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What is the “AI GoodXpert” feature?
The AI GoodXpert is a powerful assistant integrated directly into the GoodX software suite, functioning as a real-time AI scribe that streamlines clinical documentation. By turning voice recordings or text prompts into context-aware medical notes, this feature significantly reduces practitioners' administrative burden. It can also automatically generate detailed reports and assessments from recorded clinical observations, eliminating the need to manually search patient files for relevant data.
While the AI GoodXpert is designed to provide proficient clinical support and relevant content, it is not a diagnostic tool. Healthcare professionals must review all system responses to verify accuracy and clinical relevance before finalising any patient records.
Please note that AI GoodXpert is an optional, premium service that requires an additional subscription fee. Similarly, certain features within the credit control management system may incur extra costs. For example, Voice over IP (VoIP) calling is an optional add-on service that requires a separate sign-up and subscription fee, whereas your standard GoodX installation agreement governs SMS rates.
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- What is the “AI GoodXpert” feature?
- Where to learn more about AI GoodXpert within GoodX?
- What is considered and used by the “AI GoodXpert” feature?
- How can the AI GoodXpert feature be set up?
- How to use GoodXpert only once on a patient?
- How to make or prevent edits to the GoodXpert accepted responses?
- How is AI GoodXpert and AI prompt used together?
Change Log Date of Change Changes Editor 2026 05 17 Established Page Chendene Barnard 2026 09 22 Spell-check review; removed temporary discrepancies. Chendene Barnard
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| GoodXpert AI for Clinical Excellence
The GoodX Click&Learn Courses https://courses.goodx.co.za/
- Clinical Information (Paperless and Automated) in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=179
- GoodXpert: AI for Clinical Excellence https://courses.goodx.co.za/course/view.php?id=205
The GoodX Learning Centre https://learning.goodx.co.za/
Please note these courses are only modules and are different from the Click&Learn courses. To learn more about AI GoodXpert, you can use these search terms:
- Workflow Event Template Sidebar: Navigation and Use
- How to Navigate and Use the GoodXpert
- How to Use the Consultation Scribe for GoodXpert
- How to Make Quick Notes
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What is considered and used by the “AI GoodXpert” feature?
The GoodXpert button is only available on specific Workflow Events where the AI functionality can be utilised to interpret information from voice and text transcriptions.
The system can build a comprehensive patient file and history by utilising audio recordings and context linked to the relevant clinical form. If there is specific information you would like the AI to consider that is not currently being captured, please consult your GoodX liaison to discuss feasibility or alternative solutions. For manual data entry, a built-in spellchecker is available to assist during rushed typing. Ultimately, output quality depends on input, as more detailed prompts to the AI GoodXpert will produce a more comprehensive and balanced note.
GoodXpert serves as both an intelligent clinical assistant and a clinical scribe within the GoodX system. While your voice recordings must be captured in either English or Afrikaans, the AI can transcribe and seamlessly translate the audio into another preferred language if required.
Remember that the AI's output is only as effective as the manual prompts configured in your workflow event templates. All prompts are manually integrated for the AI to follow and apply to your workflow events using the audio transcriptions from your recordings.
Because of this manual customisation factor, please allow time to review, modify, and refine these prompts over a few months (or longer) to ensure they are perfectly tailored to your specific practice needs.
Always thoroughly review the generated prompt results to ensure that the correct interpretation of the recording has been populated before you accept the response.
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How can the AI GoodXpert feature be set up?
Given the intricate nature of this Configuration, we recommend that your GoodX liaison assist you with the initial setup. Select the "Configuration" option on your GoodX wheel and navigate to the "Workflow Event Configuration" tab.
Locate the clinical form template you wish to update or edit. You can either double-click the line item to open the template directly. Once opened, you can use the "+ GoodXperts Default" drop-down menu to select the specific information you want included in the final generated results of the forms. This capability is particularly useful when compiling detailed medical reports or creating formal patient referrals. From the "+ Settings" drop-down menu, you can choose how the AI feature is triggered within the system.
"Prompt" means the practitioner must initiate the action manually by selecting the GoodXpert button. "Auto" means the template is automatically applied; the practitioner only needs to accept the response to proceed, or select "Generate" to trigger the required actions and then accept the response if it meets their needs.
Any editing and corrections must be made directly on the form after accepting, as you cannot edit text within the GoodXpert feedback field itself. Once accepted, the response will populate on the letter for final review and completion. Adding your signature will then auto-complete the form.
Alternatively, based on your GoodX software version, select the checkbox to the left of the form and click "Open Row" to view the current setup, or double-click on the form of interest.
This example shows how SOAP notes, consisting of the Subjective, Objective, Assessment, and Plan components, are completed within the examination clinical form.
You can request that the generated results be translated into your preferred language if your primary language of operation is not English.
Zulu translation example
Afrikaans translation example
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How to use GoodXpert only once on a patient?
Utilising GoodXpert directly with a patient file or at the patient level—rather than from the workflow event setup window—means that these configurations and changes will not be saved for future use. Any actions completed in this manner will apply solely to the single form you have opened for that specific patient.
Select the blue GoodXpert "X" button to open the prompt box, where you can define the limitations on which clinical notes the response should use. These limitations are unique to the specific type of clinical form you are currently working on. The prompt section is designed to direct the AI, so please clearly type the exact instruction or the specific outcome you require from the report or form.
You can copy the recording transcript into the user prompt section along with the prompt to action.
Once you have selected the "Send" button, the AI GoodXpert will generate a response for you to review, copy, and apply. The "Copy (Save) to clipboard" button allows you to copy the generated text and paste it wherever required. It is a good habit to select this option first before moving forward to ensure your response is saved to your clipboard.
You can paste the text by pressing "Ctrl+V" or "Ctrl+Shift+V" on your keyboard when your mouse is in the correct text area, or by right-clicking with your mouse and selecting the paste option from your device's default menu.
Selecting the "Save to text area as plain text" or "Save to linked text area" button will transfer the populated information directly into the specific report or text area from which the AI GoodXpert button was initially activated.
On this screen, you may make changes or edits. Once completed, you can mark the note or report as complete. If you subsequently realise that additional data need to be included, or if you want GoodXpert to provide alternative or further feedback, you can re-open the GoodXpert screen by selecting the blue "X" button.
Example of manually using GoodXpert in the “Quick Note” clinical forms
Once on your patient file section, navigate to the library for the relevant clinical form. You can select quick notes directly from your clinical forms listed, or from the shortcut in the side panel if it has been configured that way. The report will be blank by default, and selecting "Start Recording" will open a new, blank voice recorder interface where you can manage audio permissions, rename the file, and begin recording. Ensure the selected language matches the language spoken during the session (e.g., en for English, af for Afrikaans).
Rename sessions by date, purpose, or a key aspect of the visit. This makes it easier to select the specific voice notes relevant to the prompts you want AI GoodXpert to process. Where you need the audio transcribed to text, select the "Transcribe" button. Audio must be transcribed to be used by the AI prompts set up by the practitioner.
Each recording can be reviewed by selecting "Listen", and the playback speed can be increased or decreased as required from the mini-menu next to the audio player.
Any voice recordings linked to the patient will appear at the bottom of the clinical side panel and can be incorporated directly into your GoodXpert AI request.
Hovering over the green notes page lets you read the transcribed session or notes you left on the session.
As soon as you close the audio clip, the recording will appear in the clinical side panel. Where GoodXpert is required for additional assistance, select the blue "X" icon, which represents the GoodXpert action.
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How to make or prevent edits to the GoodXpert accepted responses?
When information is already present on the form or note, the GoodXpert button can be selected to make additional alterations. Although the screen appears blank when initially opened, selecting the "Load from linked text area" button will repopulate the previous response directly within the user prompt area.
Any completed information can be marked with "Lock", which prevents further editing of the entry to ensure strict compliance with privacy laws like POPIA or HIPAA, whilst supporting traceability in patient care and maintaining legal accountability.
Locking the form establishes an audit trail and ensures that the information accurately reflects the practitioner's final decisions at the time of the consultation. To prevent accidental locking, the user will be prompted twice before the file is locked.
If needed, superusers or administrators can unlock a locked item. This process is recorded in the audit history to ensure the ongoing integrity of the medical records.
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How is AI GoodXpert and AI prompt used together?
You can configure your most-used clinical forms to automatically pull patient details by setting up the main document in your clinical form library.
To set this up, select the Configuration GoodX wheel. Navigate to Workflow Event Configuration, create a clinical form, and rename it to indicate its core linked services (for example, "AI Referral Letter"). Be sure to provide as much detailed information as possible within the Configuration so your intention is accurately received and processed by AI. Configuration AI prompts can be linked to clinical forms by selecting "Setup AI" on the relevant form. This is a single setup event per form, but you must repeat the process for individual patients if a different requirement arises for that specific form. Save any changes or additions you want to keep. The document will then auto-populate whenever it is called upon from the debtor library.
You can link AI prompts to individual areas within your clinical form. Please note this setup is time-consuming and requires attention to detail and testing to ensure the form functions to the practitioners' preferences.
Example of line item level AI Prompt linked to an Examination Clinical form
Below is an example of the AI line item prompt outcome after GoodXpert has transcribed the audio and applied the AI prompts. This outcome incorporates the audio linked to the patient, along with the specific fields selected for consideration based on the practitioner's setup.
Example of prompts
Prompt hidden text example: "You are a referral-letter generator. You will be provided with one or more audio transcriptions and any related clinical notes or contextual data. Your task is to draft a professional, personalised referral letter, addressed to an appropriate colleague."
Referring note hidden text example: "Produce the referral letter using the following structure and apply formatting: If a discipline is known, write "Dear Dr [X]," or "Dear [Discipline] Team," otherwise "Dear Colleague,". Provide the necessary demographic information about the patient, including full name, age and gender. Provide one or two sentences summarising why the patient is being referred. Provide a brief medical history, including any chronic conditions and lifestyle choices, and key findings from the consultation or notes. Highlight any investigations or treatments already undertaken. Mention attachments (e.g. test results, imaging reports), if available. If his weight and height are both available, provide a BMI. If either is missing, provide only the data you have and do not mention BMI. Clearly state what you would like the specialist to assess or manage. Note any time sensitivity or follow-up requirements. Thank the colleague for their assistance. Ensure the final letter reads smoothly as a single, cohesive document.
Keep the prompt box simple and focused entirely on the current visit. Once you are ready, select "Send" for AI GoodXpert to provide you with a clear and accurate response tailored to your submitted query.
Alternatively, you can write a more detailed prompt and ask the AI to consider the patient's full details. Once completed, select "Send" for AI GoodXpert to provide you with a clear and accurate response tailored to your submitted query.
The information received can be sent directly to the current clinical document by selecting the "Save to linked text area" button.
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The AI Document Extraction feature has recently been introduced to a limited number of practices to simplify and speed up extracting demographic information directly from uploaded documents. You must be on GoodXweb version 1.20 or higher to use this feature.
Please note that the use of AI Document Extraction may be linked to supplementary features such as AI GoodXpert, a specialised service that requires a separate subscription and carries an additional fee. Please also note that certain functions, such as dispatching SMS notifications, may incur additional costs.
The AI Document Extraction tool is designed to process data from a single document. Any subsequent attempts to extract data will override previously imported information, and loading a new document will repopulate the readable fields with the most recently extracted data. For optimal results, it is recommended to use South African identity documents or accounts where the customer information is clearly presented in the document header. The source document can be saved to the patient file for additional information on custom intake forms not within the debtor file save/fields scope.
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- What is the "AI Document Extraction" feature?
- Where to learn more about AI Document Extraction within GoodX:
- How is the “AI Document Extraction” used?
Change Log Date of Change Changes Editor 2026 05 12 Established Page Chendene Barnard
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How is the “AI Document Extraction” used?
The AI Document Extraction service is available when adding a new debtor to the system.
To import a debtor, select the "Import Debtor" button to start the process.
The Import dropdown menu defaults to "Grand Central Members." However, you can expand this menu to select alternative methods, such as importing via "Medical Aid" or utilising the "AI Document Extraction" option.
Once the AI Document Extraction option is selected from the dropdown menu, you will need to complete several additional steps to ensure the data is correctly classified as a Case, Debtor, Patient, or Printout. To ensure accuracy, you must always specify the category of the document being uploaded: Financial, Personal, or Practice.
The settings default to the basic configuration of Debtor – Personal. You can upload the document as a high-resolution image file or a standard PDF.
Once the AI Document Extraction process is complete, the "Import" button will brighten, indicating that it is active and available for selection. After the extracted information appears, you may add the debtor or patient to the system as needed.
In the event that a patient or debtor record is duplicated—often triggered by multiple identifying values such as matching dates of birth or ID numbers—you have the discretion to select and import the record containing the most comprehensive and complete information.
Additionally, you have the option to save the uploaded document and link it directly to the debtor or patient profile currently being created for future reference by selecting the empty "Debtor Documents" box.
Secondary information can be removed by selecting the "X" icon, as highlighted below. It is essential to verify that you are not duplicating existing debtor or patient information during the import process.
If you inadvertently import duplicate information, you can remove the redundant entries in the patient information section. Once marked, the duplicate debtor will display a red strikethrough to indicate its status. Please note that these duplicates cannot be permanently hidden or removed from the system views.
Once you select "Save," the extracted information will automatically populate the corresponding fields. Perform a final review of these areas to ensure the data sourced from statements or alternative documents is accurate and relevant to the specific debtor or patient profile.
While you can have patients pre-fill forms and then use the AI Document Extraction tool to pull that typed data, you must carefully verify the results. Ensure all fields are populated correctly, and manually add, select, or correct any information as required to maintain data integrity.
Review the extracted information to ensure it was captured accurately, then select the correct supplementary details, such as the relevant account email addresses. Left represents information from AI document. Center represents current information in view. Right side would be blank for new debtors, and have information if it's an existing debtor.
Reminder: While the system can read various document types, the AI may currently prioritise the account source over the account holder. This functionality is still under active development and is being further evaluated to improve accuracy.
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GoodX utilises two distinct types of authorisations within the system. The first pertains to medical scheme authorisations required for patient treatments and claims. The second refers to security authorisation factors applied within the software itself, which provide an additional layer of protection to prevent unauthorised users from accessing sensitive practice data.
Please note that the authorisation factors described here refer specifically to GoodX login methods and security protocols, rather than medical scheme requirements or patient pre-authorisations.
These factors secure access to the software and verify the user's identity during sign-in, ensuring practice data remains protected and compliant with security standards.
Please note that some authorisation factors may link to external services, such as key fobs, which require users to sign up for an additional one-off fee. Furthermore, while support is available, excessive assistance requests may incur additional charges.
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- Where to learn more about Authorisation Factors within GoodX:
- What is the “Authorisation Factors” feature?
- How is the authorisation method managed?
- What is the Keyfob referenced in GoodX?
- Setting Up a Physical Security Key (FIDO2) on Windows 10 / 11
- What is the Medical Scheme “Authorisation” ?
