Feature Focus - South Africa

  

      

 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 “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