Patients, charts and lab results

#Register once

A patient is registered the first time you write for them. Only the name is required. Adding age or date of birth, sex, mobile number and allergies takes a few seconds and is filled in automatically on every future prescription. You can also record blood group, guardian (for children), email, address, known conditions and current medicines.

For age you can type 45, 3 y 6 m or 8 months. RxKite works out an approximate date of birth so the age stays correct at the next visit.

If no mobile number is given and a patient with the same name and a similar age is already registered, RxKite asks Is this someone already registered? before making a new record: Yes, use this patient picks the one on the list, and No, register a new patient registers them. With a mobile number it registers at once, even when the number is already on your list, since a family often shares one.

#Patient IDs

Each patient gets a short ID such as SP-0042: your initials and a number. It is printed on the prescription and you can search by it. Numbers are never reused.

Every prescription gets a number such as RX-2026-00137: the year and a running count for your account.

#Find anyone in seconds

Press Ctrl + K (or /) anywhere, or use the search box on Patients. Search by any part of the name, the mobile number (any 3 digits or more) or the patient ID. Recent patients are listed first.

#Arrived and waiting

Front desk comes with the Standard and Pro plans, and the trial. Until your front desk is working (an assistant has joined, or someone is marked arrived or booked for today), Today shows only your prescriptions and follow-ups, as before.

Registering a patient is not a visit. When a patient comes in, they are marked arrived: by your front desk, by you, or by the desk saving their vitals. Today lists those arrived and waiting, in the order they came, above the visits booked for today and your recent prescriptions. Each row says who marked them arrived, shows the vitals taken at the desk, warns of allergies, shows the visit's bill, and marks a first visit New. Press Prescribe to start their prescription with those vitals already filled in.

Signing a prescription for the patient marks the consultation completed and takes them off the list. Tap the circle beside a patient to mark it yourself, for example when you saw them without writing one; Undo puts them back. To give patients token numbers, turn on Token numbers on Front desk → Arrived: each patient then shows the next number as they arrive, 1 for the first each day, with its own numbers at each clinic, on your lists and your front desk's, and in the message when they are marked arrived. A patient marked arrived again while waiting keeps their number; one back later the same day gets the next. Turned off, the numbers are hidden, and they come back if you turn it on again. Everyone who arrived today, yesterday or in the last 7 days is on Front desk → Arrived, ticked once completed, and Pick a day shows any earlier day. It lists the patient marked arrived last at the top. Order beside it changes that: Arrival order lists them 1 to N, and Next in line lists them 1 to N with completed consultations moved to the bottom, so the next patient waiting is at the top. Each of your assistants keeps their own choice, and so do you.

Under each patient, Billing gives the visit a numbered bill (Generate a bill…) or marks it No bill required, and Collect dues… takes what the patient owes on earlier bills (see Fees and bills). Once billed, it shows the bill, such as Bill ₹700 · ₹300 due, and prints, sends or opens it.

#A TV in the waiting room

A TV in your waiting room can show who is being called and who is next, and call each patient out loud. Set it up in Front desk → TV display: press Set up a TV display, choose where patients go (empty says Please come in, or a room such as Room 2), the language (English, Hindi, Bengali, Marathi, Gujarati, Punjabi, Tamil, Telugu, Kannada, Malayalam or Odia; turn on Say it in English first to have each call said in English too) and how many times each call is said. Setting one up turns token numbers on.

Then, on the TV, open its web browser and go to rxkite.com/tv. The TV shows a 6-digit code: press Connect a TV and type it. The TV shows the queue within a few seconds; press OK on its remote once, so it can play sound. A TV without a browser works through a laptop or an Android TV stick plugged into it, or press Open on this computer on the computer that is. Test the sound makes the TV play its chime and say a test line. The TV stays connected through a power cut; if it is lost or replaced, Disconnect the screen from the display's menu and connect the new one.

On Today and Front desk → Arrived, and at your front desk, each patient waiting has a Call button, and Call next calls the lowest token not yet called. The TV plays a chime, shows the token large and says it, for example Token number 12. Please go to Room 2. A patient called shows Called with the time, and Call again says it again.

