Feature Focus - South Africa

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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.

  

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How to use these guides:

Each section is designed as a standalone module. You can follow them chronologically for a full practice setup, or jump directly to a specific feature using the navigation sidebar.

Let’s begin the journey to a more efficient, AI-powered practice.

 

 

Mastering GoodX: The Definitive Guide to Integrated Practice Management

    

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 theater.

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 to 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 ensure your waiting room stays efficient and your clinicians stay on track.

   

Clinical Excellence & EHR (Electronic Health Records)

Go paperless with confidence. Discover how to leverage Custom Clinical Forms, tailored questionnaires, and digital examinations.

• Pathology Integration: Seamlessly pull and manage lab results directly within the patient file.

• 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 is not "plug-and-play," we look at the 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 Theater Management and Hospital Administration, ensuring a seamless transition from outpatient to inpatient care.

  

  

      

 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 color-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 operates in conjunction with 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 prior to activation.

    

What makes the “Diary Automation” service convenient

Maximize 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.

       

    

What are the “Diary Automation” applications within your practice?

The feature can be best defined through:

• Diary automated actions set on booking types.

• Face tag / hash (if added to the patient profiles).

 

• RF ID tags (if set up at the practice).

• Left is the card reader.

• Right is the light box which is located above the rooms.

• MyGC patient or clinical documents to be completed through a Kiosk (through a 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 contact your Client Liaison Officer for dedicated assistance in tailoring these automated workflows to your practice.

    

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 the immediate distribution of practice consent and privacy forms, alongside any custom documentation required for completion prior to the appointment. Furthermore, the system manages a multichannel communication sequence: sending instantaneous booking confirmations via SMS and Email, followed by scheduled reminders two days and one day before the event. These reminders include interactive links allowing patients to digitally confirm their attendance.

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 your patients are well-informed and properly prepared for their visit without requiring manual follow-up.

    

  

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 categorizes 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. Utilize 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, their profile can be created via the Import Debtor function, integrated MyGC data synchronization, or by utilizing 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 necessary information for a complete and 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 is a required document or field to be completed i.e. the account is not yet paid in full.
• Green means there is already a completed document 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 for the comprehensive review, organization, and verification of all digital files associated with the selected patient or debtor.

  

   

    

      

How is Facial Recognition set up as “Diary Automation”?

  

Experience a touchless check-in with integrated Facial Recognition. By utilizing your practice camera, the system automatically identifies arriving patients who have 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, clicking on the current profile photo allows you to instantly update or clear the image, ensuring your automated check-in and identification features function optimally.

  

  

Utilising the Delete Face Hash option will permanently erase 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, it is essential to follow a specific security protocol before finalising the transfer. Prior to saving the record in the new entity, you must manually clear both the Profile Image and the Face Hash. Once these biometric markers have been removed, you may proceed to save the record, successfully establishing the Debtor within 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.

   

  

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, please prioritize legibility by ensuring high contrast between background colors 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 prepopulated script information is perfectly suited to the specific patient scenario or booking type.

    

      

The MyGC icon on the Diary serves as a real-time status indicator for digital patient intake. A Green icon signifies that the patient has successfully 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.

   

    

Where to learn more about Diary Automation within GoodX:

    

   

• The GoodX Click&Learn courses : 

• GoodX Web Implementation for New Client Onboarding https://courses.goodx.co.za/enrol/index.php?id=116

• Course: Introducing GoodX Software and the Click & Learn Courses (Version 202412) https://courses.goodx.co.za/course/view.php?id=50

• Course: Workflows for Receptionists in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=105

   

  

• The GoodX YouTube Channel: https://www.youtube.com/@GoodXSoftware

• Seamless Patient Flow for Ophthalmology Practices
• Why South Africa's Medical Practices Choose GoodX as Their CRM Solution
  
  
  

• GoodX Web App - Search for a Debtor's Booking

• GoodX Web Tutorial - How to Create a New Account Whilst Making a Booking 

• GoodX Web Tutorial - Navigating the myGC Dashboard 

• GoodX Web - How to Advance the Status of a Booking 

• GoodX Web App - How to Use Booking Events 

• GoodX Web App - How To Create Repeat Bookings 

• GoodX Web App - Copy Booking 

• GoodX Web App - Move and Copy an Appointment 

• GoodX Web Tutorial - How to Book a New Patient 

• GoodX Web App - Change Type of Appointment 

• GoodX Web - How to Edit a Booking's Information 

• GoodX Web App - Book Other Appointments 

• GoodX Web App - Emergency Appointments (Existing Patient) 

• How to create a Booking for a New Patient on an Existing Debtor 

• GoodX Web Tutorial - Last Visit Tab: Navigation and Use 

• GoodX Web App - Booking Icons Explained 

• GoodX Web - How to Setup Your Booking Types 

• GoodX Web - How to Setup Fields Displayed on Bookings 

• GoodX Web Tutorial - Booking Confirmation Status Trigger Setup 

• GoodX Web - How to View the History of a Booking 

• GoodX Web App - How To Create a New Express Booking 

• GoodX Web App - How To Book an Insurance Examination 

• GoodX Web App - How To Book a Walk-In Insurance Examination 

• GoodX Web App - How to Un-Arrive a Patient 

• GoodX Web App - Cancel an Appointment 

• GoodX Web Tutorial - Making a First Available Booking 

     

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 Diary Automation, you can apply these search terms:

• Diary Basics
• Diary Administration
• Appointments

     

     

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Change Log

Date of Change	Changes	Editor
2026 April 01	Established Page	Chendene Barnard
2026 May 12	Updated to formal British-style English, which is the standard used in South African English.	Chendene Barnard

      

       

What is the “MyGC” feature?

 

The MyGC Portal is a secure, patient-facing application designed to enhance transparency and engagement. Once registered, patients are empowered to manage their healthcare journey by accessing historical and current invoices, clinical prescriptions, and detailed medical notes. This integrated platform also drives practice growth by enabling patients to conveniently 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.

    

  

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:

• Grandcentral Settings: Ensure this section is fully populated within your Entity Diary configuration.

• 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 synchronized 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 synchronize with your MyGC profile.

    

  

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 fulfill outstanding balances via secure Payment Links without the requirement of a registered MyGC profile. This "Guest" payment path ensures a frictionless settlement experience. However, please note that 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 the intake process, often leaving the patient with only the final signature to provide. While these forms are saved directly to the practitioner's clinical debtor file, registered MyGC users enjoy the added benefit of being able to retrieve their completed documentation at their convenience from their own devices.

   

    

Patients have the option to 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 ensures that patients can access their forms and questionnaires with minimal effort while maintaining high security standards.

    

     

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 utilizes color-coded indicators for immediate clarity: a red status signifies that essential documents are still outstanding, while a green status confirms that all required documentation has been received and successfully 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 finalized, 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 transition to Orange.

Optimize 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 that no patient moves forward until their mandatory intake requirements have been satisfied at the Kiosk.

   

     

     

What should the “MyGC” diary setup look like if the patient is to receive custom / multiple forms based on booking type?

   

To achieve full Diary Optimization, the MyGC interface allows for highly customized 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 synchronization.

    

System automation allows for a chronological communication timeline, such as an immediate booking confirmation followed by an SMS or email reminder sent 1 to 7 days prior to 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.

    

    

    

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 acts as a timely reminder of the upcoming visit and empowers the patient to formally confirm their attendance, ensuring your diary remains accurate and optimized.

  

  

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 allows them to complete everything necessary from the comfort of home, ensuring that when they arrive for their booking, they can head straight to their appointment instead of filling out forms in the waiting room.

   

  

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. 

  

  

Optimize your search with Customized Data Filters. By choosing "De-select All," you can strip away unnecessary information and focus strictly 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.

    

    

How would you know if the patient has completed the forms?

     

 Upon the patient's completion and signature of all assigned forms, the booking's MyGC status indicator transitions to 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.  

   

  

What does the "MyGC" form look like to the patient?

   

The MyGC functionality facilitates the distribution of 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. Furthermore, if a kiosk has been configured for your practitioner, these forms can be seamlessly directed to an available kiosk terminal within your practice.

    

   

    

After choosing the desired form type, the specific template is selected from the populated drop-down menu, followed by 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 dispatched from a linked address provided by the practice, such as admin@yourpractice.co.za, ensuring patients easily recognise the sender. If this configuration is not in place, the sender address will reflect as a generic goodxAPI 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 on the link provided embedded to 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.

    

    

     

      

       

Upon confirmation of their details, a supplementary rights request is presented, empowering the patient to manage and control specifically who is authorised to access their personal health data.

      

       

         

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. Progress is automatically saved as the patient advances through each section of the documentation.

     

      

     

  

Upon successful submission of all required documentation, the MyGC status indicator on the patient’s diary booking transitions to green to signify completion.      

    

    

     

Patients with an active MyGC profile can access and review all previously completed forms, while also benefiting from the various other functionalities offered through the MyGC interface.

