Welcome to ClinicDiary
Your digital practice management companion. Say goodbye to paper diaries and hello to efficient, organised patient care.
Smart Scheduling
Book appointments, manage your daily calendar, and never double-book again.
Patient Records
Store and search patient details, medical aid info, and contact information.
Visit Notes
Document treatments, track progress, and maintain complete patient history.
Works Everywhere
Access from desktop, tablet, or phone. Your data syncs automatically.
ClinicDiary works best on modern browsers like Chrome, Firefox, Edge, or Safari. Keep your browser updated for the best experience.
Logging In
Access your practice dashboard securely.
Open ClinicDiary
Navigate to your practice's ClinicDiary URL in your web browser.
Enter Your Credentials
Type your email address and password provided by your practice manager.
Stay Signed In (Optional)
Check "Keep me signed in" on your personal device to skip login next time.
Click Sign In
You'll be taken straight to your Dashboard.
Using a shared computer? Always log out when finished. Patient data must stay protected.
Two-Factor Authentication (2FA)
For extra security, your practice may require 2FA. If enabled:
- After entering your password, you'll see a verification code prompt.
- Open your authenticator app (Google Authenticator, Microsoft Authenticator, etc.).
- Enter the 6-digit code shown in the app.
- Click Verify to complete login.
User Roles
Different team members have different access levels to protect patient data.
Front Desk
The primary day-to-day user of the system.
Physiotherapist / Doctor
Clinical staff viewing patient information.
Oversight & Verification
Management access for practice owners.
Dashboard
Your command centre. See everything happening at a glance.
📊 Live Statistics
The dashboard shows rotating statistics for:
- Today: Appointments scheduled, patients seen, cash collected
- This Week: Weekly summary of activity
- This Month: Monthly overview
Stats update automatically as you work throughout the day.
⚡ Quick Actions
One-click access to common tasks:
📋 Today's Schedule
See a preview of upcoming appointments for today. Click any appointment to view details or make changes.
👥 Recent Patients
Quick access to patients you've recently viewed or treated. Saves time when following up.
Appointments & Calendar
The heart of your practice. Manage your daily schedule efficiently.
Viewing the Schedule
The Calendar page shows your daily appointment list. Navigate using:
- Arrow buttons: Move forward or back one day
- Date picker: Jump to any specific date
- Today button: Return to the current day
Booking an Appointment
Click + New Appointment
Search for a patient (or create a new one)
Select the date and time
Choose Medical Aid or Cash
Add any notes, then Save
Appointment Statuses
Booked and waiting
Session finished
Patient cancelled
Patient didn't arrive
Completed appointments without an invoice show a "NO INVOICE" warning. Don't let revenue slip through!
📱 WhatsApp Export
Share today's schedule with your practitioner via WhatsApp:
- Click Export to WhatsApp button
- A visual snapshot of the day's schedule appears
- Click Copy Image to paste into WhatsApp, or Download to save
Much clearer than photographing a paper diary!
📋 Waiting List
When the schedule is full, add patients to the waiting list:
- Look for the Waiting List section in the sidebar
- Click + Add to Waitlist
- Select the patient and preferred date
- Mark as Urgent if needed
When a slot opens up, you'll see who's waiting for that day.
Patient Management
Your complete patient database. Find anyone in seconds.
🔍 Searching for Patients
Use the search bar to find patients by:
- First name or surname
- ID number
- Phone number
Results appear as you type — no need to press Enter.
🏷️ Filtering Patients
Use the filter buttons to show:
You can also sort by name, recently added, or last visit.
➕ Adding a New Patient
Click + Add New Patient and fill in:
Personal Info
- Title, First Name, Surname
- Date of Birth
- ID Number / Passport
- Gender
Contact Details
- Phone Number
- Email Address
- Physical Address
Medical Aid (if applicable)
- Medical Aid Name
- Member Number
- Plan Type
👤 Patient Profile
Click on any patient to open their full profile, showing:
- Personal details — Contact info, ID, medical aid
- Appointment history — All past and upcoming visits
- Visit notes — Clinical documentation over time
On phones, the patient list switches to a card view for easier tapping and scrolling.
Visit Notes
Document patient treatments and track progress over time.
