MedBookPro Documentation

Creating your account

MedBookPro is currently in beta. To get started, visit the beta application page and fill out a short form with your details. You will need to provide your full name, email address, practice name, country, practice size (number of providers), specialty, phone number, the system you currently use (if any), and a brief reason for joining.

After you submit your application, our team will review it and send you an approval email with your login credentials. This typically takes one to two business days. Once approved, you can log in at the sign-in page using the temporary password provided in your email.

On your first login, you will be asked to change your password. Choose a strong password that is at least 8 characters long and includes a mix of letters and numbers. After changing your password, you will be taken to the dashboard and can start setting up your practice.

Setting up your practice

Once logged in, the first thing to do is configure your practice settings. This ensures that your timezone, currency, and contact details are correct across the entire platform.

1. Click Settings in the sidebar.
2. Update your practice name, address, and phone number.
3. Set your timezone to your local time (for example, America/St_Lucia or America/Port_of_Spain).
4. Set your currency to match what you bill in (for example, XCD, USD, or TTD).
5. Click Save to apply your changes.

These settings affect how appointment times are displayed and how invoices are formatted, so it is important to set them correctly from the beginning.

Adding providers and schedules

Providers are the doctors, nurses, or other healthcare professionals who see patients at your practice. You need to add at least one provider before you can book appointments.

1. Click Providers in the sidebar.
2. Click Add Provider.
3. Enter the provider's details: full name, email address, specialty (for example, General Practice, Pediatrics, Dermatology), and license number.
4. Click Save to create the provider profile.
5. Click on the provider's name to open their profile, then go to the Schedule tab.
6. Set the working hours for each day of the week (for example, Monday through Friday, 8:00 AM to 5:00 PM).
7. Add breaks by clicking Add Break and entering the time range (for example, 12:00 PM to 1:00 PM for lunch).
8. To block off specific dates for holidays or time off, add a Schedule Exception with the date and reason.

The schedule you set here determines which time slots are available when booking appointments, both for your staff and for patients using online booking.

Creating your service catalog

Services are the types of visits or procedures your practice offers. Each service has a name, a code, a price, and a duration. These are used when creating appointments and generating invoices.

1. Click Services & Pricing in the sidebar.
2. Click Add Service.
3. Enter the service name (for example, "General Consultation"), a short code (for example, "GC-001"), the price, and the duration in minutes.
4. Click Save.
5. Repeat for each service your practice offers, such as follow-up visits, specialist consultations, vaccinations, or procedures.

When you create an appointment or an invoice later, you will be able to select from this list of services. The price and duration will be filled in automatically, saving you time.

Adding your first patient

With your practice configured and at least one provider added, you are ready to start adding patients.

1. Click Patients in the sidebar.
2. Click Add Patient.
3. Fill in the patient's details: first name, last name, date of birth, gender, email address, phone number, and home address.
4. In the medical information section, add their blood type (if known), any known allergies, and an emergency contact name and phone number.
5. Click Save.

You will be taken to the patient's profile page. From here, you can add medical history, upload documents, record vitals, create clinical notes, and book appointments. The patient's full record is always accessible from the Patients list in the sidebar.

Booking an appointment

Appointments are the core of your daily workflow. You can create a new appointment from the sidebar or directly from a patient's profile.

1. Click Today in the sidebar, or click New Appointment from the dashboard.
2. Select the patient from the dropdown. You can search by typing the patient's name.
3. Select the provider who will see the patient.
4. Select the service (for example, General Consultation). The duration will be filled in automatically from your service catalog.
5. Choose the date and time for the appointment.
6. Adjust the duration if needed (for example, if the visit requires extra time).
7. Add any notes for the provider or front desk (for example, "First visit — headache complaint" or "Needs wheelchair access").
8. Click Save.

The appointment will appear in the calendar, in the provider's schedule, and in the Today view on the date of the visit.

