We prepared this guide to help medical secretaries manage the schedule and appointments of each doctor and their clinics.

Register for a SeeYouDoc Account

To manage a doctor's schedule, appointments, and clinics, you have to create first your SeeYouDoc account as a patient.

Follow the steps listed in our How do I sign up for a SeeYouDoc account? article.

Log in to SeeYouDoc

Your doctor should add you as a user in his/her clinic. In this way, you can fully manage the details, schedules, and appointments of your doctor. Once you are added, an invitation will be sent to your email address.

Open the email invite and click the "ACCEPT INVITE" button.



You will be redirected to the "Sign in to your account" page. Enter your login credentials. Do not forget to click the "I'm not a robot" checkbox before clicking "SIGN IN."



After this, you should now be able to manage the information, set schedules, and arrange the appointments in your doctor's clinic.

Manage Doctor's Appointments

Since you have been given access to manage your doctor's clinic, you can now assist your doctor to approve or cancel his/her appointment. You can also re-assign an appointment to another doctor based on his/her instructions.

To update the status of an appointment:

Go to the Appointments page in the side navigation bar and select an appointment. Click the date and time range of the specific appointment, as you see in the image below.



Once you click an appointment, you will be able to see all the information about the patient's appointment. With the advise from the doctor, you can approve or cancel the appointment by clicking the corresponding buttons.



Note: A pop-up message will appear on your screen to confirm that you are approving the appointment (left image). On the other hand, if you cancel an appointment, a pop-up message will also appear with a text box where you can write a reason for canceling the appointment (right image).



You can also re-assign the appointment to another doctor if you are given the instruction. When you click the "Re-assign new doctor" button, a modal will appear on your screen where you can select a doctor from the drop-down menu. Once you have selected a new doctor, click the "ASSIGN THIS DOCTOR" button.





What if you are advised to reschedule an appointment? You must approve the appointment first then update and click the "Reschedule" button. This option should be available so you can set another schedule for the appointment as agreed between the patient and the doctor.



You will be redirected to the Reschedule Appointment page, where you can select the agreed new date and time for the appointment. Once done, click the "RESCHEDULE APPOINTMENT" button, as you see in the image below.



Access Patient's Medical History

As a doctor's secretary, you can only access the patient's medical history.

Click the "Conference calls" button at the side navigation bar, as you see in the image below. Then select a from the list of services that have been conducted.



Click the "Access Medical History" button on the right side of your screen. Once you have gathered the information you need, you can click the back button, as you see on the left side of the image below.

Note: DO NOT CLICK the “END CALL” button as this would cause the conference link to be disabled and will no longer be available for future appointments.



Manage Feedback

Review feedback from your doctor's patients and respond to them or address complaints to proactively improve the services you offer.

Click the "Feedback" button at the side navigation bar, as you see in the image below. Then swipe a little to the right to see the edit icon under the "Actions" column.



Enter the details of the action/s you will be taking to address the patient's complaint on the text box provided and click the "CLOSE FEEDBACK" button. A modal will appear on your screen to confirm that you are resolving the complaint.





Manage Doctor's Information

See the list of all doctors that belong to your clinic, and manage their appointments, get basic information about their patients, check their available schedule, and services.

Click the "Doctors" button at the side navigation bar, as you see in the image below. Then select the name of the doctor you want to check and update.



In the Appointments tab, you will see all the booked appointments of this doctor. Once you click the date and time, you will be redirected to the Appointments page.



In the Patients tab, you will see the basic information of all the patients being handled by your doctor.



In the Availability tab, you can publish the clinic hours by clicking the checkbox beside each schedule. We'll get to adding a clinic's schedule in this article later.



In the Services tab, you can update the information about the services your doctor offers, including the service fees or adding more services.

Select a service to update the published service fee and set it to active so patients would be able to see this in the doctor's public profile.





Click the delete icon if you are going to remove a service. A pop-up message will appear on your screen to confirm the deletion, as you see in the image below.



To add a new service in the doctor's clinic, click the "ADD SERVICE" button.



Here, you will be able to select different health care services in the drop-down menu, set up the currency and amount for the service, and set to active so patients would be able to see this in the doctor's public profile. Once done, click the "SUBMIT" button.



Check Screening Test Results of Patients

This part is dedicated to coronavirus disease (COVID-19) initial assessment for online consultations. Initial answers are provided by the patients through an online form before booking their online consultations. Meanwhile, doctors will fill out the rest of the assessment form.

As medical secretaries, you can check and remove them if no longer necessary, as instructed by your doctor.



Check Patient Details

Review and get the basic details of patients, including all their booked appointments, in case the doctor needs quick information about them.

Click the "Patients" button at the side navigation bar, as you see in the image below. Here, you will see all the patients that belong to this clinic.



Click the patient's name to get more details about the patient's appointment history. When you click the date and time of each appointment, you will be redirected to the Appointment Details page.



Add Users

Allow other clinic staff to help you manage your clinic.

Note: If you are going to add new users in SeeYouDoc MC, this person must create a SeeYouDoc patient account first. You may refer to the "Register to a SeeYouDoc Account" part in this article.



Enter the email address of the person you will add. Then select whether he/she will be an Admin, Owner, or User. Once done, click the "SUBMIT" button.



An email invite will be sent to the person's email address, which he/she should accept and log in with the credentials he/she used to register for a SeeYouDoc account to have the same access as you.

Credits

Monitor and audit the transactions within your clinic.

Click the "Credits" button at the side navigation bar, as you see in the image below. Here, you will instantly view your clinic's credit balance and even add an amount to the clinic's SeeYouDoc e-wallet. You can also view invoices, cash, and credit transactions.

To purchase credits, read our article How do I add credits to my SeeYouDoc e-wallet?



Manage Calendar

View all appointments monthly, weekly, daily, or via list. You can also sync your own Google Calendar.

Click the "Calendar" button at the side navigation bar, as you see in the image below. When you click an appointment in the calendar, a pop-up message will appear on your screen. If you click the "Show Appointment" button. You will be redirected to the Appointment Details page.



Settings

Manage the settings and the public information about your clinic.

Click the "Settings" button at the side navigation bar, as you see in the image below. Here, you will be able to update the profile, availability, services, affiliated HMOs, and referral details of your clinic.



Update the public profile of your clinic and click the "SUBMIT" button.

Add a banner and avatar photos to your clinic
Edit the clinic's name and room number
Add a description of your clinic
Add mobile and phone number
Click the checkbox if you would like to display the name of the doctors available in your clinic.



Add a schedule in your clinic and click the "SAVE CHANGES" button once you are done.

Limit the available slots that your clinic can accommodate per day,
Opt to auto-confirm all upcoming bookings,
Manually input the start and end time,
Choose to add intervals between schedules per day, or
Block your schedule



Update existing services or add a new service. This process is the same as editing and adding services in the Managing Doctor's Information section in this article.





Add or update affiliated Health Maintenance Organizations (HMOs)

Click "Add Affiliated HMOs" button



Select from the drop-down menu and click the checkbox to let patients know that this is an active affiliated HMO in your clinic. Once done, click "SUBMIT."



View your clinic's referral code and check all patients referred to your clinic.




Need more help? As we build software to help innovate the medical industry today, our arms are also open to provide you assistance in any way possible. If you need a face to face, online or recorded demo, let us know by giving us a call or emailing us through hello@seeyoudoc.com & +63 917 702 6381.

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