Secunderabad Dental Hospital

Clinic Management Software — Staff Onboarding
March 2026

What Is This Software?

This is a complete replacement for the old Centura (CTD21) system. Everything you used to do on the old computer — registering patients, recording treatments, printing receipts — now happens here, but faster and from any device.

📋

All Patient Records

36,600+ patients and their full history are already imported. Search by name, code, or mobile number.

📅

Appointment Scheduling

See the full day's schedule by room or by doctor. No more paper diary.

₹

Billing & Receipts

Collect payments, apply discounts, print receipts — all linked to the patient's visit.

🦷

Clinical Records

Doctors record examinations, select teeth, write prescriptions — everything digital and searchable.

Key change: Everything is now connected. When a patient pays, it links to their visit. When a doctor examines, it links to the appointment. No more separate registers.

Who Does What?

Each person logs in with their own account and sees only what they need.

Role Who Main Responsibilities What They See
Admin Dr. Kazim, Dr. Baisakhi (Clinical Head) Oversight, reports, audit log, settings Everything
Front Desk Muralidhar Register patients, schedule appointments, collect payments, print receipts Patients, Appointments, Visits, Receipts, Reports
BDS Doctor Dr. Baisakhi, Dr. Joy, Dr. Mamatha, and other BDS doctors Examine patients, create treatment plans, write clinical notes Schedule, Patients, Examination form, My Activity
Consultant Dr. Chandrakanth (Prostho), Dr. Manish (Endo), Dr. Surya (Surgery), Dr. Abdur Rahman (Ortho), Dr. Medhasree (Pedo), and others View assigned appointments, examine, track earnings My Schedule, My Patients, Examination form, My Activity

Important: Never share your login with others. The system tracks who does what for audit purposes. If you need your password reset, ask Sameer.

A Patient's Journey Through the System

This is the typical flow from when a patient walks in to when they leave.

1 Front Desk

Register / Find Patient

New patient? Register them. Returning? Search by name, code, or mobile number.

2 Front Desk

Schedule Appointment

Book a time slot with a doctor and assign a room.

3 Front Desk

Mark "Arrived"

When the patient comes in, mark them as arrived so the doctor knows.

4 Doctor

Examine & Record

Examine the patient. Record findings, select teeth, write prescription.

5 Front Desk

Collect Payment

Go to patient checkout. Collect cash/card/UPI. Print receipt.

For multi-visit treatments (RCT, crowns, implants), the doctor creates a Treatment Plan with all the steps. The front desk schedules each follow-up visit from that plan.

Front Desk / Reception

Your Daily Workflow

Starting Your Day

1. Log In

  1. Open the app in Chrome or any browser Use the bookmark or type the clinic URL
  2. Enter your name and password You'll see the Dashboard with today's appointments and any outstanding balances

2. Check Today's Schedule

  1. Click "Appointments" in the left sidebar You'll see today's appointments by room or by doctor
  2. Check for any gaps or conflicts Make sure doctors are assigned to their rooms

Dashboard Shows You:

  • Today's appointments (upcoming and in-progress)
  • Patients with outstanding balances
  • Quick patient search
  • Recent activity

Tip: You can always use the search bar at the top of every page to quickly find any patient by name, code, or mobile number.

Registering a New Patient

  1. Click "Patients" in the sidebar, then click "+ New Patient" Or use the shortcut on the Dashboard
  2. Fill in the form Name, father/husband name, mobile number, address, age/DOB, gender. Mobile number is important — we use it to contact them.
  3. Add medical conditions if any Diabetes, BP, heart conditions — select from the dropdown. This is critical for the doctor to know before treatment.
  4. Click "Save" The system automatically assigns a patient code. You'll be taken to the patient's page.

Before registering: Always search first! The patient may already exist from before. Search by name AND mobile number to avoid duplicates.

