The clinic and polyclinic solution keeps order as the team grows
When a second physician, a front-desk employee and a nurse arrive, a practice's methods start to fall short: the calendar overlaps, the cash desk comes up short, patient records are written over each other. This page covers the HekimBis Pro package and the management of daily operations for clinics, polyclinics and medical centers working in a single branch.
Who can touch what
When a team grows, the most important job of software is not showing everyone everything. The role templates in the Pro package distribute critical actions as follows; custom roles can be defined, and the template is a starting point.
Physician
Creates and changes appointments, sees the patient card in full, writes and signs the exam. Can give a discount up to the defined limit; exports clinical indicators in reports.
Clinical staff
Open the patient card according to the care relationship with the patient, prepare exam drafts and correct supplies.
Front desk
Creates and changes appointments, sees identity and contact details, enters payments. Gives a discount up to the limit and proposes refunds; exports daily reports.
Finance
Manages payments, discounts and refunds, and sees the debt summary and finance reports.
Stock officer
Supply corrections and stock reports are their workspace.
Clinic director
Sees every screen, gives the second approval, assigns roles and closes access, and exports all reports with a trail.
Three rules govern this distribution. Money-related actions such as discounts and refunds depend on a permission limit and a reason; if the limit is exceeded a second approval is requested and the discount reason is recorded. A signed clinical record does not change silently; a correction is an additional record with a reason. Every export, sensitive view and role change is written to the audit trail. Emergency access by staff without a care relationship needs a reason and a time limit. See Roles and permissions and Security for details.
When customizing a role template, the question to ask is which record this role should see and why. The front desk does not need the diagnosis note, and the cash desk does not need the patient's allergy information. When no unnecessary access is opened, both the risk of mistakes and the risk of a data leak get smaller.
The four parts of daily operations
Front desk
Appointment, arrival record, waiting room and call are in the same flow. The patient reports arrival by QR code or at a kiosk, appears on the waiting-room board with a queue code and is called by room number. The estimated delay is updated according to the physician's real status. See Front desk and check-in.
Calls and switchboard
The phone is the first contact and the most missed place for a clinic. With the switchboard connection, the patient is recognized on an incoming call and the patient card opens; a missed call is recorded as a task and a lead, and the call-back is followed. See Switchboard connection.
Finance and cash desk
Service price lists can be separated by physician and institution; quotes, charges, partial and installment payments, cash desk opening and closing, cash differences and expenses are tracked in the same place. Debt aging and the collection task do not tie receivables follow-up to a person. See Finance and payments.
Stock and supplies
Lot, serial and expiry date, quantity by warehouse, minimum stock and run-out warnings, automatic use by procedure kit (correctable with real use), purchase requests and goods receipt. A reservation is made for an appointment or procedure; insufficient stock warns up front. See Stock and purchasing.
On top of these there is a staff and task layer: shifts, leave, daily opening and closing checklists, time-limited tasks and escalation, and device maintenance and calibration tracking. See Staff and operations. Reporting is fed from the same records: occupancy, no-shows, waiting, revenue, collections and stock use. See Reporting.
What the Pro package brings a clinic
Pro is for a single branch and a professional team; it includes all of Lite and adds the full lead pipeline, earnings and profitability, stock with lot and expiry dates, advanced reports, custom roles and full connector management.
The package includes five physician and fifteen staff seats and three specialty profiles. With extra seats, physicians can rise to ten, staff to thirty and specialty profiles to eight. When the team goes beyond this capacity or a second branch opens, the clinic moves to the Clinic package on the same data. The number of patient, appointment and exam records does not depend on the package.
The multi-branch clinic solution covers the multi-branch scenario, and if you come from a one-physician setup, the solo practice solution shows the difference. See Pricing for current prices.
Physician earnings and profitability
In clinics with many physicians, earnings are one of the jobs on which the finance team spends the most time and that causes the most argument. The problem is usually less the calculation itself than the vagueness and change of the rule.
In HekimBis the earnings rule is versioned: it is defined by physician, service and date, and when a rule changes only new procedures are calculated with the new version and past accruals are not rewritten. The calculation includes the effect of cancellations and refunds: the effect of a canceled session or a refunded payment on earnings shows in the statement. Each physician sees their own statement and the finance team sees the whole; the statement can be exported, and who took it and when is written to the audit trail.
The profitability view comes from the same records too: revenue and cost by physician, service, resource (room, device) and branch. This lets you answer which service is making us money with data instead of intuition. See Finance and payments.
The first two weeks of setup for a clinic team can be planned like this. The first week builds the structure: roles and users, physician, room and device resources, the service and price list, working hours and leave blocks. The second week sets the rules: the earnings rule, the discount limit and second approval, stock minimums and procedure kits, reminder and automation rules. Playing a day from start to finish with sample patients in the trial workspace during these two weeks reduces surprises at go-live. Go-live happens after organization verification and the contract, and real data is moved with preview and reconciliation. Short training paths for each role are part of onboarding. See How it works.
Frequently asked questions
Are a medical center and a polyclinic the same solution?
Yes; both are multi-physician single-branch structures. See Polyclinic software and Clinic management software for the software-side guides.
Can a facility with an SGK contract use HekimBis?
Yes; the appointment, clinical record, finance, stock and earnings flows work regardless of the type of facility. We review your facility's daily workflow together in the demo and clarify the scope.
Is mandatory e-Nabız submission included?
For facilities in scope it is managed inside the product; submission, receipt and the resend queue are tracked in the same place. See e-Nabız integrated software.
Can we connect our devices?
Through Edge Connector for devices verified at manufacturer, model, protocol and version level; a file from an unverified device is imported manually and is not shown as integrated. See Device connections.
What happens if we open a second branch?
You move to the Clinic package; data is not moved, and the same patient identity stays one across branches. See Multi-branch clinic.
Who has authority over discounts and refunds?
The permission limit is defined in the role templates. If the limit is exceeded, the clinic director's second approval is requested and the discount reason is recorded.
Can we change a role template to fit our structure?
Yes. In the Pro package custom roles and detailed permissions can be defined; the template is a starting point and every change is written to the audit trail.
Related pages
Features
- Front desk and check-inArrival logging, QR or kiosk check-in, waiting room status, and delay estimates.
- Staff and operationsShifts, leave, tasks, device maintenance, calibration, and incident management.
- Finance and billingPatient accounts, payments, installments, deposits, cash desk, and refunds.
- Inventory and purchasingLot, serial, and expiry tracking, procedure kits, purchasing, and receiving.
Solutions and process
Software guides