Change Log Date of Change Changes Editor 2026 05 13 Established Page Chendene Barnard
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What is the “Authorisation Factors” feature?
GoodX utilises two distinct types of authorisations within the system. The first pertains to medical scheme authorisations required for patient treatments and claims. The second refers to security authorisation factors applied within the software itself, which provide an additional layer of protection to prevent unauthorised users from accessing sensitive practice data.
Please note that some authorisation factors may link to external services, such as key fobs, which require users to sign up for an additional one-off fee. Furthermore, while support is available, excessive assistance requests may incur additional charges.
Authorisation factors, also referred to as authentication factors, are utilised to validate that users possess the appropriate level of access through the following methods:
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PIN: Usually requested when a doctor applies an electronic signature to clinical notes.
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Push notification: Clickable pop-up messages that appear on a user’s device for quick verification.
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Keyfob: Also known as a userfob or stationfob, these can be enabled and configured for specific workstations.
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Add face: Facial recognition using a digital image for biometric identification.
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Login Combination: A standard username and password paired with one or more of the methods mentioned above to ensure robust security.
Login combinations can be paired with one or more of the available GoodX authentication options. These choices are visible and can be selected directly on the login screen, allowing users to customise their security preferences according to their specific access requirements.
Once facial recognition has been configured, alternative login methods become available, such as a "face only" option or a "face and password" combination. To start, users select the face or smiley icon on the login screen to begin the facial identification sequence.
When using facial recognition, please note that wearing glasses or working in low-light environments may require additional captures during login. Factors such as glare from lenses or insufficient lighting can affect the software's ability to verify your identity, occasionally requiring more than one attempt to ensure an accurate match.
If a combination login is active, you cannot sign in using facial recognition alone. You must first enter your password, then the camera will automatically activate to capture your image.
To complete the verification:
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Scroll down to the Take Photo option.
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Select Save once you are satisfied with the captured image.
For your privacy, please note that these images are not stored in the cloud; they are discarded immediately after the login attempt has been processed.
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How is the authorisation method managed?
Users can complete the steps to upload a face for the system to match against their profile. The prompts vary depending on the method being configured; for instance, the software may send a push notification to your device, as shown below. Alternatively, you may select the "Add face" option to initiate the facial recognition setup process manually.
Please ensure that your preferred method has been added before selecting it as part of a combination, as indicated by bubble "2". You can select additional login combinations, such as the facial recognition option on bubble "3", once the face has been captured, uploaded, and saved. To take effect, ensure these new combinations are saved at the user level.
After you have successfully saved your additional devices or authentication methods, the available login combinations will be displayed in a lighter shade to confirm they have been registered.
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What is the Keyfob referenced in GoodX?
To maintain optimal security, update passwords regularly to reduce the risk of compromise. Using a Web Authentication (WebAuth) keyfob for two-factor authentication offers an effective way to reduce the risks of forgotten passwords or unauthorised access to written credentials. This hardware-based approach ensures a more robust login process by requiring physical verification alongside standard security protocols.
Keyfobs are physical security keys available in various forms to suit different hardware requirements. If your practice requires these devices, you can request a formal quotation from GXQ IT to ensure you receive the right model for your needs.
This device offers flexible security configuration, as you can assign it to a specific workstation or user, depending on the practice's operational requirements.
Assigning the security key as a userfob provides greater mobility, as it lets the individual access the system from any device, whether they are working in the office or remotely from home.
Assigning the device as a stationfob restricts system access exclusively to the specific workstations within the practice where the fob has been configured. Consequently, remote or home access is not possible under this setup. To maintain the integrity of this security measure, physically secure the passkey to its assigned station to prevent users from removing it or using it on unauthorised devices.
To ensure the fob functions optimally, it must be paired with the user password as part of the login requirement. This creates a secure link: the system will only permit access to GoodX if the assigned station fob matches the login credentials entered on that device.
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What is the Medical Scheme “Authorisation” ?
Medical scheme authorisations are essential for specific practice procedures. To review authorisation status or import relevant details, use the blue heart icon in the system. Alternatively, authorisations can be added directly to an invoice during generation by selecting the appropriate option from the drop-down menu of authorisations linked to the specific patient.
To access this icon, go to the GoodX wheel and select the debtor section, then search for and select the specific debtor you want to review. Once the debtor is selected, their side panel will appear, allowing you to select "Debtor Edit" to enter the debtor's profile.
In the debtor's profile, select the blue heart icon to view or manage the medical scheme authorisations.
If multiple patients are listed, ensure the selection arrow is next to the correct individual before adding the authorisation code details.
When adding the authorisation, by selecting the "Show in Tasks" section, the system will generate a task for further action. You must select "Save" to successfully create the authorisation task, as closing the window without saving will automatically discard the request and any entered information.
Any items added to the Scheme Auth task will automatically populate the invoice once the relevant authorisation number is selected from the dropdown menu, ensuring a seamless transition from the authorisation phase to final billing.
Once saved, the authorisation will be visible within the system, confirming that the details have been successfully recorded and are ready for future use or review.
By selecting the specific line item, you will unlock additional options for more detailed management and configuration of that Authorisation entry.
You can mark the authorisation as locked, which secures the entry and prevents further tampering or unauthorised modifications to the recorded details.
The system will display the following warning before proceeding:
“This action will permanently lock the form for all users, making it impossible to edit it again. Any further changes needed would require you to edit a new copy of this form. The support staff will not be able to help you with unlocking the form.”
It is essential to verify that all information is correct before confirming, as this lock is irreversible and final.
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What is the “Cash Register” feature?
The Cash Register feature supports the practice by processing and recording patient payment transactions. This functionality ensures that all funds received are documented accurately, allowing for the effortless reconciliation of payments against practice records.
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- Where to learn more about Cash registers within GoodX:
- Where do you make use of a cash register through GoodX?
- Where on GoodX do you complete patient payments received?
- Where do you close the cash register within GoodX?
- How does Float Amounts work within GoodX?
Change Log Date of Change Changes Editor 2026 05 12 Established Page Chendene Barnard
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Where do you make use of a cash register through GoodX?
Please inform your software liaison of your intent to use the Cash Register feature, as your entity requires specific software elements to be activated and enabled. This coordination ensures that all necessary system requirements are in place for the feature to function correctly within your practice.
Upon loading your entity's GoodX Web page for the first time each day, the system will prompt you to select your unique cash register configuration. During this process, you may also specify a float amount if it is relevant to your practice's daily financial procedures.
After completing the default information, selecting "OK" will activate the daily register. This register remains active until it is manually closed at the end of the day or business cycle. It is important to note that the setup pop-up will reappear upon every browser refresh until the process is either finalised or cancelled.
Each session is linked to a specific cash register report for accurate record-keeping. Your GoodX liaison will configure these registers to ensure they are active for the relevant entities, while restricting the setup pop-up so it appears only for the users responsible for managing the register information.
Depending on the practice's needs, the system offers the flexibility to implement either individual cash registers or location-specific configurations. This ensures the financial tracking structure aligns with the facility's unique operational workflow.
If practices do not use cash, leave the float amount at zero.
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Where on GoodX do you complete patient payments received?
By accessing the debtor account details, you can select the specific invoice to pay. This ensures that the subsequent transaction is automatically linked to the correct invoice on the debtor profile, maintaining an accurate and organised financial record.
Selecting the New Receipt option opens a new window, allowing you to choose the necessary information from drop-down menus. These menus are pre-configured and tailored specifically to meet your practice's unique operational requirements.
In the event that an invoice is not immediately visible, it can be located by accessing the drop-down menu and selecting the Show Invoice option. This action retrieves and displays the outstanding invoice, ensuring the payment is allocated correctly.
The Comments and Reference fields are optional and provided to support efficient management and ensure high-quality audit trails. Please be aware that any comments entered in this section will be displayed under the Notes heading on the printed GoodX receipt.
When processing a partial payment, the system automatically allocates the funds to invoice line items in sequential order, starting from the top and moving downward. This process continues until the total amount of the partial payment has been fully distributed across the available line items.
Once the process is complete, you can either Post the transaction only or Post and Print the receipt for the patient. These options are accessible via the drop-down menu, allowing you to choose the most appropriate action for your workflow.
If you choose Print, the document will download as a PDF. This file can then be emailed directly to the patient or printed locally if a physical copy is requested. Please note that document headers are fully customizable to align with your practice's branding and requirements.
The receipt is automatically allocated to the debtor's account and is reflected as a payment against the dedicated invoice. This automated synchronisation keeps the account balance current and accurately updates the transaction history in the system.
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Where do you close the cash register within GoodX?
When you have completed your transactions for the day or specific period, you can finalise the process by navigating to the GoodX Wheel and selecting Configuration. This section allows you to access the necessary settings to manage and conclude your active cash register session.
The Cash Register Management tab includes a sub-tab labelled Sessions. Once selected, you will be able to manually close the active session. Remember that these sessions do not close automatically, so this step is vital to ensure your daily financial records are finalised.
To prevent any unintentional disruptions to your workflow, the system will display an additional confirmation prompt before finalising the action. This safety measure ensures that sessions are not accidentally closed, allowing you to double-check your records before the period is officially locked.
Upon proceeding, you will be prompted to compile the relevant information required to finalise the process. This step ensures that all necessary financial data and closing figures are accurately recorded and reconciled before the session is officially concluded.
All completed cash register periods are available for download and review, providing your practice with a transparent audit trail. This feature allows you to export historical session data to verify reconciliations, track daily intake, and ensure that all financial periods have been closed correctly.
Review Capabilities
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Audit Readiness: Access detailed breakdowns of every session for internal or external audits.
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Historical Data: Retrieve records from specific dates or cycles to analyse practice performance.
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Format Flexibility: Review information directly on the platform or download reports for offline storage and reporting.
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How does Float Amounts work within GoodX?
The float amount is not included in the calculations if you require an immediate balance of the day's takings. This ensures the figure displayed represents only the actual revenue processed during the session, giving a clear view of the day's financial activity without including the static opening balance.
In instances where the float amount is also entered, an additional pop-up will appear requiring a reason for any resulting discrepancy to be recorded. This field is the ideal place to specify the float amount details to ensure the session balances correctly.
Notes are not recorded on the primary session views; instead, they are accessible under the "Recon" sub-tab, where any listed discrepancy reasons are displayed. Ultimately, the practice can choose how to handle and record the float to suit its internal financial protocols.
An audit comment section is available, allowing the practice manager to review the session and add comments according to the specific preferences or internal requirements of the practice. This feature ensures that any oversight or administrative notes are captured directly within the system for future reference and management oversight.
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The Automated Credit Control Management feature acts as a management assistant and is frequently referred to as CCA, CCM, or ACC within the GoodX learning centre and the GoodX training courses. This feature automates procedures designed to prevent bad debt. For example, you can schedule automated invoices to be sent to patients with outstanding balances at 14, 30, and 60 days from either the capture date or the date of service. You must be on GoodXweb version 1.20 or higher to activate this feature.
In a nutshell, the CCM is an automated system that periodically reviews your debtor and patient invoice accounts for outstanding balances. Based on your setup, the system systematically reviews accounts and takes action depending on whether they are patient-liable or medical aid-liable.-
Patient-liable accounts receive periodic SMS and email reminders, and convenient payment links to settle balances instantly and securely.
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For medical aid-liable accounts, the fund informs patients directly about submitted or rejected claims, and triggers task reminders for the practice representative to manage additional medical fund and switch actions.
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For edge cases, you can add additional statuses to your “No Action” groups for any payment arrangement, IOD reviews/reminders, or special practice-specific exclusions.
Please note that the Automated Credit Control Management system includes a once-off fee that covers activation, setup assistance tailored to your practice needs, and the training required for implementation.
Additionally, this credit control feature integrates with other services that may incur costs. For instance, VoIP calls and payment links are an extra service that requires a separate subscription or agreement stating their additional fee, while SMS fees are included in your installation agreement with GoodX.
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- Where to learn more about Automated Credit Control within GoodX:
- Where can the Automated Credit Control Management feature be accessed within GoodX?
- What can the Automated Credit Control Management system feature do within GoodX?
- Where can the GoodX Credit Control templates be set up?
- What is the Automated Credit Control Management system tabs mean?
- What does the Automated Credit Control Management feature setup entail?
- Mindmap Brainstorming the Automated Credit Control Management process feature set up for your practice
Change Log Date of Change Changes Editor 2026 05 17 Established Page Chendene Barnard
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Where can the Automated Credit Control Management feature be accessed within GoodX?
In GoodXweb version 1.18 and below - From the navigation wheel, select the "Reports" section, then open the "Credit Control Management" tab to detail and create your practice's specific requirements if you have an active agreement in place. To use the Automated Credit Control Management system to its full potential, please contact the GoodX Feature Liaison for additional guidance.
In GoodXweb version 1.20 and above - From the navigation wheel, select the "Configuration" section, then select the "Practice setup" tab drop down menu. Select "Credit Control Management" from the list. Continue to detail and create your practice's specific requirements if you have an active agreement in place. To use the Automated Credit Control Management system to its full potential, please contact the GoodX Feature Liaison for additional guidance.
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What can the Automated Credit Control Management system feature do within GoodX?
The Automated Credit Control Management feature is designed to automate repetitive administrative tasks, allowing you to schedule it to run daily or on specific days at a selected time from your GoodX Entity Settings panel. Ensure the Automated Credit Control Management process is fully configured before activation, as enabling the feature too early may result in incomplete workflows and a poor patient experience.
Only pre-defined actions and events are available for selection. If your practice requires additional Credit Control Management functionality, please contact your client liaison, who will help determine if a custom request can be accommodated or if an alternative GoodX feature better suits your workflow needs.
Where the Automated Credit Control Management process is scheduled to run daily, these checks will be completed and actioned on those specified days at 06:00.
Here is a practical example of a Debtors Credit Control Management workflow designed to remind patients of outstanding funds:
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30 days – Send out a statement.
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60 days – Send the patient an SMS.
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90 days – Issue a final warning.
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180 days – Hand over the account or write it off.
Here is a practical example of a Creditors Credit Control Management workflow designed to manage supplier accounts:
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Immediate payment upon delivery – Ensure the delivery has been captured and the payment has been processed immediately.
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Account reviews – Perform specific, routine reviews on outstanding creditor accounts.
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Overpayment management – Where suppliers have been overpaid, Credit Control Management can assist with issuing payback requests or requesting that the amount be allocated to the account for future transactions if an ongoing business relationship exists.
Here is a practical example of a Medical Scheme Credit Control Management workflow designed to review submitted claims and manage subsequent actions:
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Rejection handling – Based on the specific medical scheme rejection reason, the system triggers the required task or check. If no billing or ICD-10 code errors require resubmission, the account can automatically make the client liable after a specified number of days, based on practice preferences.
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Custom workflow requests – Where a specific practice action or response option is not currently available in the system, please reach out to your liaison to determine if this option can be developed or if alternative solutions exist to meet your practice's requirements.
