1. Introduction

Welcome to General Practitioners

General Practitioners is a comprehensive medical practice management system designed to streamline healthcare operations. This SaaS platform provides tools for managing patients, appointments, prescriptions, medical records, and more.

Key Features

• Patient Management
• Appointment Scheduling
• Prescription Management
• Medical Records
• Vaccine Tracking
• AI-Powered Assistant
• Real-time Notifications
• Role-based Access Control

User Roles

2. Getting Started

2.1 Registration

To create a new account:

1. Navigate to the Register page by clicking "Register" in the sidebar or visiting /register/
2. Fill in the required information:
   • Email: Your valid email address (used for login)
   • First Name: Your first name
   • Last Name: Your last name
   • Password: A secure password (minimum 8 characters)
   • Confirm Password: Re-enter your password
3. Click Register to create your account
4. You will be automatically logged in and redirected to your dashboard

2.2 Login

To log into your account:

1. Navigate to the Login page at /login/
2. Enter your registered email address
3. Enter your password
4. Click Login

Upon successful login, you will be redirected to your role-specific dashboard.

2.3 Navigation

The application uses a sidebar navigation system:

Sidebar Menu

• Dashboard: Your main overview page
• Patients: Patient directory
• Appointments: Appointment management
• Medical Records: Patient medical history
• Prescriptions: Prescription management
• Vaccines: Vaccine management (Doctors only)
• Settings: Admin settings (Admins only)

Top Navigation Bar

• Toggle Button: Collapse/expand sidebar
• Notifications: View your notifications (bell icon)
• User Menu: Profile, Settings, Logout

3. Dashboards

Each user role has a customized dashboard displaying relevant information and quick actions.

3.1 Admin Dashboard

The Admin Dashboard provides a comprehensive overview of the entire practice:

• User Statistics: Total users by role (doctors, nurses, receptionists, patients)
• Appointment Metrics: Today's appointments, pending requests
• Prescription Overview: Pending approvals, recent prescriptions
• System Health: Active subscriptions, system status
• Quick Actions: Add new users, manage settings

3.2 Doctor Dashboard

The Doctor Dashboard focuses on clinical activities:

• Today's Schedule: List of appointments for the day
• Pending Prescriptions: Prescriptions awaiting approval
• Recent Patients: Recently seen patients
• Appointment Requests: Pending patient appointment requests
• Vaccine Eligibility: Patients eligible for vaccines

3.3 Nurse Dashboard

The Nurse Dashboard provides clinical support information:

• Today's Appointments: Scheduled appointments
• Patient List: Quick access to patient records
• Medical Records: Recent medical history entries

3.4 Receptionist Dashboard

The Receptionist Dashboard focuses on administrative tasks:

• Today's Appointments: Full schedule for the day
• Appointment Requests: Pending requests to process
• Patient Check-in: Quick patient lookup
• Recent Registrations: Newly registered patients

3.5 Patient Dashboard

The Patient Dashboard provides personal health information:

• Upcoming Appointments: Your scheduled appointments
• Active Prescriptions: Current medications
• Medical History: Your health records
• Quick Actions: Request appointment, request prescription

4. Patient Management

Overview

The Patient Management module allows staff to manage patient records including personal information, contact details, and medical history.

Viewing Patients

1. Navigate to Patients in the sidebar
2. Use the search bar to find patients by name, email, or phone
3. Use filters to narrow down results (gender, active status)
4. Click on a patient row to view details

Adding a New Patient

1. Click the Add Patient button
2. Fill in the patient information:
   • First Name & Last Name (required)
   • Date of Birth (required)
   • Gender
   • Email Address
   • Phone Number
   • Address
   • Emergency Contact
3. Click Save to create the patient record

Editing a Patient

1. Navigate to the patient's detail page
2. Click the Edit button
3. Update the necessary fields
4. Click Save Changes

Deleting/Restoring Patients

Patients are "soft deleted" which means they can be restored:

1. To delete: Click Delete on the patient detail page
2. To restore: Navigate to deleted patients and click Restore

5. Appointments

Overview

The Appointments module manages scheduling between patients and doctors, including appointment requests, confirmations, and status tracking.

Appointment Statuses

Creating an Appointment (Staff)

1. Click Create Appointment
2. Select the patient
3. Select the doctor
4. Choose date and time
5. Add reason for visit (optional)
6. Click Create

Requesting an Appointment (Patients)

1. Navigate to Request Appointment
2. Select your preferred doctor
3. Choose your preferred date and time
4. Describe the reason for your visit
5. Submit the request
6. Wait for staff to approve your request

Managing Appointment Requests (Staff)

1. Navigate to Appointment Requests
2. Review pending requests
3. Click Approve to confirm or Reject to decline
4. Patient will be notified of the decision

6. Prescriptions

Overview

The Prescriptions module manages medication prescriptions, including creation, approval workflow, and renewals.

Prescription Statuses

Requesting a Prescription (Patients)

1. Navigate to Request Prescription
2. Fill in the medication details:
   • Medication name
   • Reason for request
3. Submit the request
4. A doctor will review and approve/reject the request

Creating a Prescription (Doctors)

1. Navigate to Prescriptions
2. Click Create Prescription
3. Select the patient
4. Enter medication details:
   • Medication name
   • Dosage
   • Frequency
   • Duration
   • Instructions
5. Click Create

Approving/Rejecting Prescriptions (Doctors)

1. View pending prescriptions on your dashboard or prescription list
2. Click on a prescription to review
3. Click Approve or Reject
4. The patient will be notified

Renewing a Prescription

1. Navigate to the prescription detail page
2. Click Renew
3. A new prescription will be created with the same details

7. Medical Records

Overview

Medical Records stores the complete medical history for each patient, including conditions, diagnoses, treatments, and clinical notes.

