Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework

Best Practice Guidelines: Healthcare Practice Management

POPIA Compliance Framework

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1. Introduction to GoodX Software

1.3. Configuration of GoodX Software & Onboarding

This chapter is meant to be read by new clients of GoodX who are either starting a new practice or business, or are in the process of moving their practice or business from another software system to GoodX Software. Client onboarding is the process of assisting you as our new client to bring your practice onto our software and ensure that you understand the services available to you.

This chapter will provide information so that:

  1. The practice can implement proper change management strategies so that the onboarding can be successful;
  2. The practice will know which information to provide GoodX during the practice analysis so that GoodX can configure the software to meet the practice or business's custom needs.
Changing from one software system to another has its challenges that can easily be overcome by proper planning and consultation. GoodX will contact the practice prior to installation for a practice analysis, the details of which are discussed below. GoodX will also facilitate an onboarding process so that the practice or business will make a smooth transition to the new software.

Database & Applications

The GoodX software product consists of a database with two different software applications / front-ends (currently with different capabilities), namely:

  1. the Web App; AND
  2. the Desktop App.
Clients can either use the Web App or the Desktop App or they can choose to use a hybrid of both, depending on the roles users fulfil in the practice.


The database can be installed on two types of hosting environments, namely:

  1. local server; or
  2. the GoodX cloud server.
Clients who want to use the Web App must host their database on the GoodX cloud and preferably use the latest Chrome as their Internet browser.

We trust that your practice will make full use of all the functions available in GoodX to reap all the benefits.

Onboarding & Change Management

The prospect of working on a new system can be daunting for personnel who have either never worked on a medical software system or those who are accustomed to working on other software. Often processes within the practice or business are built around the way software functions and these processes need to be re-evaluated and optimised. New practices need to think through the required business processes. The critical business process diagrams read together with this best practice manual can be guides to design the necessary processes.

It is imperative that all personnel are involved and positive about the onboarding process and that the person who performs the role of practice manager takes control as change agent. If personnel are not involved and supportive of the process, the onboarding can fail.

The change agent:

  1. should make sure that all personnel know of the transition to the new software and are positive about the change;
  2. should evaluate and document all processes in the practice so that amendments can be easily designed and communicated to all personnel;
  3. must be the one providing instructions to GoodX about the configuration, process design and support requests. 

Onboarding consists of the following stages:

  1. Docs & Fees: Completing the GoodX Standard Licence Agreement, completing all install documents and paying the install fee.
  2. Collaborate with all personnel to get everyone involved in the change over.
  3. Evaluate and design business processes based on the new software functionality.
  4. Completing a practice analysis with the practice manager to obtain all necessary information to configure the software for the needs of the practice / business.
  5. Installation and configuration of the software.
  6. Personnel receiving training on the new software and continuing their learning via the online Learning Centre.
  7. On-site installation & onboarding by GoodX personnel to:
    1. install RDP's and/or correct internet browsers;
    2. make sure all users have the correct access to the software;
    3. assist the practice manager to either implement new work processes or to make any necessary changes to establish optimal work processes;
    4. assist users to customise the software according to their user preferences;
    5. check that personnel use the software correctly;
    6. help personnel to implement their training knowledge with the use of the software;
    7. to quality ensure the installation and application of the training. 

Onboarding schedule:

A typical onboarding schedule will look like this: (Stock management & Accounting management onboarding will each have their own additional schedules.)

Date Onboarding Stage GoodX Department(s) involved
Before Go Live Date Sign Contract, Install Fee Payment & Completion of Documents Marketing
Before Go Live Date Practice Analysis for custom configuration Onboarding
Before Go Live Date Install & Database Configuration Technical
Before Go Live Date Fundamental Training:
  1. At the GoodX training centre - FREE  (SEE DATES) OR
  2. Virtual webinar training (YouTube) - FREE OR
  3. On site: R1,800.00 pd & travel & accommodation (unless included in the original quotation)
Go Live Date *
On site Installation & Onboarding (Assistance) Onboarding
After Go Live Date  Support by Client Liaison:
* Take note: it is NOT advisable to go live at the beginning of the month as it creates extra pressure on staff.

Software Configuration based on the Practice Analysis

A team member of the training & onboarding team will contact the practice for a practice analysis. The outcome that needs to be achieved is that GoodX will be able to properly configure the software for the needs of the practice and be in a position to properly prepare for the onboarding of the practice with the go live month.

Some of the information that will be required will be:

  1. The layout of the practice
  2. The patient movement through the practice and workflow of the employees
  3. The demographic details of the practice
  4. VAT & Banking details
  5. Who the users are and which roles do they perform in the practice
  6. Key points in the practice
  7. The medical price lists used by the practice
  8. Which medical aid contracts the practice has signed
  9. If demographic patient data needs to be imported
  10. If the practice will be using the accounting management module:
    1. A list of the ledgers from the accountant
    2. Opening balances for the trial balance
    3. Cash book setup (all bank accounts as well as the petty cash account)
    4. List of every entity/practice number’s creditors
    5. Opening balances of the creditors
  11. If the practice will be using the stock management module:
    1. The counting locations that the wants GoodX to configure for the stock (places where the stock is kept);
    2. The stock list divided into counting locations (e.g. code, description, Nappi code, pack size, price and counting location (places where the stock is kept Consultation room – cupboard 1 – drawer 1)
    3. Which stock items should be marked as non-chargeables?
    4. Which stock items should be marked as non-stock items? (Costing but without movement.)
    5. List of every entity/practice number’s creditors
    6. Opening balances of the creditors

Login Details

GoodX provides different types of login details. A practice and users could typically receive the following details:


Web App

GoodX Cloud

Desktop App

Learning Centre

Client Portal 
Unique URL provided to each practice RDP icon on your desktop None
Per user Created on each computer Per user One login per practice
NB Case sensitive!
Email address of User *
Per user Per user Per user NB Case sensitive!
 Chosen by the User

Please take note:

  1. * Only Users added as Contacts to the GoodX Install in the GoodX Management System will be able to register on the Client Portal.
  2. Please make sure that you use the correct Login details for the correct application. Your FCL will assist you if you are unsure.
  3. All access to the software is connected to the user. The access control will be linked to the username.

    ** Beware: Never reveal your password to anybody. The system keeps an audit trail of all changes made in the system. If your user account is used for unauthorised changes, you will be held liable for those changes. If your password is compromised, change the password as soon as possible.