      

       

      

     

      

      

Where to learn more about MyGC within GoodX :

      

      

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
• Telehealth in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=185
• Course: Workflows for Receptionists in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=105
• Course: Introducing GoodX Software and the Click & Learn Courses (Version 202412) https://courses.goodx.co.za/course/view.php?id=50
• Diary Administration in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=171

  

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodX Web Tutorial - Navigating the myGC Dashboard

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 MyGC, you can apply these search terms:

• Course: myGrandCentral: the Patient Portal
• MyGC Home Page: Navigation and Use
• Push Notifications on MyGC
• Frequently Asked Questions and Answers
• How to Create a Booking Without an Account
• MyGC Dashboard
• Kiosk: Welcome Screen Overview
• How to Use Self Service Check In (Existing Patient)
• Self Service Check In (New Patient)
• Paperless Information Sharing
• Telehealth Booking / Call for the Patient myGC
• Online Bookings myGC App
• Online Patient Payments (Payment Links)
• Payment Link Process
• Making a Payment with a Payment Request Link
• Online Presence Settings (myGC)

   

    

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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

       

       

What is the "AI Document Extraction" feature?

     

The AI Document Extraction feature has recently been introduced to a limited number of practices, designed to simplify and accelerate the extraction of demographic information directly from uploaded documents.

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. Furthermore, please be aware that certain functions, such as the dispatching of SMS notifications, may also incur additional costs.

      

The AI Document Extraction tool is designed to process data from a single document at a time, as the system does not currently support sourcing from multiple documents simultaneously. 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.

While the system is capable of reading various document types, the AI may currently prioritise the account source rather than the account holder. This specific functionality remains under active development and is undergoing further evaluation to refine its accuracy.

     

You may review the extracted information to ensure it was captured accurately and then proceed to select the correct supplementary details, such as the relevant account email addresses.

      

      

      

        

How is the “AI Document Extraction” used?

      

The AI Document Extraction service is accessible during the process of adding a new debtor to the system.

     

    

To import a debtor, you may currently select the "Import Debtor" button to initiate 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 utilizing 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 may upload the document either as a high-resolution image file or as 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 is displayed, you may proceed to add the debtor or patient to the system as required.       

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 duplicate information is inadvertently imported, you can remove the redundant entries within the patient information section. Once marked, the duplicate debtor will be displayed with a red strike-through to signify 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. It is essential to perform a final review of these areas to ensure that 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.

       

     

Where to learn more about AI Document Extraction within GoodX :     

            

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodXpert: The Future of AI in Medical Practice Management

     

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

    

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 Document Extraction, you can apply these search terms:

• Webinar: Introduction to GoodX & Training
• Diary Segment
• Debtors Segment
• How to Verify Patient Bookings From the Diary

     

     

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Change Log

Date of Change	Changes	Editor
2026 05 12	Established Page	Chendene Barnard

     

      

What is the “Patient File Quick Filters” feature?

        

You can access patient files through several different pathways depending on your current workflow:

• From the Debtor Screen: Navigate through the debtor's profile to view all associated patient records.

• From the Diary Booking Screen: Access patient files directly from their scheduled slots in the diary.

       

From the Debtor Screen

By selecting the relevant debtor, you will activate the information panel on the right side of the interface. This panel conveniently houses the access button for the "Patient File" section, allowing for seamless navigation to the patient's records.

    

     

From the Diary Booking Screen

Once you select the specific debtor or patient booking, a contextual panel will appear 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 enables users to scroll rapidly through records to locate 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 down results and find necessary information with greater precision.

      

     

     

      

       

How can the “Patient File Quick Filters” feature be applied?

      

The quick filter categories can be created and customised 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 selection of colours within the designated bubble "5" pertains specifically to the category name colour. This feature allows you to visually distinguish between different sections by applying a specific hue to the category label, enhancing 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 locate and expand the Patient File Settings section, where you will find the Quick Filters category available for expansion and further customisation.

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", category names can be labelled according to your specific preferences to ensure the system aligns with your professional terminology.

        

     

When addressing the steps associated with bubble "6," it is essential to determine whether the view should be restricted to specific templates and forms completed for the patient, or if it should 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.

         

  

      

        

Should you require visibility of all template types, you can achieve this by completing the selection in bubble "13" and filling 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 will be filtered to display only the documents relevant to your specific intent. This targeted approach streamlines the review process by excluding unnecessary information and focusing solely on the data required for the task at hand.

     

     

       

            

       

        

Where to learn more about Patient File Quick Filters within GoodX :

             

The GoodX Click&Learn Courses : https://courses.goodx.co.za/

• Workflows for Receptionists in the Healthcare Practice https://courses.goodx.co.za/course/view.php?id=105
• Introducing GoodX Software and the Click & Learn Courses https://courses.goodx.co.za/course/view.php?id=50

        

The GoodX YouTube Channel : https://www.youtube.com/@GoodXSoftware

• Patient File Screen: Navigation and Use

      

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 Patient File Quick Filters, you can apply these search terms:

• Debtor Screen Sidebar: Navigation and Use
• Patient File Screen: Navigation and Use

     

           

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Change Log

Date of Change	Changes	Editor
2026 05 12	Established Page	Chendene Barnard

     

       

What is the “Cash Register” feature?

      

The Cash Register feature supports the practice by facilitating the processing and recording of patient payment transactions. This functionality ensures that all funds received are documented accurately, allowing for the effortless reconciliation of payments against practice records.

    

      

Where do you make use of a cash register through GoodX?

    

Please ensure that your software liaison is informed of your intent to utilise 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 also restricting the setup pop-up so that it only appears for the specific users responsible for managing the register information.   

Depending on the specific needs of the practice, the system offers the flexibility to implement either individual cash registers or location-specific configurations. This ensures that the financial tracking structure can be tailored to align with the unique operational workflow of the facility.

Where practices do not use cash - please leave the float amount as zero.

     

       

       

       

Where on GoodX do you complete patient payments received?

      

By accessing the debtor account details, you can select the specific invoice intended for payment. This ensures that the subsequent transaction is automatically linked to the correct invoice on the debtor profile, maintaining an accurate and organised financial record.

      

     

     

By selecting the New Receipt option, a new window will appear, 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 will retrieve and display the outstanding invoice, ensuring the payment can be correctly allocated.

     

       

        

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 have the option to either Post the transaction only or Post and Print the receipt for the patient. These options are accessible via the drop-up menu, allowing you to choose the most appropriate action for your workflow.

     

       

        

If you choose the print option, the document will download as a PDF file. 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 synchronization ensures that the account balance remains current and that the specific transaction history is accurately updated within the system.

       

       

      

Where do you close the cash register within GoodX?

     

When you have completed your transactions for the day or specific period, you can finalize 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 labeled Sessions. Once selected, you will be able to manually close the active session. It is important to remember that these sessions do not close automatically, so this step is vital for ensuring your daily financial records are finalized.

      

       

       

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 finalize 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

• Audit Readiness: Access detailed breakdowns of every session for internal or external audits.

• Historical Data: Retrieve records from specific dates or cycles to analyze practice performance.

• Format Flexibility: Review information directly on the platform or download reports for offline storage and reporting.

     

     

      

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 that the figure displayed represents only the actual revenue processed during the session, providing a clear view of the day’s financial activity without incorporating 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 serves as the ideal location to specify the details of the float amount 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 reasons for discrepancies will be displayed. Ultimately, the specific method for handling and recording the float remains at the discretion of the practice 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.

       

        

        

       

Where to learn more about Cash registers within GoodX :

          

      

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• The cash register

      

The GoodX Click&Learn Courses https://courses.goodx.co.za/?

• Workflows for Cashiers in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=107

        

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 Cash Registers, you can apply these search terms:

• The Cash Register
•  Cash Register Management

      

     

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Change Log

Date of Change	Changes	Editor
2026 05 12	Established Page	Chendene Barnard

     

       

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 are designed to secure access to the software and verify the identity of the user during the sign-in process, ensuring that practice data remains protected and compliant with security standards.

   

          

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 making use of certain authorisation factors may be linked to external services, such as keyfobs, which require users to sign up for an additional once-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:

• Pin: Usually requested when a doctor applies an electronic signature to clinical notes.

• Pushnotify: Clickable pop-up messages that appear on a user’s device for quick verification.

• Keyfob: Also known as a userfob or stationfob, these can be enabled and configured for specific workstations.

• Add face: Facial recognition using a digital image for biometric identification.

• 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 initiate this process, users simply select the face or smiley icon on the login screen to begin the facial identification sequence.

       

        

      

        

When using facial recognition, please be aware that wearing glasses or working in low-light environments may necessitate additional captures during the login process. 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. The process requires you to first enter your password, after which the camera will automatically activate to capture your image.

To complete the verification:

• Scroll down to the Take Photo option.

• 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.

     

          

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 provided by the software will vary depending on the specific method being configured; for instance, a push notification may be directed 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". Additional login combinations, such as the facial recognition option on bubble "3", may be selected once the face has been captured, uploaded, and saved. It is essential to ensure that these new combinations are saved at the user level to take effect.

