How your software works

Getting the app

Every clinic gets the installer from one place — no account or login needed to download.

Installing on Mac

• Apple Silicon (M-series) Macs only — older Intel Macs are not supported.
• Open the downloaded .dmg and drag the app into Applications.
• The app is signed and notarized by Apple, so double-clicking it should just open — you may see a one-time "this app was downloaded from the internet" confirmation the very first time.

Installing on Windows

• Run the downloaded .exe installer.
• Windows will very likely show a blue "Windows protected your PC" SmartScreen screen the first time. This is expected — the installer is genuinely signed, it just hasn't built up reputation with Microsoft yet. Click More info, then Run anyway.

First launch & setup

The very first time the app runs on the main clinic computer, an admin sees a one-time setup screen. It fully replaces the normal app until it's finished.

Logging in & roles

Nobody types a username or password. At any station, staff type their name and a PIN (4+ digits).

• A successful login lasts 14 hours before you need to sign in again.
• Every account has exactly one role: receptionist, doctor, lab, or admin.
• New installs ship with a default install-wide PIN. The app forces anyone still using it to pick a real, personal PIN before they can do anything else — it will not let a station keep running on the factory PIN.
• Too many wrong tries locks a device out: 8 wrong tries on one name, or 30 wrong tries total, within 15 minutes. Every attempt — success or failure — is written to a permanent record.

Patients

Adding & finding a patient

Search by name, date of birth, or phone number. Adding a new patient only asks for name (required), date of birth, and a contact number.

Duplicate protection: as you type a name, a small warning appears if something similar already exists. After saving, the system checks properly in the background (name + date of birth, or name + contact) and shows a stronger warning if it looks like the same person — but it never blocks the save. A person decides.

Editing is split by job: receptionists can fix name/date of birth/contact, but never medical history. Doctors can update medical history but not the demographic details. Admins can do both.

The patient ID card

Enrolling a patient generates a personal ID code (not a password — it doesn't unlock anything by itself) that prints onto a small wallet card with the clinic name, patient name, and that code.

There's also a send to phone option: a QR code appears with a 5-minute timer for the patient to scan with the Veymed Wallet phone app. It visibly greys out and stops working once the 5 minutes pass.

Records — a patient's full chart

Basic details, visit history (date, reason, what was done, notes, status), a treatment list with cost, treatment plans, and lab files with a preview button.

A Safety section — allergies, medications, conditions, alerts — is visible only to doctors and admins, with a "mark as reviewed" button. The screen visibly warns "not yet assessed" if nobody has reviewed it yet.

Doctors/admins can download a patient's entire record as a file (for legal requests, or switching software).

Bringing in records from another clinic

This is a one-time file exchange a patient physically brings with them — not a live, always-connected link between clinics.

• The screen shows who supposedly sent it and flags a warning if the sending clinic's identity looks suspicious or inconsistent — in that case an admin has to manually confirm they trust it before it can be attached to anyone.
• To attach an imported record to one of your own patients, the name and date of birth both have to match — if they don't, there's no "Attach" button at all, by design.
• If part of a file can't be read by this version of the software, staff are told plainly rather than it silently loading half a record.

Appointments & visits

An appointment is the calendar promise. A visit is the real, physical episode that starts once the patient is actually checked in. They're linked but tracked separately — this matters because billing lives on the visit, not the appointment.

Booking & the calendar

• Pick a patient, optionally a doctor, a time (15 min – 8 hours), a procedure, and optional notes.
• Double-booking is blocked if the doctor already has an overlapping appointment — it tells you exactly what time they're already booked.
• Booking outside a doctor's normal working hours (set on the Team screen) isn't blocked, just shown as a warning — clinics do sometimes need to fit in emergencies.
• The calendar updates live across every desk in the clinic.

A patient can only have one open visit at a time — checking in someone who already has one active is blocked. Canceling a calendar appointment only cancels the linked visit while it's still "waiting" — once a doctor has started, or there's a bill, staff have to close the visit out properly with a typed reason.

