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 and take a payment.
Your role is called Assistant and it deliberately does not see the content of medical records — clinical notes, measurements or visit summaries. That is not an oversight — access to the records belongs only to the person keeping them. You can look at treatment plans, but you do not create or change 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, For reception (matters left by practitioners, with Call and Done buttons), Online bookings, Waitlist (when someone cancels a visit, Freed slots appear here with the matching people and a Book into this slot button), Payments today and To settle.
You book a visit from the Calendar — by clicking an empty slot in the grid (you pick the practitioner in the form), or with the New appointment button. The N shortcut opens the same form on the calendar screen. You find the patient by surname, e-mail address or phone; a new record needs a first name and a surname, and the rest is optional — but enter the phone number straight away, because without it the patient gets no SMS. Series such as "every Tuesday for eight weeks" are booked as a recurring appointment.
You reschedule a visit by dragging it in the Calendar to another slot — any practitioner's visit, not just one person's; in the room view, dragging it to another column changes the room. The appointment details window lets you confirm the visit (Confirm Appointment), move the time of a series from a chosen session onwards, and cancel it (Cancel Appointment) — for a recurring visit you choose whether to cancel only this occurrence or the following ones as well. You create a new record from the new-appointment window or with the Add Patient button on the Patients list. On the patient record, the Edit Patient button lets you correct the phone number, e-mail, address, PESEL and date of birth — whether the patient gets a reminder depends on a correct number.
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.
Two in the drawing answers the question of who is here and who is due: Waiting room at the top, Team schedule · today below it. The right-hand column, four, gathers things to deal with: For reception, Online bookings, Waitlist, and below them the money — Payments today and To settle.
Day 2 — the day's till
You open Payments with the Cash desk link in the Payments today card on the Reception dashboard — that item is not in your side menu. It 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 — you take BLIK and cards on the terminal. 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
You do not issue invoices — a practitioner, administrator or the owner does, and the Invoices item is not in your menu. You hand them the completed visits: you make sure a visit is completed and settled at the cash desk, and the practitioner pulls it into the invoice with the Add from appointments button. Details for the people who issue them: invoices and KSeF.
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, reschedules, confirms and cancels visits, checks patients in and marks no-shows, creates new patient records and corrects their contact details, and takes payments. It does not issue invoices, does not make refunds, does not start or finish a visit and does not write documentation — notes, measurements, the medical history, the clinical profile or the Notes field on the patient record. 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.