The plan takes you from an empty clinic to the first real visit recorded in Heltio. The order is not arbitrary: without a service you cannot add a visit, and without working hours the calendar has nothing to draw. Each day is one sitting at the computer, not a full working day.
You start once the Heltio team has approved your clinic application — until then the panel shows Your clinic application is under review. You'll get full access once approved.
How to do it
Day 1 — the clinic details
Settings → General, the Clinic Information card: Name, Email, Phone, Address, City, Timezone. You save with Save changes. The patient sees this data and it goes onto documents, so the rest of the week rests on it.
The logo is uploaded separately, in Clinic → Profile. One logo serves both e-mails and PDF documents.
Day 2 — services, rooms, passes
Settings → Services. While the catalogue is empty, the screen says No services configured and the appointment form has nothing to offer. For each service you give the name, the Duration, the Buffer time, the price and the VAT rate — for medical services usually the exemption, and then Heltio requires the grounds for it.
Start with the five items you sell most often; you can add the rest during the month. The Per-practitioner tab lets you give one person a different price or a different duration. Treatment rooms are added in Settings → Rooms, multi-visit passes in Settings → Packages.
Day 3 — invoicing details and KSeF
Settings → Billing → Billing Settings: Legal business name, NIP, Address, Bank Account (IBAN) and the grounds for the VAT exemption. Below that, Invoice Numbering — a number template separately for the invoice, the pro forma and the correction, plus Sequence reset (monthly, yearly or never). Do not change the numbering mid-year.
Then Settings → KSeF Configuration: paste the KSeF API Token generated in the KSeF portal, choose Sandbox (Test) or Production, and click Test Connection.
Day 4 — the team and the roles
Settings → General → Team members → Invite Member. The roles available: Administrator, Practitioner, Assistant. Owner is you, and that role cannot be granted from the panel.
Day 5 — the schedule and the booking rules
Schedule — each person's working hours. Without them the calendar and online booking do not know when to offer slots. Thirteen Polish public holidays are entered in advance in Schedule → Public Holidays; add planned leave in Time Off.
Then, in Settings, the Booking Rules card: whether the patient can reschedule and cancel on their own, how much notice is needed, and what happens on a no-show. The Patient View section shows the exact sentences the patient will see. You finish with Save Rules.
Day 6 — reminders and online booking
Settings → Notifications: turn on the channel for the reminders sent 24 hours and 2 hours before the visit, read the wording, and use Send test SMS to your own number before a patient sees it.
The address at which a patient books for themselves is in Settings, on the Public Booking Link card — together with a printable QR code and a preview of the page.
Day 7 — the first real visit
Create a patient record in Patients, book a visit in the Calendar, and walk the whole route: reception checks the patient in, the practitioner runs an active session and writes the note, the payment lands in Payments, the invoice goes to KSeF. At the end open the Audit Log — every step of that visit should be there.
What is still missing
- Uploading a patient database from a file. Migration from your previous software is done by the Heltio team; arrange it with us rather than waiting for a wizard. What to prepare: migrating the patient database.
- The public clinic page and the clinic directory. Switched off for the beta. The profile data is not lost — the name, logo and contact details appear in the header of online booking.
- Connecting a fiscal register. The Fiscalization screen is disabled; until it is switched on, the clinic fiscalises sales outside Heltio.
- Patient reviews. The report screen works, but the patient has nowhere to leave a rating today.
When something does not work
No services configured
What this means: The service catalogue is empty, so the appointment form has nothing to offer.
Configure your NIP in Billing Settings first.
What this means: The clinic has no NIP recorded, and without it no document can be filed with KSeF.
Invitation sent. The invitee must accept it before joining the clinic.
What this means: This confirmation always appears — including when the address given has no Heltio account and no invitation was created at all.
Cannot demote the last owner.
What this means: The clinic must have at least one owner, and you are trying to change the role of the only such person.
Related
- The first hours in the panel — what you see right after creating the account.
- Service catalogue — duration, price and VAT step by step.
- Invoices and KSeF — numbering, issuing and corrections.
- Roles and permissions — what each person on the team sees.