Secure clinic operations for day sheets, reconciliation, approvals, payroll, inventory, equipment, and reporting.
Type the name as best you can. Global Admin will match it to the correct office or create it if it is new.
This is a request only. Global Admin verifies and assigns the actual role and office access. Global Admin cannot be requested during registration.
New users must register before signing in. Registration creates your ClinicOS account, but access is device-specific. A ClinicOS administrator must verify your identity, approve the device you registered on, assign your offices and link your account to the correct staff or clinician record. Registering on one computer, tablet or phone does not approve any other device; each additional device requires separate administrator approval. Do not enter patient information here.
⏳
Awaiting Approval
Your request is waiting for review.
ApproverClinicOS administrator
Next stepWait for approval, then sign in again
ClinicOS
Operate · Manage · Grow
All Offices
Hi, 👋
Day Sheets
Operations ›
Finance ›
Reports
Clinical ›
People ›
Admin ›
My Space
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ClinicOS Beta 3 · Controlled beta
Dashboard
Daily operations
Day Sheet
Open an existing sheet or begin the day’s activity.
System Time--:--
Expenses
Category
Amount (J$)
Item / Description
Vendor
Invoice #
Payment
Total Expenses: J$0
Day summary
Patients
0
Gross Production
J$0
Discounts
J$0
Amount Paid
J$0
Balance O/S
J$0
Lab / Outsource
J$0
Cash / Direct Transfer
J$0
Credit Card
J$0
Debit Card
J$0
Insurance
J$0
📊 Operational Metrics
Per SOP v1.1
📝 Day Notes / Handover
⚠ Do not enter patient names, clinical details, or identifiable information here.
💵 Daily Cash Reconciliation
Opening & Income
Removals & Deposits
Count & Variance
Enter actual count to see variance
Unsaved changes
🩺 Clinician Verification
01
Open a day sheet
Choose an office and date. An existing sheet will open, or a new draft will be started.
1Select office
2Choose date
3Open sheet
Draft sheets
Resume local or cloud drafts without searching History
Day sheet coverage
Calendar
Office
Status
Missing
Draft
Submitted
Pending Verification
Verified
Locked
No Patients
Closed/Holiday
Day sheet archive
History
Review activity, collections, balances and submission status.
0 selected
Select
Date
Office
Clinicians
Patients
Collected
Balance
Status
Actions
🔒 My HR
Enter your 4-digit PIN to access your HR information.
👤
No Staff Record Linked
Your user account is not linked to a staff record. Contact your administrator to link your account.
👤 My Profile
🗓 Leave Balance
📋 Leave History
💳 My Loans
+ Request Leave
💼 My Clinician Commission
Date
Office
Patient
Procedure
Production
Collected
Insurance
Lab
Status
Est. Commission
💵 My Payslips
Period
Type
Days Worked
Gross Pay
Deductions
Net Pay
Status
📝 My Day Sheet Verifications
Staff enter → Clinician verifies → Manager approves
Awaiting Your Verification
Date
Office
Patient Count
Status
Sheets You Have Verified
Date
Office
Verified At
Manager Status
📱 Trusted Devices
⚠️ device(s) awaiting approval.
User
Device
Browser
Device ID
Status
Last Seen
Added
🔐 Device Restriction
Admin only
Restrict to Approved Devices
When enabled, users can only log in from approved devices above.
Register and approve all devices before enabling this.
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⏱ Session Timeout
📋 Recent Access Log
User
Device ID
Browser
Status
Time
Identity & access
Permissions
Delegate specific responsibilities without expanding a user’s role.
Choose a team memberRole defaults remain in place unless you add an explicit override.
OPERATIONS
Petty Cash
The office cash fund: what is available, what is waiting for approval, and what happened to the balance.
This device
Loading encrypted local petty cash…
Date
Transaction
Amount
Status
Balance after
Actions
Loading encrypted local petty cash…
Petty cash
Clinical workflow
Lab Cases
Track every case from impression through delivery.
