You’re running the business, not just the front desk. The tools that matter most are the ones that tell you how the clinic is doing and keep the day-to-day running on its own. This is the short path to all of them.
By the end of your first day, you’ll be able to:
- Ask questions about your business in plain language
- See how the clinic is performing at a glance
- Pay staff accurately from the work they’ve already recorded
- Plan shifts and catch scheduling conflicts early
- Keep products and medications in stock
- Make sure your AI assistants sound like your clinic
Learn these first
1
Ask Decoda
Instead of digging through reports, just ask. Click Ask Decoda in the top navigation to ask questions about your clinic’s data in plain language — and have it take actions like drafting a form or sending a blast. It always shows a plan and waits for your approval first, so you stay in control.Ask Decoda
2
Track performance with Analytics
Analytics is how you spot trends before they become problems — slow weeks, top providers, revenue dips. Open Analytics for dashboards on appointments, revenue, patients, providers, and memberships, viewable on a cash or accrual basis depending on the question.Analytics
3
Pay your staff
Payroll is error-prone by hand, so Decoda builds it from work already recorded — commissions, hourly rates, and tips. Review earnings and run payouts from the Staff Pay tools, and confirm your commission rules are set up the way you intend.Staff Pay · Commissions
4
Plan shifts
Knowing who’s working when — and catching conflicts early — keeps the schedule from breaking down. Use Check-In > Shift Management to plan availability across all providers and locations in one view, resolve overlaps, and clear shifts for holidays.Shift Planning
5
Manage inventory
Running out of a product or medication means lost revenue and cancelled treatments. Track stock levels, create purchase orders, and manage suppliers so you reorder before you run dry.Inventory
6
Review your AI instructions
The AI assistants answer calls, transcribe notes, and reply to texts on your clinic’s behalf — so the instructions behind them are effectively your staff’s script. Review and tune them so the AI sounds like you and follows your policies.AI Assistants
7
Set up your notifications
As the owner you don’t need every alert — you need the ones that signal something needs your attention, like a failed payment or low inventory. Notifications are per-user, so turn on what matters to you and choose in-app, email, or text.Turn these on in-app to start: failed payments and planned payments; failed refunds and adjustments; chargebacks that need action or were lost; failed deposits; low stock; and low patient reviews. Leave the routine “succeeded” and “created” alerts off — you’ll see that activity in your dashboards.Notification Settings
A rhythm that runs itself
You won’t touch all of these every day. Here’s a cadence that keeps the clinic healthy without living in the software:- Each morning — Glance at Analytics, or ask Ask Decoda “how did yesterday go?” to catch anything off.
- Each week — Plan next week’s shifts, review staff pay, and check inventory levels before they run low.
- Ongoing — As you learn how patients respond, tune your AI assistant instructions so calls and texts keep getting better.