Reception handles three things in Heltio: who is coming and when, who is already waiting, and who has paid how much. After three sittings at the computer you can book a visit, check a patient in, take a payment and issue an invoice.
Your role is called Assistant and it deliberately does not see clinical notes or treatment plans. That is not an oversight — access to medical records belongs only to the person keeping them.
How to do it
Day 1 — the reception desk, appointments, check-in
Reception is a screen for the whole working day. You keep it open, because it refreshes itself. The sections: Waiting room, Team schedule · today, Online bookings, Waitlist, Payments today and To settle.
You book a visit from the Calendar — by clicking an empty slot in a practitioner's column, or with the New appointment button. The N shortcut opens the same form from anywhere in the panel. You find the patient by surname, e-mail address or phone; a new record needs a first name, a surname and one contact channel, and the rest is optional. Series such as "every Tuesday for eight weeks" are booked as a recurring appointment.
When the patient arrives you click Check In — they move to the Waiting room and the practitioner sees that someone is waiting for them. Call in marks the moment they go through. If there is a tablet in the waiting room, the patient checks themselves in with the last five digits of their PESEL number. Someone who did not turn up is marked with Mark as no-show; the slot is then released to the waitlist.
The top band, two in the drawing, answers the question of who is here and who is due: Waiting room, Team schedule · today and Online bookings. The bottom, four, is about money: Payments today and To settle.
Day 2 — the day's till
Payments is a single-day screen: Collected today, To collect today, Arrears and Methods today. The To collect now panel lists checked-in patients with an unsettled visit; every row has Card / BLIK and Cash, so usually it is enough to confirm the amount already filled in.
The Accept payment button opens the same dialog without a patient pre-filled. The methods: Cash, Transfer, Card terminal, BLIK, Card, Przelewy24. A visit covered by a pass shows the marker from package instead of an amount and needs no payment. An overpayment the patient wants to leave for later is recorded as a wallet top-up.
To a patient who is not here today you send Send SMS reminder — a message with a payment link. You close the shift with the Cash report for shift close card: it shows the cash in the till, which you compare with the drawer.
Day 3 — invoices and messages
Invoices → New Invoice. You choose the document type (invoice, pro forma, correction) and the buyer: Patient, Company, Insurer or Anonymous. The Add from appointments button pulls in the patient's completed visits instead of typing the lines out by hand. Save as draft puts the document aside, Issue invoice closes it and sends it to KSeF.
Three statuses run separately and are worth telling apart: the document (Draft, Issued, Cancelled), the payment (Unpaid, Partial, Paid, Overdue) and KSeF (Pending, Submitted, Accepted, Rejected, Offline mode, Not required). An invoice can be paid and still be waiting for KSeF to accept it.
An issued invoice is not edited — you issue a Correction with the Reason for correction filled in. Invoices from suppliers arrive in the KSeF Inbox.
You send messages to a patient by SMS or e-mail from the templates the administrator has prepared.
What is still missing
You cannot issue fiscal receipts from Heltio today: the Fiscalization screen, where the online register is connected, is disabled. The Fiscal Receipts list works, but until a register is connected the clinic fiscalises its sales outside the app. Details: fiscal receipts.
When something does not work
Patient has already checked in.
What this means: The patient checked in earlier — either themselves on the waiting-room tablet, or someone on the team did it before you.
Invoice is already paid
What this means: The payment was recorded earlier — for instance the practitioner settled the visit at their end before the patient reached the desk.
Amount exceeds the remaining balance due.
What this means: The amount entered is larger than what is left to pay for the visit.
Send limit reached.
What this means: The payment link has gone to this patient three times within twenty-four hours.
Reception is not available for your role
What this means: The account holds a role in this clinic that has no access to the reception desk.
Who has access
The Assistant role books and reschedules visits, checks patients in, takes payments and keeps the records tidy. It does not create a new patient record, does not cancel visits, does not issue invoices, does not make refunds and does not open clinical notes — those are done by the owner, the administrator or the practitioner. The full table: roles and permissions.
Related
- Booking an appointment — three routes to getting a patient in the diary.
- Payments — the day's till — the whole screen, panel by panel.
- Invoices and KSeF — issuing, corrections and the inbox.
- Kiosk mode — the tablet on which the patient checks themselves in.