General Preferences

Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

This is where you make Decoda look and feel like your clinic. Set your logo, customize patient-facing messages, and configure invoicing behavior — it’s typically the very first page you set up. The General Preferences page controls organization-wide settings that affect how your clinic appears to patients, how communications are sent, and how the system behaves by default. Navigate to Settings > General to access these options.

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Configure Branding

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Set the Default Timezone

The Default Timezone is applied to new locations by default. Existing locations keep their individually configured timezone, so changing this value does not retroactively update them.

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Configure Communication Templates

Decoda sends automated messages to patients at various points in their journey. Customize each template below to match your clinic’s voice and policies.

• Reply-To Email: The email address patients see when they reply to automated emails from your clinic.
• CC Email: An email address that receives a copy of all outgoing patient communications. Useful for compliance or administrative oversight.
• Manual Invoice Text: The message included in manually sent invoices. Supports variables: {first_name}, {tenant_name}, {url}.
• Receipt Text: Message displayed on payment receipts. Variables: {tenant_name}, {url}.
• Reservation Cancellation Text: Template for text messages sent when an appointment is cancelled. Variables: {appointment}, {start_time}, {first_name}, {tenant_name}.
• Successful Payment Text: Message shown to patients after a payment is processed.

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Configure Invoicing Rules

Control when and how often invoices are delivered to patients.

• Max Invoices Per Day: Limit the total number of invoices sent per day across your organization. This prevents overwhelming patients with multiple invoices in a short period.
• Max Invoices Per Minute: Rate limit for invoice delivery (this prevents the system from sending too many at once). Helps manage system load during bulk invoicing.
• Invoicing Hours: Set the start and end time window for when invoices can be sent (e.g., 9:00 AM to 5:00 PM). Invoices queued outside these hours are held until the next eligible window.
• Allow Invoicing on Weekends: Toggle whether invoices are delivered on Saturdays and Sundays.
• Exclude Holidays: Toggle whether recognized holidays are skipped for invoice delivery.

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Customize Receipts

Tailor the look and delivery method of payment receipts.

• Receipt Logo: Upload a separate logo specifically for receipts. This can differ from your practice logo if needed.
• Automatically Send Receipts: Toggle whether receipts are sent to patients immediately after a payment is processed.
• Default Receipt Communication Method: Choose SMS or Email as the default delivery method for receipts.
• Quote SMS Text: Message sent to patients along with price quotes. Variables: {first_name}, {tenant_name}, {url}.

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Configure Payment Settings

These options control how payments and billing items are presented to patients and staff.

• Pass Fee to Patient: When enabled, the credit card processing fee is added to the patient’s total instead of your clinic absorbing it. For example, a 3% fee on a $100 charge adds $3 to the patient’s bill.
• Hide Patient Payment Plans: Toggle to hide the payment plan option from patient-facing pages. Use this if your clinic does not offer payment plans.
• Auto-Assign Sold By Provider: When enabled, the provider from today’s appointment is automatically set as the “Sold By” provider during checkout. Turn this off if you want staff to pick the selling provider manually each time.
• Item Sort Type: Choose how services and products are ordered in billing views. Options include: Category, Usage, Defined Order, Name, or Price. When Defined Order is selected, a list appears so you can drag items into the order you want.

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Dual Pricing

If your clinic uses dual pricing (a separate cash price for certain settlement types), a Dual Pricing panel appears below the payment settings.

• Cash Settlement Types: Tick the settlement methods that should bill at the item’s cash price instead of its regular price. Settlement types are managed under payment settings; only the ones you create show up here.

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Set the Default Home Page

Under the Navigation section, the Home Page dropdown sets the default page users land on after they sign in. The list is filtered to pages enabled for your tenant — for example, if Marketing is on, Growth-related routes appear; if it’s off, they don’t. This is an organization-wide default. Individual users can still navigate freely once they’re signed in.

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Configure Patient Settings

Define rules for patient registration.

• Required Patient Fields: Select which patient profile fields are mandatory when staff create a new patient. Options include email address, phone number, date of birth, external ID, address, gender, first name, last name, lead source, and credit card on file.

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Configure Scheduling

Control how providers are surfaced when staff are picking who performs a service.

• Filter Providers by Service: When on, the provider list on the staff calendar only shows staff who are attached to the selected service. When off, every provider is offered, even ones who do not perform that service. Use this if your clinic offers services that only some providers are trained or licensed to perform — it stops the wrong provider from being booked by mistake.

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Analytics

• Default Accounting Basis: Choose Cash or Accrual as the basis the analytics dashboards open in for everyone. Individual users can still switch their own view for the session without affecting anyone else. See Cash vs. Accrual Accounting for what the two bases mean and when to pick which.

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Manage Patient Tags

Create and manage tags used to categorize patients across your organization. From the Patient Tags section at the bottom of the General page, you can add a new tag, edit an existing tag’s name or color, or delete tags you no longer use. Tags created here become available everywhere patients are tagged in the app.

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Personal Preferences

Per-user settings like theme, calendar display options, notification sounds, and auto sign-off live on a separate page. See Personal Preferences for those settings. Your own Google Calendar connection is managed in Google Calendar.

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Advanced Configuration