Platform user guide
This guide explains RomDoc professional functions by category. Choose the account type and open the section matching the action you need to perform.
Doctors and Clinic Organisations use different dashboards and permissions. The instructions below keep those responsibilities separate.
Professional account
Instructions for the public profile, services, locations, availability, calendar, appointments, SMS, staff and subscription.
Organisation administration
Instructions for Managers covering locations, Doctor invitations, subscription coverage, billing, SMS and organisation security.
Professional account
Instructions for the public profile, services, locations, availability, calendar, appointments, SMS, staff and subscription.
Select a category to view its instructions.
Accessing the professional dashboard and protecting the account.
Use the email address associated with the professional account. After sign-in, RomDoc directs you to the dashboard matching your role.
The Doctor, staff member, Clinic Manager and platform Administrator have different permissions. Every person should use a separate account.
Updating the information displayed to patients.
Complete the professional information that helps a patient identify the appropriate Doctor. Review the public page after saving.
Add the services offered and their indicative fees. A patient should understand what may be requested before booking.
Defining where and when appointments can be accepted.
Associate the Doctor with the correct work locations. Locations requiring verification or approval become public only after the relevant process is completed.
Configure working days, hours, appointment duration, breaks and unavailable days. These rules control the slots offered to patients.
Managing online, telephone and staff-entered appointments.
Enter online, telephone, reception and other appointments into the same calendar. This reduces the risk of double-booking.
Use the action that accurately describes the appointment. The history should remain clear for the Doctor and staff.
Recording appointments received by telephone or at reception.
Enter enough information to identify the appointment and send notifications. Do not place medical notes in administrative fields.
Review the appointment in the calendar and confirm it according to the practice workflow. Correct a wrong date or location immediately.
How appointment notifications are sent and billed.
RomDoc can send an SMS when an appointment is confirmed and a reminder approximately 24 hours before it, when the service and notification type are enabled.
Successfully sent SMS are tracked separately from the Doctor subscription. The applicable cost is displayed in billing and usage reports.
Providing administrative access without sharing the Doctor account.
Add staff through the dedicated function and assign the required access. Do not give another person the Doctor's password.
The Doctor remains responsible for the accuracy of the profile, availability and actions performed for the practice.
The difference between an Independent Doctor subscription and clinic-funded coverage.
An Independent Doctor account uses the RomDoc subscription offered during registration. Subscription payment and SMS usage are separate commercial flows.
For an account created through a Clinic Organisation invitation, commercial responsibility may belong to the organisation according to the configured relationship.
Using medical information only in an authorised context.
Use Medical Folder information only for the patient and context for which access is authorised. Do not copy medical information into public or administrative fields.
For technical errors, unusual access or incorrect information, use the contact page and provide administrative details without placing medical information in the initial message.
Organisation administration
Instructions for Managers covering locations, Doctor invitations, subscription coverage, billing, SMS and organisation security.
Select a category to view its instructions.
Using the Manager account for the correct organisation.
After sign-in, a Manager sees only organisations and functions for which they have active access. Check the organisation name before making changes.
A Manager administers the organisation structure, Doctors, locations and available commercial information. The role does not provide general medical access to patients.
Managing clinics and addresses associated with the organisation.
Use Locations to connect the organisation with clinics where it operates. A public location requires a correct address and the status required for publication.
After an invitation is accepted, assign the Doctor to the correct location. This association supports the public profile, appointments and organisation reporting.
Inviting Doctors and tracking account acceptance.
Enter the email address the Doctor will use for RomDoc and select the appropriate organisation and location.
The Doctor creates or connects their own account. The Manager can then review the relationship, location and payment responsibility without changing the Doctor account identity.
Defining the Doctors whose costs are covered by the organisation.
An active relationship with clinic payment responsibility is included in the organisation's managed subscription count.
Clinic-invited Doctors should not simultaneously hold a direct Independent Doctor subscription for the same account.
Reviewing subscriptions, SMS and invoicing information.
Keep the legal name, tax identification, address and billing email accurate.
Billing shows the managed Doctor count, SMS usage and estimated costs. The official invoice is recorded separately by a RomDoc Administrator or accounting operator.
Viewing billable messages without exposing medical information.
The SMS report shows delivery and billing metadata for Doctors covered by the organisation.
To protect patients, organisation reporting must not expose SMS content, the full phone number, medical notes or Medical Folder documents.
Separating organisation administration from patient medical information.
The Clinic Organisation Manager role does not provide access to a patient's Medical Folder, diagnoses, clinical notes or medical documents.
For invitation, location, coverage or billing problems, provide the relevant administrative identifiers and avoid including patient medical information.
Platform Administrators and Clinic Organisation Managers do not receive access to a patient's Medical Folder. Medical access remains separate from platform administration, billing and usage reporting.
For a technical problem or a question about using RomDoc, use the contact page and describe the account role, page and action that is not working.