     

            

       

  

    

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.               

       

         

What is the Keyfob referenced in GoodX?

      

To maintain optimal security, passwords should be updated regularly to prevent them from becoming compromised. Utilising a Web Authentication (WebAuthn) keyfob as a form of two-factor authentication offers an effective solution for mitigating the risks associated with forgotten passwords or the potential for written credentials to be accessed by unauthorised individuals. This hardware-based approach ensures a more robust login process by requiring physical verification alongside standard security protocols.

Keyfobs are categorised as physical security keys and are available in various forms to suit different hardware requirements. Should your practice require these devices, a formal quotation can be requested from GXQ IT to ensure you receive the appropriate model for your needs.

       

    

      

This specific device offers flexible security configuration, as it can be assigned to either a particular workstation or a specific user, depending on the operational requirements of the practice.

Assigning the security key as a userfob provides greater mobility, as it allows the individual to access the system from any device, whether they are working from 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, the passkey should be physically secured to its assigned station to prevent users from removing it or attempting to use 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 where the system will only permit access to GoodX if there is a successful match between the assigned station fob and the login credentials provided on that specific device.

     

       

          

Setting Up a Physical Security Key (FIDO2) on Windows 10 / 11

        

To set up your security key, please follow these steps:

• Open Settings: Navigate to Start, select Settings, then Accounts, and choose Sign-in options.

• Select Security Key: Click on the Security Key category and select Manage.

• Insert Key: Plug your USB security key into the device or tap your NFC reader.

• Create/Enter PIN: Set a new PIN for the key or enter your existing PIN if it has been configured previously.

• Touch the Key: Physically touch the sensor on the security key to verify your identity.

• Name the Key: Assign a recognisable name to your key for future identification.

       

       

       

What is the Medical Scheme “Authorisation” ?

      

Medical scheme authorisations are essential for specific practice procedures. To review an authorisation status or import relevant details, you may use the blue heart icon located within 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, navigate to the GoodX wheel and select the debtor section, where you can search for and select the specific debtor you wish to review. Once the debtor is selected, their side panel will appear, allowing you to select "Debtor Edit" to enter the debtor's profile.

     

     

     

Once inside the debtor's profile, select the blue heart icon to proceed with managing or viewing the medical scheme authorisations.

     

     

     

In cases where multiple patients are listed, ensure the selection arrow is positioned next to the correct individual before proceeding to add 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 authorization number is selected from the dropdown menu, ensuring a seamless transition from the authorization phase to final billing.

     

     

     

Once saved, the authorization 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.

     

            

     

The authorization can be marked as locked, which secures the entry and prevents any further tampering or unauthorized 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 all information is correct before confirming, as this lock is irreversible and final.

   

    

     

     

Where to learn more about Authorisation Factors within GoodX :

    

           

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Data Protection Awareness Training for the Healthcare Practice 2026 https://courses.goodx.co.za/enrol/index.php?id=188
• Introducing GoodX Software and the Click & Learn Courses (Version 202605) https://courses.goodx.co.za/course/view.php?id=50

     

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodX Web App - How to Add a Pushnotify Authentication Factor
• GoodX Web App - Authorisation Setup
• GoodX Web - How to Setup Authorisation Codes

           

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 Authorisation Factors, you can apply these search terms:

• Setting up Authorisation Factors
• Login Combinations
• User Management Tab: Navigation and Use
• Authentication Factors: Navigation and Use
• Authorisation Setup

      

      

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Change Log

Date of Change	Changes	Editor
2026 05 13	Established Page	Chendene Barnard

     

     

What is the "Cloud Capture" feature?

      

Cloud Capture is an external tool designed to streamline the addition of voice notes, videos, or photos directly to patient records. This tool is particularly effective for practitioners on hospital rounds, as it allows for mobile voice-to-text note-taking; spoken observations are automatically transcribed into text within the system, ensuring rapid and efficient documentation.

While Google Chrome is the recommended browser for accessing the Cloud Capture application, it is also compatible with Safari.

By utilizing Cloud Capture for images, the file is not stored on the local device used to take the photo. This allows the practitioner to quickly and efficiently upload images from a webcam or external source directly into the clinical form they are currently working on.

      

       

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. Should you need to use the flip camera option, select the smaller icon displaying the flip arrows before selecting 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.

   

     

          

     

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 for the selection of an external source. The Cloud Capture application is categorised as an external tool specifically designed for the purpose of uploading images or capturing voice recordings.

These voice recordings should not be confused with 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. Furthermore, this should be distinguished from voice recordings used with pre-configured AI integrations embedded within 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 provides access to the external application by selecting the option highlighted in bubble 5. Upon making this selection, a new window will appear on the screen.

      

     

       

There are two versions of the capture application available. The V2 interface, as previously detailed, is the updated version and is recommended for use. Conversely, V1 represents the legacy interface which is no longer being maintained, as depicted 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 further notes from another device, you may navigate to the V2 link as indicated in prompt bubble 3; however, please 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

• Centralized Storage: Just like images, audio files are stored in the Cloud Capture space until you manually clear them.

• Selection: You can preview or select the specific recordings and images you wish to attach to the clinical record.

• 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.

      

      

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 appearance of the file during the drag-and-drop process may vary depending on the device being used; for instance, a dragged image may be represented by a purple icon. It is essential to drop the image strictly within the designated dotted area, as dropping it outside this boundary will prevent the file from uploading. Once correctly placed, the image will be listed within the application, allowing you to either delete or upload the file as required.

     

    

        

      

    

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, you can select the specific photos you wish to import. It is advisable to delete any duplicate or unnecessary images to prevent the Cloud Capture interface from becoming slow as redundant files accumulate.

After selecting the specific images you wish to include in the debtor's clinical form, select “Save” to finalize the addition.

     

     

    

   

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.

      

     

    

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". You may then select the microphone icon to initiate the recording and provide a name for 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 be displayed within the selected clinical form. Select "Save and Close" once more to save the form to the patient or debtor record.

      

      

      

     

Where to learn more about Cloud Capture within GoodX :

       

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

    

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodX Web Tutorial - Cloud Capture: Navigation and Use
• GoodX Web Tutorial - How to Log In to Cloud Capture
• GoodX Web Tutorial - Upload from Cloud Capture to GoodX Web
• GoodX Web Tutorial - How to Upload From an External Program to GoodX Web
• GoodX Web App - How to Upload an Image/Photo
• GoodX Web Tutorial - How to Capture Images on Cloud Capture
• GoodX Web Tutorial - How to Capture Audio on Cloud Capture

     

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 Cloud Capture, you can apply these search terms:

• Cloud Capture Application

        

      

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Change Log

Date of Change	Changes	Editor
2026 05 13	Established Page	Chendene Barnard

       

      

What is the “Payment Links” feature?

     

The Payment Link is a feature designed to limit fraud and reduce the risks associated with keeping cash on the premises. You can choose to send this link via SMS, email, or both; alternatively, it can be accessed exclusively through the QR code provided on patient 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.

    

        

Setup details about the payment links

    

The method by which payment links are communicated to the patient must be configured beforehand. This requires the completion of templates to determine the specific content the patient will view in both the email and the SMS.

To set up your templates, navigate to the GoodX website settings icon located next to the “i About” section and select the “Entity settings” tab. Expand the “+ Workflow Events Templates” section and choose “PAYMENT REQUEST” from the dropdown menu. Select the “+ Add template” button to create the specified event, then modify the template according to your practice's specific requirements

It is recommended that you create separate templates for SMS and email communications and provide a unique description for each.

      

         

     

How does the template of the “Payment Links” reflect on the patient side?

      

Templates should be applied as consistently as possible to ensure that accurate, relevant patient information is maintained throughout the communication process.

The following example demonstrates how the payment link configuration translates from the template setup on the left to the final SMS received by your patient on the right.

     

   

      

The following example illustrates how the payment link request email is structured, showing the template format above and the final version your patient will receive below.

“Dear Patient

Please use the secure online payment link to pay your outstanding account with {treating_doc.fullname}. {url}

For any account queries, please contact us on {entity.telephone1} or {entity.email_address}

Kind regards {entity.practice_name} {entity.street_address}”

      

       

         

     

Where does the “Payment Links” take the patient?

       

The payment link received by the patient is a secure connection to the MyGC platform, which enables them to safely complete payments for outstanding practice invoices. It is not necessary for the patient to be registered with the MyGC application to access and pay the accounts linked to them.

Before the platform opens on the device, the user is required to confirm their identity by answering one of three security questions.

     

   

     

    

Once the correct information is provided, the full invoice amount will be displayed, allowing the patient to complete the payment details and process the transaction securely.

When following the payment link provided via email, the user will be presented with the same security question to verify their identity.

     

               

        

      

               

   

     

        

Once the correct information is provided, the patient can select the "Pay now" button to finalise the process. Upon completion, a notification will appear to confirm that the payment was successful.

