Front Desk / Reception – Daily Workflow & Navigation Guide

Reception / Front Desk users manage patient entry, appointment scheduling, billing, and payment collection—ensuring smooth front-office and financial operations.
This page provides a structured overview of daily workflows to help navigate Biograph efficiently.

How to Use This Page

Use this page as a quick navigation guide. Each workflow represents a common task and shows the exact system path to follow.

Core Reception Workflow (Primary Loop)

Manage patient flow from registration to billing and payment.

Workflow:
Patient → Patient Appointment → Appointment Calendar → Check-In → Patient Encounter → Sales Invoice → Payment Entry

Steps Explained:

• Patient – Register or manage patient details
• Patient Appointment – Book and manage appointments
• Appointment Calendar – View daily schedules
• Check-In – Mark patient arrival
• Patient Encounter – Link consultation for billing
• Sales Invoice – Generate billing for services
• Payment Entry – Collect and record payments

Daily Jobs To Be Done

Patient Registration & Management

1. Register Patients

Create new patient records or update existing details.
Workflow:
Patient → Create / Update Patient Record

Appointment Scheduling & Coordination

2. Book Appointments

Schedule consultations with practitioners.
Workflow:
Patient Appointment → Select Practitioner → Select Slot → Confirm Appointment

3. Manage Appointments

Handle rescheduling, cancellations, and updates.
Workflow:
Patient Appointment → Update / Cancel / Reschedule

4. Monitor Schedule & Patient Flow

Track daily appointments and manage queue.
Workflow:
Appointment Calendar → Patient Appointment → Queue Management

5. Check-In Patients

Mark arrival and move patients into consultation flow.
Workflow:
Patient Appointment → Check-In → Queue

Billing & Payment Operations

6. Generate Patient Invoices

Create billing records for consultations, tests, and procedures.
Workflow:
Patient Encounter / Patient Appointment → Sales Invoice → Add Items → Submit

7. Process Payments

Collect and record patient payments.
Workflow:
Sales Invoice → Payment Entry → Record Payment → Update Status

8. Handle Insurance & Coverage

Manage insurance-linked billing.
Workflow:
Patient Insurance Policy → Sales Invoice → Apply Coverage → Adjust Amount

9. Track Outstanding Payments

Monitor unpaid invoices and follow up.
Workflow:
Sales Invoice → Filter (Unpaid / Overdue) → Follow-up → Payment Entry

10. Handle Billing Queries & Adjustments

Resolve billing issues and update invoices if needed.
Workflow:
Sales Invoice → Review → Adjust / Amend → Resend Invoice

Key Navigation Insight

Reception workflows revolve around four core areas:

• Patient – Registration and patient information
• Patient Appointment – Scheduling and visit management
• Patient Encounter – Linking consultation to billing
• Sales Invoice & Payment Entry – Billing and payment processing

Reception acts as the bridge between:

• Patients (entry point)
• Practitioners (consultation)
• Billing (revenue capture)

Understanding this flow ensures smooth patient handling from arrival to payment completion.