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Template examples – Pre-configured templates, such as a "Claim rejected, client liable" template, can be automated for instant communication.
Here is a practical example of a P2P (promise to pay) Credit Control Management workflow designed to review P2P system arrangements:
- Promise to Pay (P2P) follow-ups – Based on the promised payment date, the system will automatically create a task to follow up with the debtor one day later if the account remains outstanding.
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Where can the GoodX Credit Control templates be set up?
Add the Automated Credit Control Management process templates to your existing GoodX workflow events. Name your templates clearly based on their specific role or function, ensuring they are easy to identify and select when building your workflow.
Use "Placeholders" to automatically insert information from the patient's file into the required task. When placeholders are used correctly, unique patient details will populate automatically for each call. If you have any setup questions, please contact your GoodX Client Liaison.
Next to your login view, the settings icon will redirect you to a new menu screen, from which you can navigate directly to the "Entity Settings" tab.
Scroll down to the "+ Workflow Event Templates" section and select the line item to expand it. Choose the type of template you intend to add from the library drop-down options, as highlighted in bubble "4", and select "+Add Template" to start editing the template.
In this example highlighted by bubble 6, a "Call Event" has been renamed to reflect its specific purpose, and the template includes a script to guide the assigned user through the required task.
Each template can have a dedicated assigned user, as indicated by bubble "8", which ensures accountability and an even distribution of workloads. This also maintains data security by ensuring users only view tasks specifically assigned to them.
Always refresh your screen view after selecting "Save" on both your template and the "Workflow Event, Entity Settings" page, ensuring all updates are correctly reflected in the system.
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What is the Automated Credit Control Management system tabs mean?
Here is the meaning behind each setup option available for selection in the Automated Credit Control Management process:
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Default Actions: If you have a specific action that must be called upon, it can be requested for import into your Automated Credit Control Management interface. An example is shown below, including standard payment requests.
- Default Events: If you have a specific action that must be called upon, it can be requested for import into your Automated Credit Control Management interface. An example of this is shown below, where
wfe_changerequests are not included by default.
The status tabs represents areas where the automated processed would be linked to time period or specific communication events. Each status is linked to a group type, when instructions are not defined in the status itself.
The groups tabs if the source process to follow every time a status is updated. This takes away duplicate actions when numerous steps are involved and allows easier management of automated communication and actions.
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What does the Automated Credit Control Management feature setup entail?
Each status relies on linked events and actions - such as automated emails, task creation, or status updates - to define the underlying Automated Credit Control Management logic required to be actioned.
It is therefore imperative that all templates are ready for use before you begin mapping your statuses.
Please do not make manual alterations to these events without consulting your GoodX Client Liaison. Because tasks, events, and statuses are tightly interlinked, unauthorised changes can disrupt your broader workflow and compromise data integrity.
If changes are required, always contact your GoodX Representative. They will ensure your Automated Credit Control Management features remain fully functional and that all conditional dependencies remain intact.
To ensure your Automated Credit Control Management Setup functions correctly, any workflow events requiring a linked SMS or email must be fully configured before they can be assigned to a status.
Your GoodX liaison will set up default groups and statuses to establish a baseline for your project, ensuring your workflow aligns with standard practice from day one.
Important: To add steps to your process, select the line item name of the group or status directly rather than using the icons.
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The plus (+) icon is used only when the practice requires additional, custom steps based on specific workflow needs.
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The minus (-) icon will remove a step from the sequence.
Example below illustrates the automated communication workflow sections
From the Status setup, you can send emails or SMS messages, link the communication to practice-specific templates created for this process, and define the conditions for when the communication is sent to the debtor.
Each time a status is changed or edited, it may move on the list. This cannot be reordered or filtered at this time.
Each status has multiple sections; once activated, they will no longer appear greyed out. You can further define any activated lines, as illustrated by bubbles 1, 2, and 3.
Quick Tip on Operators:
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When the "less than (<)" or "greater than (>)" operator is used (depending on your specific rule direction), the system will review the status and resend any linked communication daily until the account moves to the next state.
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If you only want to send the linked communication once, select the "equal (=)" sign on step 3 or wherever that specific feature setup is required.
Here is an example of a Automated Credit Control Management Setup Cycle explained with reference to the numbered bubbles:
Here is a breakdown of the meaning and functionality behind each of these setup configuration steps:
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1. Step Name: Your uniquely named step will allow for easy linking between the steps.
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2. Description: A description is important to understand the intention behind the step being built, along with its expected outcomes.
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3. Group: The group fixes the search to a specific field, allowing steps and templates to be separated in accordance with set goals and outcomes.
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4. Previous Step Reference: The first step is to reference the previous step you are coming from (if this is not the first step in the cycle) by giving the correct instruction.
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5. Previous Step List: List what the previous step was.
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6. Additional Actions: List additional actions you expect (e.g., SMS, email, or other). In this scenario, create a task, as the medical aid has been due for 30 days by the time it changes to this state. Therefore, manual intervention is required to determine whether the claim can be resubmitted due to human error or is now a patient-liable account. This is initiated by generating a Task.
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7. Stop Automated Process: As this account is moving into manual intervention, the automated process may end.
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8. Cycle End Reference (Standard): The end of the cycle state name is referenced.
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9. Conditional End (Paid): However, if the account has been fully paid in the evaluation interim, the automated process may end.
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12. Cycle End Reference (Alternative): The end of the cycle state name is referenced.
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13. Section Activation: Any sections which are relevant to your practice can be activated and defined.
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14. Line Item Customisation: The defined line items can be removed or added at your discretion.
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Mindmap Brainstorming the Automated Credit Control Management process feature set up for your practice
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Mindmap Brainstorming the Automated Credit Control Management process feature set up for your practice
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Cloud Capture is an external tool that streamlines adding voice notes, videos, or photos directly to patient records. This tool is particularly effective for practitioners on hospital rounds because it enables mobile voice-to-text note-taking; the system automatically transcribes spoken observations into text, ensuring rapid, efficient documentation.
While Google Chrome is the recommended browser for accessing the Cloud Capture application, it also works in Safari.
By utilising Cloud Capture for images, the file is not stored on the local device used to take the photo. This lets the practitioner quickly upload images from a webcam or external source directly into the clinical form they are working on.
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- Where to learn more about Cloud Capture within GoodX:
- Where to access the Cloud Capture App from?
- How to use the Capture App in the GoodX Clinical space?
- How to add images to the Cloud Capture App?
- How to add images to the Clinical forms?
- How to add audio to the Clinical forms?
- How to manage audio from the voice recorder in progress?
Change Log Date of Change Changes Editor 2026 05 13 Established Page Chendene Barnard
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Where to access the Cloud Capture App from?
To access the application, you must be logged into your GoodX web page. By appending "/app/cloud_capture/" to your browser’s URL, the system will automatically open the Cloud Capture user interface screen.
If you navigate away from your current login page, all active work and clinical notes will close, resulting in the loss of any unsaved changes. To prevent this, it is recommended that you log in using a separate device or a different browser tab.
Alternatively, you may append “/app/cloud_capture/login/” to the URL to log in to the capture application within a new tab or window.
The Cloud Capture application defaults to the photo page with the lowest resolution setting preselected. This serves as the primary landing screen when you select the V2 link from the clinical form prompt to upload an image. The V2 interface represents the latest system update and is the recommended version for all users.
To increase the resolution, select your preferred setting from the drop-down menu. Once you are ready to capture the image, select the camera icon. To use the flip camera option, select the smaller icon with the flip arrows, then select the larger camera icon to take the photo.
Once the image has been captured, additional prompts will appear allowing you to either retake the photo or, if satisfied, select "Upload now". This action uploads the image to the Cloud Capture storage space. Instructions on how to access these uploaded images will be detailed in the following sections.
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How to use the Capture App in the GoodX Clinical space?
Any clinical form that includes the option to record audio or upload an image allows you to select an external source. The Cloud Capture application is categorised as an external tool designed to upload images or capture voice recordings.
These voice recordings should not be confused with the GoodXpert feature, which is indicated by a blue "X" icon in the text field. GoodXpert utilises voice recordings to complete AI prompts for clinical documentation support. Also, distinguish this from voice recordings used with pre-configured AI integrations embedded in specific clinical forms. Detailed information regarding these configurations is available in the dedicated Clinical Forms and GoodXpert feature guides.
Bubble 4 displays a drop-down menu that lets you access the external application by selecting the option highlighted in bubble 5. Upon making this selection, a new window will appear on the screen.
Two versions of the capture application are available. As previously detailed, the V2 interface is the updated version and is recommended for use. Conversely, V1 is the legacy interface and is no longer maintained, as shown below.
It is recommended that you access the Cloud Capture application from a separate device or a different browser tab. Selecting the V2 link directly may result in the loss of any notes, forms, or other unsaved information currently open in your session, as it warns the user, "Leave site?"
To add more notes from another device, navigate to the V2 link indicated in prompt bubble 3; however, be aware that all current progress and notes will be discarded if you use the same browser tab. Alternatively, you can right-click the blue V2 link with your mouse and select the "Open link in new tab" option to prevent any loss of information or progress on your current workflows.
Key Considerations for uploaded files
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Centralised Storage: Just like images, audio files are stored in the Cloud Capture space until you manually clear them.
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Selection: You can preview or select the specific recordings and images you wish to attach to the clinical record.
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Data Management: It is best practice to delete recordings and images once they have been successfully attached to a form to maintain optimal application performance.
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How to add images to the Cloud Capture App?
By holding and dragging the image file on your primary device, you can move photos from another source to the Cloud Capture "Upload" screen. Images positioned here can be uploaded simultaneously by selecting "Upload all", or individually by clicking the cloud icon adjacent to the specific image.
The file may appear differently during the drag-and-drop process depending on the device; for example, a dragged image may appear as a purple icon. Drop the image only within the designated dotted area, as dropping it outside this boundary will prevent the file from uploading. Once placed correctly, the image will appear in the application, allowing you to delete or upload the file as needed.
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How to add images to the Clinical forms?
Once you have navigated to the clinical section of the selected debtor, you may choose the preferred clinical form from the library drop-down menu. In this example, the standard Quick Note clinical form has been selected. From within the form, select “Add Image” and then choose the option to upload from an external source.
A new window will open displaying all images previously uploaded to the Cloud Capture application. From this view, select the specific photos you want to import. Delete any duplicate or unnecessary images to keep the Cloud Capture interface fast as redundant files accumulate.
After selecting the specific images you wish to include in the debtor's clinical form, select “Save” to finalise the addition.
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How to add audio to the Clinical forms?
Following the same procedure as the image upload, select “Add Voice Recording” and navigate to the “Load from External Upload” option. A new window will then appear, displaying all audio files currently stored in the Cloud Capture application that have not yet been removed.
If no additional recordings need to be uploaded, you may choose to name and transcribe the current recording as indicated in bubble 5. After recording the session and completing the transcription, ensure that both the recording and the transcribed text are saved.
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How to manage audio from the voice recorder in progress?
If you prefer, you can remove the existing recording and create a new one for the patient by selecting "Clear Recording". Then select the microphone icon to start recording and name the session. The audio will be added automatically as you speak, after which you can select "Transcribe" to allow the system to correct any spelling or grammatical inaccuracies.
To transfer the information to the clinical form, select "Copy to textarea" and save the record to finalise the entry.
The audio files and images will now display in the selected clinical form. Select "Save and Close" once more to save the form to the patient or debtor record.
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What is the “Diary Automation” feature?
The Diary serves as the foundation of an efficient patient journey. It offers deep customisation, including adjustable time slots, visual colour-coding, and specialised booking types. By utilising integrated auto-events, the system triggers specific actions the moment a booking is selected, ensuring your practice's workflow remains automated and precise.
MyGC works alongside additional features that carry separate costs. While SMS fees are covered under your standard GoodX agreement, services such as VOIP calling and Payment Links are subject to additional charges. Please note that Payment Links require a formal sign-up process before activation.
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- Where to learn more about Diary Automation within GoodX:
- What is the “Diary Automation” feature?
- What makes the “Diary Automation” service convenient
- What are the “Diary Automation” applications within your practice?
- How is Mandatory Documentation set up as “Diary Automation”?
- How is a diary booking made?
- How is Facial Recognition set up as “Diary Automation”?
- How is Automatic messages set within “Diary Automation”?
Change Log Date of Change Changes Editor 2026 04 01 Established Page Chendene Barnard 2026 05 12 Updated to formal British-style English, which is the standard used in South African English. Chendene Barnard 2026 09 23 Spell-check Chendene Barnard
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What makes the “Diary Automation” service convenient
Maximise your Diary Automation by leveraging the MyGC patient portal. This secure, self-service application allows patients to take control of their medical journey by viewing past and current invoices, scripts, and clinical notes in real time. By activating your online presence, you enable patients to book appointments directly through the platform, creating a fully automated and synchronised scheduling ecosystem.
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What are the “Diary Automation” applications within your practice?
The feature can be best defined through:
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Diary automated actions set on booking types.
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Face tag/hash (if added to the patient profiles).
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RF ID tags (if set up at the practice).
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Left is the card reader.
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Right is the light box,s located above the rooms.
- MyGC patient or clinical documents are completed through a Kiosk (tablet) by the patient in person at the practice.
Below is an example of the Custom RF ID Tags used at Dr Dean Van Der Westhuizen's room (Lowveld Eye Institute)
Automation can be applied to a wide range of practice functions. If your workflow requires specialised document linking or unique task automation beyond the examples provided, our team is available to assist. If you require specific documents or administrative tasks to be linked to your booking types, please get in touch with your Client Liaison Officer for dedicated assistance in tailoring these automated workflows to your practice.
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How is Mandatory Documentation set up as “Diary Automation”?
Transform every phone booking into a streamlined workflow. Once a booking is captured, the system utilises the designated Booking Type to trigger the delivery of relevant forms and questionnaires. Automated SMS and Email confirmations are sent immediately, providing your patients with all necessary information while simultaneously prepping your practice for their visit.
When scheduling a new patient, the system can automate a comprehensive onboarding protocol. This includes immediately sending practice consent and privacy forms, along with any custom documentation required before the appointment. The system also manages a multichannel communication sequence: sending instant booking confirmations via SMS and Email, followed by scheduled reminders two days and one day before the event. These reminders include interactive links that allow patients to confirm their attendance digitally.
Support better clinical outcomes by integrating patient education directly into your workflow. You can map specific care instructions and educational documents to your Booking Types, triggering an automated send at the time of booking or as the appointment approaches. This feature ensures patients are well informed and properly prepared for their visit without requiring manual follow-up.
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How is a diary booking made?
A booking can be made by selecting the button on your Diary tab called "New Booking".
For rapid scheduling, you can generate a new booking directly within your preferred time slot by double-clicking any unallocated space in the Diary. This shortcut provides an efficient way to bypass standard menus while still ensuring all automated workflows and Booking Type triggers remain active.