The doctor's screen

Shows the doctor's own waiting queue and anyone currently in their chair. When a patient checks in, a real-time pop-up shows name, date of birth, a color-coded safety summary, and their 3 most recent visits.

Ending a visit: the doctor enters the bill (pre-filled from logged treatment items), insurance info, procedure, and notes — and can schedule the next appointment right there. Billing less than what was actually done triggers an are-you-sure prompt.

Only doctors and admins can start or end a visit — receptionists can't. An admin covering for an absent doctor has to pick whose queue to view; a doctor sees their own automatically.

The receptionist's screen

• Check-in — search patient, pick doctor, optional reason, check in. Puts them straight in that doctor's queue.
• Active Visits — everyone waiting, with a cancel button.
• In Chair — patients currently with a doctor. Cancelling requires typing a reason, since billable work may already be done.
• Pending Checkout — patients billed and waiting to pay. Record payment (cash/card/crypto/wallet), confirm the amount (defaults to the balance still owed), print a receipt.

Treatment plans, lab files & safety

Treatment plans

A doctor writes up a title, notes, and a list of procedures with description and estimated cost. Only doctors/admins create one; front desk can view.

Plans move one way only — you can't rewind a step (e.g. un-decline it), a deliberate guard against billing confusion. Marking a line item "completed" turns it into a real charge, but only if the patient has an open visit to attach it to — otherwise staff are told to check the patient in first. A "Print Estimate" button hands the patient a paper cost breakdown.

Lab files

Not a lab-test-ordering system — a file library per patient for X-rays, scans, PDFs, videos, and photos. Large files upload in resumable pieces (handles a spotty connection). The assigned doctor gets a live notification the moment a new file lands. Lab staff, doctors, and admins can upload; receptionists can only view.

Safety records

Four tracked categories per patient: Allergies, Medications, Conditions, Alerts. Only doctors/admins can add or correct entries. Corrections never erase history — an old entry is kept, marked as replaced.

Status reads as one of three things: Not assessed (never reviewed), None recorded (a doctor reviewed and found nothing), or Has data. A review only counts as "current" if it happened at or after the patient's most recent check-in.

Procedure vocabulary differs by brand

Each of the five apps only shows its own procedure list — a dental clinic never sees "biopsy," a pharmacy never sees "root canal."

Billing & checkout

Every billed visit shows as an invoice: patient, visit date, amount owed, status (proposed / accepted / paid).

Taking a payment

Front desk, doctors, and admins can record a payment — partial payments are fine, the invoice just shows a balance due. Methods: cash, card, crypto, or wallet (paid through the patient's own phone app). A double-submitted payment (slow network, double click) is only ever recorded once. Once fully paid, a receipt number is issued and can be printed or reprinted.

Crypto payments

The clinic can generate a QR code for a crypto transfer; the screen checks automatically and applies it the moment it's confirmed. An unmatched transfer doesn't get lost — it lands in a "needs review" list with an explanation, and the money is confirmed sitting in the clinic's wallet. A doctor/admin marks it resolved once handled.

Refunds & voiding an invoice

A receptionist can take money but never give it back or cancel an invoice — taking and reversing a charge are treated as different levels of responsibility. Refunding puts a balance back on the invoice; voiding writes the whole invoice off and returns any money already paid. Both require a written reason that becomes part of the permanent record.

Anyone who can see Billing can add or fix insurance info after the fact — handy when a patient hands over their card at checkout.

Inventory & suppliers

Stock-control screens are turned on only for PharmaPilot — a pharmacy's core job is knowing exactly what's on the shelf, in which batch, and when it expires. The other four apps never show these screens.

Stock is tracked per item and, separately, per batch ("lot") — each with its own expiry date and quantity, since two batches of the same medicine can expire on different days.

• Receiving — add quantity to an existing batch, or create a new one with its own lot number and expiry date.
• Dispensing — take quantity off the shelf, optionally recording who it went to, who authorized it, and a prescription reference. A prescription-only item can't be dispensed without a named doctor. Dispensing past-expiry stock is blocked by default; only a doctor/admin can override it, and doing so is specially flagged.