To call in your own voice, press Speak on the TV beside Call next, say a few words (Sita ji, please come in) and press Send: the TV plays a chime and then your words, a few seconds later, with your name on screen. Up to 15 seconds; your front desk has the same button. The browser asks once to use the microphone. Recordings are deleted within minutes and are never kept with a patient's record.

Many TVs' web browsers cannot speak at all, so they only chime. When the TV's own voice says nothing, the call is said in RxKite's voice instead, with the same words. If the TV's own voice is poor, choose Always RxKite's under Voice in the display's settings. RxKite's voice says each call in a voice made for its language, from words written in that language's own script, and a name typed in English letters is written in the call's script first, so it sounds the way your patients say it. Test the sound lets you hear it. RxKite's voice is made by Sarvam AI's text-to-speech service (or Google's, when Sarvam's is unavailable) from the call's words: the token and where to go, and the name only if Say names too is on.

The TV shows token numbers only. In its settings, Patients' names on the TV shows first names and last initials (such as Ramesh K.) or full names, and Say names too has them said; both are off to start with, so patients' names stay private in the waiting room. For two waiting rooms, or several clinics, add a display for each.

#Registering at the front desk

On Front desk, Book a visit is for a patient already registered. It starts on today with Here now ticked, for an old patient who walks in: Book only marks them arrived, and Book & bill marks them arrived and opens their bill. With slots set up, Here now shows today's slots, the current one first, and puts them in the slot you pick (No slot marks them arrived only). Untick Here now, or pick another day, and Book for later books the visit, with a time and a note if you like. The cross at the top closes it without booking. Register patient asks whether the patient is here now, which marks them arrived (in today's slot you pick, with slots set up), or to book a visit for a day and its slot or a time; with bills on, Register & bill opens their bill as soon as they are registered. Registering from Patients only adds the patient. Front desk → Registered lists new patients by the day they were registered, with whether they have come in today and their next booked visit; press Mark arrived when one comes in, or Book to give them a day.

#Booked visits

On Front desk → Bookings, a calendar shows how many visits are booked on each day of the month. Pick a day to see who is coming, by time, and press Book a visit to book a registered patient for that day, as New or Follow-up (suggested from whether they have been seen before), with a time and a note if you like. Booking the same patient on the same day again changes the time and note. Move takes a visit to another day or time; your front desk can move one too, straight away, without asking you. Cancel takes a booking off.

Under the day, Follow-ups due, not booked lists the patients whose prescription asked them back that day (the Follow-up date you signed) and who are not booked yet; Book books one in a tap. A later prescription with its own follow-up date takes the place of the earlier one.

#Booking slots

Press Set up slots on Bookings to work in slots. One setting covers every day: how long each slot is (5, 10, 15, 20 or 30 minutes), up to three sessions a day (such as 10:00 to 1:00 and 5:00 to 8:00), how many patients a slot takes, a daily limit if you want one, and the days the clinic is closed. Your front desk works with your slots but cannot change them.

With slots, a day shows as a slot map: each session's slots in order, the patients booked in each (a tick once they have arrived; tap one to mark them arrived, move or cancel), and Free to book that slot. List shows the day as before. Today, slots that have passed are greyed out and the one now is outlined. Book a visit then offers the day's slots, starting at the next free one; Any time and Other time are still there.

The limits never stop a booking. Booking into a full slot, past your daily limit or on a closed day says so and asks Book anyway?, since sometimes a patient has to be seen. On the calendar, a day at its limit shows its count in amber and closed days are greyed out.

Change this day sets one date apart ahead of time, for you or your front desk: other hours that day (which opens a day you are usually closed), slots blocked off (tap them: a meeting, a procedure), or the whole day closed. Visits already booked stay booked; booking into a blocked slot or a closed day asks first. Back to the usual undoes it.

Running late. When patients who were booked are still waiting well past their slot (not yet called in on the TV or seen), Bookings says how late you are running, for example Running about 25 minutes late, and each later slot shows when its patients are now likely to be seen, so your front desk can tell anyone who calls. It is worked out from who is waiting, and goes away as you catch up.