Calendar views and navigation

MedBookPro gives you several ways to view your appointments so you can always see what is coming up.

• Today — Shows all appointments for the current day, sorted by time. This is the view most staff will use during the workday.
• Calendar — Shows a weekly calendar view with appointments displayed as colored blocks. Use the left and right arrows to move between weeks.
• All Appointments — Shows a searchable, filterable list of all appointments. You can filter by date range, provider, status, or patient name.

Appointments are color-coded by status so you can tell at a glance which patients have arrived, which are in progress, and which are still waiting.

Check-in and status workflow

Every appointment follows a status workflow that tracks the patient's progress through their visit. This helps your team know exactly where each patient is at any moment.

1. When the appointment is first created, it starts as Booked.
2. When the patient arrives at your office, open their appointment and click Check In. The status changes to Checked In.
3. When the provider is ready to see the patient, click Start. The status changes to In Progress.
4. After the visit is finished, click Complete. The status changes to Completed.

If a patient does not show up for their appointment, you can mark it as No Show instead. This keeps your records accurate and helps you track missed appointments over time.

Cancelling and rescheduling

Plans change, and MedBookPro makes it easy to cancel or reschedule appointments without losing any information.

To cancel an appointment:

1. Open the appointment you want to cancel.
2. Click Cancel.
3. Enter a reason for the cancellation (for example, "Patient requested" or "Provider unavailable").
4. Confirm the cancellation.

Cancelled appointments are kept in the system for your records but are removed from the active calendar. The time slot becomes available for other bookings.

To reschedule an appointment:

1. Open the appointment you want to reschedule.
2. Click Reschedule.
3. Select a new date and time.
4. Click Save.

The original time slot is freed up automatically.

Enabling online booking

Online booking lets your patients request appointments through a public booking page — no phone call needed. You can turn this feature on or off at any time.

1. Go to Settings in the sidebar.
2. Find the Online Booking section.
3. Toggle Enable Online Booking to on.
4. Set how many days in advance patients can book (for example, 30 days).
5. Choose whether bookings require your approval or are automatically confirmed.
6. Click Save.

Once enabled, your practice has a public booking page that patients can access. When a patient submits a booking request, it appears in Appointment Requests in the sidebar. From there, you can approve the request, decline it, or suggest an alternative time. For more details, see the Online Booking section below.

Adding and editing patients

Your patient list is the foundation of your practice records. Each patient has a profile that stores all of their personal, medical, and visit information in one place.

1. Click Patients in the sidebar to see your full patient list.
2. Click Add Patient to create a new record.
3. Fill in the required fields: first name, last name, date of birth, and gender.
4. Add contact information: email address, phone number, and home address.
5. Add medical details: blood type, known allergies, and an emergency contact with their phone number.
6. Click Save to create the patient profile.

To edit an existing patient, open their profile from the patient list and click Edit. Make your changes and click Save. All changes are saved immediately and visible to your entire team.

Recording medical history

Each patient's profile includes a Medical History section where you can record their past and ongoing health information. This gives providers important context before every visit.

1. Open the patient's profile.
2. Click the Medical History tab.
3. Add entries for past medical conditions (for example, "Hypertension — diagnosed 2018"), past surgeries, and relevant family history.
4. Click Save after adding each entry.

Medical history is visible to all providers in your practice when they view the patient's profile. Keep this section updated as new conditions are diagnosed or existing ones change. Accurate medical history helps providers make better clinical decisions.

Managing allergies and medications

Allergies and current medications are displayed prominently on every patient's profile so providers always see this critical information before a visit.

To add an allergy:

1. Open the patient's profile.
2. Go to the Allergies section.
3. Click Add Allergy and enter the allergen name (for example, "Penicillin") and the severity level.
4. Click Save.

To add a current medication:

1. Go to the Medications section on the patient's profile.
2. Click Add Medication and enter the drug name, dosage, and frequency.
3. Click Save.

