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Clinic CRM docs

Step-by-step guide for every main Clinic CRM workflow.

Use this as a staff reference for daily clinic operations: registering patients, managing the queue, recording consultations, managing users, and keeping local data backed up.

First run

Install and prepare the clinic computer.

  1. Download the Windows installer from the Clinic CRM page.
  2. Run the installer on the clinic computer that will keep the SQLite database.
  3. Open Clinic CRM from the Start Menu or desktop shortcut.
  4. Allow Clinic CRM through Windows Firewall if Windows asks for network permission.
  5. Log in with the first admin account and change the default password before using real patient data.

Accounts

Log in and change default passwords.

  1. Open Clinic CRM on the host computer, or open the LAN address from another clinic device.
  2. Enter the staff email and password.
  3. If the account is new or reset, set a private password when prompted.
  4. If repeated wrong passwords trigger a temporary warning, wait a few minutes or close and reopen Clinic CRM on the host computer.
Starter accounts

Use these only for first setup or demos, then change the passwords immediately.

admin@clinic.local / admin12345
reception@clinic.local / reception12345
doctor@clinic.local / doctor12345

Reception

Search, register, and update patients.

  1. Search first using name, phone, guardian name, or patient number.
  2. Open an existing match if the patient is already registered.
  3. Create a new patient only when no correct match exists.
  4. Fill in first name, last name, birth date, sex, contact details, guardian details, address, and notes.
  5. Review any duplicate warning before saving.
  6. After saving, add the patient to today's queue or schedule an appointment for another date.

Queue board

Manage today's patient flow.

  1. Open the Queue view.
  2. Review waiting, called, in consultation, skipped, done, cancelled, or no-show entries.
  3. Use priority for senior citizens, urgent cases, or clinic-defined priority patients.
  4. Assign a doctor when the patient should go to a specific doctor.
  5. Update status as the patient moves through the clinic.
  6. Avoid adding the same patient twice on the same day while they still have an active queue entry.

Doctor workspace

Review history and record consultations.

  1. Open the Doctor workspace.
  2. Review today's assigned queue and unassigned patients.
  3. Open the patient record before consultation.
  4. Read previous diagnoses, clinical notes, vitals, and prescriptions.
  5. Enter chief complaint, vitals, diagnosis, clinical notes, follow-up date, and remarks.
  6. Add prescribed medicines with dosage, frequency, duration, and instructions.
  7. Save the consultation so the visit becomes part of the patient's history.

Admin

Manage users, audit logs, and reports.

  1. Open the Admin area after logging in with an admin account.
  2. Create staff accounts for receptionists, doctors, and admins.
  3. Edit staff details or change a staff account role to Doctor to modify the doctor list.
  4. Deactivate staff accounts that should no longer access clinic records.
  5. Reset passwords when staff forget their login.
  6. Review audit logs for sensitive actions such as logins, patient changes, queue updates, consultations, prescriptions, and user management.
  7. Export CSV reports when patient or consultation data needs to be reviewed outside the app.

Data safety

Back up the local SQLite database.

  1. Open the Admin backup area.
  2. Confirm the backup folder is available on the host computer.
  3. Run a manual backup before major testing, upgrades, or real clinic use.
  4. Keep automatic daily backups enabled.
  5. Copy backup files to a secure external drive or clinic-approved storage location.
  6. Test restore procedures with non-production data before relying on backups for real operations.

Local network

Access Clinic CRM from other clinic devices.

  1. Keep Clinic CRM running on the host computer.
  2. Find the host computer IPv4 address using ipconfig.
  3. On another clinic device, open http://HOST-IP:4000, replacing HOST-IP with the host computer IPv4 address.
  4. Use the same staff login credentials as the desktop app.
  5. If the page does not load, confirm both devices are on the same network and allow Clinic CRM through Windows Firewall.
  6. Do not expose port 4000 to the public internet.
Open detailed LAN guide

Recommended beta checklist

Before using real patient data.

  1. Install the latest build from the downloads page.
  2. Change all default passwords.
  3. Create separate staff accounts for each user.
  4. Test patient registration, queue flow, consultation saving, report export, and backup creation.
  5. Confirm LAN access only works inside the clinic network.
  6. Run at least one backup and store a copy outside the host computer.