On the day, booked patients are on Today under Booked for today. Press Mark arrived when they come in, and they move to Arrived and waiting with their booked time. Your assistant marking them arrived, or entering their vitals, does the same.

#A login for your front desk

You can give up to three assistants a login of their own under Front desk → Assistants, three for each clinic if you work at several. Press Invite an assistant and enter their name and email, and their WhatsApp number if you like. RxKite emails them the invite. With a WhatsApp number, the dialog says whether it went on WhatsApp too, and WhatsApp it yourself sends the link from your own phone in one tap. The link works once, for 7 days: they open it, choose their own password and enter the code we email them, and they are at your front desk. After that they sign in on the usual sign-in page with their email, with a code emailed to them on a new computer, as you do. A forgotten password is reset from Forgot password; you never need to set it for them.

An assistant who works for more than one doctor on RxKite keeps one login. When another doctor invites the same email, they accept it from their list of front desks, and after signing in they choose whose front desk to open (Switch doctor takes them back to the list). Each doctor sees only their own patients and their own assistants.

Their front desk has its own menu: Today (who is waiting, seen and booked, and the list of who has arrived), Patients (find one, or register a new one), Bookings, and Bills for an assistant you let give bills. An assistant can search for patients, register new ones, fill in details that are missing, mark them arrived, enter vitals for the visit, book visits, and give a visit its bill if you let them (an assistant you have not let give bills marks how the visit was paid instead). On a patient's page, Share with doctor sends you a link that opens that patient in your own RxKite. An assistant cannot write, sign or change prescriptions, see documents or your private notes, or open your plan, your month's bills or settings.

To have an assistant take the fees, turn on Give bills and collect dues beside their name under Front desk → Assistants, or tick it when you invite them. They give bills from your charges in their own name, take part payments and collect dues, and see the day's bills and who owes (see Fees and bills). Only you cancel a bill.

To have your receptionist hand patients their printed prescription, turn on Print signed prescriptions beside their name under Front desk → Assistants, or tick it when you invite them. Once you sign a prescription, Print appears on that patient's row in the desk's Arrived list, and under Signed prescriptions on the patient's desk page, which lists every prescription you have signed for them, newest first; they find the patient by name, mobile number or patient ID, and Pick a day under Arrived shows any earlier day's visits. A prescription signed in the last 30 days prints at once. For an older one they press Ask, and the request waits for you under Front desk → Review: Allow lets that assistant print that prescription for the next 24 hours, and Delete turns it down. They choose whether your signature and stamp print or a space is left for you to sign in ink, and which of your pads to print on. It prints exactly as you signed it: they never see a draft, cannot change a medicine, dose, frequency, duration or anything else on it, and certificates and letters stay yours to print. An assistant who works at some of your clinics prints only what was signed at those. Each print is listed under their name in Front desk → Review, and turning the switch off stops the next one.

Some changes wait for you: changing or clearing a patient's details already entered, cancelling a booked visit, and changing a visit's billing or payment mark, and so does printing a prescription signed more than 30 days ago. The assistant sees them waiting on the patient's page, and you find them under Front desk → Review, where you Allow or Delete each one, or select several and do them together. Allowing makes the change in the assistant's name; if the record has changed since they asked, nothing changes. Today reminds you while any wait, and in the evening if your front desk did anything today you have not looked over.

Everything an assistant enters is recorded under their name. Registered says who registered each patient, Arrived who marked them arrived, and Front desk → Review lists what your assistants did today or in the last 7 days. Lock out stops an assistant using your front desk at once, until you Unlock them, without touching other doctors' desks they work at. Remove takes them off your front desk; the patients they registered stay.

#Several clinics

If you see patients at more than one place, add each under Settings → Clinics, on the Pro plan and the trial, up to five. Each clinic has its own name, address, phone and timings as printed, and can have its own pad. Your primary clinic is the one under Profile & clinic, printed wherever no other is chosen; Make primary changes it.