When finalising a booking, ensure the following critical data points are captured to maintain reporting integrity and clinical accuracy. Select the appropriate Booking Type via the dropdown menu, as this categorises the encounter for future practice analytics. The Status field should reflect the patient's current stage in the workflow—such as transitioning from "Booked" to "Arrived" upon their arrival at the practice.
Confirm that the Date, Time, and Duration accurately reflect the intended appointment, adjusting for multi-reason visits where necessary. Utilise the Comments/Notes section to record any telephonic or in-person details that will assist Practitioners or Quality Assurance during the examination. For patient identification, the system allows for comprehensive searches across multiple data points. If the patient is new to the practice, you can create their profile via the Import Debtor function, integrated MyGC data synchronisation, or utilising AI Document Extraction to convert physical PDF/Image uploads into digital files.
The Diary provides immediate visual feedback regarding the status of a patient's documentation. At a glance, you can monitor documentation compliance in real-time through the booking entry's visual indicators. Active icons highlight outstanding requirements that need your attention, while greyed-out markers represent features or documents that are not required by your practice's unique workflow settings.
To ensure data integrity, the system allows you to designate specific documents as mandatory. You may utilise the pre-configured default templates or define bespoke document types tailored to your practice. These requirements can be enforced across four primary classifications: Case, Debtor, Patient, and Printouts. Setting these as mandatory ensures your team consistently collects the information needed for a complete, compliant patient record.
Hovering over the bubble icons activates a contextual tooltip providing a detailed overview of the booking. This dynamic description includes critical administrative notes and real-time status updates—such as "Account Paid"—allowing for immediate verification of the patient's standing without navigating away from the Diary view.
- Red indicates a required document or field that must be completed (i.e., the account is not yet paid in full).
- Green means a completed document is already on file.
Use the View Notebook icon as a quick-access portal for document management. Once a booking is selected, this shortcut allows you to instantly view existing uploads or add outstanding documents to the file. It's designed to streamline your workflow by keeping all patient-related documentation just one click away from the main Diary.
Selecting the Uploaded Documents option will navigate you to a dedicated management screen. This centralised interface allows you to review, organise, and verify all digital files associated with the selected patient or debtor.
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How is Facial Recognition set up as “Diary Automation”?
Experience debtor-less check-in with integrated Facial Recognition. Using your practice camera, the system automatically identifies arriving patients with a profile photo on file. It instantly matches the individual to their specific Diary booking, allowing you to confirm their arrival with a single click. This automated biometric identification ensures a sophisticated and efficient start to the patient journey.
Keeping patient photos up to date is simple. Use the Debtor Edit shortcut on the right side of your Diary to access the image management tools. From there, click the current profile photo to instantly update or clear the image, ensuring your automated check-in and identification features work optimally.
Using the Delete Face Hash option permanently erases the biometric data associated with the patient's profile. This function removes the encrypted mathematical representation used for facial recognition, ensuring all linked identification data is purged from the system. Please note that this action is immediate and irreversible.
When duplicating Debtor records across different entities, follow a specific security protocol before finalising the transfer. Before saving the record in the new entity, you must manually clear both the Profile Image and the Face Hash. Once you remove these biometric markers, you may save the record, successfully establishing the debtor in the new entity's database.
Please ensure that the record is not assigned a Debtor Status that restricts or prohibits cross-entity transfers. Certain administrative flags may prevent the migration of data to maintain financial integrity. If you encounter an error during this process, your Client Liaison can assist by reviewing the Debtor Status List on your GoodX desktop to identify and resolve any active restrictions.
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How is Automatic messages set within “Diary Automation”?
The system supports highly customisable automation for booking reminders, birthday greetings, and follow-up notifications. These are managed via Workflow Event Templates, which allow you to define specific triggers based on your practice's unique Booking Types. When configuring these templates, prioritise legibility by ensuring high contrast between background colours and text. For instance, avoid using black text on dark backgrounds (such as purple or navy), as this significantly impairs readability for Diary users.
The system offers granular control over communication frequency, allowing templates to be triggered once per debtor, once per patient, or for every individual booking. To maintain high attendance rates and ensure patients are consistently informed, best practice is to set the trigger to "Every Booking." This ensures that even frequent visitors receive the necessary confirmations and pre-visit instructions for every scheduled encounter.
Refine your automated messages using the template selection menu. While the system pre-populates a script based on your triggers, the dropdown allows you to switch between any templates mapped to that event. This ensures the pre-populated script matches the specific patient scenario or booking type.
The MyGC icon serves as a real-time status indicator for digital patient intake. A Green icon signifies that the patient has completed all automated forms or questionnaires. Conversely, the Standard Blue icon indicates that the documentation remains pending. If the MyGC icon appears inactive (greyed out), your practice has not yet been configured for an online presence, which is required to enable digital patient onboarding and web-based scheduling for preferred time slots.
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What is the “Eye Eval 2 & Ophthalmology Feature”?
The Eye Eval 2 agreement is a specialised agreement which serves the ophthalmologist patient journey. It offers deep customisation, including adjustable clinical documents, visual colour-coding, and specialised clinical forms and templates. By utilising integrated auto-events, the system may trigger specific actions the moment a booking is selected, ensuring your practice's workflow remains automated and precise.
The Eye Eval 2 works alongside additional features that carry separate costs. While SMS fees are covered under your standard GoodX agreement, services such as VOIP calling and DICOM machine integrations are subject to additional charges.
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- Where to learn more about Eye Eval 2 & Harmony for Ophthalmologists within GoodX:
- What is the “Eye Eval 2 & Harmony” feature for an Ophthalmologist?
- What are the “Eye Eval 2” clinical form functions or features?
- What are the unique aspects possible within the “Eye Eval 2” clinical form?
- Can the “Eye Eval 2” form information be viewed at a glance?
- Where can the “Patient Dashboard” be accessed?
- How can the Eye Eval 2 form be managed?
- How is a Sick Note generated from an active clinical form?
- How is a Reference Letter generated from an active clinical form?
- Does the Eye Eval 2 form have special access to other form templates?
- What development is expected around the Eye Eval 2 forms and interface?
Change Log Date of Change Changes Editor 2026 05 17 Established Page Chendene Barnard 2026 09 22 Spell-check Chendene Barnard
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What is the “Eye Eval 2 & Harmony” feature for an Ophthalmologist?
This powerful medium helps you complete your examinations and is fully linked to various aspects of the GoodX software system to ensure a smooth, integrated practice management experience.
Please note: Utilising Eye Eval 2 & Harmony for Ophthalmologists with GoodX is an optional premium service. Users must sign up for this feature for an additional fee, calculated based on the specific features and integration needs selected for your practice.
The GoodX Eye Eval fields feature self-learning capabilities, allowing you to either type new information or select from a saved list of items that automatically updates based on your previous entries. You can easily manage these lists by removing any duplicate or inconsistent data you don't want the system to retain.
Currently, GoodX integrates with DICOM-compatible diagnostic equipment through Harmony RS, which requires an active Harmony subscription. DICOM (Digital Imaging and Communications in Medicine) is the international standard used for storing, transmitting, and exchanging medical images and related data, thereby ensuring seamless interoperability between imaging devices from various manufacturers.
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What are the “Eye Eval 2” clinical form functions or features?
The primary benefits of the Eye Eval 2 clinical examination forms include easy invoicing, effortless completion of various form sections, and straightforward use of custom pills. The system also supports streamlined communication and report generation directly from the platform.
When preparing medical aid motivations, you have access to a fully customisable Patient Dashboard which draws its information from your clinical forms. This dashboard can be tailored to your practice needs, allowing you or your team to efficiently review the most recent patient history and activities at a glance.
Invoicing with ease
The clinical "Eye Eval 2" form is a comprehensive, robust tool designed to record every aspect of a patient's eye examination in a simplified yet thorough way. This form integrates seamlessly with your Harmony RS machine results and automatically populates linked invoice line items and ICD-10 codes based on the clinical information completed during the assessment. For your convenience, these ready-to-bill line items appear at the bottom of the examination form, ready to transfer to an invoice if desired.
You may add additional invoice items to the patient's invoice before finalising the examination. The examination is officially completed once the practitioner adds their signature. Please note that you cannot push any changes or additions to the invoice after the signature has been applied.
Completing form sections with ease
The "Unchecked" status is set by default and can be toggled continuously between "Unchecked", "Normal" (or the field-specific equivalent to normal), and "Findings".
The form view menu is managed using the "+ Systems Selector" option. This feature allows you to hide various selected sections from the current view, with the options expanding or collapsing in an accordion fashion as they are toggled. Selecting a section once will grey out the button and hide that specific section from the form layout. Reselecting the same option restores the section, making it visible on the form again. Expanding this menu allows you to see at a glance if any options are currently hidden, enabling you to conceal sections that are not required for the specific examination.
The "pills," or default selections visible on the form, are fully customisable to align with your specific practice preferences. You can draw images for reference notes. The pills are fully customisable. The configuration and ease of use regarding custom pills linked to the Eye Eval 2 form are discussed in detail in the latter part of this guide.
Example of custom form preference options on the Eye Eval 2 form
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What are the unique aspects possible within the “Eye Eval 2” clinical form?
As you progress through the form, the associated ICD-10 codes will automatically populate at the bottom of the form under the "Assessment, Planning and Billing" section based on your selections. You can add additional ICD-10 codes at any stage by selecting the ellipsis menu in the blank area located below the Diagnosis section.
Similarly, the expected billing line items will be populated automatically, allowing you to add them to the patient's invoice before finalising the form with the practitioner's signature. You can easily navigate to the "Invoice details" tab to toggle between the clinical form and the active invoice screen for the current patient.
To provide feedback on an invoice that has been "posted (await response)" to confirm whether the medical aid will cover the items, navigate to the "Switch Details" tab. If the medical aid supports real-time feedback, this tab shows the medical scheme's response to the proposed invoice, indicating whether the switch transaction will be rejected or accepted based on the available information.
If you make mistakes with the ICD-10 codes on the user side, you can reverse and resubmit the claims. If the patient is not covered for the claims, the practice must decide on the appropriate way forward with the patient. Additionally, the "considerations" that appear based on the selected "pills" are also fully customisable.
Selecting the blue note icon button next to a line item will send that specific item directly to the "Assessment" section. Once in this section, clicking directly on the bullet name will transfer the line item to the "Plan" section located below it.
Where columns of options are available throughout the Eye Eval 2 form, your practice has two setup options.
If your options are limited and you don't need self-learning, you can preset the Eye Eval 2 form lists with predetermined line items for the practitioner to select from. With this approach, you must manually add any additional items to the source list, as they will not be automatically remembered upon use. Please note that the Eye Eval 2 forms are administrative-intensive at inception, as all defaults and lists must be set up initially to ensure easy selection later. Everything should be configured to align with your unique practice needs, and your dedicated GoodX liaison is ready to assist should any queries arise during this initial setup.
Alternatively, fields can be configured as self-learning, meaning the system will remember all previously completed entries. Please note that this option is case-sensitive, which may lead to multiple spelling variations being saved. However, you can easily clean up the list by selecting the "x" next to the incorrect option and clicking "OK". The self-learning model will then remember your preference and permanently remove that specific item from the list.
When building a custom examination form in the Eye Eval 2 module, you can link self-learning fields if you have added three or more to the form. Once linked, any data completed in one field correlates directly with the other selected self-learning fields. This allows you to easily choose from previously saved self-learning items without having to manually recreate the list for each section individually.
However, these fields should be linked with caution, as adding or removing items from one list will automatically update all other linked fields. If you are uncertain whether the fields should share identical data, it is best to leave these configurations blank.
Please note that these dropdown options will only appear automatically once you have added and saved at least three self-learning fields. When you return to the customisation screen, the configuration options will appear as shown in the image.
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Can the “Eye Eval 2” form information be viewed at a glance?
For your convenience, you can configure patient dashboards to review past surgeries, clinical notes, or specific Eye Eval 2 results, among other options, at a glance. This provides a clear overview of the patient's clinical history and enables comprehensive consultations without sifting through folders or files to find key points and clinical notes.
You can also set up profiles on specific dashboard items that you prefer to view simultaneously. You can tailor these profiles to practitioner preferences or specific clinical conditions and save them with unique profile names. You can instantly toggle between these visible profiles, with a blue tick next to the profile name reflecting the profile currently in view.
If you need to update the patient dashboard with additional information sources or new profiles, select the "Edit" option to modify your configuration.
While the initial profile setup may seem daunting at first, feel free to connect with your GoodX liaison to share your expectations for preferred colours and views (including line, scatter, text, or image graph options) and to receive guidance and recommendations for your desired patient dashboard configuration.
Always select Save to retain your changes or updates, as closing the window without saving will discard any actions completed. Graphs can only display information that was explicitly recorded and saved in the specific forms being referenced.
Examples of what can be viewed from the “Patient Dashboard”
From selected form templates, you can choose which clinical information to display on the dashboard. For instance, using data captured in the "Eye Examination" template, your patient dashboard could potentially reflect the following:
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The summary notes recorded during previous examinations for the form type specified during your initial setup.
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The specific Assessment (A) and Plan (P) notes pulled directly from the dedicated clinical form.
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The historical record of patient complaints as reflected in the case history notes.
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The medical history can be configured to reflect recorded medical conditions, allergies, family history, or any ophthalmic surgeries documented within the form.
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The system can display scheduled follow-up tests, specific line items, or general follow-up notes that have been recorded.
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The system can track and display UCVA (Unaided Visual Acuity) for both eyes over the recorded historical timeline.
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The BCVA (Best-Corrected Visual Acuity) for both eyes can be tracked and viewed over the recorded historical timeline.
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The IOP (Intraocular Pressure) values, reflecting essential eye vitals, can be monitored across the recorded time points.
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You can review completed procedures, along with the specific side or eye operated on, as recorded on the forms.
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You can keep your special investigations visible, such as CMT (Central Macular Thickness) for both eyes, or display Corneal Topography for both eyes as a "Pentacam" graph.
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The optic disc information will display only when data is available; for example, the graph monitors both the left and right sides but will reflect only recorded information such as the right CDR (Cup-to-Disc Ratio).
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Detailed information notes relating specifically to patient pathology can be displayed.
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Laser procedures can be viewed at a glance, with direct reference to a "YAG Posterior Capsule Opacity" or an Argon procedure performed.
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Even surgery booking procedure items can be viewed at a glance where they have been recorded on the completed eye examination forms.
If a section you use often isn't available, connect with your GoodX liaison to confirm whether that section already exists and can be added to your profile, or whether it's still in development.
The dashboard view defaults to a royal blue theme. However, you can also colour-code your forms or related clinical notes using the Harmony colour palette, which is particularly useful when displaying multiple results on a single graph:
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OCT: Orange
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Topography: Green
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Examination: Blue
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Ultrasound: Violet / Purple
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Findings: White
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Where can the “Patient Dashboard” be accessed?
