Use search and filters together

Deactivating vs Deleting Staff:

• Recommended: Set status to "Inactive" instead of deleting
• Preserves: Historical appointment and audit records
• Delete Only: When staff record was created by mistake
• Warning: Deletion removes all associated records

Available Report Types:

• Patient Reports: Patient demographics, registration trends, and statistics
• Appointment Reports: Appointment analytics, completion rates, and scheduling patterns
• Vital Signs Reports: Vital signs analytics, trends, and abnormal readings alerts
• Financial Reports: Revenue tracking, payment analysis, and billing summaries
• Staff Reports: Staff performance and utilization metrics
• Custom Date Ranges: Filter reports by specific time periods

Export Options:

• PDF Export: Professional formatted reports for sharing
• Excel/CSV Export: Data exports for further analysis
• Print-friendly: Optimized layouts for printing
• Custom Branding: Include your practice logo (Premium feature)

How to Generate Reports:

1. Navigate to Reports: Go to the Reports section using the sidebar navigation
2. Select Report Type:
   • Choose from available report categories
   • Each type provides different analytics
3. Set Date Range:
   • Select start and end dates
   • Use preset ranges (This Month, Last Month, This Year)
   • Custom date range selection
4. Apply Filters:
   • Filter by specific criteria (status, staff, etc.)
   • Multiple filters can be applied
5. Generate Report:
   • Click "Generate Report" button
   • Report appears in preview mode
6. Export or Print:
   • Choose export format (PDF, Excel)
   • Print directly from browser
   • Share or save as needed

Report Content Examples:

Account Tab:

• Personal Information: First name, last name, phone number
• Email Address: Read-only login email (cannot be changed)
• Subscription Plan: Current plan status (Trial, Premium, Trial Expired)
• Delete Account: Permanently disable your account (soft delete)

Security Tab:

• Password Management: Change your account password
• Login Activity: Monitor recent login sessions
• Session Management: View current and recent sessions

Settings Tab:

• Account Information: Clinic name, address, contact details
• Logo Upload: Custom clinic logo (Premium feature)
• Email Settings: Contact email for clinic communications
• Address Information: Complete clinic address for reports

How to Access Account Settings:

1. Access Account Settings:
   • Click on your profile picture/avatar in the top navigation
   • Select "Account Settings" from the dropdown menu
   • Or navigate to Account Settings section from the sidebar
2. Account Tab:
   • Update personal information: First name, last name, phone number
   • View subscription plan status
   • Delete account functionality with confirmation modal
   • Click "Update Profile" to save changes
3. Security Tab:
   • Change password with current password verification
   • View login activity and current sessions
   • Monitor account security status
4. Settings Tab:
   • Configure clinic information (name, address, contact)
   • Upload clinic logo (Premium feature only)
   • Manage clinic email settings
   • Click "Save Settings" to confirm changes

Security Features:

• Change Password: Update your login password in Security tab
• Requirements: Minimum 8 characters, mix of letters and numbers
• Current Password: Must enter current password to change
• Confirmation: New password must be entered twice
• Login Activity: Monitor recent login sessions and device information

⚠️ Account Deletion:

• Location: Delete Account section at bottom of Account tab
• Process: Click "Delete Account" → Confirmation modal → Confirm deletion
• Soft Delete: Account is disabled, not permanently deleted
• Immediate Effect: You will be logged out immediately after deletion
• Data Preservation: All medical records and data are preserved
• No Login: Disabled accounts cannot be used to log in
• Warning: This action effectively removes access to your account

How to Upgrade:

1. Navigate to Upgrade:
   • Click "Upgrade to Premium" button (appears when limits are reached)
   • Or go to Upgrade page from the sidebar menu
   • Or click the upgrade banner when it appears
2. Choose Payment Method:
   • PayPal subscription (only method available)
   • Credit/Debit cards accepted through PayPal
   • Secure PayPal payment processing
3. Complete Payment:
   • Follow PayPal checkout process
   • Subscription is activated immediately
   • Confirmation email sent
4. Enjoy Premium Features:
   • All limits are removed immediately
   • Premium features become available
   • Welcome message appears in dashboard

Premium Features You'll Get:

• Unlimited Everything: No more limits on patients, appointments, or staff
• AI Assistant: Intelligent healthcare assistant for streamlined workflows
• Custom Branding: Upload your practice logo to all reports and documents
• Advanced Analytics: Enhanced reporting and insights
• Priority Support: Faster response times for any issues

Subscription Management:

• View Current Plan: Check your current subscription status
• Payment History: View past payments and invoices
• Next Billing Date: See when your next payment is due
• Cancel Subscription: Cancel through PayPal account if needed
• Update Payment Method: Change payment details in PayPal

Billing Information:

• Monthly Billing: Charged monthly on the anniversary of signup
• Automatic Renewal: Subscription renews automatically
• PayPal Processing: All payments processed securely through PayPal
• Email Receipts: Payment confirmations sent to your email
• No Hidden Fees: Transparent upgrade pricing with no surprise charges

Cancellation Policy:

• Cancel Anytime: No long-term contracts or commitments
• Access Until End: Premium features remain active until billing period ends
• Data Retention: Your data is preserved, but limits are re-applied
• Re-subscribe: You can upgrade again at any time

The AI Assistant is an intelligent healthcare assistant available exclusively to Premium subscribers. It helps streamline workflows, provides medical insights, and assists with documentation.

Key Capabilities:

• Patient Management: Quick patient creation and updates
• Appointment Scheduling: Intelligent appointment suggestions
• Medical Documentation: Assistance with medical notes and reports
• Data Analysis: Insights from your practice data
• HIPAA Compliant: All interactions are secure and compliant

How to Access:

• Look for the AI Assistant button (🤖) in the top navigation
• Click to open the AI chat interface
• Available on all pages when logged in with Premium account
• Persistent chat history for ongoing conversations

Support Channels:

Response Times:

• Trial Users: 24-48 hours for email support
• Premium Plan: Priority support with faster response times
• Critical Issues: Expedited handling for security or data issues

Before Contacting Support:

• Check this User Guide for answers to common questions
• Try logging out and back in to resolve temporary issues
• Clear your browser cache if experiencing display problems
• Note any error messages or specific steps that caused the issue

Frequently Asked Questions: