Guides & documentation
The actual clicks, in order, for everything a clinic does day to day — and a real person on WhatsApp when a guide isn’t enough.
Guide
Getting started
From an empty account to seeing patients — usually the same day.
Set up your clinic in five steps
- 1Open Settings → Clinic profile and fill in your name, address, phone and GSTIN. These print on every invoice and appear on your website.
- 2Go to Doctors and add each doctor with their consulting hours. Hours drive which slots patients can book, so set them before opening bookings.
- 3Add your Services with fees — start with the fifteen you bill most often, not your entire price list.
- 4Invite your front desk from Staff. Give them the Receptionist role so they can manage the calendar without seeing revenue.
- 5Import your patient list from Patients → Import. A two-column sheet of name and mobile number is enough.
Import patients from a spreadsheet
- 1Get your list into a sheet with at least Name and Mobile columns. Anything else is optional.
- 2Clean the mobile numbers first — strip spaces, use one consistent country-code style, and remove landlines.
- 3Upload the file and map each column to the matching field. The preview shows the first few rows so you can catch a wrong mapping before importing.
- 4Import. Ten thousand rows take under a minute, and duplicates matched on mobile number are merged rather than duplicated.
Guide
Appointments & queue
Bookings, walk-ins, rescheduling, and the live day view.
Take a booking and check a patient in
- 1From the calendar, click any empty slot, search the patient by mobile number, and pick the service. New patients can be created inline.
- 2The patient gets a WhatsApp confirmation immediately, with a link to reschedule themselves.
- 3When they arrive, hit Check in. They join the live queue and the waiting-room display updates.
- 4The doctor opens the patient from the queue — history, past prescriptions and documents are already on screen.
Handle walk-ins alongside booked patients
- 1Use Issue token for anyone without an appointment. They get the next number in the queue.
- 2The queue interleaves booked and walk-in patients in arrival order, so the front desk never has to decide manually.
- 3Drag any appointment to a new time to reschedule; the patient is notified automatically.
Guide
Prescriptions & records
Templates, branded PDFs, visit history and document uploads.
Build a prescription template
- 1Open Rx templates → New template and name it after the condition, not the drug — “Fever review” rather than “Paracetamol 650”.
- 2Add the medicines with default dose, frequency and duration. Anything you leave blank is filled in during the consult.
- 3Add your standard advice lines and investigations so they are not retyped every visit.
- 4Save. The template now appears in the prescribing screen for every doctor, and can be adjusted per patient without changing the template.
Prescribe and deliver in one pass
- 1Open the patient from the queue and choose a template, or start from blank.
- 2Adjust doses, add notes, and sign off. The branded PDF is generated instantly.
- 3Send it on WhatsApp from the same screen — the patient has it before they leave the room.
- 4The prescription is filed against the visit permanently and appears in the patient’s history.
Guide
Billing & payments
GST invoices, UPI and cards, part-payments, refunds and daily totals.
Bill a visit and take payment
- 1From the visit, click Bill. Services from the appointment are pre-filled; add anything extra.
- 2Choose the GST rate per line if it differs from your default, set in Settings → Billing.
- 3Take payment as cash, UPI at the counter, or send a Razorpay payment link over WhatsApp.
- 4The receipt is generated on payment and the collection appears in today’s totals immediately.
Record a part-payment or a refund
- 1On the invoice, enter the amount actually received. The balance stays outstanding against the patient.
- 2Later payments are added to the same invoice until it clears — the patient’s dues are always one number.
- 3For refunds, open the paid invoice and choose Refund with a reason. Both the payment and the refund stay on the record and in the audit log.
Guide
WhatsApp & reminders
Confirmations, reminders, follow-ups, and what to do when one does not arrive.
Turn on reminders and follow-ups
- 1Open Settings → Messaging and enable booking confirmations, visit reminders and follow-ups independently.
- 2Set the reminder time. The evening before, between 6 and 8 PM, does most of the work.
- 3For recalls, set the interval per service — a six-month dental review, a three-month diabetes follow-up.
- 4Messages are counted against your monthly WhatsApp credits, shown live in Settings → Plan.
Guide
Your clinic website
Pick a template, edit it inline, connect your domain, take bookings.
Publish your site
- 1Open Website and pick a template. Templates are grouped by specialty, so the starter content already fits your field.
- 2Click any text or image on the page to edit it in place — there is no separate editor to learn.
- 3Add your doctors, services and timings. These pull from your clinic data, so they stay correct when you change them elsewhere.
- 4Hit Publish. The site goes live on your vaidyax.com address immediately.
Connect your own domain
- 1In Website → Domain, enter the domain you own, for example smiledental.in.
- 2Add the DNS records shown to your domain registrar. Most registrars apply them within minutes.
- 3Come back and click Verify. The certificate is issued automatically once the records resolve.
- 4Until verification completes your site stays live on the vaidyax.com address, so nothing goes down.
Guide
Staff & permissions
Who can see what, and how to add or remove people safely.
Add a staff member with the right access
- 1Open Staff → Invite and enter their name, mobile number and email.
- 2Pick a role. Receptionist covers the calendar and check-in; Doctor adds clinical records; Accountant sees billing; Owner sees everything.
- 3They receive an invite and set their own password — never share a login between people, or the audit trail becomes meaningless.
- 4To remove access, set the member to Inactive. Their past actions stay in the record; their login stops working immediately.
Guide
Multiple locations
Running more than one location under a single login.
Add a location
- 1Open Locations in the sidebar and add it with its address, phone and state.
- 2Give it its own GSTIN only if it is registered in another state, and its own invoice prefix if you want a separate numbering series.
- 3Your website gains a locations list automatically, and patients booking online can choose which one.
Switch between locations
- 1Use the location switcher at the top of the dashboard to move between them without logging out.
- 2Everything re-scopes at once: the queue, appointments, billing and the dashboard all follow the location you pick.
- 3Staff who work at one location see only that one, and get no switcher.
Staff and doctors per location
- 1On Staff, set which locations each person works at — one or several. Working at several still uses one seat.
- 2On Doctors, assign each doctor to their locations and set the days and hours they sit at each.
- 3Patients booking online only see doctors who are actually at that location that day.
Reporting across locations
- 1The dashboard and Reports default to the location you are working at.
- 2Switch to "All locations" for combined figures, plus a side-by-side comparison of each one.
- 3Patient records are shared across locations, so a patient who visits another branch is recognised and their history follows them.
Reference
Troubleshooting
The six problems clinics report most — what causes each, and how to clear it.
A patient says they never got the WhatsApp reminder
Usually because: Almost always a wrong or non-WhatsApp number, or the patient has blocked the sender.
What to do: Open the patient record and check the mobile number digit by digit. If it is correct, confirm the number is on WhatsApp. Message status is shown against the appointment, so you can see whether it was sent, delivered, or failed.
Online booking shows no available slots
Usually because: The doctor has no consulting hours set for that day, or the day is fully blocked.
What to do: Open the doctor’s calendar and check their hours for that weekday, then look for blocked time covering the day. Slots appear online the moment hours exist and are not blocked.
My invoice numbers have a gap
Usually because: An invoice was cancelled. The number is retained deliberately rather than reused.
What to do: This is correct behaviour — a reused invoice number is an accounting problem. The cancelled invoice stays visible with its status so the sequence is explainable to your accountant.
The custom domain is not connecting
Usually because: DNS records are missing, mistyped, or have not propagated yet.
What to do: Re-check the records at your registrar against the ones shown in Website → Domain, paying attention to trailing dots and the host field. Then wait — propagation can take a few hours. Verification retries automatically.
A staff member cannot see the billing screen
Usually because: Their role does not include billing permissions.
What to do: Open Staff, click the member, and either change their role or grant the specific permission. Changes apply the next time they load a page — no need for them to log out.
The dashboard says my account is read-only
Usually because: The free trial has ended and no plan has been chosen yet.
What to do: Nothing has been deleted — every record is intact and readable. Pick a plan from Settings → Plan and full access returns immediately.
Reference
Glossary
Words we use across the product and these docs, in plain terms.
- Token
- The queue number given to a walk-in patient. Tokens and booked appointments share one queue, ordered by arrival.
- Recall
- An automatic reminder that brings a patient back after a set interval — a six-month dental review, for example.
- Template (Rx)
- A reusable prescription for a condition you treat often. Adjusting it for a patient does not change the template.
- WhatsApp credits
- The monthly allowance of messages included in your plan. Confirmations, reminders and follow-ups each use one.
- Branch
- A separate location under the same account, with its own doctors, timings and reporting.
- Audit log
- The permanent record of who did what and when — edits, refunds, permission changes.
Reference
Frequently asked questions
The things people ask before and just after signing up.
Do my patients need to download an app?
Can I move my existing patient data in?
Does it work for multiple doctors and locations?
Is my clinic and patient data secure?
Do I need a developer to build my website?
Can I see VaidyaX before subscribing?
Can I change plans later?
What payment methods do you accept?
Are there any setup or hidden fees?
How long does it take to get started?
Will my clinic show up on Google?
What counts as a “doctor account”?
Support
Talk to a person
No ticket queue and no chatbot maze — the people who build VaidyaX answer these.
- Open WhatsApp
WhatsApp
Fastest for a quick question — usually answered within a couple of hours, 9 AM – 8 PM IST.
- contact@vaidyax.com
Email
Best for anything detailed or with a screenshot — same-day reply on working days.
- Book a call
A call, on screen
Book a slot and we walk your team through it live.
Looking for something that isn’t here? Tell us what you were trying to do — we write the guide and answer you directly.