Patient
Type
Office
Lab
Shade
Sent
Expected
Status
Lab Fee
Payment
New Lab Case
⚠ Do not enter clinical details or full medical history here.
Title
Type
Assigned To
Provider
Due
Completed
Hours
Status
Assign Training
Team Member
Period
Type
Appraiser
Self %
Super %
Status
🏦 Cash Control
💰 Cash Position (Last 30 Days)
📊 Cash Accountability Summary
Office
Cash Income
Expenses
Deposits
Owner Collections
Net Cash Movement
Variance
Status
Select date range and click Run.
⚠️ Open Cash Variances
Date
Office
Variance
Explanation
🧾 Expense Line Items
Date
Office
Category
Description
Vendor / Invoice
Amount
Method
🏛 Bank Deposits
Date
Office
Amount
Bank
Ref #
Status
👤 Owner Collections
Date
Office
Owner
Amount
Reason / Notes
📊 Cash Accountability Report
Date
Office
Cash Income
Expenses
Deposits
Owner Collections
Exp. On Hand
Actual Count
Variance
Explanation
Select a date range and click Run Report.
Date
Office
Expected
Actual Count
Discrepancy
Deposited
Status
Cash Reconciliation
DATA PORTABILITY
Backup & Export
Create a complete recovery file or download one focused dataset.
🔒
Private by designFiles are prepared in this browser and downloaded to this device.
↧
COMPLETE COPY
Full data backup
Recommended for recovery and secure long-term storage.
Admin only
Customize included data ⌄
↗
ONE DATASET
Quick export
Choose exactly what you need as a CSV file.
Recent export activityReview backup and export historyOpen log ⌄
Type
Status
Created By
Started
Completed
Notes
🔐 Patient Name Privacy Migration
Admin only
Removes patient_name from Supabase and replaces it with
a local_patient_uuid. The UUID↔name map is kept on this device only —
it is never uploaded to the cloud. Run Dry Run first to see what
will be affected before committing any changes.
🔒 Patient map: checking…
📊 Planned vs Actual
Category
Office
Planned
Actual
Variance
Status
💳 Expenses
Description
Category
Office
Vendor
Date
Due
Amount
Status
Add Budget Line
Add Expense
🔎 Patient / Procedure Search
Find patients by UUID/name and count procedure activity such as cleanings, extractions, dentures, RCTs.
Date
Office
Patient
Procedure
Clinician
Fee
Insurance
Loading registry…
🗂️ Patient Index
Patient records from the local encrypted registry. Unlock the registry to view names and DOB.
🔐 Names and dates of birth are stored in the encrypted registry on this device only. Cloud records reference the Patient UID only. Registry must be unlocked to display patient details.
Name
DOB
OD Chart #
Office
Last Seen
CAPTURE WORKSPACE
Scan Center
Choose a task, confirm the office, then scan. Nothing is saved until you review and confirm it.
● Local processing
1
What are you scanning?Select one workflow
2
Confirm officeRecords stay within this office context
Choose an office to continue
3
Start scanningHold the patient QR inside the frame
Camera readyPosition the code clearly inside the frame
Scanning tips
Use good lighting and hold the device steady. Barcodes and QR codes decode automatically when supported. Insurance details must always be reviewed before saving.
REVIEW RESULT
Scan Preview
SUPPLY CONTROL
Inventory
Track stock, measure usage and order before supplies run out.
This device
Unlock the encrypted registry, then import the opening inventory count.
Low —Out —Needs correction —Not yet counted —To order —Transfers in —
ABOUT 5 SECONDS
Issue stock
Listed per item and location. Nothing has been counted or moved there yet. That is not the same as out of stock.
Item
On hand
PAR
Status
Actions
Loading encrypted local inventory…
Calculated purchase list
Inventory control
What PAR levels say to buy for the selected office. It is a calculation only — it does not create purchase requests, and purchase requests do not change it.
Set PAR levels to calculate.
Transfer suggestions
Inventory control
Surplus held above target in one office that could cover a shortfall in another. Nothing moves until someone records a Transfer.
