Current Clinic Business Flows

This map replaces the dense BPMN view with a stakeholder-readable version. It focuses on who does what, when the handoff happens, and what business outcome each flow produces.

Patient Front desk / staff Doctor Billing Admin / manager Business decision Outcome

End-to-End Operating Cycle

The normal patient visit journey from clinic setup through reporting.

1. Configure clinicSet clinic profile, departments, doctors, schedules, treatment catalog, users, and permissions.
2. Register patientCreate patient profile, attach files, and maintain clinical background.
3. Book appointmentMatch patient need to doctor, department, date, and available slot.
4. Deliver careDoctor reviews the patient, records notes, treatments, and prescriptions.
5. Bill and collectGenerate invoice, issue it, record payment, and track balances.
6. Review performanceMonitor appointments, revenue, outstanding invoices, doctors, and patient activity.

Flow Coverage

All current implemented business areas are represented below.

Access and dashboardLogin, role-aware dashboard, quick actions, logout.
Clinic administrationClinic profile, departments, users, doctors, schedules, leaves, permissions.
Patient managementRegistration, profile updates, files, allergies, conditions, notes, history.
AppointmentsScheduling, status changes, reschedule, cancellation, daily view.
Clinical workConsultation, treatments, prescriptions, printed prescription view.
BillingTreatment catalog, invoice generation, issue, void, payment, PDF download.
ReportingAppointment and invoice ledger, revenue summaries, export, print.
Current boundaryPatient self-service portal is not currently part of the implemented frontend.

Access and Daily Start

How clinic users enter the system and start work from role-specific dashboards.

Clinic user
Open loginEnter clinic account email and password.
Sign inContinue into the clinic workspace.
Role determines viewStaff, doctor, and admin see different navigation and dashboard priorities.
Dashboard readyUser sees today's work and available actions.
LogoutUser ends the session when work is complete.

Clinic Setup and Governance

Administrative preparation needed before smooth daily operations.

Admin / manager
Maintain clinic profileName, contact, registration, address, and invoice header details.
Create departmentsDefine dental specialties used in doctor and appointment workflows.
Manage usersCreate staff, doctor, and admin accounts with active status.
Configure rolesReview and update what each role can access.
Operating model readyTeam members can work within their responsibilities.
Doctor setup
Create doctor profileName, specialization, department, contact, and license details.
Set working hoursDefine weekly availability for scheduling.
Add leaves and block-offsRemove unavailable dates from appointment booking.
Doctor bookableAvailable slots can be shown to staff during scheduling.
Treatment setup
Maintain treatment catalogProcedure code, name, category, standard price, and duration.
Update pricesKeep billable treatment values current.
Deactivate unavailable treatmentsPrevent old procedures from being selected for new visits.
Billing foundation readyCompleted treatments can become invoice items.

Patient Intake and Record Management

How a patient becomes ready for care and how their record is maintained over time.

Patient
Shares detailsName, contact, date of birth, medical background, emergency contact, and insurance.
Provides documentsX-rays, reports, consent forms, or other files when available.
Front desk / staff
Search existing recordsCheck by name, patient ID, or phone.
New patient?Create a profile or open the existing one.
Register patientCapture demographics, contact, emergency, and insurance details.
Upload documentsAttach clinical and administrative files to the profile.
Patient profile readyPatient can now be scheduled and clinically reviewed.
Doctor / clinical
Add conditionsMaintain medical conditions relevant to treatment.
Add allergiesCapture allergy type, severity, and notes.
Add clinical notesRecord observations and care context.
Review historyUse appointments, invoices, files, and prescriptions tabs for context.

Appointment Scheduling

How staff books the correct visit with the correct doctor.

Patient
Requests appointmentProvides reason for visit and preferred timing.
Front desk / staff
Find patientSelect existing patient or register a new one first.
Choose doctor and departmentMatch patient need to dental specialty and clinician.
Pick available slotSelect date and time from the doctor's availability.
Add visit detailsPurpose of visit and internal notes.
Appointment scheduledAppointment appears in dashboards and appointment list.
Doctor
Reviews daily scheduleDoctor sees today's own appointments on dashboard.
Ready for visit?Appointment can be confirmed or moved into consultation when patient arrives.

Reschedule, Cancellation, and Status Changes

How appointments are kept accurate when plans change.

Patient
Requests changeNeeds a new slot or cancels the visit.
Front desk / staff
Open appointmentLocate the appointment from list, dashboard, or patient profile.
Reschedule or cancel?Choose the correct operational action.
RescheduleSelect new slot and capture reason.
CancelRecord cancellation reason.
Schedule updatedAppointment status and history reflect the latest decision.
Doctor
Updates clinical statusMove appointment through confirmed, in progress, completed, or no-show when appropriate.
Work queue currentToday's dashboard reflects the changed status.

Consultation Flow

The patient visit from arrival through completed clinical care.

Patient
Arrives for visitPatient is checked in for the scheduled appointment.
Receives careExam, diagnosis, and treatment are completed.
Front desk / staff
Marks visit startedAppointment moves into active consultation workflow.
Supports documentsAttach files needed by the doctor or clinic.
Doctor
Reviews patient contextProfile, allergies, conditions, notes, files, past appointments, invoices, and prescriptions.
Examines patientConducts consultation and determines treatment.
Records clinical noteAdds observations and care details.
Appointment completedVisit is ready for treatment documentation and billing.

Treatment and Prescription Flow

How completed care becomes a clinical record and prescription when needed.

Doctor
Treatment performed?Doctor adds performed procedures after appointment completion.
Select catalog itemChoose treatment, tooth number, quantity, price, and notes.
Prescription needed?Doctor decides whether medication is required.
Create prescriptionDiagnosis, medicine, dosage, frequency, duration, and instructions.
Print prescriptionPatient receives the medicine instructions document.
Clinical record completeTreatments and prescription stay linked to the appointment and patient.
Billing impact
Treatments become billableRecorded treatments are later copied into the invoice.
Invoice already issued?Once issued or paid, treatment changes are locked.

Billing, Invoice, and Payment Flow

How completed appointment treatments become a bill and payment record.

Billing / staff
Appointment completed?Billing starts after the clinical visit is complete.
Generate draft invoicePull completed treatments into invoice line items.
Review totalsCheck subtotal, discount, total, paid amount, and balance due.
Issue invoiceInvoice becomes official and treatment edits are locked.
Record paymentCash, card, bank transfer, insurance, or other payment method.
Invoice paid or trackedBalance becomes zero or remains outstanding for follow-up.
Patient
Receives invoiceInvoice can be viewed or downloaded as a PDF.
Makes paymentPayment is recorded against the invoice.
Admin / manager
Void needed?Issued or partially paid invoices can be voided with a reason.
Review outstanding balancesTrack unpaid and partially paid invoices.

Reporting and Operational Review

How managers and staff review clinic activity and financial performance.

Admin / manager
Open dashboardReview appointment load, patient totals, active doctors, revenue, and invoice indicators.
Open reportsFilter appointment and invoice ledger by date and invoice status.
Review breakdownsRevenue and appointment counts by department and doctor.
Export or printShare ledger information outside the application when needed.
Operational insight readyManagement can act on revenue, workload, and outstanding balances.
Staff
Monitor today's appointmentsUse dashboard and appointment list to manage daily flow.
Follow up billingUse invoice list to track draft, issued, paid, and outstanding records.
Current boundary: patient self-service is represented as a future business area, because the current frontend does not implement a patient portal.