Update this information whenever a medication changes. Having accurate allergy and medication records helps prevent dangerous drug interactions.

Uploading documents

You can attach files to any patient's record — lab results, imaging reports, referral letters, consent forms, or any other document your practice needs to keep on file.

1. Open the patient's profile.
2. Click the Documents tab.
3. Click Upload and select the file from your computer. Supported formats include PDF files and images.
4. Set the document type (for example, Lab Result, Imaging, Referral Letter, or Other).
5. Click Save.

Uploaded documents appear in the patient's document list, sorted by date. Documents that have not been reviewed by a provider appear in Documents to Review in the sidebar, making it easy to stay on top of incoming lab results and referrals.

Creating SOAP notes

SOAP notes are the standard format for documenting patient visits. Each note is divided into four sections that walk you through a structured clinical assessment.

1. Open the patient's profile.
2. Click the Clinical Notes tab.
3. Click New Note.
4. Select the SOAP template.
5. Fill in each section:
   • Subjective: What the patient tells you — their symptoms, complaints, and relevant history. For example, "Patient reports persistent headache for 3 days, worse in the morning."
   • Objective: What you observe during the examination — vital signs, physical exam findings, test results. For example, "BP 140/90, temp 37.2°C, no neurological deficits."
   • Assessment: Your clinical assessment — diagnosis or differential diagnosis. For example, "Tension-type headache, rule out hypertension."
   • Plan: Your treatment plan — medications prescribed, follow-up instructions, referrals. For example, "Prescribed acetaminophen 500mg PRN. Follow up in 2 weeks. Check BP at next visit."
6. Click Save.

The note is saved with your name and a timestamp. All notes appear in chronological order on the patient's profile, creating a complete clinical timeline.

Using note templates

Note templates give you a pre-built structure so you do not have to start from scratch every time. The SOAP template is included by default, and you can create additional templates for specific visit types.

1. Click Note Templates in the sidebar to see all available templates.
2. When creating a new clinical note, select the template you want to use from the dropdown.
3. The template pre-fills the note with the appropriate section headings and fields.
4. Fill in the details for this specific visit and click Save.

Using templates ensures consistency across your clinical documentation and saves time, especially for routine visit types like follow-ups or annual checkups.

Creating custom templates

If your practice has visit types that do not fit the standard SOAP format, you can create custom templates tailored to your needs.

1. Go to Note Templates in the sidebar.
2. Click Create Template.
3. Give your template a descriptive name (for example, "Diabetes Follow-Up", "Prenatal Visit", or "Post-Surgery Check").
4. Add custom fields and sections that are relevant to that type of visit.
5. Click Save.

Your custom template will now appear as an option whenever you or any provider in your practice creates a new clinical note. This is especially useful for practices that see a high volume of a specific visit type.

Recording vitals

Vitals are recorded separately from clinical notes and are tracked over time so you can see trends in a patient's health. MedBookPro automatically calculates BMI and categorizes blood pressure readings.

1. Open the patient's profile.
2. Click the Vitals section.
3. Enter the measurements: blood pressure (systolic and diastolic), temperature, weight, and height.
4. Click Save.

BMI is automatically calculated from the patient's weight and height. Blood pressure is automatically categorized as Normal, Elevated, Stage 1 Hypertension, or Stage 2 Hypertension based on standard clinical guidelines. Previous vitals readings are stored and displayed as a history, allowing you to track changes over time and spot trends early.

Creating a prescription

MedBookPro lets you create digital prescriptions directly from a patient's profile. Each prescription is assigned a unique number automatically for easy tracking.

1. Open the patient's profile.
2. Go to the Prescriptions section.
3. Click New Prescription.
4. Search the built-in drug database by typing the medication name.
5. Select the medication, then set the dosage, frequency (for example, "twice daily"), and duration (for example, "7 days").
6. If the patient needs multiple medications, click Add Item to add more drugs to the same prescription.
7. Set the number of refills allowed (for example, 2 refills).
8. Click Save.