Once you have two, the menu shows the clinic you are at, under RxKite (at the top of the screen on a phone). Choose another there to switch: this computer or phone stays at that clinic until you switch again. Today and Front desk then show that clinic's patients arrived and visits booked, and a new prescription is written there and prints its details. On a prescription not yet signed, Clinic beside the pad moves it to another of your clinics. Patients' records, prescriptions and templates are shared by all your clinics.

Each assistant works at all your clinics, or only those you tick, chosen when you invite them or later with Clinics beside their name. An assistant at more than one switches between them at the top of the front desk, and sees only those clinics' lists. A patient can be booked once a day; booking them again at another clinic moves the visit there.

A clinic you no longer use can be removed once nothing is booked ahead there. Prescriptions signed there keep it as printed.

#Their chart

The patient's page is their chart. Beside their details, allergies and conditions it shows, at a glance, the vitals from the last visit, the follow-up date you set, and any latest lab results that are out of range. Below that are three views:

• Timeline: everything on the record, newest first, day by day: prescriptions, video calls and live chats (with the chats you saved and the attachments you kept), lab results and documents. Filter it to one kind at a time.
• Prescriptions: every prescription you have written for them. Open any one to print it again (with or without your signature), email it, or Repeat it as today's visit.
• Labs and vitals: every result and vital sign as a table, tests down the side and dates across, newest on the left. Values out of range are red with an arrow. Select a test to see a chart of it over time, with the reference range shaded.

Old prescriptions are never changed. If details such as the patient's age or allergies change later, earlier prescriptions keep what was true on the day they were written.

#Lab results

Press ⋯ → Add lab results on the patient's page, or Add lab results under Labs and vitals. Enter the date of the report, the lab if you like, and one row per test. + CBC, + Sugar, + Lipid profile, + KFT, + LFT and + Thyroid add their usual tests at once; rows you leave blank are not saved. A test RxKite knows fills in its unit and a typical adult range, and the flag turns High or Low by itself as you type the value. Use the range printed on the report when it differs; you can always change the flag.

Link the photo or PDF of the report (or attach it right there) and it shows beside the form, so you can copy the values without switching screens. A report attached under Documents has Enter lab values when you open it.

Results you record under Investigations on a prescription, and the vitals you write on it, join the same table once the prescription is signed. The same test under different names, such as S. Creatinine and Creatinine, shares one row. Lab results are included in your full data export as labs.csv.

#Old prescriptions and reports on paper

Patients often bring prescriptions from other doctors, lab reports or discharge summaries. On the patient's page, under Documents, press Attach, then take a photo with the tablet or phone camera or choose files (JPG, PNG or PDF, several pages at once). Choose whether it is an old prescription, a report or something else, and optionally add a description such as Dr. Sen, cardiology and the date on the document.

Photos are shrunk to a sharp, readable size before upload, so they do not fill your storage. Open any document to view it, or download it. Documents are included in your full data export.

#Removing a patient, and a patient's own requests

⋯ → Remove from list hides the patient from lists and search. Their signed prescriptions are kept, because a prescription is a medical record.

When a patient asks about their data, the same menu has what you need:

• Download their records: a ZIP of that patient only, with their details, signed prescriptions as PDFs, documents, lab results, bills and visits, and a note on who handles their data. It does not count against your plan's exports.
• Privacy notice for the patient: a page to print and hand over, in your clinic's name, with Note that I gave it today. A notice without a patient's name, to put up at reception, is in Settings → Your data.
• Erase their data…: erases their contact details, history, documents, lab results, chats and visits, keeping only the signed prescriptions, certificates and bills you are required to keep; or erases everything. Type their name to confirm. It cannot be undone.

When you or your front desk open a patient's record, a signed prescription, a document or a bill, the activity log notes who, which and when. Your front desk's openings show in Front desk → Review, under Records they opened.

To erase all your data, use Settings → Your data → Delete account, which removes it after 30 days, apart from the PDF copies of signed prescriptions, which stay locked for at least 10 years from signing and can no longer be opened in RxKite.