Record Contents

• Condition: Medical condition or diagnosis
• Diagnosis Date: When the condition was diagnosed
• Treatment: Treatment plan or prescribed care
• Notes: Additional clinical notes
• Created By: Doctor who created the record
• Date Created: When the record was added

Viewing Medical Records

1. Navigate to Medical Records in the sidebar
2. Search for a patient or browse the list
3. Click on a record to view full details

Adding a Medical Record

1. Navigate to a patient's detail page
2. Click Add Medical Record
3. Fill in the medical information
4. Click Save

Soft Delete & Restore

Medical records are soft-deleted to maintain data integrity:

• Deleted records are hidden but can be restored
• Click Delete to remove a record
• View deleted records and click Restore to recover

8. Vaccine Management

Overview

The Vaccine Management module allows doctors to define vaccines and automatically determine patient eligibility based on age, gender, and risk factors.

Vaccine Definition

Each vaccine record includes:

• Vaccine Name: Name of the vaccine
• Description: Details about the vaccine
• Eligibility Criteria:
  • Minimum Age
  • Maximum Age
  • Gender-specific requirements
  • Required risk factors

Creating a Vaccine

1. Navigate to Vaccines in the sidebar
2. Click Add Vaccine
3. Enter the vaccine name and description
4. Set eligibility criteria
5. Click Save

Running Eligibility Check

1. Click Run Eligibility Check
2. The system will automatically identify eligible patients
3. View the list of eligible patients for each vaccine

Sending Notifications

1. From the eligibility results, select patients
2. Click Send Email or Send SMS
3. Patients will receive notifications about their vaccine eligibility

9. Notifications

Overview

The notification system keeps you informed about important events in real-time through multiple channels.

Notification Types

• Prescription Approved: Your prescription request was approved
• Prescription Rejected: Your prescription request was rejected
• Prescription Request: A new prescription request needs review (doctors)
• Appointment Approved: Your appointment request was approved
• Appointment Rejected: Your appointment request was rejected

Notification Channels

• In-App: Bell icon in the navigation bar
• Email: Sent to your registered email
• SMS: Text message (if configured)
• Voice: Audio announcement (browser)

Managing Notification Preferences

1. Navigate to Settings from the user menu
2. Find the Notification Preferences section
3. Toggle on/off the channels you prefer for each notification type
4. Click Save

10. AI Assistant

Overview

The AI-powered assistant provides intelligent help through text and voice interactions. It can answer questions, help navigate the system, and provide information based on your role.

Accessing the AI Assistant

1. Look for the chat bubble icon in the bottom-right corner
2. Click to open the assistant window

Text Chat

1. Type your question or request in the chat input
2. Press Enter or click Send
3. The AI will respond with helpful information

Voice Commands

1. Click the microphone icon to start voice input
2. Speak your question clearly
3. The AI will respond with both text and audio

What the AI Can Help With

• Answering questions about system features
• Guiding you through common tasks
• Providing information based on your role permissions
• General healthcare administration questions

11. Settings & Profile

Profile Management

Access your profile from the user menu in the top navigation.

Updating Your Profile

1. Click your name in the top-right corner
2. Select Profile
3. Update your information:
   • Profile picture/avatar
   • First name and last name
   • Contact information
4. Click Save Changes

Settings

Available Settings

• Notification Preferences: Configure how you receive notifications
• Account Settings: Change password, update email

Admin Settings (Admins Only)

Administrators have access to additional settings:

• Django Admin: Full administrative control via /admin/
• User Management: Create, edit, delete users and assign roles
• Subscription Settings: Manage Stripe integration and subscriptions
• Custom Fields: Define custom fields for extending data models
• Website Settings: Customize branding and colors

12. Subscription

Overview

General Practitioners uses a subscription model for access to all features. Subscriptions are managed through Stripe.

Subscription Status

Your subscription status is displayed at the top of every page:

• Active - Full access to all features
• Pending - Awaiting payment confirmation
• Expired - Subscription has ended
• Cancelled - Subscription was cancelled

Subscribing

1. Click Subscribe Now in the subscription banner
2. You will be redirected to Stripe's secure checkout
3. Enter your payment information
4. Complete the payment
5. Your subscription will be activated immediately

13. Frequently Asked Questions

How do I reset my password?

Navigate to the login page and click "Forgot Password". Enter your email address and you will receive instructions to reset your password.

Can I access the system from mobile devices?

Yes! The system is fully responsive and works on smartphones, tablets, and desktop computers. The interface automatically adjusts to your screen size.

How do I export data?

Most list pages have export options. Look for the export dropdown menu which allows you to download data in PDF, Excel, or CSV format. You can export all records or just selected ones.

Is my data secure?

Yes, security is a top priority. The system uses encryption for data transmission, role-based access control, and follows industry best practices for healthcare data protection.

How do I get help or report issues?

You can use the AI Assistant for immediate help with common questions. For technical issues, contact your system administrator or use the support contact provided by your organization.

What browsers are supported?

The system supports all modern browsers including Chrome, Firefox, Safari, and Edge. For the best experience, we recommend using the latest version of your preferred browser.