Set Up General Preferences
Start here to add your clinic name, logo, contact info, and branding. This is what patients see on receipts, emails, and booking pages, so getting it right from the beginning saves you from fixing things later.General Preferences
Add Your Locations
Create each physical clinic or facility your practice operates out of. Everything in Decoda — appointments, payments, schedules — is tied to a location, so you need at least one before doing anything else.Locations
Invite Your Team
Add your staff members and assign them roles. Roles control what each person can see and do, whether they are front desk, provider, billing, or admin. You can always adjust permissions later.Users & Roles
Create Your Services
Define the treatments and procedures your clinic offers. Each service has its own pricing, duration, provider assignments, and patient notifications, so take the time to set these up completely.Services
Set Up Payment Processing
Connect your merchant account, register POS devices, configure tax rates, and set up the payment methods your clinic accepts. This step is required before you can collect any payments through Decoda.Payment Management
Configure Billing Rules
Create rule sets that automatically follow up on unpaid invoices. For example, you might send a text on day 3, an email on day 7, and charge the card on file on day 14. Automating this saves your staff significant time.Billing Rules
Set Up Notifications
Choose which events trigger alerts and how you receive them — in-app, email, or SMS. Each staff member configures their own preferences, so encourage your team to do this once their accounts are created.Notifications
Build Your Intake Forms
Create the forms patients fill out before appointments — demographics, insurance, medical history, consent. You can link forms to specific services so they are sent automatically when an appointment is booked.Forms & Intake
Configure Scheduling
Set up self-scheduling rules, bookable resources like rooms and equipment, calendar appearance, and provider capacity. This is the last core step before your clinic is ready to start seeing patients through Decoda.Scheduling Configuration
What’s Next?
Once you have the basics in place, explore these additional features as your clinic needs them:- Products & Medications — If you sell retail items or dispense medications, set those up under Settings. Products · Medications
- Memberships & Packages — Create recurring plans or one-time bundles for your patients. Memberships · Packages
- AI Assistants — Automate phone calls, note-taking, and text responses. AI Assistants
- Note Templates — Set up structured templates for clinical documentation. Note Templates
- Developer Integrations — Connect Decoda to other tools via webhooks and API. Developer Settings