      

      

       

Please note that viewing and completing this process on a computer or similar large-screen device may be more convenient, as depicted below.

      

     

       

       

   

       

     

Methods for accessing the payment link

        

If a patient loses or misplaces their payment link, the QR code on the patient statement provides a direct alternative for accessing the MyGC portal. Most modern mobile devices can scan this code automatically using the standard camera application; the user simply needs to ensure the entire QR code is visible within the camera's focus area. In instances where patients may have difficulty stabilising their hands to allow the camera to focus, it is advisable to resend the payment link via SMS or email instead.

     

       

       

      

From where can the “Payment Links” be sent?

      

Payment links may be distributed from the Diary Screen, the Debtor Screen, or directly from the Reports Screen.

     

From the Diary Screen

To send a payment request via the diary, select "Diary" from the GoodX navigation wheel and click on the relevant patient booking. A side panel will appear displaying additional actions associated with that booking; scroll down to locate and select the "Send a payment request" button.

    

     

     

From the Debtor Screen

To access this feature through the debtors module, select "Debtors" from the GoodX navigation wheel and either double-click on the specific debtor line item or navigate to the "Account details" section once the debtor has been selected.

     

     

      

The "All Accounts" tab displays a list of all invoices linked to the patient. Specific transaction payment requests cannot be completed. , When selecting the "Send Payment Request" button, the payment link will reflect the total balance of all outstanding invoices. A Payment Link will take the patient to MyGC, where ALL outstanding invoices will always be displayed.

Patients can only pay the total amount outstanding across the invoices. Patients cannot specify an amount or pay for only a specific invoice.

      

    

     

From the Reports Screen

To generate a payment request from the reports module, select "Reports" from the GoodX navigation wheel, navigate to the "Invoice Management" tab, and apply the necessary filters to find the relevant debtor. Once the debtor is selected, you can action the "Payment Link" option to continue.

Depending on the specific practice preferences, the patient will receive an SMS, an email, or both, redirecting them to a secure payment link to settle their account through the MyGC platform interface.

       

     

     

      

     

How does the practice receive “Payment Links” payments?

    

Once the patient has completed the transaction, the payment is allocated to the practice as an Electronic Remittance Advice (ERA), functioning similarly to medical aid switch remittances. These payments are automatically linked to the specific patient who performed the transaction, though the ERA remains editable should manual intervention be required.

The system reviews all successful payments daily at midnight once they have cleared. Funds are typically disbursed to the practice within two to three business days from the date of clearing. An ERA is generated immediately upon the initiation of the payment to the practice. If multiple payments are received within a single day, they are compiled into a consolidated ERA and processed as a single total payment to the practice.

     

    

     

     

Where to learn more about Payment Links within GoodX :     

     

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Workflows for Billing Experts in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=106
• Billing & Corrections in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=204

   

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• Simplify Patient Payments with GoodX's Payment Links - GoodX Software
• GoodX Web Demo - How to Use Payment Links or QR Codes to Make Payments

     

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 Payment Links, you can apply these search terms:

• Making a Payment with a Payment Request Link
• Send Payment Request (WebApp)

     

     

     

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Change Log

Date of Change	Changes	Editor
2026 05 13	Established Page	Chendene Barnard

    

     

What is the "Tasks" feature?   

     

Tasks are multifunctional and can be tailored to the specific requirements of your practice. They may be used as manual reminders, for assigning duties to colleagues, or can be triggered 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.

     

      

What can be created as a Task in GoodX?

       

You can create a wide variety of tasks tailored to your practice’s specific needs. For practices managing authorisations, a task can be automatically generated by selecting the relevant checkbox when adding an authorisation number to a debtor or patient profile. Similarly, pathology results imported into GoodX can be linked directly to a patient and assigned as a task to a specific representative or practitioner using their verified mnemonic code.

If you utilize the automated credit control management system or the reports management screen, tasks will automatically populate as call events. To streamline repetitive workflows, task templates allow you to pre-define responsible users; when a task is created using a template, it is automatically assigned to the designated staff member. Alternatively, tasks can function like digital sticky notes, serving as simple reminders for general instructions or daily practice to-dos.

     

     

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.

These columns can be customised and renamed 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," requiring a follow-up call to be completed.

Users have the flexibility to filter the task list to view all entries or exclude those already completed. 

     

      

   

A standard task is categorized 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 categorized as a "Call Event" task type for easy identification.     

    

     

      

      

      

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: they can be left open for the next available staff member to claim or specifically assigned to a particular individual for completion.

To determine if a call request is assigned, look for these two indicators:

• Assigned Tasks: These feature a person icon alongside the name of the user responsible for the task.

• Unassigned Tasks: These feature a hand icon.

By clicking the hand icon, you are "claiming" the task and taking responsibility for its completion.

    

     

     

    

How is a Task created?

      

The navigation wheel is your most efficient tool for moving through the software. To begin, simply 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 a patient has been defined. 

         

     

       

   

    

If your practice has established templates, the drop-down menu will display all available options configured under 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 drop-down menu will present pre-loaded templates specific to your entity for common actions. For example, you can select a template for script requests, allowing the practice to quickly route client requests to the practitioner for completion.

   

    

    

     

    

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 manually complete the setup. 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 the details are finalized, select "Save" to create the task.

    

     

      

     

How are tasks managed?

     

The newly created task will appear based on your active date filter. To keep your workspace organized and clutter-free, you can also filter by open or closed tasks; this ensures that resolved items are hidden and do not distract from pending work.

     

     

     

To manage a task, double-click it to open the details. From here, you can add notes for documentation and mark the task as completed once finished.

If the workflow changes, the task can be reassigned to a different staff member. You also have the option to add additional users to the task, which is useful if you require 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.

    

      

     

Feedback can be added 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 finalize 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.

      

     

      

    

How are Pathology results handled as tasks in GoodX?

     

Practitioners have the ability to transmit lab test requests directly to pathologists manually or electronically; with the subsequent results being returned electronically and automatically linked to the patient’s profile. This integrated workflow reduces the risk of manual errors and improves turnaround times. By facilitating faster and more informed clinical decisions, this feature ultimately enhances the standard of patient care.

Please contact your relationship liaison to ensure that your preferred pathology providers are correctly activated and registered on your GoodX Web platform. When requesting the addition of pathology providers, you are required to submit the official documentation confirming the practitioner’s mnemonic code to complete the setup process.

Pathology results typically arrive within three to five business days, though certain cases may require up to ten business days for processing. 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.

    

Whilst we are continuously working to expand our support for additional laboratories, we currently facilitate integrations with several specific systems.

You can currently transmit lab requests to:

• Skylims

• Prelink

• Chiron

• Afrilims

• Lancet Lab (Ampath Lab)

• Pathcare 

• Vermaak & Partners Lab

• Dynacare [Canada]

     

You can currently receive the results from the following laboratories:

• PathPoint

• Hamadilab

• Ampath

• Sapath

• JDJ

• Lab24

• Bledlab

• Afrilims

• GlobalLabs

• Vermaak

• TogaLabs

• IVC

• Lancet

• Pathcare

• Dynacare

• Path24

• 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 is set to Pathology from the drop-down menu.

       

       

       

To refine your search for a specific laboratory result, you may also apply a filter based on the particular lab involved.

     

 

     

      

     

     

Once the necessary results have been identified, the practitioner has several methods available to contact the patient. By selecting the eye icon, you can review the original pathology results and initiate a direct call to the patient 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 enhance efficiency, task templates can be created to minimise administrative input, allowing for more dedicated time for patient care.

Please note that 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.

      

     

      

       

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 regarding task management, please contact your client liaison for additional software support.  

       

     

     

   

       

        

               

Where to learn more about Tasks within GoodX?

    

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• Task list screen overview
• Workflow events overview
• Task feature applied in GP
• Settings
• Task Display

     

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

     

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 Tasks, you can apply these search terms:

• Task Lists Screen Overview
• Create A New Task
• Task Item Options
• Workflow Event Template Setup: Task Item
• How to Set Up Task Statuses

       

      

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Change Log

Date of Change	Changes	Editor
2026 05 13	Established Page	Chendene Barnard

     

      

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, all completed calls can be saved directly to the patient profiles, allowing these recordings or logs to be accessed at your convenience.

Since calls are recorded, it is recommended that you update your practice's telephonic introduction to ensure patients are aware of this. 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.

     

      

Where do you make a VoIP call through GoodX?

      

For your convenience, calls can be initiated from the following locations:

1. Debtors Wheel: Within the Debtor tab, via the Debtor Panel view.

2. Communication Wheel: Within the Task tab, by selecting a task event linked to the Call Event button.

3. Debtors Wheel: From the Invoice Management screen, where selecting the relevant debtor will display the available call options.

      

From the Debtor panel view

       

    

From the Call Event Task

       

     

From the Invoice Management Screen

       

      

     

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, you can toggle the status of the call event by selecting Completed again to unlock it. Then, select Listen Recording to open the mini-menu; from there, you can 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.