From the diary booking screen
The patient dashboard can be located by selecting "Diary" from the main GoodX wheel. From the Diary tab, click the relevant patient booking to display the patient's information on the debtor panel alongside the booking, along with other quick-access shortcuts in the side panel. From this side panel, select "Patient Dashboard", ensuring the arrow indicator points to the correct patient. Once selected, your configured dashboard profiles will be displayed. Where clinical information has been completed for the patient, the linked data will be reflected according to that specific user profile setup.
Always ensure the arrow next to the patient's name is correct, as it indicates that the clinical data currently displayed belongs to that patient.
From the debtor panel
Alternatively, the patient dashboard can be located by selecting "Debtors" from the GoodX wheel and navigating to the "Debtors" tab to search for or select the debtor of interest.
If you select the desired debtor with a single click, a new panel view will appear. From there, click the"Clinical" button on the right-side panel, then select the "Patient File" tab on the top panel. This reveals a side panel with quick-access buttons, including the patient dashboard feature button.
If you double-click on the desired debtor, a new window view will open. From this view, navigate to the "Patient File" tab on the top panel to reveal the side panel with quick-access buttons and the patient dashboard feature button.
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How can the Eye Eval 2 form be managed?
You can configure the patient's history to copy forward automatically, or manage it manually. This clinical information will always copy forward between sequential follow-up consultations.
Manually copy forward history
By selecting a specific date from the form history, the completed information recorded on that day will populate directly into the current form you are working on. This historical data can continue to copy forward automatically until you choose to change the setting.
The clinical findings from the previous examination on that selected date will be copied forward. Please note that even when this historical data is brought forward, you can still clear, edit, or completely remove any images and notes. This ensures you can easily update the record if you observe changes or need to add new information alongside the copied data.
Automatically copy forward history
To configure the system to copy information forward automatically, review the setup directly within the active workflow event. Ensure that the correct template form is selected from the available workflow events.
Each section of the form appears as a distinct subsection that you can select to copy forward previously saved information automatically. By ensuring the "copy forward" option is enabled on the relevant fields, the system will carry the data forward for the practitioner to review and edit where required.
These configuration settings appear after you select the blue "Toggle Mode" button, which reveals the custom options available for that form's sections.
Custom pills to the Practitioner’s workflow
A wonderful feature of the system is the extensive functionality that a pill can hold. The pills visible within the template sections can be linked not only to ICD codes but also to your most frequently used medicine combinations based on the clinical evaluation in progress. The customisable suggestions you can link to a pill are highlighted below.
These pills function like a billing macro: selecting the pill automatically populates the linked medicines and ICD codes configured in the workflow event template. The pill name itself serves as a quick identifier of these linked components.
Example of a custom pill: “Common Prescriptions”
For this example, the pill name would be "Common Prescriptions," featuring a shorthand list of the medicines under the pills section. A more detailed selection of the specific medicine to be linked to this form is highlighted below, followed by an example of the clinical directions to be completed for the added medicines.
The medicines, along with their clinical instructions, will be visible within the "Medicine" section of the form, directly above the proposed billing line items to be invoiced.
Example of creating a task from your examination clinical form
If your practice needs a representative to complete additional tasks, you can create them directly from the Eye Evaluation clinical form. After the details have been added, remember to select the "pop-out icon"—which displays the hover message "Create Task from this"—to generate the task and assign it to the relevant practice representative for completion.
Example of follow-up periods
The selected number represents the exact interval of days, weeks, or months after which the patient must return for follow-up. You can also choose to add specific procedures or the type of review needed for that next scheduled visit, serving as a helpful clinical reminder to your future self.
You can ensure a follow-up is clinically noted by scheduling it according to the following standard shorthand conventions:
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/7 (Days)
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/52 (Weeks)
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/12 (Months)
Example of follow-up self-learning items
The example below reflects a follow-up scheduled for week 4 (using the /52 week yearly cycle convention), along with notes on what to review based on the highlighted information above. You can view this detail at a glance in the clinical notes' story mode.
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How is a Sick Note generated from an active clinical form?
While you are actively completing your examination, you may need to work on an additional form or aspect, such as creating a sick note for your patient. Additional forms can be added at any time and will be reflected under your "Active Forms" side panel.
All available form types are listed within this scroll menu. If you have pre-existing templates, you can select them from the dropdown menu for that specific form type (e.g., the "Sick Note" clinical form type). Please note that a template can only be selected after you have indicated which form type you intend to use.
Due to the current Protection of Personal Information Act (POPIA), certain details can no longer be automatically populated, though the underlying functionality remains available. When you select the "Sick Note" form type, the ICD-10 codes captured from the linked Eye Evaluation form can display on the sick note for your clinical review and discretion. If the information is correct and you want to include these codes on the final document, select the "Add Diagnosis To Printout" button to apply them to the sick note. However, this action remains entirely at the practitioner's discretion to ensure full compliance with POPIA regulations.
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How is a Reference Letter generated from an active clinical form?
At the end of your examination, if you determine that your patient must be referred to another practitioner, you can print a referral letter by selecting the upward menu to reveal the "Print Letter" option. Once selected, the system will prompt you to confirm the specific letter template you wish to use.
This letter will automatically include information from your examination, eliminating the need to duplicate your work.
The letter will auto-populate the predefined clinical data, so the practitioner only needs to review the information carried across to ensure it aligns with their diagnosis and clinical intentions.
If template changes are needed, you can access the dropdown menu to select a different template. Alternatively, you can edit the text areas directly to ensure the correct tone, context, and general information are conveyed exactly as intended by the practitioner.
Once you are satisfied with the letter, you can print the document or save it as a PDF to email as an attachment to the relevant party.
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Does the Eye Eval 2 form have special access to other form templates?
Yes! When you use the Eye Eval 2 form, you can also import these templates and implement PDF Printovers.
Please note that the templates listed below are intended as guidelines and should be customised to suit your specific practitioner and practice preferences. These templates may also change or update over time.
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What is VoIP?
VoIP, or Voice over Internet Protocol, enables activated entities to make calls using their internet connection rather than traditional airtime or telephone service providers. The benefits of utilising VoIP include significantly lower costs and superior call quality. For added convenience, you can save completed calls directly to patient profiles so that you can access these recordings or logs at your convenience.
Since calls are recorded, we recommend updating your practice's telephonic introduction to ensure patients are aware. For example: "Please note that this call is being recorded for quality and training purposes."
Please note that the VoIP calling feature is an optional service which requires users to subscribe at an additional fee.
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- Where to learn more about VoIP within GoodX?
- What is VoIP?
- Where do you make a VoIP call through GoodX?
- Where do you access the call which was made through VOIP?
- How do you make a VoIP call through GoodX Tasks?
- What is the Auto Dialler?
Change Log Date of Change Changes Editor 2026 05 13 Established Page Chendene Barnard 2026 09 23 Spell-check Chendene Barnard
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Where do you make a VoIP call through GoodX?
For your convenience, calls can be initiated from the following locations:
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Debtors Wheel: Within the Debtor tab, via the Debtor Panel view.
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Communication Wheel: Within the Task tab, by selecting a task event linked to the Call Event button.
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Debtors Wheel: From the Invoice Management screen, selecting the relevant debtor displays the available call options.
From the Debtor panel view
From the Call Event Task
From the Invoice Management Screen
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Where do you access the call which was made through VOIP?
VoIP call records can be accessed via the Notebook or through the Admin Event History screen.
From the Navigation Wheel select Debtors
Navigate to the Debtors tab to view the Actions column. Hovering your cursor over an icon will display a tooltip indicating its specific function or destination.
From the Navigation Wheel select Communication
To review specific call records, navigate to the Admin Event History tab. You can refine the view by deselecting irrelevant options to filter for the Call Event type.
Double-click the desired event to open it. Once reviewed, please ensure all call events are marked as Completed to lock the entry and prevent further edits to the notes or event details.
To view more comprehensive details, expand the record by selecting + Call.
If you need to listen to or download a recording, toggle the call event status by selecting Completed again to unlock it. Then select Listen Recording to open the mini-menu; from there, expand the bulleted options to access the download or playback features.
Once finished, please remember to mark the call event as Completed again to prevent any further edits to the notes or event details. If you have updated the original notes, ensure you click Save to apply those changes.
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How do you make a VoIP call through GoodX Tasks?
When specific personnel are assigned to particular actions, ToodX lets you create tasks that notify the relevant team to take action. You can leave these tasks unassigned for the next available staff member or assign them to an individual.
You can customise and rename these columns to suit your entity's specific requirements. To manage your workflow effectively, you can filter tasks to view all entries or exclude those already marked as completed. Additionally, tasks are not restricted to a single individual and can be assigned to multiple people simultaneously.
Users can filter the task list to view all entries or exclude those already completed.
From the Navigation Wheel select Communication
Navigate to the Task tab; the default view displays tasks assigned to the currently logged-in user. In this scenario, we will focus on the payment team generating a Call Event task for the reception team to complete.
The example below does not require a call, as no call event workflow is linked to the task. Manually created tasks display Task Item as the task type. Conversely, when the Automated Credit Control Management system generates a call request, it will be identified as a Call Event task type.
To determine if a call request has been assigned, look for these two indicators:
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Assigned Tasks: These display a person icon alongside the name of the designated staff member.
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Unassigned Tasks: These display a hand icon.
By clicking the hand icon, you take ownership of the task and assign it to yourself for completion.
The Automated Credit Control Management system automates repetitive tasks, such as generating call requests to multiple debtors or triggering automated responses to specific actions. The possibilities for streamlining your workflow are virtually infinite.
The Invoice Management tab defaults to displaying patient invoices. To refine your view and filter for specific patient criteria, navigate to the dedicated Invoice Management screen.
When contacting only specific individuals or a small group of patients, you can use the Dial dropdown to initiate calls for only the selected entries. Alternatively, click the main Dial button to avoid manual selections, as the system will automatically include all patients. In either case, as shown in the prompt, the system will generate only one task per debtor.
Once you select OK, you can proceed by choosing the appropriate template from the dropdown menu, depending on your practice's specific configuration. If a user was designated within that template, the resulting tasks will be automatically assigned to them for completion.
Because these call requests were generated via the Automated Credit Control Management system, the user can utilise the Auto Dialler session to work through these calls efficiently.
For more information on how to leverage the Automated Credit Control Management system effectively, please contact your client liaison for additional software support. Please note that utilising the Automated Credit Control Management system may incur an extra service fee depending on the specific application. Users may also be required to sign up for this service at an additional cost.
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What is the Auto Dialler?
The Auto Dialler is directly integrated with the Automated Credit Control Management system to facilitate seamless, continuous dialling for your call lists.
As a user, you can initiate or pause the session as needed. You must pause or stop before the current call ends. For further details regarding call configuration and use of Call Event templates, please refer to the previous Task section.
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The MyGC Portal is a secure, patient-facing application designed to enhance transparency and engagement. Once registered, patients can manage their healthcare journey by accessing past and current invoices, prescriptions, and detailed medical notes. This integrated platform also drives practice growth by letting patients schedule appointments with their preferred specialists, providing a modern, digital-first experience for your practice.
Please note that while the MyGC Portal is a core feature, it integrates with several Value-Added Services that may incur separate charges. Standard SMS notifications are typically governed by your existing GoodX Service Level Agreement. However, premium features—such as Integrated VOIP Calling and Digital Payment Links—are optional add-on services that require a separate subscription and carry additional usage fees. Contact your representative to activate these enhanced capabilities for your practice.
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- What is the “MyGC” feature?
- Where to learn more about MyGC within GoodX:
- How is the “MyGC” feature activated?
- Is a patient MyGC profile mandatory to use the interface?
- How can the “MyGC” feature be applied?
- What should the “MyGC” diary setup look like if the patient is to receive custom / multiple forms based on booking type?
- How would the patient confirm their booking through MyGC?
- How would you know if the links had been sent successfully?
- How would you know if the patient has completed the forms?
- What does the "MyGC" form look like to the patient?
- How does multiple forms through "MyGC" display?
Change Log Date of Change Changes Editor 2026 April 02 Established Page Chendene Barnard 2026 May 12 Updated to formal British-style English, which is the standard used in South African English. Chendene Barnard
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How is the “MyGC” feature activated?
Activation of the MyGC interface is managed at the entity level via the GoodX Web platform. To ensure a successful rollout, please verify that the following three core requirements are met:
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Grandcentral Settings: Ensure this section is fully populated within your Entity Diary configuration.
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Online Presence: Confirm that the "Online Presence" toggle is active. (Note: As of Web v 1.19.3 / Web v 1.18.16, this setting is located under the Configuration tab of the GoodX navigation wheel).
- Online Profile Verification: Your entity profile must be verified and correctly mapped to your practitioners. This data is dynamically synchronised with the Medibase directory to ensure credential accuracy.
Please be advised that GoodX does not have the administrative authority to modify practitioner data within external directories. Should you identify a discrepancy in your online presence or credentials, these corrections must be initiated at the source - Medpages. Once updated at the directory level, the corrected information will automatically synchronise with your MyGC profile.
The MyGC Portal is a secure, patient-facing application designed to enhance transparency and engagement. Once registered, patients can manage their healthcare journey by accessing past and current invoices, prescriptions, and detailed medical notes. This integrated platform also drives practice growth by letting patients schedule appointments with their preferred specialists, providing a modern, digital-first experience for your practice.
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Is a patient MyGC profile mandatory to use the interface?
While the MyGC Portal significantly streamlines the patient journey by providing instant access to digital forms, invoices, and clinical records, its use is entirely optional. Patients are not required to register on the application to receive care.
Patients can settle outstanding balances via secure Payment Links without needing a registered MyGC profile. This "Guest" payment path ensures a frictionless settlement experience. However, while the payment is processed securely, the patient will not have on-demand access to their transaction history or past invoices. In these instances, the financial record remains stored exclusively within the practitioner's local debtor database.
Transform your waiting room with Digital Kiosk Intake. Using the MyGC interface on a tablet, patients can quickly review and sign digital forms. By leveraging Auto-Patient placeholders, the system dynamically pulls existing data from the patient's Debtor file to pre-populate the forms. This streamlines intake, often leaving the patient with only the final signature. While these forms save directly to the practitioner's clinical debtor file, registered MyGC users can retrieve their completed documentation at their convenience from their own devices.
Patients can use Google Single Sign-On (SSO). By authenticating through an existing Google account, users can instantly access their documents using their existing Google credentials. This secure authentication method lets patients access their forms and questionnaires with minimal effort while maintaining high security standards.
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How can the “MyGC” feature be applied?
The MyGC platform integrates seamlessly with your diary to streamline document management. Your practice maintains full control over which specific files are mandatory for each patient. The system uses colour-coded indicators for quick clarity: red means essential documents are still outstanding, while green confirms all required documentation has been received and processed.
Functions that have not yet been configured will appear greyed out or in a lighter shade to indicate they are inactive. An inactive MyGC button signifies that the practitioner's setup is incomplete; until finalised, features such as digital form distribution or patient direct online booking will remain disabled for that specific entity.
The "C" icon on the Diary serves as a dedicated status indicator for clinical documentation. When clinical documents are dispatched through the MyGC platform, this icon will turn orange.
