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Settings Configuration Guide

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Getting Started

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Essential Settings (Do First)

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1. Locations

• Name - Location name (e.g., “Downtown Clinic”, “North Location”)
• Address - Full address where patients visit
• Phone - Main clinic phone number
• Hours - When clinic is open (affects appointment scheduling)
• Time Zone - Important for scheduling (affects all times)
• Services Offered - Which services available at this location
• Staff Assigned - Which providers/staff work here
• Payment Methods - Which payment options available (card, cash, etc.)
• SpaKinect Location ID - If using GFE exams

• Patients book at specific locations
• Staff assigned to locations
• Affects availability for scheduling
• Multiple locations = multiple schedules

Name: "Downtown Aesthetic Clinic"
Address: "123 Main St, New York, NY 10001"
Phone: "(212) 555-0100"
Hours: Mon-Fri 9am-6pm, Sat 10am-4pm, Sun Closed
Time Zone: "Eastern Time"
Services: Botox, Fillers, Facials, Consultations
Staff: Dr. Smith, Nurse Jane, Receptionist Mike

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2. Services

• Service Name - What you call it (e.g., “Botox Injection”, “Facial Treatment”)
• Category - Group services (e.g., “Injectables”, “Facials”, “Consultations”)
• Description - What patient sees when booking
• Default Duration - How long appointment takes (15 min, 30 min, 60 min, etc.)
• Price/Rate - What you charge (can be per hour or fixed)
• Required Forms - Forms patient must fill before appointment
• Checklist Items - Tasks before/after appointment (e.g., “Request GFE”)
• Services Conflict - Services that can’t be booked same day
• Provider Restriction - Only certain providers can offer

• Defines what patients can book
• Controls appointment duration
• Drives charges (service = item on invoice)
• Patient sees this when scheduling

Service: "Botox Treatment"
Category: "Injectables"
Duration: 30 minutes
Price: $12 per unit (variable)
Required Forms: Consent Form, Intake
Checklist: Request GFE, Before Photo
Conflicts: Other injectables (don't double-book)
Providers: Dr. Smith, Dr. Jones (not Dr. Brown)

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3. Categories

• Category Name - Group name (e.g., “Injectables”, “Skincare”, “Wellness”)
• Display Order - Order shown to patients when booking
• Color - Visual identifier in calendar and lists (optional)

• Better organization for patient booking
• Revenue reporting by category
• Helps patients find services

• Injectables (Botox, Fillers)
• Laser (Hair Removal, Skin Resurfacing)
• Skincare (Facials, Chemical Peels)
• Consultations (Free Consultation, Follow-up)

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4. Bookables

• Which Services Available - Checkmark services patients can self-book
• Availability Rules - How far ahead they can book
• Duration Flexibility - Can patient choose duration or locked time
• Price Display - Show price to patient during booking

• Reduces staff scheduling burden
• 24/7 booking availability
• Patients book directly

• Allow self-booking: Consultations, Follow-ups, Haircut
• Prevent self-booking: Complex procedures, Injectables (need approval)
• Min advance: 24 hours
• Max advance: 90 days

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Core Configuration

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Providers

• Name & Credentials - Full name and credentials (MD, RN, etc.)
• Specialties - What they specialize in
• Bio/Photo - Patient-facing information
• Services Offered - Which services they provide
• Hours/Availability - When they work (days and times)
• Break Times - Lunch, meetings, etc.
• Location Assignment - Which clinic location(s)

• Patients see who they’re booking with
• Availability affects scheduling
• Revenue/commission calculated per provider
• Quality reputation tied to provider

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Users & Roles

• Staff Accounts - Create login for each staff member
• Role Assignment - What permissions each person has
• Location Access - Which clinics they can access
• Permissions - Read, Create, Edit, Delete permissions per feature

• Controls who sees what information
• Prevents unauthorized access
• Tracks who made changes (audit trail)
• Allows role-based workflows

• Owner/Admin - Full access
• Manager - Manage scheduling, view billing
• Provider - View own patients, create notes
• Front Desk - Check in patients, scheduling
• Billing - View charges and payments only

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Scheduling Rules

• Default Duration - How long appointments are (if not set per service)
• Buffer Time - Minutes between appointments
• Advance Booking - How far ahead patients can book (e.g., 90 days)
• Late Booking - How close to appointment before can’t book (e.g., 24 hours)
• Max Per Day - Most appointments per provider per day
• Cancellation Policy - Notice required to cancel (e.g., 24 hours)
• Rescheduling - Can patients reschedule or only staff?

• Ensures realistic scheduling
• Prevents double-booking
• Protects no-show rates
• Prevents last-minute chaos

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Payment Configuration

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Payment Methods

• Credit/Debit Card - Process card payments (Rainforest)
• Cash - Accept cash payments
• Check - Accept checks
• Bank Transfer - ACH payments
• Patient Credit - Apply prepaid credits

• Customers need options to pay
• Each method affects processing
• Revenue depends on collections

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Merchant Account

• Processor - Rainforest Payments (default)
• Credentials - API keys from processor
• Settlement Account - Bank account for deposits
• Transaction Fees - Track fees per transaction
• Approved Cards - Which card types to accept

• Actually processes card payments
• Affects transaction fees (impacts profit)
• Controls payment settlement timing