    

    

     

     

How do you make a VoIP call through GoodX Tasks?

     

When specific personnel are dedicated to particular actions, the GoodX software allows you to create tasks that notify the relevant team to take action. These tasks can be left unassigned for the next available staff member or specifically assigned to an individual.

These columns can be customised and renamed 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 have the flexibility to 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. Tasks that are manually created will display Task Item as the task type. Conversely, when a call request is generated via the Automated Credit Control Management system, it will be identified as a Call Event task type.

       

             

      

      

To determine if a call request has been assigned, look for these two indicators:

• Assigned Tasks: These display a person icon alongside the name of the designated staff member.

• Unassigned Tasks: These display a hand icon.

By clicking the hand icon, you are taking ownership of the task and assigning it to yourself for completion.

     

     

     

The Automated Credit Control Management system is designed to automate 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, by clicking the main Dial button, you do not need to make manual selections, as the system will automatically include all patients. In either case, as illustrated by the prompt, the system will only generate a single 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 utilize the Auto Dialler session to work through these calls efficiently.

      

    

      

          

For more information on how to leverage the Automated Credit Control Management effectively, please contact your client liaison for additional software support. Please note that utilizing 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.

    

      

What is the Auto Dialler?

   

The Auto Dialler is directly integrated with the Automated Credit Control Management system to facilitate seamless, continuous dialing for your call lists.

As a user, you have full control to initiate or pause the session as required. The intent to pause or stop must be done before the current call is ended. For further details regarding the configuration and use of Call Event templates, please refer to the previous Task section.

    

     

     

     

      

     

Where to learn more about VoIP within GoodX?

      

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

     

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• A Smarter, More Streamlined Way to Handle Calls
• GoodX Web App - How to Do a Voip Call
• GoodX Web App - Actions Overview
  (in reference to pathology)

     

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 VoIP Connect, you can apply these search terms:

• Workflow Event Templates List
• Actions Overview
• VoIP Settings: Navigation and Use

      

      

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Change Log

Date of Change	Changes	Editor
2026 05 13	Established Page	Chendene Barnard

     

     

 What is the “PDF Printover” feature?     

   

The PDF Printover feature allows custom or unique forms to be completed electronically by the patient. Essentially, it transforms non-editable documents into interactive files that clients can easily fill out digitally.

The PDF Printover Form feature enables your practice to create an unlimited number of templates, allowing you to complete forms digitally rather than 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 required by the practitioner prior to 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.

     

    

What are the capabilities and applications of the PDF Printover Feature?

    

The potential of this feature is vast. Sensitive personal information is securely protected from damage and unauthorised access, ensuring patient privacy and strict compliance with data protection regulations, such as the POPI Act. Furthermore, the system allows for the creation of PDF printovers to facilitate the registration of Prescribed Minimum Benefits (PMBs) on behalf of the patient.

The risk of incomplete or misfiled information remains a significant concern in environments where physical files have historically been prioritised, especially during office relocations or displacements. Maintaining an accurate and detailed digital clinical history is therefore invaluable, as it ensures the treating practitioner can make well-informed decisions regarding patient care and treatment.

These preferred forms can be submitted for conversion through the PDF Printover feature, which allows the practice to maintain the original aesthetic of the document. This transition eliminates concerns regarding handwriting legibility and the loss of physical paperwork, while significantly reducing the risk of misfiling documents.

     

       

What benefits does PDF Printover hold?

      

Software providers and healthcare practices can implement stringent access controls and encryption protocols to safeguard the integrity and confidentiality of electronic medical records. When stored in the cloud, these records are further protected by robust security measures designed to ensure comprehensive data safety.

In cases where multiple practitioners or teams collaborate on a patient's care, electronic medical records enable seamless access to and sharing of vital information. This functionality fosters collaboration, enhances clinical decision-making, and ultimately improves the standard of patient care. In instances where different practice management systems are utilised, practitioners maintain the ability to receive, download, and send files securely as PDF documents.

     

     

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 have selected the specific form from your device to import as a PDF Printover, the document will be displayed, allowing various fields to be added, adjusted, and configured in accordance with the needs of the practice.

The form must be manually configured to define fields for manual entry or to 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 fields that are irrelevant or not required.

    

     

      

     

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.

    

     

     

How do I edit the once-off manual PDF Printover?

     

Pre-populated fields eliminate the necessity for patients to complete the same document multiple times due to misplaced or incomplete data. Should you require any assistance with a form, please do not hesitate to contact your liaison for additional guidance. You have the option to 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.

While there is no distinct highlight around the box to indicate it can be moved, clicking and holding the mouse within the text area will activate 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 a new item is added, the borders are automatically set to visible by default; it is therefore recommended to toggle this setting once the form layout has been finalised.

As you populate the document with entry fields, it is highly recommended to rename each item to match its corresponding field on the form. This practice allows you to see at a glance if any sections have been missed and makes it significantly easier to identify and update specific text areas should changes be required in the future.

The text area can be renamed for tracking form completeness, and the visible text prompt can be customised. 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 require an alternative font, please contact your client liaison to determine if your request can be accommodated. 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, you can 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. It is recommended to toggle the sort order once the form has been completed to ensure a logical sequence.

When adding a checkbox, the value defaults to a "Y." Clicking on the populated checkbox will toggle 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 selected by the patient, the system will prompt them to provide an electronic signature. 

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.

   

    

                               

    

   

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.

     

   

   

                                      

       

     

          

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.

The automatic PDF Printover is set as automatically when the setup, edits and adjustments are performed within the Entities workflow event setup, rather than directly within a specific patient's clinical form area. It is important to note that 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 that any recent updates are reflected in the system, the template must be reselected from the PDF Printover dropdown options within the practitioner’s 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 that the form is instantly updated 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. Adhering to this sequence guarantees that all captured data and clinical updates are successfully finalised and stored within the system.

      

        

      

From the clinical interface, once a practitioner has selected a PDF form, they have several options for distribution and management:

• 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.

       

     

• 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.

       

     

    

• Save Locally: Access the Print drop-up menu to save a copy of the editable document directly to your local device.

    

    

    

     

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 allows you to access the necessary settings to manage and customise your clinical document workflows effectively.

   

    

     

Select "+Add new" to create a new PDF Printover and navigate to the required template. It is advisable to rename the template immediately to ensure it remains easily identifiable as your list expands, preventing the accidental selection of the incorrect form. Once you have selected the file, the edit menu will become available. Please be aware that the interface view is slightly constrained to facilitate the selection of placeholders, which ensure that patient details automatically populate when the file is opened within the clinical workspace.

When adding new text, the box will appear in the centre of the screen, from where it must be dragged and dropped 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 contact your GoodX representative for additional assistance.

Once you have finalised the necessary pre-populated fields and specific requirements, the form can be saved for future selection. This ensures the template is readily available for ongoing use throughout your practice, maintaining consistency across your clinical documentation.

    

       

       

       

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, navigate to the "Clinical case" tab, where you can access the "Forms Library" in the side panel to select the specific form required for the 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 menu 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 prior to selection, clear and descriptive naming ensures you can quickly identify the correct form and prevents your library from becoming cluttered as more templates are added.

   

         

       

     

Similarly, if a corresponding email template has been created, it may be selected when sending the completed PMB registration form. Choosing the correct template will automatically populate the required fields and attach the finalised, signed document. Please ensure that the form is signed by the patient or applicant only before it is sent.

    

   

     

     

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.

   

      

      

      

     

Where to learn more about PDF Printover within GoodX?

      

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

      

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodX Web Tutorial - How to Create a PDF Printover from a Custom Form
• GoodX Web Tutorial - How to Manually Fill in a PDF Printover
• GoodX Web App - How to Use the PDF Printover
• GoodX Web Tutorial - PDF Printover Setup

      

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 PDF Printover, you can apply these search terms:

• PDF Printover Setup
• How to Use the PDF Printover
• How to Create a PDF Printover from a Custom Form

     

        

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Change Log

Date of Change	Changes	Editor
2026 05 14	Established Page	Chendene Barnard

        

        

What is the “Smart Stickers” feature?

       

Smart Stickers serve as clinical protocols designed for the rapid identification of essential patient care and priority details. These indicators are configured to provide a clear, at-a-glance overview, ensuring that critical information is immediately visible to facilitate effective and safe patient management.

Smart Stickers enable practitioners to establish formal medical guidelines that outline specific clinical processes. These protocols are designed to guide the investigation of particular findings or dictate the appropriate methodology to follow 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 facilitate the use of bespoke treatment plan reminders and progress tracking, as well as the delivery of 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 they can be 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 the relevant options have been identified, selecting the "+" icon will 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, any sticker protocol can be finalised 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 this confirmation is not provided, 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, please ensure that the correct status is selected to accurately reflect the patient's current clinical needs.

    

     

    

    

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, this can be utilised to 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, the updated status for a specific protocol is selected using the drop-down menu of the desired active entry.