Optimise your patient flow with Custom Status Transitions. You can easily add a "Kiosk" step to your workflow, ensuring patients complete all digital documentation before they proceed. This ensures no patient moves forward until they meet the mandatory intake requirements at the Kiosk.
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The “MyGC” diary setup where there is custom / multiple forms
To achieve full Diary Optimisation, the MyGC interface allows for highly customised booking types tailored to practitioner preferences. Each booking type can be configured with specific consent forms, custom questionnaires, and automated reminders or confirmations, with precise control over their release timing. For these automated workflows to function, it is critical to include "Grand Central SyncVite" within your technical setup to ensure seamless data synchronisation.
System automation enables a chronological communication timeline, such as an immediate booking confirmation followed by an SMS or email reminder sent 1 to 7 days before the appointment. This setup is ideal for integrating Patient Care and Education into the workflow. Practices can attach unique information booklets or guides and embed trusted web links (e.g., YouTube) directly into the email templates, ensuring the content is specifically tailored to the procedure or booking type selected.
Below is an example of an appointment reminder set for a few days before the booking type created.
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How would the patient confirm their booking through MyGC?
Save time and reduce "no-shows" with Self-Confirmation Links embedded in your automated emails; patients can verify their own appointments directly. This self-service functionality eliminates the need for manual courtesy calls, freeing up your reception staff for more complex tasks. The link serves a dual purpose: it reminds patients of the upcoming visit and lets them formally confirm their attendance, keeping your diary accurate and optimised.
Experience Real-Time Diary Sync with every patient confirmation. Once a patient clicks their confirmation link and selects "Confirm Booking" highlighted in green - based on your pre-defined status naming conventions- the entry for that appointment will automatically transition from “Booked” to “Confirmed.” This ensures your schedule is always up to date, giving your team a clear, visual overview of confirmed appointments at a glance.
By selecting the “Documents” button highlighted in purple above, patients can instantly see if any requirements are outstanding. This lets them complete everything necessary from the comfort of home, so when they arrive for their booking, they can head straight to their appointment instead of filling out forms in the waiting room.
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How would you know if the links had been sent successfully?
For rapid navigation, the Notepad Icon on the diary serves as a direct link to the Admin Page.
Optimise your search with Customised Data Filters. Select "De-select All" to remove unnecessary information and focus on what matters. Simply tick the relevant options - like Grand Central Syncvite or Consent Forms - to view specific results and manage your practice setup with greater precision and speed.
Track every administrative action with the Admin Event History report. Found in the "Reports" menu on your navigation wheel, this tool lets you search by debtor or patient for full transparency. Speed up your search by using “De-Select All” to clear the clutter, then simply check the boxes for the specific data fields you want to monitor.
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How would you know if the patient has completed the forms?
Once the patient completes and signs all assigned forms, the booking's MyGC status indicator turns green. In instances where the MyGC link includes clinical forms, the corresponding C icon on the diary will similarly change from orange to green to signify that the documentation is complete.
Selecting this option allows you to synchronise and import the patient's completed information through an interface that mirrors the Medical Scheme debtor validation import screen. You can finalise the process by simply choosing the relevant acceptance options. It is important to note that deselecting the listed debtor import option may result in the creation of a duplicate debtor record within the system.
Reminder: A black "A" means no debtor has been created for this booking. Therefore, you should not add clinical notes until a debtor file is created.
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What does the "MyGC" form look like to the patient?
The MyGC functionality facilitates distributing questionnaires, consent forms, and bespoke documentation for patient completion and signature through diary automation setups. You may dispatch individual custom or consent forms directly from the diary screen by accessing the MyGC drop-down menu to reveal the supplementary options. If a kiosk has been configured for your practitioner, you can seamlessly direct these forms to an available kiosk terminal within your practice.
After choosing the desired form type, select the specific template from the populated drop-down menu, then choose the preferred contact method. In environments where a kiosk has been configured for the entity, you may also specify the particular kiosk name or number by selecting the "Kiosk" option from the drop-down menu.
As soon as the information is selected and dispatched, the patient receives the notification via their chosen delivery method. The following example illustrates the format and appearance of an automated email notification sent to the patient.
The email is sent from a linked address provided by the practice, such as admin@yourpractice.co.za, so patients can easily recognise the sender. If this configuration is not in place, the sender address will reflect as a generic GoodX API account. To address this and personalise your communication, please contact your GoodX relationship liaison for assistance.
Your patient does not need to have a MyGC profile to complete these pages. They can continue with their Google accounts or simply continue using the link provided in the button “CLICK TO VIEW FORM”.
The example provided below illustrates a single-form completion process, specifically featuring the Demographic Information Questionnaire.
When completing demographic or healthcare forms, the patient's history will only be imported into and override their existing GoodX medical history if they have specifically selected the option to override current data. For this synchronisation to function correctly, the patient must possess an active MyGC account and be securely logged in while completing the relevant forms.
After confirming their details, a supplementary rights request appears, allowing the patient to manage and control who is authorised to access their personal health data.
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How does multiple forms through "MyGC" display?
In instances where multiple forms require completion, these will be presented in succession provided that the diary automation for your specific diary types has been correctly configured. Should a patient exit the process prematurely, they can resume by logging back in and navigating to the last active tab or page. The system automatically saves progress as the patient advances through each documentation section.
After submitting all required documentation, the MyGC status indicator on the patient's diary booking turns green to show completion.
Patients with an active MyGC profile can access and review all previously completed forms and use the other functionalities offered through the MyGC interface.
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Patient dashboards are a powerful tool to view a patient's key history at a glance.
For your convenience, you can configure patient dashboards to review past surgeries, clinical notes, specific readings or results, and more. This provides a clear overview of the patient's clinical history and enables comprehensive consultations without sifting through folders or files to find key points and clinical notes.-
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- Where to learn more about AI GoodXpert within GoodX?
Change Log Date of Change Changes Editor 2026 09 28 Established Page Chendene Barnard
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| GoodX Course: Patient Dashboard
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Where can the “Patient Dashboard” be accessed?
From the diary booking screen
The patient dashboard can be located by selecting "Diary" from the main GoodX wheel. From the Diary tab, click the relevant patient booking to display the patient's information on the debtor panel alongside the booking, along with other quick-access shortcuts in the side panel. From this side panel, select "Patient Dashboard", ensuring the arrow indicator points to the correct patient. Once selected, your configured dashboard profiles will be displayed. Where clinical information has been completed for the patient, the linked data will be reflected according to that specific user profile setup.
Always ensure the arrow next to the patient's name is correct, as it indicates that the clinical data currently displayed belongs to that patient.
From the debtor panel
Alternatively, the patient dashboard can be located by selecting "Debtors" from the GoodX wheel and navigating to the "Debtors" tab to search for or select the debtor of interest.
If you select the desired debtor with a single click, a new panel view will appear. From there, click the"Clinical" button on the right-side panel, then select the "Patient File" tab on the top panel. This reveals a side panel with quick-access buttons, including the patient dashboard feature button.
If you double-click on the desired debtor, a new window view will open. From this view, navigate to the "Patient File" tab on the top panel to reveal the side panel with quick-access buttons and the patient dashboard feature button.
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What information can be viewed at a glance?
You can also set up profiles on specific dashboard items that you prefer to view simultaneously. You can tailor these profiles to practitioner preferences or specific clinical conditions and save them with unique profile names. You can instantly toggle between these visible profiles, with a blue tick next to the profile name reflecting the profile currently in view.
If you need to update the patient dashboard with additional information sources or new profiles, select the "Edit" option to modify your configuration.
While the initial profile setup may seem daunting at first, feel free to connect with your GoodX liaison to share your expectations for preferred colours and views (including line, scatter, text, or image graph options) and to receive guidance and recommendations for your desired patient dashboard configuration.
Always select Save to retain your changes or updates, as closing the window without saving will discard any actions completed. Graphs can only display information that was explicitly recorded and saved in the specific forms being referenced.
Examples of what can be viewed from the “Patient Dashboard”
From selected form templates, you can choose which clinical information to display on the dashboard. For instance, using data captured in the "Eye Examination" template, your patient dashboard could potentially reflect the following:
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The summary notes recorded during previous examinations for the form type specified during your initial setup.
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The specific Assessment (A) and Plan (P) notes pulled directly from the dedicated clinical form.
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The historical record of patient complaints as reflected in the case history notes.
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The medical history can be configured to reflect recorded medical conditions, allergies, family history, or any ophthalmic surgeries documented within the form.
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The system can display scheduled follow-up tests, specific line items, or general follow-up notes that have been recorded.
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The system can track and display UCVA (Unaided Visual Acuity) for both eyes over the recorded historical timeline.
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The BCVA (Best-Corrected Visual Acuity) for both eyes can be tracked and viewed over the recorded historical timeline.
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The IOP (Intraocular Pressure) values, reflecting essential eye vitals, can be monitored across the recorded time points.
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You can review completed procedures, along with the specific side or eye operated on, as recorded on the forms.
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You can keep your special investigations visible, such as CMT (Central Macular Thickness) for both eyes, or display Corneal Topography for both eyes as a "Pentacam" graph.
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The optic disc information will display only when data is available; for example, the graph monitors both the left and right sides but will reflect only recorded information such as the right CDR (Cup-to-Disc Ratio).
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Detailed information notes relating specifically to patient pathology can be displayed.
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Laser procedures can be viewed at a glance, with direct reference to a "YAG Posterior Capsule Opacity" or an Argon procedure performed.
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Even surgery booking procedure items can be viewed at a glance where they have been recorded on the completed eye examination forms.
If a section you use often isn't available, connect with your GoodX liaison to confirm whether that section already exists and can be added to your profile, or whether it's still in development.
The dashboard view defaults to a royal blue theme. However, you can also colour-code your forms or related clinical notes using the Harmony colour palette, which is particularly useful when displaying multiple results on a single graph:
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OCT: Orange
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Topography: Green
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Examination: Blue
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Ultrasound: Violet / Purple
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Findings: White
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These personal configurations are private, ensuring that the custom setup remains visible only to the individual user who defined it.
It is a quick select pill which allows the user to quickly view only selected clinical files in the patient file section, such as only pathology results, only scripts, or only a clinical form completed by the practitioner.
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Navigating to the “Patient File Quick Filters” feature?
You can access patient files through several different pathways depending on your current workflow:
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From the Debtor Screen: Navigate through the debtor's profile to view all associated patient records.
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From the Diary Booking Screen: Access patient files directly from their scheduled slots in the diary.
From the Debtor Screen
Selecting the relevant debtor activates the information panel on the right side of the interface. This panel includes the access button for the "Patient File" section, allowing seamless navigation to the patient's records.
From the Diary Booking Screen
After you select a specific debtor or patient booking, a contextual panel appears on the right side of the screen. This panel serves as a quick-access hub, displaying the dedicated button required to open the "Patient File" section.
The Patient File centralises all patient documentation, providing a comprehensive overview within a single interface. By default, the system utilises "Normal Mode," which features expanded document views designed for effortless reading of the most recent entries. Alternatively, users can toggle to "Story Mode," which offers a more condensed layout that is ideal for efficient searching through historical records.
To further personalise the workflow, the system allows you to select either "Normal" or "Story" mode as your preferred default view upon opening a file.
Story Mode lets you scroll quickly through records to find specific documents. While this view is highly efficient, the list can expand significantly for regular patients who have frequent visits. To manage this effectively, the Patient File Quick Filters provide a valuable tool, allowing you to narrow results and find the information you need more precisely.
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How can the “Patient File Quick Filters” feature be applied?
You can create and customise quick filter categories to suit each user's specific requirements. These personal configurations are private, ensuring that the custom setup remains visible only to the individual user who defined it.
The colour selection in the designated bubble "5" applies to the category name colour. This feature lets you visually distinguish sections by applying a specific hue to the category label, improving the overall readability of the patient file.
To configure your preferred Patient Quick File Filters, navigate to your site settings and select the User Entity Settings option. From there, scroll down to the Patient File Settings section, then expand Quick Filters to customise them.
It is essential to select "Save" before navigating away from the screen to ensure that all modifications are successfully retained by the system. By doing so, you guarantee that your personalised settings and updates are permanently applied.
To add new categories, select the blue "+" icon located within the interface. You may then customise existing or newly added categories by selecting the grey area indicated by bubble "3". As shown in bubble "4", you can label category names to match your preferences and ensure the system aligns with your professional terminology.
When addressing the steps associated with bubble "6," determine whether the view should be restricted to specific templates and forms completed for the patient or encompass all documents categorised under a clinical form type. The configurations highlighted in bubbles "6" through "8" specifically manage the settings for instances where only designated form templates are intended to be displayed.
If you prefer to filter the view to specific forms only, ensure that the option in bubble "11" remains unselected. You may then proceed to select only the relevant form templates from the options provided in bubble "12" under the corresponding form type.
To see all template types, complete the selection in bubble "13" and fill in both fields. This configuration ensures that all templates associated with the clinical form type are automatically reflected whenever that specific quick filter category is selected.
When you navigate to the Patient File and select your custom category, the view filters to show only the documents relevant to your intent. This targeted approach streamlines the review process by excluding unnecessary information and focusing solely on the data required for the task at hand.
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The Payment Link feature is designed to limit fraud and reduce the risks of keeping cash on the premises. You can send this link via SMS, email, or both; alternatively, patients can access it exclusively through the QR code on their statements.
Please note that your unique Payment Link terms are outlined in your GoodX contract agreement, which details the percentage fee associated with sending links or processing received payments. Certain functions may incur additional costs, such as utilising the SMS feature to communicate the payment link.
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- Where to learn more about Payment Links within GoodX:
- Setup details about the payment links
- How does the template of the “Payment Links” reflect on the patient side?
- Where does the “Payment Links” take the patient?
- Methods for accessing the payment link
- Navigating where can the “Payment Links” be sent from?
- How does the practice receive “Payment Links” payments?
Change Log Date of Change Changes Editor 2026 05 13 Established Page Chendene Barnard
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What is the “PDF Printover” feature?
The PDF Printover feature lets patients complete custom or unique forms electronically. Essentially, it transforms non-editable documents into interactive files that clients can easily fill out digitally.
The PDF Printover Form feature lets your practice create unlimited templates, so you can complete forms digitally instead of printing and filling them out manually.
This is particularly effective when importing third-party documents or using custom practice forms, as the system can be configured to automatically populate the patient's details directly into the form.
Custom forms designed for client completion are typically linked to the myGC application, which is provided free of charge. This platform serves as a centralised portal where patients can review account details, clinical data, or general forms the practitioner requires before a consultation. While these specialised forms are discussed more comprehensively in the clinical files section, you are encouraged to contact your liaison to discuss any unique requirements specific to your practice.
Please note that extensive support for clinical PDF Printovers may be considered an additional service, which could incur a service fee for the user.
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- What is the PDF Printover feature?
- Where to learn more about PDF Printover within GoodX?
- What are the capabilities and applications of the PDF Printover Feature?
- What benefits does PDF Printover hold?
