Daily Routine
A simple daily routine, from morning sweep to end-of-day close, that keeps patients moving.
This page shows you the same short routine to run every day. It keeps patients moving and stops small problems from growing.
It is written for Client Staff. If you run your brand alone, you are also the Client Admin, so the whole routine is yours.
Working alone? You hold both roles. Do every step yourself. The routine is short.
Your morning sweep
Open these five screens in the same order every morning. Each one sits in the left menu.
Open the Dashboard
In the left menu, click Dashboard. Read the alert cards and the patient summaries. The dashboard is for noticing, not fixing. It shows you where to look next.
Check your patients
In the left menu, click Patients. Look for anyone stuck on account setup, missing forms, or a visit they still need. Reach out or clear the block. See Unblock Patients.
Answer your messages
In the left menu, click Messages. You see two tabs: Patients and Provider Network. Answer patient messages first. Your reply reaches the patient as a text. Do not answer a medical question yourself. Send it to your provider network (the licensed doctors who review orders and prescribe). This is called an escalation.
Review your orders
In the left menu, click Orders. Look for orders waiting on payment, forms, labs, review, or the pharmacy. Give each blocked order a next step. See Track Orders.
Check prescriptions
In the left menu, click Prescriptions. Look for refills that have not shipped. Check payment first, because an unpaid refill will not ship. See Prescriptions & Refills.
Through the day
Come back to the busy screens as work comes in.
- Book or move visits from a patient's profile. See Schedule Visits.
- Follow refills and medication status in Prescriptions & Refills.
- Check lab follow-ups in Lab Results.
Match the pace to your volume. A quiet day needs one morning sweep. A busy day needs a second pass over Orders and Messages after lunch. Give the message inbox one owner each day, so no message sits unanswered.
Selling in person or by phone
A patient may buy at your front desk or over the phone. Close every sale with the same short script.
"Check your email or log in to your patient portal and complete your medical intake form. Once you submit it, a provider reviews your chart. If you're approved, your prescription goes to the pharmacy and ships directly to you."
The intake is the set of health questions and consent forms the patient fills in. The script gives three clear steps: fill the form, wait for review, then get the shipment. Patients who hear it stop asking "where is my order?"
Close the day
Run this quick check before you log off.
You answered or assigned every patient message.
Every blocked order has a next step.
You issued a refund for any denied order the patient paid for.
Every stuck patient has outreach sent or a follow-up note.
Tomorrow's visits have a confirmed patient and provider.
A denial does not refund the patient — when a provider denies an order, the patient is not refunded on their own. If you do nothing, the patient stays charged. You must issue the refund yourself. See Refunds & Voids.
Admin work at close — period-end exports and reconciliation live in Reports. Only a Client Admin can open it. Every other closeout step is staff work.
Words to know
| Word | What it means |
|---|---|
| Provider network | The medical team that employs the doctors who review your patients. You partner with one; you do not hire the doctors yourself. |
| Intake | The health questions and consent forms a patient fills in when they buy. They give the provider what they need to decide. |
| Escalation | Passing a medical question to the provider network instead of answering it yourself. |
| Refund | Send money back to the patient after a charge has settled. |
Questions you might have
What if I'm a team of one?
Run the same routine, just smaller.
- Do one morning sweep of all five screens.
- Do one midday pass over Orders and Messages.
- Let reminders and alerts carry the rest.
A patient sent me a medical question. Do I answer it?
No. Send it to your provider network.
- "I have a rash" is an escalation, not a reply.
- Open the Provider Network tab in Messages to pass it on.
- You handle orders, payments, and shipping questions yourself.
Which parts of closing the day are admin work?
Only the money reports.
- Period-end exports and reconciliation live in Reports.
- Only a Client Admin can open Reports.
- Every other closeout step is staff work.
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