Live alerts show items running low, batches expiring soon, and expired batches still showing quantity.

Suppliers — the vendor list (name, contact, notes), restricted to doctors/admins, same level as expenses, since it ties into purchase costs.

The patient wallet app

The wallet isn't part of this staff software — it's the connection point to a separate app patients carry on their own phone. Reception hands a patient a QR code that lets their phone securely pull down a copy of their own health record and keep it updated without another desk visit.

Once paired, a patient's phone can view what data the clinic has shared and with whom, and view or pay their own outstanding invoices (same crypto mechanism as above — always straight to the clinic's own wallet, never through a third party). Lost a phone? Staff can revoke that phone's access immediately from the clinic side.

Managing your team

• Add staff — name, role, starting PIN.
• Full roster with role badges and who's inactive.
• Deactivate — tells you first how many upcoming appointments and open visits are still assigned, so nothing is silently stranded. You can't deactivate yourself.
• Reactivate — requires typing your own PIN; brings back that person's old PIN unchanged.
• Reset someone else's PIN — requires typing your own PIN.
• Weekly availability — a day-by-day grid used for scheduling.

Adding a new front-desk station

There is no pairing code and no QR step for connecting a new computer to your clinic's main server.

• When the app starts on a new station, it automatically looks for the main computer on the clinic's local network (similar to how AirDrop finds nearby devices).
• If found, it asks "Found [clinic name] at [address] — is this right?" — click Yes, or pick the right one if more than one answers.
• If nothing is found automatically, staff can type in the main computer's network address by hand.
• The first successful connection is remembered and trusted going forward (a security certificate is "pinned"). If the real server's address later changes, or something tries to impersonate it, the station won't be silently fooled — it just fails to reconnect and needs re-discovering.
• Connecting to the server is separate from logging in — staff still need a valid name + PIN afterward.

Separately, the Stations panel in the app is just a live "who's here" view — which computers are connected and who's signed in on each. It doesn't add or connect anything itself.

Dashboard & reports

What you see on opening the app depends on your role — every number is live from your clinic's real data, never a placeholder.

Below the numbers: a front-desk device status panel, role-matched shortcut buttons, and a Recent Activity feed (hidden from lab staff).

Reports

• Financial trend — month-by-month revenue vs. expenses, 6 months by default, extendable to 2 years. Front desk, doctors, admins.
• Recent activity feed — last 20 actions, same as the dashboard.
• Full activity log — filterable by patient, staff member, action type, or date range. This is how a clinic answers "who looked at or changed this record, and when." Doctors and admins only.

Backups & disaster recovery

How often: a full backup runs automatically every night. If the computer was off overnight, it catches up as soon as it turns back on. An admin can also trigger one manually anytime: Settings → Backup → Backup Now.

Where they live: each backup is a complete snapshot — the whole patient database plus every uploaded file — as a timestamped folder. The system keeps the 30 most recent and deletes older ones automatically. Snapshots should live on a second, physically separate drive from the clinic computer's own disk; the app warns you if it detects backups pointed at the same drive as the live system.

Restoring: a restore completely swaps in an older snapshot — anything entered after that snapshot's timestamp is lost, no partial option. The software must be shut down first, and on a brand-new replacement computer, it needs to be freshly installed before the old data can be restored into it.

Keeping the app up to date

Each app checks for updates automatically in the background — no action needed most of the time. You can also check manually anytime: Settings → Check for Updates.

Settings, at a glance

When to call your Sochains contact

• Your only admin forgot their PIN and no other doctor/admin account can sign in.
• You need to restore from a backup.
• A backup folder is missing its confirmation file.
• Anything under Clinic Identity needs changing.
• The app won't open, or a real install/update problem shows up that this page doesn't explain.

For everyday questions this page doesn't answer, check the app's own on-screen messages first — most screens explain themselves plainly when something is blocked or needs a reason typed in.