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Billing Rules

• Auto-Charge - Services auto-bill on completion (yes/no)
• Deposit Requirements - Require upfront payment
• Invoice Due Dates - Default net terms (Net 15, Net 30, etc.)
• Grace Period - Days before late notice
• Write-Off Threshold - Write off small balances automatically
• Tax Rate - Sales tax applied to charges

• Controls financial workflow
• Reduces bad debt
• Ensures consistent billing practice

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Notifications & Communication

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Notifications

• Appointment Reminder - When to send (24 hours before, etc.)
• Invoice Sent - Notify patient when invoice created
• Payment Received - Confirm payment
• Appointment Confirmation - When patient books
• Membership Renewal - Remind before auto-renew
• Message Recipients - Who gets notifications (patient, staff, both)

• Appointment scheduled
• Appointment reminder
• Appointment cancelled
• Payment received
• Invoice sent
• Form submitted
• Message received

• When sent (immediately, delay, scheduled time)
• Who receives (patient, provider, admin, location)
• How sent (SMS, email, both)

• Keeps patients informed
• Reminds of appointments (reduces no-shows)
• Improves communication
• Reduces questions/calls

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Message Templates

• Template Name - What it’s for
• Message Text - What patient receives
• Variables - , ,
• When Used - Which events trigger it

Appointment Reminder:
"Hi {{PATIENT_NAME}}, reminder that you have an appointment
tomorrow at {{APPOINTMENT_TIME}} with {{PROVIDER_NAME}}.
Reply STOP to opt out."

Invoice Sent:
"Hello {{PATIENT_NAME}}, your invoice for ${{AMOUNT}} is ready.
Click here to pay: {{PAYMENT_LINK}}"

• Consistent messaging to patients
• Professional tone
• Easy to update across all messages

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Email Domain

• Domain Name - Your clinic domain (e.g., “[email protected]”)
• Email Provider - Mailgun or similar
• Verification - Add DNS records to verify ownership
• Sender Name - What shows in “From” (e.g., “My Clinic”)
• Reply Address - Where replies go

• Branded emails (professional)
• Improves email deliverability
• Customer support/reply emails

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AI & Automation

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Assistants

• Call Handling - AI answers phone calls (yes/no)
• Voicemail Transcription - AI transcribes voicemails
• SMS Responses - AI responds to patient SMS
• Training Data - Customize AI behavior for your clinic
• Escalation Rules - When to pass to human

• 24/7 patient support without staff
• Faster response times
• Reduces workload on team

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Advanced Configurations

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Content & Branding

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General

• Clinic Name - Legal name of clinic
• Logo - Upload clinic logo
• Website - Clinic website URL
• Phone - Main phone number
• Email - Main email
• Support Email - Where patients contact support
• Address - Clinic address
• Timezone - For all times in system
• Currency - USD, EUR, etc.

• Branding (appears to patients)
• Contact information for customer support

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Profile

• Name & Email - Your user info
• Phone - Your contact number
• Preferences - Language, timezone, notification preferences
• Security - Change password, enable 2FA

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Security Settings

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Security

• Two-Factor Authentication - Require 2FA for staff
• Session Timeout - Auto-logout after inactivity (e.g., 30 min)
• Password Policy - Complexity requirements
• IP Restrictions - Allow only certain IP addresses (optional)
• Audit Logs - View who accessed what when
• API Keys - For integrations

• HIPAA compliance
• Prevent unauthorized access
• Detect suspicious activity
• Data security

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Advanced Settings

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Preferences

• Time Format - 12-hour or 24-hour
• Date Format - MM/DD/YYYY, DD/MM/YYYY, etc.
• Calendar View - Default view (day, week, month)
• Notifications - Which alerts you receive
• Do Not Disturb - Quiet hours
• Theme - Light or dark mode

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Developers

• API Keys - Create keys for external apps
• Webhooks - URLs to call when events happen
• Integrations - Connected third-party apps

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Configuration Checklist

• Location(s) created with address, phone, hours
• Services created with names and durations
• Providers/staff added with credentials
• User accounts created with roles
• Payment method(s) configured (at minimum: cash or card)
• Notification templates customized

• Scheduling rules set
• Categories created
• Bookables configured (if using patient portal)
• Email domain verified
• Billing rules set (auto-charge, tax, etc.)
• Availability/hours for all providers

• Assistants configured (AI features)
• Custom message templates
• Security settings optimized
• Preferences customized per staff
• API integrations (if needed)

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Settings Best Practices

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Documentation

• Document your settings in a spreadsheet
• Keep notes on why each setting was chosen
• Update when settings change

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Testing

• Test before going live
• Try booking as patient
• Send test messages
• Verify charges create correctly

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Regular Review

• Monthly: Check scheduling is working smoothly
• Quarterly: Review notification settings
• Annually: Audit security and access controls

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Keep Updated

• Update staff phone numbers when changed
• Update hours if seasonal changes
• Keep provider info current
• Update billing rules if pricing changes

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Troubleshooting

• Check location hours are set
• Check services have duration
• Verify provider availability
• Check scheduling rules aren’t too restrictive

• Verify email domain is verified
• Check notification is enabled
• Verify phone number format for SMS
• Check template text isn’t empty

• Verify user role has permission
• Check location assignment matches
• Verify feature is enabled for your plan
• Contact support if persists

• Check auto-charge is enabled
• Verify service has price
• Check billing rules setting
• Review charge history for errors

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Related Features

• Users & Roles - Control staff access
• Appointments - Uses Scheduling rules
• Billing - Uses Billing rules
• Communications - Uses Notification settings
• Inventory - Configure products here too