Scheduling an Appointment

  1. Go to Appointments and click "+ New" Or from a patient's page, click "Schedule Appointment"
  2. Search and select the patient Start typing their name or code
  3. Choose the doctor Select which doctor will see them
  4. Pick a room and time Check the day view to see which slots are free
  5. Add the reason (optional) e.g., "RCT follow-up" or "Crown fitting"
  6. Save the appointment It will appear in the calendar immediately

Walk-ins: If someone walks in without an appointment, you can still register them, create a visit, and the doctor can examine them. Just toggle "Walk-in" when creating.

When the patient arrives: Find their appointment in the calendar and click to change status to "Arrived". The doctor will see them highlighted in their schedule.

Creating Visits & Collecting Payments

Creating a Visit

  1. Go to the patient's page Search for them or click from the appointment
  2. Click "+ New Visit" Select the treatment/operation from the list
  3. Assign the doctor and rate Rate auto-fills from the operation tariff. Apply discount if authorized.
  4. Save the visit It's now linked to the patient and ready for the doctor to examine

Collecting Payment

  1. Go to the patient's page, click "Checkout" You'll see all visits with balances due
  2. Select which visits to collect for Check the boxes next to the visits
  3. Enter the amount and payment mode Cash, Card, UPI, Cheque, or NEFT
  4. Click "Collect" then "Print Receipt" Receipt is generated with a unique number

Discounts: You can apply up to 20% discount. For higher discounts, you need approval. Discounts above 20% require a written reason and are logged in the audit trail.

Managing Follow-ups & Advance Payments

Follow-up Visits

When a patient needs to come back (e.g., RCT has 3 sittings):

  1. The doctor tells you when the next visit should be They may also schedule it directly from the exam form
  2. Schedule the follow-up appointment Same process as before — pick doctor, room, time
  3. When they return, create a follow-up visit This links to the original visit so the full treatment chain is tracked

Advance Deposits (Escrow)

For expensive treatments, patients often pay in advance:

  1. During checkout, select "Advance Deposit" This holds the money in the patient's account
  2. The deposit appears in the patient's balance It's applied to future visits automatically
  3. When the treatment is done, the deposit is deducted Any remaining balance is collected at the end
BDS Doctors

Your Daily Workflow

Your Schedule & Examining Patients

1. Check Your Schedule

When you log in, your Dashboard shows today's appointments. Patients marked "Arrived" are ready for you.

  1. Open the Dashboard Your schedule is front and center — the next patient is highlighted
  2. Click on a patient to start This opens their record with full history

2. Examine the Patient

  1. Click "Examine" on the visit Opens the clinical examination form
  2. Record your findings Chief complaint, examination notes, diagnosis
  3. Select teeth on the dental chart Click the teeth you're working on — they'll be highlighted
  4. Write treatment notes & prescription Medication, instructions, follow-up advice
  5. Click "Save" (or "Save & Next Patient") Report auto-locks after 24 hours. You can add addendums after locking.

Creating Treatment Plans

For multi-step treatments (RCT, crowns, implants, orthodontics), create a plan so the whole team knows what's coming.

  1. From the patient's page, click "Create Treatment Plan" Give it a title like "RCT + Crown — Tooth 36"
  2. Add the steps Each step is a procedure — e.g., "Access Opening", "Cleaning & Shaping", "Obturation", "Crown Prep", "Crown Delivery"
  3. Set the estimated cost for each step This gives the patient a total estimate upfront
  4. Assign doctors to steps (if different) e.g., BDS doctor does the RCT, consultant does the crown
  5. Activate the plan Reception can now see the plan and schedule each step

Why this matters: Treatment plans let reception schedule follow-ups without asking you every time. The patient's page shows the full plan with which steps are done and which are pending.

Tracking Your Work

My Activity Page

Click "My Activity" in the sidebar to see your personal clinical report:

  • Total visits this month (new vs. follow-up)
  • Examinations completed vs. pending
  • Recent patients you've seen
  • Follow-up pipeline — which patients are mid-treatment

Key Things to Remember

Clinical Notes Auto-Lock

Your clinical report locks automatically after 24 hours. After that, you can only add addendums (additional notes), not edit the original. This is for legal protection. If you need to unlock a report, ask Dr. Baisakhi or the admin.

