Set-up
Full AI Set-Up: download one sheet, fill in your clinic, staff, prices, shelf, patients, balances and bookings, upload it, and the clinic is built. Or do it one screen at a time.
- Where
- MoreFull AI Set-Up
The one screen for making the system yours. On a phone it is the highlighted Full AI Set-Up row at the top of the Settings list under More; on a laptop it is Set-up under Setup in the sidebar. The top card is the sheet-driven set-up; under it, Or one screen at a time lists the six settings screens with a tick on each that is already done.
Full AI Set-Up
Coming from another system, a spreadsheet or paper? Download one Excel file, fill it in, upload it, and the clinic is built from it. Nothing is written until you have seen what it read and pressed the button.
| Part | What it does |
|---|---|
| Download the set-up sheet | Saves JAH-Clinic-AI-Setup.xlsx. Open it in Excel or Google Sheets. Seven tabs plus a Read me: Clinic, Staff, Procedures, Inventory, Patients, Balances, Upcoming. Each tab has an example row showing the format; delete it or type over it |
| Upload the filled-in sheet | Choose the file (.xlsx, .xls or .csv, under 5MB). Only the owner sees this; anyone else reads Only the owner can run the set-up. Ask them to open this screen. |
| Read it and show me what you found | Reads the sheet and writes nothing. Shows We read your sheet. with the clinic name (or Clinic details unchanged), how many patients, upcoming appointments, balances owed and their total, procedures with your prices, inventory items on the shelf, and staff to invite |
| things we weren't sure about | A yellow list naming the tab and row of anything it could not read (a mobile that is not 11 digits, a date that is not YYYY-MM-DD, a balance whose mobile matches nobody on Patients, a row that repeats another, an inventory row with no item name or an On hand that is not a number). Those rows are skipped unless you fix the sheet and upload again |
| Set up my clinic | Writes everything. Then reads Set up. with how many patients were added, opening balances, appointments on the schedule, prices updated and inventory items counted |
| Send each person their sign-in link | One row per staff member from the sheet with Copy link. Send it on Messenger or Viber; it works once and expires in 14 days, and they choose their own password |
| Open the clinic | Back to Home |
What goes on each tab
| Tab | Columns | What happens to it |
|---|---|---|
| Clinic | Clinic name · Address · Phone · Email · Facebook page · TIN · BIR permit no. · VAT registered (yes/no) | One row. Fills Clinic details; anything left blank keeps what is there |
| Staff | Name · Role (Owner/Dentist/Assistant/Front desk) · Mobile · Email · PRC licence no. · Professional fee % | One row per person. Each with an email gets an invite link; someone already on the clinic is left alone |
| Procedures | Procedure · Category · Price (PHP) · Minutes | Your price list. A name already on the list gets your price and minutes; a new name is added. Leave the tab blank to keep the pre-loaded Philippine list |
| Inventory | Item · Category · Unit (box/pack/pc…) · On hand · Keep at least | What is on your shelf. Matched by item name: one already under Inventory gets the new count and level, a new name is added. Keep at least becomes the par level that triggers the restock warning |
| Patients | First name · Last name · Mobile · Birthday (YYYY-MM-DD) · Last visit (YYYY-MM-DD) · Notes | Every patient you want to keep. Matched by mobile, so running the sheet twice never doubles anyone |
| Balances | Patient mobile · Amount owed (PHP) · Since (YYYY-MM-DD) · Note | Only patients who still owe you. Each becomes one open bill on that patient, Opening balance from set-up, for the plain amount (no VAT maths, it is money already owed) |
| Upcoming | Patient mobile · Date (YYYY-MM-DD) · Time (HH:MM) · Dentist · For | Appointments already booked. Each lands on the Schedule as Confirmed, 30 minutes long, with the dentist matched by name to your staff |
Or one screen at a time
| Row | Ticked when |
|---|---|
| Clinic details | The TIN and the address are filled in |
| Hours and chairs | At least one chair and the opening hours are set |
| Services and prices | There is at least one procedure on the list (it shows how many) |
| Staff | More than one person can sign in (it shows how many) |
| Licences and permits | At least one document is on file (it shows how many) |
| Your profile | Always ticked; open it to add your photo, mobile, PRC number and colour |
Ask the assistant
Answers from this guide, in plain English. Usually under a minute.It only knows what is in this guide and never sees patient records. Not answered? Search or message the J.A.H team.