What to set up in the first week
The order worth bringing a new clinic up in — from the invoice details to the first real visit. Without the things you do not have to do straight away.
The clinic is approved, the account works — and now you have to decide what to set up first. This list makes sense as an order, because every step uses the one before it: with no service catalogue there is no appointment duration, with no schedule there are no free slots, and with no slots there is nothing to book.
How to do it
Fill in the clinic details
Settings → Clinic Information. The legal name, NIP, REGON, address, phone and bank account number. This data goes onto every invoice and every receipt, so correct it now rather than after the first document has gone out.
While you are there, the Practice profile — Physiotherapy, Osteopathy, both, or complementary therapies. That choice decides which visit card and which note mode are the defaults.
Add the services
Settings → Services. Each entry carries a name, a duration and a price — the New Appointment dialog takes the visit length and the amount from it. A service with no price gives an appointment with no amount, which cannot be settled afterwards without a manual correction.
The catalogue starts empty. Begin with the three or four services you actually sell most often; add the rest as they come up.
Set the working schedule
Schedule is the hours you see patients in. Without them the time list in the New Appointment dialog will mark every entry (outside hours), and online booking will show the patient no slots at all.
If you work in several physical rooms, add them in Settings → Rooms. With a single room you can skip this step.
Invite the team
Settings → Team members → Invite Member. You give the Email address, the Role and, optionally, a Specialization. The staff roles include Owner, Administrator, Practitioner and Assistant.
After sending you will see Invitation sent. The invitee must accept it before joining the clinic.
Enter the first patients
Patients → Add Patient, or straight from the New Appointment dialog with the + New patient button. To start with, a first name, surname, phone and e-mail address are enough — you fill the rest in at the first visit.
Have a database in other software? Do not retype it and do not count on a file-upload wizard — the move is done by the Heltio team, and you should start that conversation before you begin seeing patients in Heltio.
Prepare the note templates
Settings → Note Templates. Heltio has System Templates that cannot be edited or switched off — to adapt one, use Duplicate and edit the copy.
Do not build the perfect template on day one. Write for two weeks on what is there and see what you add by hand every time — that is the material for your own template.
Walk the whole route on one real visit
The last step is going through the full cycle: booking the appointment, checking the patient in, opening the workspace, writing and signing the note, issuing the document. The first time will take several times longer than the rest. Note what stopped you — that is your list of things to fix in the settings.
What you can put off
- KSeF — the configuration is needed before the first invoice to a business, not before the first visit. See KSeF configuration.
- Passes, vouchers and online payments — add them when the first patient who wants to pay up front appears.
- Online booking and the public profile — they only make sense once the schedule is real. Empty hours in a public calendar do more harm than no calendar at all.
- AI features and the P1 integration — separate rollouts, each with its own conditions.
Who has access
Clinic AdminEvery step apart from entering patients needs owner or clinic administrator permissions. A practitioner and reception can book appointments and see patients from day one.
Related
- How to book a patient in — the first thing the whole team will do.
- Heltio demo — ready-made clinics with data, where you can rehearse everything with no risk.
- Settings — overview — the full map of the settings pages.