- How does the manual PDF Printover work?
- How do I add a new PDF Printover?
- How do I edit the once-off manual PDF Printover?
- How does the automatic PDF Printover work?
- Where else do I build an automatic PDF Printover?
- Scenario: The process of registering a PMB on behalf of the patient?
Change Log Date of Change Changes Editor 2026 05 14 Established Page Chendene Barnard 2026 09 22 Spell-check Chendene Barnard
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| GoodX Course: PDF Printover
The GoodX Click&Learn Courses https://courses.goodx.co.za/
- Clinical Information (Paperless and Automated) in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=179
- Workflows to Optimise the Patient Journey in the Ophthalmic Practice (Version202407) https://courses.goodx.co.za/enrol/index.php?id=65
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How does the manual PDF Printover work?
Should you receive a non-editable document that is reflected under your clinical documents, you can convert it into an editable format by selecting the "+ Create PDF Printover" button.
Alternatively, you can import a non-editable document by selecting "PDF Printover" from your clinical forms library and then choosing the required file from your desktop or the device where it is saved.
Once you select the form to import as a PDF Printover, the document will display, allowing you to add, adjust, and configure fields to meet the practice's needs.
You must manually configure the form to define fields for manual entry or specify where patient information should be automatically populated. This ensures consistency for the specific form or PMB being created. You will have access to specialised tools to ensure the necessary fields are available for the patient to complete, while preventing them from entering information in irrelevant or unnecessary fields.
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How do I add a new PDF Printover?
To add a new PDF Printover, select the Site Settings icon located at the top right of your screen, adjacent to the "About" section. Select the Entity Settings tab, then navigate to the Workflow Event Settings section and expand it. Within the library, use the dropdown menu to locate and select the PDF Printover template. Once identified, select the + Add Template button to complete the process.
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How do I edit the once-off manual PDF Printover?
Pre-populated fields eliminate the need for patients to complete the same document multiple times because of misplaced or incomplete data. If you need help with a form, contact your liaison for guidance. You can add text fields, image spaces, signature prompts, or checkboxes to denote relevant options. Once your document has been imported, the file will be displayed alongside the available edit menu.
Selecting the Text button automatically generates a menu item and adds a text area to the document. This field must be positioned using a drag-and-drop action to the specific area where the patient is required to enter information.
Although there is no distinct highlight around the box to indicate it can be moved, clicking and holding the mouse within the text area activates a grab icon to reposition the text box in the template setup. This allows you to accurately reposition the box to the desired location on the form for the patient to complete.
Selecting the + New menu option provides access to the editing settings for that specific text area. To remove the red outline, you can select the Borders On button, which toggles the visibility of the text area's boundaries. Please note that when you add a new item, the borders are automatically set to visible by default; therefore, it is recommended to toggle this setting once the form layout has been finalised.
As you populate the document with entry fields, rename each item to match its corresponding field on the form. This practice lets you see at a glance whether any sections have been missed and makes it much easier to identify and update specific text areas if changes are needed in the future.
You can rename the text area to track form completeness, and customise the visible text prompt. Additionally, you can adjust the font size and select from three of the most commonly used font families to ensure the added text aligns with the original document's style.
If you need an alternative font, contact your client liaison to see whether they can accommodate your request. Please be aware that such customisations may incur additional fees.
When adding new items, they will automatically populate at the top of the menu. To reorder them, select the Sort toggle to arrange the list from top to bottom in the order they were added.
Please note that adding a new item will not reset your existing list; however, the most recent addition will always appear at the top by default. We recommend toggling the sort order once the form is complete to ensure a logical sequence.
When adding a checkbox, the value defaults to "Y." Clicking the populated checkbox toggles it between a blank state and an "X" value for the patient to complete. Please remember to toggle all checkboxes to a blank value if patient input is required.
Where a signature is required, a default icon—appearing as a plus sign—will be visible. When the patient selects it, the system will prompt them to provide an electronic signature. When adding a signature on the patient PDF printover, the practitioner may need to sign. If the user does not have a set PIN and uploaded signature, they will not see this PIN option. To load a signature through a PIN, the user must have an active saved signature uploaded and protected by a PIN.
If the default signature icon or any added image appears too large for the document layout, you can adjust the dimensions via the side panel. This allows you to scale the element down to fit precisely within the designated signing area or form field. Best practice is to enter the signature field and select Save so a blank signature appears, which you can then realign to the correct position.
The specific type of editor you have added will be clearly visible both in the side panel and on the individual item itself. This dual-visibility ensures you can easily distinguish between text fields, checkboxes, and signature prompts while managing your document layout.
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How does the automatic PDF Printover work?
If your clinical documents already include PDF Printover files with predefined fields, selecting these documents will automatically populate those areas with the relevant patient or clinical information. This integration ensures that the required data is pulled through seamlessly, presenting you with a pre-filled form that minimises manual entry and maintains clinical accuracy.
Automatic PDF Printover is set automatically when you perform setup, edits, and adjustments within the Entities workflow event setup, rather than directly in a specific patient's clinical form area. Modifications made at the patient level are temporary and do not persist beyond that specific instance. Conversely, customisations applied at the entity template level are permanent and will govern all future versions of that document. To ensure recent updates are reflected in the system, reselect the template from the PDF Printover dropdown within the clinical form.
The process for configuring these templates and their associated functionality follows the same principles outlined in the preceding sections, "How do I add a new PDF Printover" and "How do I edit the once-off manual PDF Printover?". By applying these established methods, you can ensure that your permanent entity templates are correctly structured and ready for automated use across the practice.
As soon as the selected document is loaded, the relevant clinical fields will automatically populate with the available data. This automated process ensures the form updates instantly with the necessary information, streamlining the transition from document selection to final review.
Please ensure that these forms are always marked as completed, followed by selecting the "Save" and then the "Close" options. Following this sequence ensures all captured data and clinical updates are finalised and stored in the system.
From the clinical interface, once a practitioner has selected a PDF form, they have several options for distribution and management:
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Email: Select the Email button to send the converted, editable form directly to the patient. You can include additional documents or forms via the Attachments feature. The system will automatically populate the message using your pre-configured email templates.
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MyGC: Select the MyGC button to transmit the editable form to the patient's MyGC dashboard, allowing them to access and complete it within their personal portal.
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Save Locally: Access the Print dropdown to save a copy of the editable document directly to your local device.
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Where else do I build an automatic PDF Printover?
To begin the setup, select "Configuration" from the navigation wheel and then navigate to the "Workflow Event Configuration" tab. This path lets you access the settings needed to manage and customise your clinical document workflows effectively.
Select "+Add new" to create a new PDF Printover and navigate to the required template. Rename the template immediately to keep it easily identifiable as your list expands and prevent accidental selection of the wrong form. Once you have selected the file, the edit menu will become available. Please note that the interface view is slightly constrained to make it easier to select placeholders, which ensure patient details automatically populate when the file is opened in the clinical workspace.
When adding new text, the box will appear in the centre of the screen, where you must drag and drop it into the desired position.
If you select placeholders, they will automatically be inserted into the text box or area currently being edited. Should you require further clarification or encounter any uncertainty during this process, please get in touch with your GoodX representative for additional assistance.
Once you have finalised the necessary pre-populated fields and specific requirements, you can save the form for future selection. This ensures the template is readily available for ongoing use throughout your practice, maintaining consistency across your clinical documentation.
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Scenario: The process of registering a PMB on behalf of the patient?
Prescribed Minimum Benefits (PMBs) are registered via the clinical module. To begin this process, select "Diary" from the navigation wheel and navigate to the "Diary" tab. Once you have identified and selected the relevant diary entry, click the "Clinical" button located in the side panel. From there, go to the "Clinical case" tab, then use the "Forms Library" in the side panel to select the form required for PMB registration.
Because the PMB is a PDF Printover document, you must first select that specific form type from the library to access the necessary template. Once the PDF Printover type is active, you can use the dropdown to choose the customised template previously created for your practice.
It is recommended to rename each template according to its specific purpose—for example, "PDF Printover PMB Registration - SureMed"—to maintain an organised list. As the system does not provide a preview of the document before selection, clear and descriptive naming ensures you can quickly identify the correct form. This prevents your library from becoming cluttered as you add more templates.
Similarly, if a corresponding email template has been created, it may be selected when sending the completed PMB registration form. Choosing the correct template automatically populates the required fields and attaches the finalised, signed document. Please ensure the patient or applicant signs the form before sending it.
Upon completing these steps, always remember to save your progress and close the window to ensure the completed form is correctly updated and stored. This final action confirms that all captured information is finalised within the system record.
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Smart Stickers are clinical protocols designed to identify essential patient care and priority details quickly. These indicators provide a clear, at-a-glance overview, ensuring critical information is immediately visible to support effective, safe patient management.
Smart Stickers support bespoke treatment plan reminders and progress tracking, and deliver personalised plans and communications directly to the patient such as patient education communication.
These stickers can be configured to trigger an automated alert based on specific ICD-10 codes recorded, or manually assigned to a patient's record.
Smart sticker protocols can be linked to automated SMSs, emails or workflow events.
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- Where to learn more about Smart Sticker Protocols within GoodX:
- What is the “Smart Stickers” feature?
- What is a “Smart Stickers” feature status
- Are there “Smart Stickers” feature reports?
- How are the “Smart Stickers” feature set up?
- What are the core ideas which should be known before deciding on the “Smart Sticker” protocols?
Change Log Date of Change Changes Editor 2026 05 14 Established Page Chendene Barnard 2026 09 22 Spell-check Chendene Barnard
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What is the “Smart Stickers” feature?
Smart Stickers are clinical protocols designed to identify essential patient care and priority details quickly. These indicators provide a clear, at-a-glance overview, ensuring critical information is immediately visible to support effective, safe patient management.
Smart Stickers enable practitioners to establish formal medical guidelines that outline specific clinical processes. These protocols guide the investigation of specific findings or dictate the appropriate methodology based on a specific patient scenario or diagnosis. By implementing these guidelines, the practice ensures a standardised approach to care that is triggered by the patient's unique clinical presentation.
Smart Stickers support bespoke treatment plan reminders and progress tracking, and deliver personalised plans and communications directly to the patient. These stickers can be configured to trigger an automated alert based on specific ICD-10 codes recorded, or manually assigned to a patient's record. To apply a sticker manually, navigate to the clinical screen and select the "Sticker" button located within the debtor clinical interface.
The dropdown menu provides access to all previously configured protocols and their associated statuses. Once you identify the relevant options, select the "+" icon to assign the protocol to the current patient's record. It is essential to select "Save" to ensure the protocols are successfully applied, as selecting "Close" will exit the screen without retaining any of your selections.
Similarly, you can finalise any sticker protocol to conclude the process and end any associated communications or tasks linked to it. When you initiate this action, the system will prompt you to confirm the finalisation; if you do not confirm, the protocol will remain active, and the action will not be completed.
Should the protocol be required again in the future, it can be re-enabled by selecting the "re-open" option. You will receive a system prompt requesting confirmation to re-open the protocol; the action will only proceed once confirmed. After re-enabling, select the correct status to reflect the patient's current clinical needs accurately.
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What is a “Smart Stickers” feature status
The status function serves as a sub-selection within the Smart Sticker protocol feature, providing a clear indication of the protocol's current stage at a glance. For example, you can update a PMB protocol status from "Not registered" to "Registered," ensuring the patient's progress is accurately reflected.
By selecting the relevant sticker, you will be redirected to the Smart Sticker Protocols page, where you can view a complete list of active protocols for that patient. From this screen, select the updated status for a specific protocol using the dropdown menu for the desired active entry.
These statuses can be automatically applied based on the practice's predefined protocol conditions. Alternatively, when the practice team must perform specific actions, the status can be updated manually as the agent completes each designated task. If the status is not updated manually, the protocol will not proceed, as the system requires this input to recognise that the task has been finalised.
Multiple sticker protocols can be assigned to a single patient. These active sticker protocols are clearly visible directly on the patient dashboard.
When new protocols are added rather than updated, the full history of protocols remains visible simultaneously. Please note that while you can't filter these protocols at the patient level, you can generate a report that provides a comprehensive overview of all smart sticker protocols across the practice.
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Are there “Smart Stickers” feature reports?
From the GoodX wheel, select "Reports" and navigate to the "Clinical Reports" tab. Within this section, locate the "Smart Sticker" sub-tab, which allows you to filter, view, and manage protocols according to your practice requirements. You can compile these protocols into a report and send the desired communication directly to the patient from the report screen.
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How are the “Smart Stickers” feature set up?
You can configure the Smart Sticker feature by creating protocols tailored to your practice's specific requirements. These protocols are added by selecting the GoodX navigation wheel, choosing the "Configuration" option, and navigating to the "Smart Sticker Setup" tab.
You must define a sticker state before you can save protocols. These states typically represent what you require your patient to receive, review, or be informed about at predefined intervals or based on set conditions. These states can also track processes such as PMB applications, payment plans, or similar scenarios with multiple sub-stages.
Once you select a protocol, a new window appears where you can add the envisioned protocols and steps. Ensure all workflow events, including templates, tasks, and questionnaires, are designed and completed beforehand.
From this screen, you can incorporate the preferred protocols based on your practice requirements by selecting the "+ Add" button. A blank protocol will be provided, allowing you to define your practice's specific requirements.
The protocol name serves as the primary identifier, allowing the key aspect of the protocol to be recognised at a glance. The description is used to explain the purpose or specific details of that identifier briefly. Keep both the name and description as concise as possible, as this information appears directly on the patient profile for quick reference.
Smart Stickers can be easily identified or grouped by colour to improve visual organisation. By default, the colour selector shows a box with a line through it; selecting this box opens a colour picker where you can choose your preferred shade. Once you click outside the colour selector, the chosen colour will be saved automatically as the preferred setting for that protocol.
These protocols can be configured to "auto add" based on the ICD-10 codes used, or to trigger a pop-up prompt whenever a specific ICD-10 or procedure code is utilised. Use caution when linking these codes, as the prompt will appear with every application of that code across all patients.
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What are the core ideas which should be known before deciding on the “Smart Sticker” protocols?
Review your practice's requirements and identify which communication processes can be automated. To ensure you have fully prepared the necessary content, it is advisable to draw a mind map detailing what information patients should receive and the specific timelines for each interaction. Use these insights to assign unique, clear template names, ensuring the protocols accurately reflect the intended information and deliver the expected communication.
You can use these protocols to communicate disease awareness weekly or monthly, depending on the practice's needs or the ICD-10 codes used during billing. Depending on your protocol setup, billing can trigger an automatic reminder to add the relevant sticker protocol.
Please note that the pop-up will appear each time the linked code is used. Alternatively, unique trigger codes can be created specifically for scenarios where you require the associated processes to be completed, which are then linked to the protocol. If these codes do not currently exist, please communicate with your GoodX liaison to add your preferred custom codes. This ensures you can use the protocols only when desired, particularly when standard ICD codes might overlap between different conditions.