The prescription is saved to the patient's profile with a unique prescription number. You can print or share the prescription as needed.

Using the drug database

MedBookPro includes a built-in drug database to help you find medications quickly and reduce errors when writing prescriptions.

1. When creating a prescription, start typing the drug name in the search field.
2. The database will show matching results as you type.
3. Select the correct medication from the list.
4. The dosage information is auto-filled based on the database entry.
5. You can adjust the auto-filled values if the patient needs a different dosage or frequency.

The drug database helps ensure accurate medication names and standard dosages. If a medication is not in the database, you can enter it manually.

Managing refills

When you create a prescription, you set the number of refills allowed. MedBookPro tracks refills automatically so you always know how many remain.

1. Open the patient's profile and go to the Prescriptions section.
2. Find the active prescription you want to refill.
3. You can see the number of remaining refills displayed next to the prescription.
4. When the patient requests a refill, click Dispense to record it.
5. The refill count decreases automatically.

When all refills have been used, the prescription status updates to reflect this. If the patient needs more, you will need to create a new prescription.

Prescription history

Every prescription ever written for a patient is stored on their profile. You can review their complete medication history at any time.

• Active prescriptions are currently valid and may still have refills remaining.
• Completed prescriptions have been fully dispensed with no refills remaining.
• Cancelled prescriptions were stopped before completion.

If a patient needs a renewal of a previous medication, you can duplicate an existing prescription to quickly create a new one with the same details. The system also flags duplicate prescriptions for the same drug to help you avoid accidental double-prescribing.

Creating an invoice

After a patient visit, you can generate a professional invoice in just a few clicks. Invoice numbers are assigned automatically to keep your records organized.

1. Click Invoices in the sidebar.
2. Click Create Invoice.
3. Select the patient from the dropdown.
4. The invoice number is generated automatically (for example, INV-001, INV-002, and so on).
5. The invoice is created and ready for you to add line items.

You can also create an invoice directly from a completed appointment, which pre-fills the patient and service details for you.

Adding line items

Line items are the individual services or charges on an invoice. You can add as many as needed for a single visit.

1. On the invoice, click Add Item.
2. Select a service from your catalog (for example, "General Consultation — $150.00").
3. Set the quantity (usually 1).
4. The rate is auto-filled from your service catalog. You can adjust it if needed (for example, for a discount).
5. To add more services, click Add Item again.

The invoice total updates automatically as you add or remove line items. All amounts are displayed in the currency you configured in your practice settings.

Recording payments

When a patient pays, you record the payment against their invoice. MedBookPro supports full and partial payments and tracks the remaining balance for you.

1. Open the invoice you want to record a payment for.
2. Click Record Payment.
3. Enter the amount received.
4. Select the payment method (Cash, Card, Bank Transfer, or Other).
5. Click Save.

If the full amount is paid, the invoice status changes to Paid. If only a partial amount is paid, the status changes to Partially Paid and the remaining balance is displayed. You can record multiple partial payments over time until the invoice is fully paid.

Printing invoices and receipts

MedBookPro generates professional, print-ready documents that you can hand directly to patients or send digitally.

1. Open any invoice.
2. Click Print or Download PDF.
3. The generated document includes your practice name and address, the patient's information, all line items with descriptions and amounts, the total, and the payment status.

After recording a payment, you can also generate a payment receipt that shows the amount paid, the payment method, and the date. Both invoices and receipts are professionally formatted with your practice details and are ready to hand to patients or attach to emails.

Revenue reports

Revenue reports give you a clear picture of how much money your practice is bringing in over any time period. Use these reports to track financial performance and identify trends.

1. Click Revenue in the sidebar.
2. Select a time period: Today, This Week, This Month, or set a custom date range.
3. The report displays the total revenue collected during the selected period.