These statuses can be automatically applied based on the practice’s predefined protocol conditions. Alternatively, when specific actions must be performed by the practice team, the status can be manually updated as the agent completes each designated task. It is important to note that failure to manually update the status will prevent the protocol from proceeding, as the system requires this input to recognise that the task has been finalised.

It is possible to have multiple sticker protocols 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 these protocols cannot be filtered at a patient level, a report can be generated to provide a comprehensive overview of all smart sticker protocols across the practice.

       

    

    

      

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. All these protocols can be compiled into a report, enabling you to send the desired communication directly to the patient from the report screen.

     

      

      

     

How are the “Smart Stickers” feature set up?

      

The Smart Sticker feature can be configured 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.

A sticker state must be defined before the protocols can be saved. These states typically represent what you require your patient to receive, review, or be informed about at predefined intervals or based on set conditions. Furthermore, these states can function as trackers for processes such as PMB applications, payment plans, or similar scenarios involving multiple sub-stages.

Once the protocol is selected, a new window will appear where the envisioned protocols and steps can be added. It is important to ensure that all workflow events, including templates, tasks, and questionnaires, have been 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 the specific requirements for your practice.

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 briefly explain the purpose or specific details of that identifier. It is recommended to keep both the name and description as concise as possible, as this information is reflected 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 displays a box with a line through it; selecting this box opens a colour picker from which 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. Care should be exercised when linking these codes, as the prompt will appear with every application of that code across all patients.

         

       

What are the core ideas which should be known before deciding on the “Smart Sticker” protocols?

         

It is recommended to 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 and clear template names, ensuring that the protocols accurately reflect the intended information and deliver the expected communication.

These protocols can be utilised to communicate disease awareness on a weekly or monthly basis depending on the practice’s needs, or based on the ICD-10 codes used during billing. In accordance with your protocol setup, billing can trigger an automatic reminder to add the relevant sticker protocol.

Please bear in mind that the pop-up will appear each time the linked code is utilised. 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 and clear naming conventions will simplify any future changes, corrections, or alterations to your templates. By using a consistent naming structure now, you ensure that locating and updating specific protocols remains a straightforward task 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. If you wish to re-enable a specific line item, you can simply 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, it can be marked as inactive by clicking the "trash" icon.

Once deactivated, the protocol will appear greyed out to distinguish it from your active workflows. Should you need to restore it, simply select the green tick icon and follow the confirmation prompts to re-activate 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, communication should be developed 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:

• Not registered

• Submitted / Pending Feedback

• Approved 3/12

• Approved 6/12

• Approved 9/12

• Approved 12/12

• Approved Continuous / Ongoing

     

However, these shorthand references may have different meanings to different staff members at a glance. Having a clear but concise description for each protocol state name helps avoid 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.

Having clear descriptions will assist in creating and selecting the correct templates from the dropdown options. Please note that the templates intended for use within task requests, emails, or SMSes should also be considered beforehand during your mind mapping process. These details should be finalised and worded according to practice preferences before requesting assistance from the GoodX client liaison. It is best to maintain a separate PDF document that clearly confirms the names and wording your practice envisions for the smart protocol setups, alongside the expected outcomes of each of the states or steps.

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 assists in filtering your active protocol templates and allows your dedicated GoodX Client Liaison to assist efficiently with any updates or corrections when your protocols change or require specific information to be reviewed.

      

    

        

Your practice can decide whether these protocol colours should be grouped by concept, such as utilising one colour where actions are required and another colour where steps are automated. Alternatively, different colours could represent different procedures. The colour scheme should be clearly decided beforehand for ease and comfort whenever an association between colours is required or preferred.

It is recommended to have your GoodX liaison assist you until you have a full understanding of the protocol setup. Please note that utilising this feature can be complex, and we will be more than happy to assist you in achieving your desired outcome within the software's functionality.

    

During a smart sticker setup, you can review the various protocols in the left column. This column cannot be minimised, nor can it be viewed in a list format. Furthermore, these protocols cannot be reordered or filtered to display currently active entries only. However, a scroll bar is available to navigate through your created protocols.

When a protocol is selected, the right side of the screen will reflect the specific details and states associated with that protocol.

You can edit an existing protocol if you so desire; however, if fewer steps are required in the new protocol, or if the steps vary in general, the setup may become visually chaotic. This is because any additional states or line items would need to be deleted. As a gentle reminder, a deleted state is not removed completely from view, but will instead reflect with a red line through it. Therefore, it is recommended to review your mind map for protocol setups, note down all the steps, and consider any potential actions required around these protocols beforehand.

    

    

     

Below you can see we have created a protocol to address a PMB application which is directed at the standard 271 PMB conditions. When this protocol was created, only three templates existed to address our smart sticker protocol needs for this PMB. These protocol states reflect the actions required from staff members to complete the PMB application for the specific patient and medical scheme.

In this section, we must now instruct the protocol regarding the actions that are expected next. Your practice will need to decide on the following options:

• Do you finalise the protocol because nothing else is required?

• Are additional communications required?

• Does it move to a next state?

• Are there additional actions required from the practice’s team?

     

     

     

However, while setting up this specific protocol above, there is a potential logic flow issue regarding what happens when a PMB application is declined. If there are actions required from the team, or if the doctor must review an aspect of the application, templates should be created to ensure consistency in communication and completeness of the information requested or shared. This reduces the amount of time the team spends on completing repeated tasks and communications, allowing the practice to achieve a successful smart sticker protocol run up to the point of finalisation.

     

     

Where to learn more about Smart Sticker Protocols within GoodX:

     

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Workflows to Optimise the Patient Journey in the Ophthalmic Practice (Version202407) https://courses.goodx.co.za/course/view.php?id=65

     

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• Smarten Up Your Admin Process with GoodX Smart Stickers
• GoodX Web Tutorial - How to Link a Smart Sticker to a Patient using Scripts 
• GoodX Web Tutorial - How to Setup a Smart Sticker Protocol
• GoodX Web Tutorial - How to Re-enable Finalised Smart Sticker Protocols

      

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 Smart Sticker Protocols, you can apply these search terms:

• Smart Stickers Screen: Navigate and Use
• Adding a Smart Sticker Protocol
• How to Create a Smart Sticker State
• Smart Stickers: Time Check
• Re-enable Finalised Smart Sticker Protocols
• Smart Sticker Report Tab: Navigating and Use
• Smart Sticker Report Sidebar: Navigation and Use
• PMB Registration Workflow Overview
• PMB Registration Workflow Setup Overview
• PMB Registration - Suggested Setup Using Smart Sticker Protocols
• PMB Registration Workflow - Step 1: Register Patients for PMB with Smart Sticker Protocols and Smart Stickers
• PMB Registration Workflow - Step 2: Submit Documents to Medical Scheme
• PMB Registration Workflow - Step 3: Change the Status of the PMB Smart Sticker Protocol

        

            

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Change Log

Date of Change	Changes	Editor
2026 05 14	Established Page	Chendene Barnard

     

     

What is the “Automated Credit Control Management” feature?

     

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 center 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.

Although these acronyms are used interchangeably, they all represent the same Automated Credit Control Management feature. The system links directly to an individual entity and must be activated and configured according to that specific entity's unique requirements.

You can pre-configure the specific SMS, email, document, and final demand templates used at each step of the process.

If your workflow requires additional events, such as forms or similar attachments, ensure these are fully set up before activating the Automated Credit Control Management process steps. It is highly beneficial to map out exactly where tasks should be created, which SMSes or emails should be sent, and which specific actions should be triggered based on each completed process.

Please note that the Automated Credit Control Management system carries a once-off fee, which covers activation, assistance with the setup tailored to your practice needs, and the necessary training required for implementation.

Additionally, this credit control feature integrates with other services that may incur costs. For instance, making VoIP calls is an extra service that requires a separate subscription at an additional fee, whereas SMS fees are already included in your installation agreement with GoodX.

    

     

Where can the Automated Credit Control Management feature be accessed within GoodX?

       

From the navigation wheel, you can select the "Reports" section, where you will find the "Credit Control Management" tab to detail and create your practice's specific requirements. To ensure you are utilising the Automated Credit Control Management system to its fullest potential, please connect with the GoodX Feature Rollout Officer Liaison for any additional guidance required.

    

      

     

     

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. It is crucial to ensure the Automated Credit Control Management process is fully configured before activation, as enabling the feature prematurely 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:

• 30 days – Send out a statement.

• 60 days – Send an SMS to the patient.

• 90 days – Issue a final warning.

• 180 days – Hand over the account or perform a write-off.

     

Here is a practical example of a Creditors Credit Control Management workflow designed to manage supplier accounts:

• Immediate payment upon delivery – Ensure the delivery has been captured and the payment has been processed immediately.

• Account reviews – Perform specific, routine reviews on outstanding creditor accounts.

• Overpayment management – Where suppliers have been overpaid, the Credit Control Management can assist in 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:

• Rejection handling – Based on the specific medical scheme rejection reason, the system triggers the required task or check. If there are no billing or ICD-10 code errors requiring resubmission, the account can automatically make the client liable after a specified number of days, according to practice preferences.

