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Add a partner hospital ​

When you need this ​

A hospital, clinic or doctor sends patients to your lab, and its staff will record lab requests and take payments in your system. Add it as a partner, then give it its staff, its doctors, the companies it may bill and any prices of its own.

Before you start: set your currencies (see Currencies and taxes). A partner gets an account for the payments its staff take, one for each currency your business uses, when you add it.

Steps ​

Add the partner:

  1. Open Setup in the menu. Under Lists, click Partners.
  2. Click New partner.
  3. Choose the Type: Organisation (a hospital or clinic) or Individual (a doctor). It can't be changed later.
  4. Type the Name, for example City General Hospital, and a short Code of your own, for example CGH.
  5. Charge collection fees is on: its visits add your collection fees, such as venepuncture. Switch it off if the partner charges patients for it itself. If the partner takes the samples and you pay the fees back to it each month, switch on Collection fees are paid to the partner.
  6. Click Create partner.

Click the partner in the list to open its page. Partner details shows its code, type, held currencies and collection fees. Edit changes its details and collection fee switches; its type and held currencies can't be changed there. Its tabs:

Staff – who records visits and payments for it:

  1. Invite each person under Settings › Team with a partner role first: see Set up roles for a hospital's nurses and cashiers.
  2. On the Staff tab, choose them under Assign a member and click Assign.

Assigned staff see only this partner's patients, invoices and receipts.

Doctors – the doctors at the partner who request tests. Its clerks choose the requesting doctor from this list.

  1. On the Doctors tab, search under Link one of your doctors and click Link.
  2. A doctor who isn't on your list yet: click New doctor, type their First name, Last name and, if you have it, Licence number, and click Add doctor. They're added to your doctors and linked to the partner.

Companies – employers that pay for their staff's tests. The partner's clerks can bill only these companies.

  1. On the Companies tab, search under Add a company and click Add.

Prices – what the partner's clerks charge, where it differs from your own price. Anything not listed is charged at its own price.

  1. On the Prices tab, click Add price.
  2. Choose the Test or charge, the Currency and type the Price. Your own price shows underneath.
  3. Click Add price.

To change a price, click its row; Remove takes it off. Clerks can't change a price.

Once the partner is working, Activity shows the payments its staff took, and Fees owed the collection fees you owe it.

Stamp: to print the partner's stamp on its lab requests, choose Actions › Add stamp: see Print a partner's lab request with its stamp.

What you should see ​

  • Partner created, and the partner in the Partners list as Active, with its Code, Staff, Companies and Held currencies.
  • Each tab shows a count of what it holds, for example Doctors (3).
  • The partner's staff, once assigned, see Lab requests in the menu and can record them.

If something goes wrong ​

  • "Choose a type", "Enter the name" or "Enter a code" under a field: fill it in.
  • A message that the code already exists: each partner needs its own code. Type another.
  • "Set this store's currency before creating an agent: its held account needs one": set your business's currency first, then add the partner.
  • Add price is grey, with "This partner takes no currency yet": the partner has no held currency. Check your currencies under Settings › Currencies.
  • "No company customers found." under Add a company: the company isn't one of your customers yet. Add it as a company customer first.
  • Someone you assigned now sees only one partner's patients: that's expected. Assigning a person to a partner limits them to its records, and a warning says so when you pick someone with a standard role. Click Unassign on the Staff tab to undo it.

Suspend a partner that stops working with you: Actions › Suspend. Its staff can't record anything new – no visits and no payments – until you click Activate.