Revenue is broken down by payment method (cash, card, bank transfer) and by service type, so you can see which services generate the most income. Use this information to make informed decisions about pricing, staffing, and which services to promote.

Daily summaries

The daily summary gives you a snapshot of your practice's activity for the current day. It is designed for end-of-day reconciliation and quick reporting.

1. Click Daily Summary in the sidebar.
2. Review the day's activity: total appointments scheduled, completed visits, cancellations, and total revenue collected.
3. Click Print to generate a printable version of the daily summary.

Many practices print the daily summary at the end of each day to reconcile payments collected with the amounts recorded in the system. This is a quick and reliable way to close out each business day.

Outstanding balances

The outstanding balances report shows all invoices that have not been fully paid. Use this report to follow up with patients who owe money.

1. Click Reports in the sidebar.
2. The Outstanding report lists all unpaid and partially paid invoices.
3. For each invoice, you can see the patient name, invoice number, total amount, amount paid so far, and remaining balance.

Review this report regularly to stay on top of unpaid balances. You can click on any invoice to open it and record a payment if the patient has since paid.

Inviting team members

You can invite staff to join your practice on MedBookPro. Each person gets their own login with access based on the role you assign them.

1. Click Team in the sidebar.
2. Click Invite Member.
3. Enter the person's email address.
4. Select their role (see Roles and Permissions below for details on each role).
5. Click Send Invite.

The person will receive an email with instructions to create their account and join your practice. They appear as Pending in the team list until they accept the invitation. You can revoke a pending invitation at any time if needed.

Roles and permissions

MedBookPro uses a role-based system to control what each team member can see and do. Each role is designed to give people exactly the access they need.

• Owner — Full access to everything, including practice settings, billing, team management, and the ability to delete the practice. There is one owner per practice.
• Admin — Full access to everything except deleting the practice or removing the owner. Admins can manage the team, change settings, and access all clinical and billing data.
• Provider — Access to appointments, patient records, clinical notes, and prescriptions. Providers cannot access billing settings, practice settings, or team management.
• Staff — Access to appointments, basic patient information, and billing (creating invoices, recording payments). Staff cannot access clinical notes or prescriptions.

Choose the role that best matches what the person needs to do. You can change a team member's role at any time from the Team page.

Managing providers

The Providers section lets you manage all the healthcare professionals in your practice — their profiles, specialties, schedules, and availability.

1. Click Providers in the sidebar to see all providers in your practice.
2. Click on a provider's name to view or edit their profile.
3. Update their specialty, license number, or contact details as needed.
4. Go to the Schedule tab to manage their working hours, breaks, and schedule exceptions.
5. Go to the Services tab to assign which services this provider can perform.

Keeping provider profiles up to date ensures that the scheduling system shows the correct available time slots and that patients can book with the right provider for their needs.

Practice settings

Practice settings control how your practice appears throughout the platform and how key features like time zones and currency work.

1. Click Settings in the sidebar.
2. Update your practice name as it should appear on invoices and the booking page.
3. Enter your address and phone number.
4. Set your timezone to ensure appointment times are displayed correctly (for example, America/St_Lucia, America/Kingston, or America/Port_of_Spain).
5. Set your currency for invoicing (for example, XCD, USD, TTD, BBD, or JMD).
6. Click Save.

All changes take effect immediately after saving. Your timezone affects how appointment times are displayed for your team and for patients using online booking. Your currency setting is used on all invoices and financial reports.

Branding and customization

You can customize the look of MedBookPro to match your practice's brand. These settings affect the sidebar, headers, and documents generated by the platform.

1. In Settings, find the Branding section.
2. Choose a primary color that matches your practice brand. This color is used in the sidebar and throughout the interface.
3. Upload your practice logo. Your logo appears in the header and on printed invoices and receipts.
4. Click Save.

Your branding changes are applied instantly across the platform. If you do not upload a logo, the default MedBookPro branding is used.

