Adding a Front-Desk Secretary: A Digital Reception Seat

In short: a front-desk secretary in Tipulim is a staff member you invite by email. They manage the calendar, the appointments and the patient list. There is no access to the medical record, accounting or settings. The invitation is valid for 72 hours, and access opens only after the invitee accepts it and signs a confidentiality undertaking.

What is a front-desk seat?

You can add a staff member (a secretary or receptionist) who manages the calendar, appointments, and inquiries — without exposing any clinical or financial information. Permissions are precise, and closed by default.

What the secretary can access

Calendar and appointments — book, reschedule, approve, and charge
Patient contact details and the patient list
Inquiries, leads, and pending payments
Treatment types and locations

What is off-limits

The medical record, treatment history, AI transcripts, accounting, tax export, settings, and staff management itself — all blocked. A secretary cannot add or remove staff members.

How to invite

Go to Staff and invite by email address. Access opens only after the staff member clicks the emailed link (with a matching verified email) and signs a confidentiality undertaking.

Multiple clinics

One staff member can serve several clinics and switch between them. Access can be revoked instantly at any time, and the history is retained.

A normal day at the desk

A secretary books new appointments, reschedules existing ones, approves appointments that wait for approval and charges for an appointment. They can also follow pending payments and the waiting list, and update patient details. Clinical notes saved on appointments, meaning patient notes, practitioner notes, transcript drafts and AI summaries, are removed from the information that reaches a secretary. So they see who is coming and when, without seeing what was said in the session.

Inviting step by step

Go to Staff, type an email address and click send invitation.
The invitee receives an email with a personal link that is valid for 72 hours.
They sign in with that same email address. If they have no account yet, they create one with a password through the same link, and verify the email.
They read and sign a confidentiality undertaking. The undertaking states that access is logged and can be revoked at any time.

Until these steps are done there is no access to any information. If the email did not go out, the page says the invitation was created but sending failed, and you can send it again. Invitations that have not been accepted yet appear under pending invitations.

Frequently asked questions

What happens if the invitation expires? The invitee sees a message that the invitation has expired, and you need to send a new one.

I typed the wrong email address. What now? You can cancel the pending invitation and send a new one. Someone who signs in with a different address than the one the invitation was sent to sees a message that the invitation was sent to another address, and does not get access.

How do I remove access? On the Staff page click remove access. The removal takes effect on the secretary's next request, and the history is kept. You can invite them again at any time.

Can a secretary add staff members? No. Staff management is reserved for the clinic owners.