• 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.

• 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.

    

    

     

Where can the GoodX Credit Control templates be set up?

     

The Automated Credit Control Management process templates would be added 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.

It is important to 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.

       

     

      

       

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:

• 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 of this is shown below, where standard payment requests are included.

       

       

      

• 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_change requests are not included by default.

      

      

     

     

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, unauthorized 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.

• The plus (+) icon is used only when the practice requires additional, custom steps based on specific workflow needs.

• The minus (-) icon will remove a step from the sequence.

     

Example below illustrates the automated communication workflow sections

From the Status setup, you can implement sending emails or SMSes, link the communication to practice-specific templates uniquely created for this process, and define the conditions for when that communication is sent to the debtor.

     

    

     

Please note that each time a status is changed or edited, it may shift its location on the list. This cannot be re-ordered or filtered at this time.

    

    

   

Each status has multiple sections; once activated, they will no longer reflect as greyed out. Any activated lines can be further defined as illustrated by bubbles 1, 2, and 3.

Quick Tip on Operators:

• 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.

• 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:

• 1. Step Name: Your uniquely named step will allow for easy linking between the steps.

• 2. Description: A description is important to understand the intention behind the step being built, along with its expected outcomes.

• 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.

• 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.

• 5. Previous Step List: List what the previous step was.

• 6. Additional Actions: List additional actions you expect (e.g., SMS, email, or other). In this scenario, a task should be created 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 if the claim can be resubmitted due to human error or whether it is now a patient-liable account. This is initiated through a Task being generated.

• 7. Stop Automated Process: As this account is moving into manual intervention, the automated process may end.

• 8. Cycle End Reference (Standard): The end of the cycle state name is referenced.

• 9. Conditional End (Paid): However, if the account had been fully paid in the evaluation interim, the automated process may end.

• 12. Cycle End Reference (Alternative): The end of the cycle state name is referenced.

• 13. Section Activation: Any sections which are relevant to your practice can be activated and defined.

• 14. Line Item Customization: The defined line items can be removed or added at your discretion.

    

    

    

     

Mindmap Brainstorming the Automated Credit Control Management process feature set up for your practice

     

      

       

     

     

        

Where to learn more about Automated Credit Control within GoodX: 

        

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Debt Management in the Healthcare Practice 2026 https://courses.goodx.co.za/enrol/index.php?id=180
• Workflows for Billing Experts in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=106
• Workflows for Credit Controllers in the Healthcare Practice (Version 202407) https://courses.goodx.co.za/course/view.php?id=111
• Billing & Corrections in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=204

      

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodX Web App -Reports Segment
• GoodX Web App - How to Set Up your CRM Settings
• GoodX Web App - Configuration Segment

     

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 Automated Credit Control Management, you can apply these search terms:       

• Credit Control Management (Automated Credit Control) Setup
• CCA: Actions
• CCM: Groups
• CCM: Statuses
• Audit Log
• Invoices Tab: How to Update the CCA Status
• How to Add/Edit CCA Groups and Statuses
• Reports Segment
• Customer Relations Manager (CRM) Screen: Navigation and Use

        

         

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Change Log

Date of Change	Changes	Editor
2026 05 17	Established Page	Chendene Barnard

     

     

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 transforming voice recordings or text prompts into context-aware medical notes, this feature significantly reduces the administrative burden on practitioners. It can also automatically generate detailed reports and assessments from recorded clinical observations, eliminating the need to manually search through 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 remain responsible for reviewing all system responses to verify their accuracy and clinical relevance before finalising any patient records or decisions.

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 SMS rates are governed by your standard GoodX installation agreement.

       

     

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 directly from voice and text transcriptions.

The system can build a comprehensive patient file and history by utilizing audio recordings and any existing 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, the quality of the output depends on the input, as providing more detailed prompts to the AI GoodXpert will result in 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.

It is important to remember that the AI's output is only as effective as the manual prompts configured within 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 customization factor, please allow time and patience 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.

     

          

           

How can the AI GoodXpert feature be set up?  

       

Given the intricate nature of this configuration, we recommend that your GoodX liaison assists you with the initial setup. To begin, 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 determine how the AI feature will be 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 provides an example of how SOAP notes, consisting of the Subjective, Objective, Assessment, and Plan components, are completed within the examination clinical form.

   

      

       

You can request the generated results to be translated into your preferred language if your primary language of operation is not English.

         

Zulu translation example

       

       

       

Afrikaans translation example

       

      

             

         

How to use GoodXpert only once on a patient?

      

Utilising GoodXpert directly within 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 regarding which clinical notes should be utilised within the response. 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.

    

       

       

                         

      

          

The recording transcript can be copied 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 good habit to select this option first before moving forward, to ensure your response is saved within your keyboard memory. 

You can paste the text by pressing "Ctrl+V" or "Ctrl+Shift+V" on your keyboard when your mouse in 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 any changes or edits may occur. Once completed, you can mark the note or report as complete. If you subsequently realise that additional data or aspects 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).

It is recommended to rename the sessions according to the date, purpose, or a key aspect of the visit. This makes it easier to select the specific voice notes that hold relevance 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 pratitioner.

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 be reflected at the bottom of the clinical side panel screen and can be incorporated directly into your GoodXpert AI request.

Hovering over the green notes page will allow you to read the transcribed session, or notes you have left on the session.

The moment the audio clip is closed, the recording will be reflected on the clinical side panel. Where GoodXpert is required for additional assistance, select the blue "X" icon, which represents the GoodXpert action.

      

             

      

     

             

         

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 the need arises, a locked item can be unlocked, but this action can only be performed by superusers or administrators. This process is recorded within the audit history to ensure the ongoing integrity of the medical records is upheld.

       

            

       

                 

How is AI GoodXpert and AI prompt used together?

    

The clinical forms you use most frequently can be configured to pull through patient details automatically by setting up the main document from your library of clinical forms.

To set this up, select Configuration from your GoodX wheel. Navigate to Workflow Event Configuration, create the desired 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 to ensure your intention is accurately received and processed by AI GoodXpert.

The 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 the process must be repeated for individual patients if a different requirement arises for that specific form. Save any changes or additions to the form you want to keep. The document will then auto-populate automatically whenever it is called upon from the debtor library.

     

         

     

AI prompts can be linked 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 is functioning the 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 the AI prompts have been applied. This outcome incorporates the audio linked to the patient alongside 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 the 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, only provide the data you have and do not mention the 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. 

The prompt box can be kept 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, the prompt can be more intricate, allowing you to request that the full details of the patient be taken into consideration. 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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Where to learn more about AI GoodXpert within GoodX?

      

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 YouTube Channel https://www.youtube.com/@GoodXSoftware

• GoodXpert: The Future of AI in Medical Practice Management
• GoodXpert - Your Clinical AI Powered Assistant
• GoodX Webinar - GoodXpert - The Future of Medical Note-Taking Starts Here

        

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 apply 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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Software Version Discrepancies

       

As the GoodX software suite continuously evolves to incorporate new features and optimisations, you may notice slight variations between the visual layouts or menu options shown in this guide and your active system interface. These discrepancies generally occur if your practice is operating on a different software release or a customised user interface version. If a specific button, tab, or field referenced in this manual does not align with your current screen view, it does not necessarily mean the functionality is unavailable; rather, it may have been relocated or updated. For clarification or to ensure your system is running the latest release, please reach out to your GoodX representative for guidance.

    

V1.19.16 : You might have an AI prompt view delay

   

To access the AI prompt setup on specific clinical forms, double-clicking may no longer open them. Instead, you must navigate to the checkbox area and select the relevant form, which will make the side panel visible for actions linked to that form. Please note that this view may initially appear blank due to a display delay in this software version. To refresh the view and access the AI prompts, simply navigate from the current "Workflow Event Template" tab to the adjacent "Printing Template" tab, and then switch back again. This quick action will need to be repeated each time you open a form.

   

    

     

         

     

    

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Change Log

Date of Change	Changes	Editor
2026 05 17	Established Page	Chendene Barnard

       

         

What is the “Eye Eval 2 & Harmony” feature for an Ophthalmologist?

    

This is a powerful medium from which to complete your examinations, and it is fully linked to various aspects within the GoodX software system to ensure a smooth, integrated practice management experience.

Please Note: Utilizing Eye Eval 2 & Harmony for Ophthalmologists with GoodX is an optional premium service. Users must sign up for this feature at an additional fee, which is 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 that you do not want the system to retain.

Currently, GoodX integrates with DICOM-compatible diagnostic equipment in conjunction with 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.

    

     

     

    

What are the “Eye Eval 2” clinical form functions or features?

    

The primary benefits of the Eye Eval 2 clinical examination forms include the ability to invoice with ease, complete various form sections effortlessly, and utilise custom pills straightforwardly. Furthermore, the system facilitates 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 and robust tool designed to record every aspect of a patient's eye examination in a simplified yet thorough manner. 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 are displayed at the bottom of the examination form, prepared for immediate transfer to an invoice if desired.

