Glossary

Alert: a short warning on a person's record. Shows in amber on the booking card so it is read before they arrive, not after.
Amendment: a dated addition to a signed clinical note. The way a signed note is corrected, since the original can never change.
Archived: hidden from the active list, with every word kept. What happens to records instead of deletion.
Arrived: the person is in the building. The most important status to set: the practitioner's screen, the "in the clinic now" count and several reports all read it, and many treat it as "this visit happened".
Case: one episode of care. A knee and a shoulder are separate cases even for the same person, because they are authorised, funded and discharged separately.
Claim: a request to a funder for money the patient does not owe. Lodged on the terminal today; recorded here.
Clini: the AI receptionist. Answers the phone and can take a booking. Her name is a setting, so a practice can call her something else.
Credit note: a second document carrying a negative, referencing an issued invoice, leaving both standing. The only way to reduce an invoice that has been issued. What the ATO expects as an adjustment note.
Discipline: the profession a practice is configured for. Installing one seeds services, note templates, the registration body, the usual funding and whether the software says patients or clients.
Did not attend (DNA): did not come and did not call. Not the same as Cancelled, and every report that counts them treats them differently.
Directory: everybody the practice deals with who is not a patient: GPs, specialists, insurers, plan managers.
Draft: the editable stage. A draft invoice has no number and is not in the books. A draft note or letter can be freely rewritten. The only stage where changing your mind is free.
Funding type: who ultimately pays: private, health fund, Medicare, DVA, WorkCover, NDIS, CTP. Set it when the record is created; it decides who gets billed.
Issued: an invoice that has been given a number and is final. It cannot be edited.
Obligation: one party's share of an invoice. A patient's gap and an insurer's share are two obligations against one invoice, chased separately.
Occupancy / utilisation: booked time against rostered time. Rostered, not calendar, so a practitioner who does not work Fridays is not marked down for an empty Friday.
Pack: a prepaid block of visits. Redeemed when a visit is invoiced.
Passkey: face, fingerprint or device PIN instead of a password. Nothing to type, nothing to phish. Added per device from Profile → Sign in.
Permission: one switch controlling one action, checked by the server on every request. See Roles and permissions.
Plan: a management plan the clinic was sent: an insurer's, an NDIS plan, a GP's care plan. Kept with the facts that govern treatment — who authorised it, how long it runs, how many sessions it covers.
Practice code: the short word identifying your clinic at sign-in. The same for everybody at the practice.
Recovery rate: how much of what was claimed actually came back. The figure that says whether claiming is working, as opposed to how much is outstanding.
Reference code: the short code on an error message. Quote it when reporting a problem; it is the fastest way to find what failed.
Signed: a clinical note locked permanently. A professional attestation. Corrections become amendments.
Skipped: a message that was never attempted, with a reason — usually no mobile on file. Different from failed, and usually the fixable one.
Void: cancelling an issued invoice that should never have existed, with a reason. Different from a credit note, which is for an invoice that was right when written.
Waiting list: people who want an earlier time, recorded with what a slot must satisfy. What turns a cancellation back into a booked hour.
Weekly scorecard: the Monday email of last week's numbers per practitioner, against the week before. Off by default; switched on in Reports.

A

C

D

F

I

O

P

R

S

V

W