What a normal day looks like with PracticeVitals

Follow a sample practice from the first check-in to the payroll spreadsheet. You’ll see who does what, how work moves from one person to the next, and how everyone knows what to do without being chased.

  • Lerato KhumaloReception
  • Sr Nomvula DlaminiNurse
  • Charmaine BothaPractice manager
  • Dr Anika NaidooOwner
  • MedEquip ServicesService company

A sample practice. The names are made up.

The day, step by step

  1. 07:30

    ReceptionNurse

    The team checks in

    Grace, the cleaner, taps her name on the check-in screen at reception and enters her PIN. She doesn’t need a login. Sr Dlamini checks in on her own phone, which measures how far she is from the practice and flags the check-in if she isn’t there. Their hours start counting on this week’s timesheet.

    How they knowCharmaine sees them both under “In now” on the team page.

  2. 07:50

    Nurse

    Today’s checks are waiting

    Sr Dlamini’s phone shows five checks due today, each with its own deadline, such as “Morning reading, by 13:00”. She records the vaccine fridge at 4.6 °C. It’s inside 2 to 8 °C, so it saves straight away.

    How she knowsHer Today list. Anything that misses its deadline moves to Late at the top, where she’ll see it first.

  3. 09:10

    NursetoPractice manager

    The nebuliser stops working properly

    The nebuliser is hardly misting. Sr Dlamini reports it from her phone with a photo. It’s equipment the inspectors check, so the practice’s sign changes to At risk until it’s fixed.

    How Charmaine knowsThe new repair appears on her repairs list, and the sign at the top of everyone’s screen turns yellow.

  4. 09:20

    Practice managertoService company

    The job goes straight to the right people

    Charmaine assigns the repair to MedEquip Services and sends them the link on WhatsApp. They don’t need a login to see the job, book a time or send a photo.

    How MedEquip knowsA WhatsApp message with a link to the job.

  5. 11:40

    ReceptiontoPractice manager

    A patient complains

    A patient is unhappy about how long they waited. Lerato logs the complaint in the register, and PracticeVitals gives it a reference number and a date by which it must be closed.

    How Charmaine knowsIt shows as open on the registers page, with its close-by date.

  6. 12:30

    ReceptiontoPractice manager

    Lerato asks for Friday off

    Lerato asks for a day of annual leave on her phone. Charmaine sees the request with Lerato’s balance next to it, and approves it. The day shows as booked in Lerato’s balance, and everyone can see she’s off on Friday.

    How Charmaine knowsThe request waits for her under “Waiting for you” on the Leave page.

  7. 14:40

    Service companytoPractice manager

    Fixed, with proof

    MedEquip’s technician repairs the nebuliser and marks the job fixed through the same link, adding an after photo. Charmaine checks it and closes the repair, so the nebuliser no longer counts against the inspection.

    How Charmaine knowsThe repair shows “fixed, waiting to be signed off” until she closes it.

  8. 15:10

    Practice managertoReception

    A job that isn’t an inspection check

    The glove boxes are nearly empty. Charmaine adds a task for Lerato to order more, and a weekly one to count the stock every Monday. When Lerato marks a stock count done, the next Monday’s appears by itself.

    How Lerato knowsTasks due today are on her Today screen, and every task is on the board under her name.

  9. 16:30

    Owner

    The owner checks in between patients

    Dr Naidoo opens PracticeVitals on her phone. The sign says At risk, and the reason is right underneath: the complaint still needs closing. Under “Coming up”, she sees her indemnity cover is due in 24 days.

    How she knowsThe readiness page: the sign, the reason, what to fix next and what’s coming up.

  10. 17:05

    EveryonetoPractice manager

    Home time

    Staff check out on their phones or at reception. Their hours go onto this week’s timesheet, and at month end Charmaine downloads everyone’s hours as a spreadsheet for payroll.

    How Charmaine knowsThe timesheet on the team page, ready to download.

  11. Next day, 10:00

    Practice manager

    Back to green

    Charmaine closes the complaint, attaching the outcome letter and noting how the patient was told. With nothing left open, the sign turns green again: Ready.

    How everyone knowsThe sign at the top of every screen goes green.

How everyone knows what to do, without being chased

Nobody has to remember the schedule or hand out lists. PracticeVitals shows each person what’s due, what’s late and what’s coming, every time they open it.

  • A Today list on every phoneEach person sees the checks due today, with a deadline next to each one.
  • Late checks move to the topAnything that misses its deadline moves to a Late group at the top of the list.
  • The sign at the top of every screenEveryone can see whether the practice is Ready, At risk or Not ready, all day long.
  • A fix-next list for the managerThe readiness page lists what to fix first, each with a button that takes you straight to it.
  • Warnings before things are dueExpiring certificates, renewals and procedure reviews show up weeks before their dates.
  • A WhatsApp link for outside helpYour handyman or service company gets a link to the job, with no login needed.
  • Tasks for everything elseJobs that aren’t inspection checks go on a shared board, for a named person, once or on repeat.
  • Leave that waits for a yesRequests wait for the manager’s approval, with the person’s balance right next to them.
  • On the home screen, like an appStaff add PracticeVitals to their phone once, and it opens straight to today’s jobs.

Give your team a day like this

Try PracticeVitals free for 30 days. Set it up this afternoon, and tomorrow your staff start their first Today list.

Start your free trial