Online booking settings

These settings control how the public online booking feature works for your practice. You can enable or disable it at any time.

1. In Settings, find the Online Booking section.
2. Toggle Enable Online Booking on or off.
3. Set the advance booking window — how many days ahead patients can book (for example, 14 days or 30 days).
4. Choose whether bookings require your approval or are automatically confirmed.
5. Click Save.

When online booking is enabled, your practice gets a unique public URL that patients can use to request appointments. You can share this URL on your website, social media pages, or business cards. If you choose to require approval, all bookings start as pending and you decide which ones to confirm.

How online booking works

Online booking gives your patients a simple, convenient way to request appointments without calling your office. The booking page is public — no login is required for patients.

Here is how it works from the patient's perspective:

1. The patient visits your public booking page.
2. They see your practice name, available providers, and open time slots.
3. They select a date and time from the available slots.
4. They enter their name, contact information, and the reason for their visit.
5. They submit the booking request.

Available time slots are calculated automatically from your providers' schedules minus any existing appointments. Patients can only book during times when a provider is actually available, which prevents double-bookings and scheduling conflicts.

Setting up your public booking page

Your public booking page is created automatically when you enable online booking. No additional setup is required.

1. Go to Settings and enable Online Booking (see Settings above).
2. Your booking page URL is based on your practice slug — for example, /book/island-health-clinic/.
3. Share this URL with patients by putting it on your website, printing it on business cards, or posting it on your social media pages.

The booking page displays your practice name and shows available appointment slots based on your providers' schedules. It is fully responsive and works on phones, tablets, and desktop computers. The page is designed to be simple and easy to use so that patients of all ages and technical abilities can book without difficulty.

Managing booking requests

When a patient books online, the request appears in your dashboard and sidebar so your staff can act on it promptly.

1. Click Appointment Requests in the sidebar to see all pending booking requests.
2. Review the patient's name, requested date and time, and reason for visit.
3. Click Approve to confirm the booking. It becomes a regular appointment on your calendar.
4. Click Decline if the time does not work or you cannot accommodate the request.
5. Click Suggest Alternative to propose a different date or time to the patient.

If you configured online booking to auto-confirm (in Settings), bookings are confirmed immediately without needing manual approval. The patient receives updates about their booking status through their confirmation page. We recommend checking appointment requests at least once or twice per day to ensure patients get timely responses.

Getting started

Medic AI is MedBookPro's built-in AI clinical assistant. Click the Medic AI bubble on any page for quick questions, or navigate to the full Medic AI page from the sidebar for detailed consultations.

Quick questions (floating widget)

Use the floating widget at the bottom-right corner of any page for quick lookups — appointments today, revenue summaries, simple drug questions, and patient information. The widget is accessible from every page in the dashboard.

Detailed consultations (full page)

Navigate to Medic AI from the sidebar for in-depth clinical work — clinical decision support, SOAP note drafting, drug interaction analysis, pediatric dosing calculations, and complex medical queries. The full page provides a distraction-free environment with full conversation history.

Example questions

Here are some examples of what you can ask Medic:

• "What are the side effects of Amlodipine?"
• "Can I give Ibuprofen to a patient on Warfarin?"
• "Write a SOAP note for a patient with chest pain"
• "Calculate Amoxicillin dose for a 15kg child with otitis media"
• "What's the dengue treatment protocol?"
• "My patient is on Metformin and I want to add Empagliflozin — any concerns?"
• "Draft a referral letter to a cardiologist for John Smith"
• "Show today's appointments"
• "What's our revenue this month?"

Tips for best results

Be specific — include patient weight for pediatric dosing, mention current medications for interaction checks, and provide clinical context for decision support queries. The more context you give Medic, the better the response.

Privacy

Medic AI processes queries in real-time. Clinical conversations are not permanently stored. All data stays within your practice. Only authenticated staff members with access to your practice can use Medic AI.