Schedule Follow-ups

After examining a patient, use the "Schedule Follow-up" button to book their next visit directly. This saves the front desk time and ensures the appointment is created correctly.

Consultants

Your Workflow

How Consultants Use the System

As a visiting specialist, you have a focused view: your schedule, your patients, and your earnings.

Your Dashboard

When you log in, you see:

  • Today's Appointments — which patients are scheduled for you
  • My Patients — all patients you've examined
  • My Activity — your earnings and case tracking

You cannot: register patients, schedule appointments, collect payments, or access reports. The front desk handles all of that.

Examining a Patient

  1. Click the patient from your schedule You can see their full history and what the BDS doctor recorded
  2. Click "Examine" Same exam form as BDS doctors — record findings, select teeth, write notes
  3. Save your examination Your notes are added to the patient's record

Tracking Your Earnings

Go to My Activity to see your fee per case, total collected, and outstanding amounts. This is based on the doctor fee set for each procedure.

How the Team Works Together

Here's a real example: a patient needs an RCT + Crown

1 Reception

Day 1: Registration

Patient walks in with toothache. Murli registers them, schedules with Dr. Baisakhi.

2 BDS Doctor

Day 1: Exam & Plan

Dr. Baisakhi examines, diagnoses pulpitis on tooth 36. Creates a treatment plan and refers to endodontist.

3 Reception

Day 1: Payment

Collects advance deposit for the full treatment. Schedules first follow-up.

4 BDS Doctor

Day 3: RCT Steps

Dr. Manish (Endodontist) does the RCT — access opening, cleaning, obturation across visits.

5 Consultant

Day 10: Crown

Dr. Chandrakanth (Prosthodontist) preps and delivers the crown. Records examination notes.

6 Reception

Final: Checkout

Collects remaining balance (advance deposit is deducted). Prints final receipt.

Quick Reference: Common Tasks

I Need To... Go To Who Can Do It
Find a patient Search bar (top of every page) Everyone
Register a new patient Patients → + New Patient Front Desk Admin
Schedule an appointment Appointments → + New Front Desk Admin
Mark patient as arrived Appointments → click appointment → "Arrived" Front Desk
Create a visit Patient page → + New Visit Front Desk Admin
Examine a patient Visit → Examine Doctor Consultant
Create treatment plan Patient page → Create Treatment Plan Doctor
Collect payment Patient page → Checkout Front Desk Admin
Print a receipt Receipts → click receipt → Print Front Desk Admin
See my work summary My Activity Doctor Consultant
View reports Reports Front Desk Admin
Change operation rates Settings → Treatments & Tariff Admin

Do's and Don'ts

Do

  • Always search before registering — avoid duplicate patients
  • Record the mobile number — it's how we find patients
  • Mark appointments as "Arrived" — doctors rely on this
  • Save clinical notes the same day — they lock after 24 hours
  • Print a receipt for every payment — the patient needs it
  • Create treatment plans for multi-step work — it tracks progress
  • Log out when you leave your desk

Don't

  • Don't share your login — actions are tracked to your account
  • Don't give discounts above 20% without approval — it gets flagged
  • Don't skip creating the visit — payment must link to a visit
  • Don't worry about old data — all 36,000+ patient records are imported
  • Don't use the old system (CTD21) — this is the only system now

Getting Help

👤

Dr. Baisakhi

Clinical questions, treatment plans, examination workflow, patient coordination

💻

Sameer

Software bugs, new features, data issues, technical problems

📝

Murli

Day-to-day operations, patient registration, scheduling, billing questions

The old system had 25+ years of data. This new system has all of it — plus it's faster, searchable, and works from any device.

Let's make the transition smooth together.