A front desk's day in Stator

At most clinics, bookings, arrivals, payments and receipts all go through the front desk, often while the same person answers WhatsApp.

Here's what a day at the desk looks like in Stator, from opening to closing.

Before the first patient

Open the Schedule on the day view. Every physio has their own column, with home visits and video sessions among the clinic visits.

Patients booked for today with an email address got a reminder yesterday, and they'll get another about an hour before. Nobody at the desk has to send those.

A booking comes in on WhatsApp

Reply to the patient as you always do. Then go to Schedule → New appointment and pick the patient, the visit type, the physio, the date and the time.

Set where it happens: the clinic, the patient's home, or online. Set how it's paid: self-pay at the desk, HMO, a prepaid package or billed monthly.

A new patient? Send them the registration link on WhatsApp. They fill in their own details on their phone, the answers land in Intake, and you check them before you create the patient.

Stator gives them the clinic's next patient number.

Patients arrive

Open the appointment and click Check in.

That moves the patient onto their physio's list for the day, and the physio starts the session from there. If nobody checks a patient in, Stator does it at the start time, so a busy morning doesn't leave a physio with an empty list while the waiting room fills up.

"I've paid" messages

Patients who pay by transfer can tell you from their app, and a badge shows next to Payment confirmations. Check your bank app, and if the money is there, confirm it. The patient gets their receipt.

Closing time: bill the day

Open Billing → Visits not yet billed. Every visit that happened today without a bill is on that list, whether or not the physio's note is approved yet.

Tick them and click Generate invoice(s). The prices come from the clinic's own price list, and HMO patients' bills split into what the scheme covers and what the patient owes.

Payments and receipts

Open an invoice and click Record payment: cash, transfer or POS, and the amount. A part payment is fine, and the rest stays on the invoice as the balance due.

The receipt goes by email if the patient has an address. For everyone else, Share on WhatsApp opens a chat with the receipt written out. It carries the amounts paid, never the treatment.

Mistakes

A wrong invoice isn't deleted. Tell the admin, who voids it with a reason, and it stays on the record marked void.

The front desk part of the docs has every step in more detail.