Establishing accurate, clear naming conventions will simplify future changes, corrections, or alterations to your templates. By using a consistent naming structure now, you ensure locating and updating specific protocols remains straightforward as your practice evolves.
Please note that entries cannot be permanently deleted from view; instead, they will be marked as inactive, indicated by a red line through the item. To re-enable a specific line item, select the green tick to make it active again.
If mistakes are made on an entire protocol, please be aware that the entry cannot be permanently removed from the interface. Instead, you can mark it as inactive by clicking the "trash" icon.
Once deactivated, the protocol will appear greyed out to distinguish it from your active workflows. If you need to restore it, select the green tick icon and follow the confirmation prompts to reactivate the protocol.
The key questions which need to be answered during your protocol setup:
Example of a mindmap for the Smart Sticker Protocols to manage the PMB registrations:
PMB approvals can vary from patient to patient. If the practice prefers to focus on the period of validity, it should develop communication for when these PMB approvals expire. Similarly, the practice needs to maintain awareness of these statuses, which represent the different states of a protocol. These states can include the following:
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Not registered
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Submitted / Pending Feedback
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Approved 3/12
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Approved 6/12
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Approved 9/12
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Approved 12/12
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Approved Continuous / Ongoing
However, these shorthand references may have different meanings to different staff members at a glance. Clear, concise descriptions for each protocol state name help prevent misinterpretation or incorrect application. Without adequate descriptions to ensure full comprehension of the linked actions, agents may select the wrong state due to differing definitions, ultimately resulting in incorrect information being communicated to the patients.
Clear descriptions will help you create and select the correct templates from the dropdown options. Please also consider the templates intended for use in task requests, emails, or SMSes during your mind mapping process. Finalise and word these details according to practice preferences before requesting assistance from the GoodX client liaison. It is best to keep a separate PDF that clearly confirms the names and wording your practice envisions for the smart protocol setups, along with the expected outcomes for each state or step.
Below is an example of the dedicated forms set up for "Smart Sticker" protocol use only. Notice how the description starts with the application grouping, followed by the template name with its intended purpose. This approach helps you filter your active protocol templates. It lets your dedicated GoodX Client Liaison efficiently support updates or corrections when your protocols change or require specific information for review.
Your practice can decide whether to group these protocol colours by concept, such as using one colour where actions are required and another where steps are automated. Alternatively, different colours could represent different procedures. Decide the colour scheme clearly beforehand for ease and comfort whenever an association between colours is required or preferred.
We recommend having your GoodX liaison assist you until you fully understand the protocol setup. Please note that using this feature can be complex, and we will be happy to help you achieve your desired outcome within the software's functionality.
During a smart sticker setup, you can review the various protocols in the left column. You cannot minimise this column, nor can you view it in a list format. Furthermore, these protocols cannot be reordered or filtered to display currently active entries only. However, a scroll bar lets you navigate through your created protocols.
When you select a protocol, the right side of the screen shows the specific details and states for that protocol.
You can edit an existing protocol if you wish; however, if the new protocol requires fewer steps or the steps vary, the setup may become visually chaotic. This is because you would need to delete any additional states or line items. As a gentle reminder, a deleted state is not removed completely from view; instead, it will appear with a red line through it. Therefore, we recommend reviewing your mind map for protocol setups, noting all steps, and considering any potential actions required around these protocols beforehand.
Below, you can see that we created a protocol to address a PMB application directed at the standard 271 PMB conditions. When we created this protocol, only three templates existed to meet our smart sticker protocol needs for this PMB. These protocol statements reflect the actions staff must take to complete the PMB application for the specific patient and medical scheme.
In this section, we must now instruct the protocol on the next expected actions. Your practice will need to decide on the following options:
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Do you finalise the protocol because nothing else is required?
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Are additional communications required?
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Does it move to a next state?
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Are there additional actions required from the practice's team?
However, while setting up this protocol, there is a potential logic flow issue regarding what happens when a PMB application is declined. If the team needs to take action, or the doctor must review part of the application, create templates to ensure consistent communication and complete information requests. This reduces the time the team spends on repeated tasks and communications, allowing the practice to run a successful smart sticker protocol through to finalisation.
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What is the "Tasks" feature?
Tasks are multifunctional and can be tailored to your practice's specific requirements. You can use them as manual reminders, to assign duties to colleagues, or trigger them automatically based on practice setup and events. These triggers include, but are not limited to, claim rejections, the approval of scheme authorisation billing codes, and subsequent authorisation follow-up tasks such as creating or updating smart sticker protocols or making the necessary follow-up calls.
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- What is the "Tasks" feature?
- Where to learn more about Tasks within GoodX?
- What can be created as a Task in GoodX?
- What does a task look like?
- How are tasks identified as assigned?
- How is a Task created?
- How are tasks managed?
- How are Pathology results handled as tasks in GoodX?
- Gentle reminder on “Dial” options versus the “Auto Dialler”
Change Log Date of Change Changes Editor 2026 05 13 Established Page Chendene Barnard 2026 09 22 Spell-check Chendene Barnard
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| GoodX Course: Tasks
The GoodX Click&Learn Courses https://courses.goodx.co.za/
- Communication in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=174
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What does a task look like?
Within the Communication Wheel, the Task tab will automatically display the default tasks assigned to the currently logged-in user.
You can customise and rename these columns to suit your entity's specific requirements. To manage your workflow effectively, you can filter tasks to view all entries or exclude those already marked as completed. Additionally, tasks are not restricted to a single individual and can be assigned to multiple people simultaneously.
The numbered bubble above the "Tasks" tab indicates the total count of assigned tasks pending for that user. Below is an example of a manual task configured with a "Call Event" that requires a follow-up call to complete.
Users can filter the task list to view all entries or exclude those already completed.
A standard task is categorised and listed as a "Task Item" within the system. Where a template is selected, the task will be renamed to the template name.
When a call request is generated via the Automated Credit Control Management (ACC/CCM/CCA) system, it will be categorised as a "Call Event" task type for easy identification.
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How are tasks identified as assigned?
If your practice has dedicated personnel for specific workflows, you can create tasks in GoodX to notify the relevant team. These tasks are flexible: you can leave them open for the next available staff member to claim or assign them to a specific individual for completion.
To determine if a call request is assigned, look for these two indicators:
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Assigned Tasks: These feature a person icon alongside the name of the user responsible for the task.
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Unassigned Tasks: These feature a hand icon.
By clicking the hand icon, you are "claiming" the task and taking responsibility for its completion.
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How is a Task created?
The navigation wheel is your most efficient way to move through the software. To begin, select "Communication" from the navigation wheel to access your messaging and task management features.
Navigate to the Tasks tab and select "+ Task Creation" to generate a new task for your team.
Once the menu is expanded, you can choose to create either a Task Item or a Call Event. While standard tasks can be created without being linked to a specific debtor, a Call Event requires a debtor to be specified first.
To manually create one from the tasks screen, expand the "+Task Creation" menu and select "+ New CALL EVENT". Keep in mind that this option will remain inactive until you define a patient.
If your practice has established templates, the dropdown menu will display all available options from your CALL EVENT templates. Selecting a template will automatically populate the relevant information for the specific patient, saving time and ensuring consistency. Similarly, when creating a new task, the dropdown menu will present pre-loaded templates specific to the entity for common actions. For example, you can select a template for script requests, allowing the practice to route client requests to the practitioner for completion quickly.
In the scenario above, the payment team creates a "Call Event" task for the reception team to action. To access these, select "Communication" from the GoodX navigation wheel. By default, the "Tasks" tab displays tasks assigned to the currently logged-in user.
If the request is uncommon and no template fits, you can complete the setup manually. Assign the relevant user responsible for the task, set a priority level (if applicable), and provide specific instructions or details regarding the required action. Once you've finalised the details, select "Save" to create the task.
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How are tasks managed?
The newly created task will appear based on your active date filter. To keep your workspace organised and clutter-free, you can also filter by open or closed tasks; this hides resolved items and keeps your focus on pending work.
To manage a task, double-click it to open the details. From there, you can add notes for documentation and mark the task as completed when it's finished.
If the workflow changes, you can reassign the task to a different staff member. You can also add additional users to the task, which is useful if you need feedback or collaborative input to resolve the item.
The assigned user can add comments directly into the Feedback section of the task. Any notes entered here are visible to all users assigned to that task, ensuring clear communication across the team.
Depending on your practice's preferred workflow, the task creator can either add themselves as an assignee to stay updated or request that the task be reassigned back to them (or another relevant user) once the initial action is completed.
You can add feedback at any time, even after the initial task setup. In cases where multiple users are assigned to review or manage the same task, it is important to note that the system tracks status individually: a task marked as finished will only reflect as completed for the specific user who ticked it off. This ensures that every assigned team member has the opportunity to review the task before it disappears from their personal queue.
To resolve diary tasks, you can either mark them as completed or select "X Close" directly within the diary view of the doctor linked to the task. Tasks can be dragged-and-dropped between designated columns.
If you need to switch perspectives, use the "Display Options" dropdown menu on the diary screen; this allows you to toggle back and forth between the Diary view (for appointments) and the Task view (for pending actions). To finalise a task, select the lighter-colored button depicting "X Close". This will close the task and remove it from your current list, depending on your specific diary settings.
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How are Pathology results handled as tasks in GoodX?
Practitioners can transmit lab test requests directly to pathologists manually or electronically, with results returned electronically and automatically linked to the patient's profile. This integrated workflow reduces the risk of manual errors and improves turnaround times. By enabling faster, more informed clinical decisions, this feature ultimately enhances the standard of patient care.
Please contact your relationship liaison to ensure your preferred pathology providers are correctly activated and registered on your GoodX Web platform. When requesting the addition of pathology providers, you must submit official documentation confirming the practitioner's mnemonic code to complete setup.
Pathology results typically arrive within three to five business days, though some cases may take up to ten business days to process. Should the results remain unavailable on the eleventh business day, please notify us if the pathology report has not appeared as an automated task or if the data is missing from the GoodX pathology integration report system.
While we continue to expand our support for additional laboratories, we currently support integrations with several specific systems.
You can currently transmit lab requests to:
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Skylims
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Prelink
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Chiron
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Afrilims
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Lancet Lab (Ampath Lab)
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Pathcare
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Vermaak & Partners Lab
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Dynacare [Canada]
You can currently receive the results from the following laboratories:
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PathPoint
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Hamadilab
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Ampath
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Sapath
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JDJ
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Lab24
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Bledlab
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Afrilims
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GlobalLabs
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Vermaak
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TogaLabs
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IVC
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Lancet
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Pathcare
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Dynacare
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Path24
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Nanolabs
Pathology results may also be accessed through a dedicated report view by navigating to the GoodX Wheel and selecting Reports. From there, proceed to the Clinical Reports tab and select the Pathology sub-tab. When configuring the report filters, ensure that the correct treating practitioner is selected and that the search criteria are set to Pathology from the dropdown menu.
To refine your dropdown for a specific laboratory result, you may also apply a filter based on the particular lab involved.
Once you identify the necessary results, the practitioner has several ways to contact the patient. By selecting the eye icon, you can review the original pathology results and call the patient directly from the report screen.
By selecting the menu view icon from the actions bar, practitioners can generate tasks for staff members to complete. These tasks may include scheduling follow-up calls or initiating other actions based on the patient's results or the practitioner's specific requirements. To further improve efficiency, you can create task templates to minimise administrative input, freeing up more time for patient care.
A lighter grey phone icon indicates that your VoIP calling function is currently inactive. Alternatively, if a telephone conversation is not required, the system provides options to send an email or a text message.
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Gentle reminder on “Dial” options versus the “Auto Dialler”
The auto dialler is integrated with the Automated Credit Control Management system for continuous calling and becomes available for selection only once the VoIP service is fully activated. Any Automated Credit Control Management call tasks or manual call events created within the system will automatically populate under the auto dialler task list for streamlined processing.
Please note that utilising the Automated Credit Control Management system may incur a service fee depending on the specific application, and users might be required to subscribe at an additional cost.
The Automated Credit Control Management is designed to automate repetitive processes, such as managing call requests to multiple debtors or triggering specific responses to system actions. Given the extensive customisation possibilities available, you are encouraged to contact your client liaison for additional software support and further information on how the Automated Credit Control Management can best serve your practice.
By manually selecting the relevant debtors to be contacted and clicking the Dial button, you generate bulk Call Event task items. These items will be allocated either as unassigned tasks or directed to a designated representative within your practice for further action. These calls will be reflected on the auto dialler interface and will proceed as a continuous calling cycle until a practice representative chooses to pause or stop the process.
Once a task is assigned, the designated staff member can record relevant notes and mark the action as completed during the continuous calling as each call populates a linked call event task for scripts or notes.
For further assistance or detailed information on task management, please get in touch with your client liaison or software support.
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"Technology is most powerful when it becomes invisible in the service of patient care."
Use these guides to turn GoodX into your practice's greatest silent partner.
Precision in Practice. Excellence in Care.
In the modern South African healthcare landscape, the administrative burden can often overshadow clinical excellence. GoodX serves as the bridge between the two—a robust, all-in-one ecosystem designed to streamline every facet of medical practice management, from the front desk to the surgical theatre.
This collection of guides is designed to take you beyond basic navigation. Whether you are a solo practitioner or managing a multi-disciplinary hospital, these modules will provide the technical blueprint for mastering the GoodX suite.
Our feature guide series is broken down into core functional pillars to help you find exactly what you need:
Smart Workflow & Diary Management
Learn to automate your practice's heartbeat. We cover Diary Automation, real-time scheduling, and patient flow management to keep your waiting room efficient and your clinicians on track.
Clinical Excellence & EHR (Electronic Health Records)
Go paperless with confidence. Discover how to leverage Custom Clinical Forms, tailored questionnaires, and digital examinations.
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Pathology Integration: Seamlessly pull and manage lab results directly within the patient file.
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Clinical History & Patient Dashboard: It doesn't just store a snapshot of today's visit; it aggregates pathology results, clinical notes, AI-transcribed recordings, and surgical history into one secure, accessible timeline. It ensures that any practitioner in the ecosystem has a 360-degree view of the patient's health history.
- AI-Enhanced Notes: Learn to use voice recordings and AI-driven transcription to populate clinical forms instantly.
Some medical machine integrations are possible - contact the GoodX technical team with the Make, Model, and Software Version of your practice machines. When a machine isn't "plug-and-play," we review its data output. Many modern machines export data via XML (Extensible Markup Language) or DICOM files.
Financial Integrity & Billing
Maximise your revenue cycle. This section covers the end-to-end billing process, invoice management, and medical aid claims, ensuring your practice remains financially healthy while you focus on patients.
Stock & Asset Control
Take the guesswork out of your inventory. We provide a step-by-step walkthrough on Loading and Managing Stock, tracking usage, and maintaining optimal inventory levels.
Specialized Environments (Theater & Hospital)
GoodX isn't just for the consulting room. We explore the complex modules required for Theatre Management and Hospital Administration, ensuring a seamless transition from outpatient to inpatient care.
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