You are free to add additional invoice items to be transferred to the patient's invoice before finalising the examination. The examination is officially completed once the practitioner's signature is added. Please note that any changes or additions made after the signature has been applied will not have the option to be pushed to the invoice.

       

     

     

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 will restore the section, making it visible on the form once 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. The images can be drawn on 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

      

      

     

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.

     

      

       

Where feedback is required for an invoice that has been “posted (await response)” to see if the medical aid will cover the items, you can navigate to the “Switch Details” tab. In scenarios where the medical aid supports real-time feedback, this tab displays 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 mistakes are made with the ICD-10 codes on the user side, you can reverse and resubmit the claims. In cases where 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 there is no requirement for self-learning, the Eye Eval 2 form lists can be preset with predetermined line items for the practitioner to select from. With this approach, any additional items must be manually added 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 ease of selection at a later date. 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 within the Eye Eval 2 module, you can link self-learning fields if you have added three or more of them 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. Upon returning to the customisation screen, the configuration options will become visible as shown in the image.

   

      

       

       

Can the “Eye Eval 2” form information be viewed at a glance?

     

For your convenience, it is possible to configure patient dashboards to review past surgeries, clinical notes, or specific Eye Eval 2 results, among multiple other available options, at a glance. This provides a clear overview of the patient's clinical history and enables comprehensive consultations without the need to sift through various folders or files to identify relevant key points and clinical notes.

You can also set up profiles on specific dashboard items that you prefer to view simultaneously. These profiles can be tailored to practitioner preferences or specific clinical conditions and saved 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.

    

      

      

      

     

      

     

In the event that the patient dashboard needs to be updated with additional sources of information or new profiles, you can simply select the “Edit” option to modify your configuration.

While the initial profile setup may seem daunting at first, please feel free to connect with your GoodX liaison to relay your expectations regarding preferred colours and views (with graph options including line, scatter, text, or image) and to receive guidance and recommendations on your desired patient dashboard configurations.

Always select Save to retain your changes or updates, as closing the window without saving will discard any actions completed. It is also important to note that the graphs can only display information if it was explicitly recorded and saved within the specific forms being referenced.

      

     

                

Examples of what can be viewed from the “Patient Dashboard”

         

From selected form templates, you can choose to display specific clinical information on the dashboard. For instance, using data captured in the “Eye Examination” template, your patient dashboard could potentially reflect the following:

• The summary notes recorded during previous examinations for the form type specified during your initial setup.

• The specific Assessment (A) and Plan (P) notes pulled directly from the dedicated clinical form.

• The historical record of patient complaints as reflected in the case history notes.

• The medical history can be configured to reflect recorded medical conditions, allergies, family history, or any ophthalmic surgeries documented within the form.

• The system can display scheduled follow-up tests, specific line items, or general follow-up notes that have been recorded.

• The UCVA (Unaided Visual Acuity) for both eyes can be tracked and viewed over the historical timeline recorded.

• The BCVA (Best-Corrected Visual Acuity) for both eyes can be tracked and viewed over the historical timeline recorded.

• The IOP (Intraocular Pressure) values, reflecting essential eye vitals, can be monitored across the various times recorded.

• The completed procedures, along with the specific side or eye operated on, can be reviewed where they have been recorded on the forms.

• You can keep your special investigations visible, such as the CMT (Central Macular Thickness) for both eyes, or alternatively, display the Corneal Topography for both eyes as a "Pentacam" graph.

• The optic disc information will only be displayed when data is available; for example, the graph monitors both the left and right sides, but will only reflect recorded information such as the right CDR (Cup-to-Disc Ratio).

• Detailed information notes relating specifically to patient pathology can be displayed.

• Laser procedures can be viewed at a glance, with direct reference to a "YAG Posterior Capsule Opacity" or an Argon procedure performed.

• 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 frequently use is not presently available, you can connect with your GoodX liaison to determine whether that specific form section already exists and can be added to your profile, or whether it is a feature that is currently 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:

• OCT: Orange

• Topography: Green

• Examination: Blue

• Ultrasound: Violet / Purple

• Findings: White

       

      

        

        

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 on the relevant patient booking, which will display the patient's information on the debtor panel alongside the booking, together with other quick-access shortcuts on a side panel. From this side panel, select “Patient Dashboard” while ensuring that 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 set up.

Always ensure that the arrow next to the patient's name is correct, as this arrow indicates that the clinical data currently being reflected belongs specifically 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 use a single click to select the desired debtor, a new panel view will appear. From here, navigate to the “Clinical” button on the right side panel, and then select the “Patient File” tab on the top panel. This will reveal a side panel containing 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 directly to the “Patient File” tab on the top panel to reveal the side panel containing the quick-access buttons and the patient dashboard feature button.

      

      

      

       

How can the Eye Eval 2 form be managed?

       

The patient's history can be configured to copy forward automatically, or you can choose to manage this via manual selection. 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, any images and notes can still be cleared, edited, or completely removed. This ensures you can easily update the record if changes are observed or if new information needs to be noted alongside the copied data.

     

    

     

        

       

       

Automatically copy forward history

     

To configure the system to copy information forward automatically, you can review the setup directly within the specific active workflow event. Simply ensure that the correct template form is selected from the available workflow events.

Each section of the form will be visible as a distinct subsection that can be selected for automatically copying forward previously saved information. 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 become visible after selecting the blue “Toggle Mode” button, which reveals the custom options available for that specific 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 that can be linked to a pill are highlighted below.

These pills function similarly to a billing macro, where selecting the pill will automatically populate the linked medicines and ICD codes configured in accordance with 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

       

Where your practice needs a representative to complete additional tasks, you can create these tasks 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 number selected represents the exact interval of days, weeks, or months after which the patient must return for their 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:

• /7 (Days)

• /52 (Weeks)

• /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 the specific notes on what should be reviewed based on the highlighted information above. This detail can be viewed at a glance within the clinical notes' story mode.

       

        

       

       

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, they can be selected from the dropdown menu of 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 wish to include these codes on the final document, you may 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.

    

   

   

     

How is a Reference Letter generated from an active clinical form?

    

At the end of your examination, if it is determined 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, completely eliminating the need for duplicating your work.

The letter will auto-populate the predefined clinical data, meaning the practitioner only needs to review the information carried across to ensure it is fully in line with their diagnosis and clinical intentions.

          

       

    

    

      

       

      

Where template changes need to occur, the dropdown menu can be accessed to reselect an entirely different template. Alternatively, the text areas can be edited 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, the document can be printed to a physical printer, or saved as a PDF to be emailed as an attachment to the relevant party.

     

    

     

        

Does the Eye Eval 2 form have special access to other form templates?

      

Yes! When you choose to make use of the Eye Eval 2 form, you have the option to import these templates as well, along with the ability to implement PDF Printovers.

Please note that the templates listed below are intended as guidelines and should be customized to suit your specific practitioner and practice preferences. These templates may also change or update over time.

       

       

      

       

       

         

      

       

     

     

What development is expected around the Eye Eval 2 forms and interface?

       

GoodX is committed to continuously striving for the most efficient and effective workflows for you and your practice, allowing practitioners more time with their patients and families.

One of the exciting new development aspects on the way is an internal interface designed to allow images and integrated machine information to populate directly within GoodX forms based on your completed setups. This integration will also allow these images to be visible on patient dashboards, reflecting critical information at a glance.

        

         

Where to learn more about Eye Eval 2 & Harmony for Ophthalmologists within GoodX:

         

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Workflows to Optimise the Patient Journey in the Ophthalmic Practice (Version202407) https://courses.goodx.co.za/course/view.php?id=65
• Configuration of GoodX Software to Digitise the Patient Journey in the Ophthalmic Practice (Version 202402) https://courses.goodx.co.za/course/view.php?id=80
• Clinical Information (Paperless and Automated) in Healthcare Practice Management 2026 https://courses.goodx.co.za/enrol/index.php?id=179

      

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

• Eye Eval (Ophthalmology) Clinical Form Demo by Dr Dean vd Westhuizen
• GoodX Web App - Eye Eval 2: History
• GoodX Web App - Eye Eval 2: Panel Buttons
• GoodX Web App - Eye Evaluation 2 Form Overview
• GoodX Web App - Eye Eval 2: Systems Selector
• GoodX Web App - Eye Eval 2: Problem List
• GoodX Web App - How to Print a Letter Event from the Eye Evaluation 2 Form

     

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 Eye Eval 2 & Harmony for Ophthalmologists, you can apply these search terms:     

• Eye Eval 2: Systems Selector
• Eye Eval 2: Panel Buttons
• Eye Eval 2: Problem List
• Eye Eval 2: History
• Eye Eval 2: Eye Vitals
• Eye Eval 2: Assessment, Planning and Billing
• Clinical Integrations

                  

            

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Change Log

Date of Change	Changes	Editor
2026 05 17	Established Page	Chendene Barnard