No suggestions yet.
Purchase requests
Legacy catalogue
A separate request workflow that uses the legacy item catalogue. It does not read the calculated list above, and receiving a request adds to Legacy stock, not to Inventory control.
Item
Office
Qty
Urgency
Reason
Status
Date
New Purchase Request
Suppliers
Reference list
Contact details only. Suppliers are not linked to items, the purchase list or purchase requests.
Supplier
Contact
Phone
Email
Categories
Status
Add Supplier
Forecast & ordering
Not available
Demand forecasting is not implemented on this device: no usage feed is connected, so it makes no recommendations.
Legacy stock
Legacy
Quantities kept in the older catalogue-based stock model. They are separate from Inventory control (the Stock tab): a change here does not appear there, and the reverse. Receive, use, adjust and transfer here are saved all-or-nothing.
Item
Category
Office
Unit
Current
Reorder
Ideal
Status
Not available This is a placeholder: nothing below is calculated.
DEMAND PLANNING
What needs to be ordered next
Recommendations account for usage, available quantity, supplier lead time and safety stock.
Connect the encrypted office inventory vault to calculate live recommendations.
Item
Available
Daily use
Coverage
Stockout
Order by
Recommended
Confidence
No forecast has been calculated yet.
Inventory control activity
Inventory control
Every receipt, issue, transfer, adjustment and count recorded for the office and location above, newest first. Entries are read-only: a correction is a new entry made from Stock.
When
Item
Type
Change
Note
Loading encrypted local inventory…
28-day usage
Inventory control
Issue entries in the Inventory control ledger for the loaded offices.
No issue history yet.
Legacy usage & movements
Legacy
Movements recorded against Legacy stock. This is a different ledger from Inventory control and is not combined with it. Rows are history: they are never edited or deleted here.
Date
Item
Office
Type
Change
Reason
By
Inventory control setup
Inventory control
Locations, items and the opening count for the office selected above. PAR levels are set per item from the Stock tab.
Legacy item catalogue
Legacy
The catalogue behind Legacy stock and Purchase requests. It is separate from the Inventory control items above.
Item Name
Category
Unit
Default Reorder
Status
Add Item
Record Movement
Current stock: —
Adjusted is signed: a positive number adds stock, a negative number removes it (for example −3). It cannot take stock below zero.
⇄ Transfer Stock
OPERATIONS
Equipment
What you have, where it is, what state it is in, and when it next needs service.
This device
Equipment
Where
Status
Warranty
Next maintenance
Actions
Loading encrypted local equipment…
Add Equipment
Schedule Maintenance
Schedule controls
Planned Closures
Manage office downtime and protect completed reporting periods.
Schedule a closure
Holiday, maintenance or planned downtime
Month freeze
Administrative control
⌑
Locks the selected periodDay sheets in a frozen month cannot be edited until an administrator reopens it.
Active freezes
Scheduled closures
Office
Start
End
Days
Reason
Created
Jamaican statutory payroll rates and thresholds. Rates are configurable — no code changes required.
✅ Active Rule Set
📋 All Rule Sets
Year
Effective From
Effective To
PAYE Threshold/mo
NIS Rate
NHT Rate
Ed Tax Rate
Status
Source
New Payroll Rule Set
PAYE Thresholds (J$)
NIS
NHT
Education Tax
HEART Trust
Generate Payroll
💵 Payroll Records
Staff
Office
Period
Gross
Deductions ℹ
Net Pay
Employer Cost
Days
Status
💳 Staff Loans
📊 Leave Balances — All Staff
Request Leave
🗓 Leave Records
Staff
Type
Start
End
Days
Status
Notes
CLINICAL PERFORMANCE
Operations Intelligence
Explore patterns by clinician, office, and patient flow without displaying the entire network at once.
🧠
Select a date range and tab
All intelligence is generated from submitted day sheets.
Monthly performance
Monthly Summary
A concise office summary of production, collections, expenses, clinical activity and compliance.