Adding a Visit Note
Open a patient's profile
Scroll to Visit Notes section
Click + Add Note
Fill in the details and Save
What to Record
Chief Complaint
What the patient came in for — their main concern or symptom.
Assessment
Your clinical findings, diagnosis, and analysis.
Treatment
What was done during the session — therapy, exercises, etc.
Additional Notes
Follow-up plans, homework for the patient, or anything else relevant.
Previous notes are listed chronologically below the form. Quickly review past treatments before the current session.
Practice Settings
Configure your practice, manage branches and practitioners. Available when Multi-Practice mode is enabled.
Branch and Practitioner management is available on the Pro plan. Contact support to upgrade.
🏥 Practice Profile
Configure your practice's core information:
- Practice Name & Trading Name — Your official business name
- BHF Practice Number — Required for medical aid claims
- Contact Details — Phone, email, website
- Addresses — Physical and postal addresses
- Banking Details — For patient invoices and EFT payments
- Business Hours — Default operating hours
🏢 Branch Management
If your practice has multiple locations, manage them all from one place:
Go to Settings → Branches
Click + Add Branch
Enter branch name, address, contact details
Set operating hours (can differ per branch)
One branch is marked as Primary — this is your main location and the default for new appointments.
👨⚕️ Practitioner Management
Add and manage practitioners who provide services:
Professional Details
- HPCSA Registration Number
- Individual Practice Number
- Specialty / Discipline
- Qualifications
Calendar Settings
- Calendar Color (for visual identification)
- Default Appointment Duration
- Branch Assignments
📅 Using Multi-Practice in Appointments
When Multi-Practice is enabled, the appointment form includes:
- Branch selector — Choose which location the appointment is at
- Practitioner selector — Assign to a specific practitioner
The calendar shows appointments color-coded by practitioner, and you can filter to see just one practitioner's schedule.
🎨 White-Label Branding
Customize ClinicDiary to match your practice's brand identity. This feature allows you to personalize the look and feel of the application.
Practice Logo
Upload your practice logo to display in the application:
- Go to Settings → Practice
- Scroll to the Branding section
- Click Choose File to select your logo image
- Click Upload Logo
Supported formats: PNG, JPG, GIF, SVG. Maximum size: 2MB. Your logo will appear in the sidebar and on the login page.
Brand Colors
Set custom colors to match your practice branding:
- Primary Color — Main accent color used for buttons, links, and highlights
- Secondary Color — Supporting color for hover effects and secondary elements
Use the color picker or enter a hex code (e.g., #2563eb) to set your colors. Changes apply immediately across the application.
Email Branding
Configure how your practice name appears in outgoing emails:
- Email Sender Name — The name shown in the "From" field (e.g., "Sunshine Physio")
- Email From Address — The email address shown (e.g., "bookings@sunshinephysio.co.za")
Email branding ensures appointment reminders and notifications come from your practice name, not a generic address.
Profile & Security
Manage your account settings and keep your login secure.
Accessing Your Profile
Click on My Profile in the sidebar menu to view your account details.
🔑 Changing Your Password
- Go to My Profile
- Click Change Password
- Enter your current password
- Enter and confirm your new password
- Click Update Password
Use at least 8 characters with a mix of letters, numbers, and symbols. Avoid using the same password you use elsewhere.
📱 Setting Up Two-Factor Authentication
Add an extra layer of security to your account:
- Go to My Profile
- Click Enable 2FA
- Download an authenticator app if you don't have one (Google Authenticator or Microsoft Authenticator work well)
- Scan the QR code with your app
- Enter the 6-digit code shown in your app
- Save your recovery codes somewhere safe!
Tips & Shortcuts
Work faster with these helpful hints.
Quick Search
Start typing in any search box — results appear instantly without pressing Enter.
Auto-Refresh
The dashboard and calendar update automatically. No need to refresh the page.
Mobile Access
Add ClinicDiary to your phone's home screen for app-like quick access.
Click Outside
Click outside any popup or modal to close it quickly.
Recent Patients
Use the dashboard's recent patients list for quick follow-ups instead of searching.
Invoice Warnings
Check the calendar daily for "NO INVOICE" warnings to ensure all sessions are billed.