Patients seen: …
Collections by Payment Type
Collections by Office
Production by Clinician
Expenses
Compliance
Insurance by Provider
Pre-Authorizations
Month-over-Month
Finance control
Collections Reconciliation
Check ClinicOS collections against cash, bank-card and insurer records. Exports never include patient names.
Day-by-day collections
One row per day for the selected month or date range.
Reconciliation checklist
Tick items as you verify them. These browser checkmarks are temporary; use Excel for a saved working checklist.
By Insurance Provider
By Office
Aging Buckets (Days Outstanding)
⚠ Disputed Claims
↥
Historical records
Import Day Sheets
Bring prior activity into ClinicOS from a spreadsheet or email.
Supports plain text copied from Gmail, Outlook, or any email client
✓ Import an entire month or one day✓ Duplicate protection by office and date✓ Existing sheets remain accessible
Preview
Import Results
Insurance workflow
Pre-Authorizations
Request approval before high-value procedures, track responses, and keep patient identifiers local-only.
Cloud records store status, fees, office, insurer, and approval amounts — not patient names or health card images.
Follow-up Queue
Patient names display only when stored on this device.
New Pre-Authorization
🔐 Patient identifiers below are stored only on this device in local browser storage. They are stripped before cloud save.
Insurer Email Response — Local Review
Paste the insurer’s response below. ClinicOS extracts proposed values locally and changes nothing until you review and apply them. Approval is not proof of payment.
Email Draft
Attach health card images/supporting files manually from this device. Attachments are not uploaded to ClinicOS cloud.
Insurance operations
Insurance Reconciliation
One authorized workspace for claims, remittances and reconciliation, shared by Insurance and Reports.
Manage locations, operating targets and group assignments.
Total offices—Configured locations
Active—Currently available
Groups—Ownership structures
Office directory
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⚕️ Clinicians
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👥 Staff
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Clinical configuration
Procedures
Maintain the searchable treatment catalogue, default fees and lab requirements.
Procedures—Catalogue entries
Active—Available on day sheets
Categories—Treatment groupings
Procedure catalogue
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Revenue configuration
Insurers
Manage providers and the processing fees used in reconciliation and clinician tallies.
Providers—Configured insurers
Active—Available for claims
Average fee—Processing rate
Provider directory
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Identity & access
Users & Access
Approve accounts, assign roles and control office visibility.
User directory
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Guided account setup
Set Up User
Complete identity, access, record linking and device approval here.
1
Identity and rolesSelect everything this person does in ClinicOS.
Select every role that applies. Owner and Administrator authority is managed separately for the relevant office group or office.
2
Office accessAssign every office this user is permitted to open.
3
Link the operational recordThis connects clinician tallies, email notices and staff activity to the login.
4
Approve registered devicesApprove the device used for registration without leaving this account.
📋 Audit Log
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Add Office
Office access & roles
Add Clinician
Use names or misspellings staff commonly enter. ClinicOS will still save the clinician of record.
Link an approved clinician account in Users & Access. ClinicOS uses that already-verified sign-in email and sends only patient-free tally information.
Deductions from commissionable production
Add Staff Member
Leave Accrual Adjustments (HR / Admin editable)
Statutory Identifiers (HR / Admin only)
Add Procedure
Add Insurance Provider
✓ Confirm Cash Reconciliation
🏛 Record Bank Deposit
👤 Record Owner Collection
Confirm
Reopen Day Sheet
Enter a reason to continue.
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Payslip
Receipt Preview
📋 User Agreement Records
Read-only audit — v${CURRENT_AGREEMENT_VERSION}
Full Name
Email
Version
Accepted
Device
Signature
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💵 Cash Continuity Report
Closing→Opening chain across days
Date
Office
Prev Closing
Opening
Open Var
Closing
Closing Var
Status
Select filters above
⚠️ Pending Variance Approvals
Record Commission Payment
Parser supports CIBC transfer PDFs/text and Scotia transfer screenshot text. Parsed payee names are used only to help match the selected clinician and are not saved to Supabase.
