How your clinic does things, written down and read.
Procedures written once, linked to each other and found by search. Ask the people who must read them to acknowledge them, give someone a daily checklist, and print the whole handbook as one PDF.
$15 a month plus GST, free for the first 14 days. Cheaper still beside another app.
Handbook · front desk, payments
Version 3
If the patient cannot pay
- Say the amount owing and offer the card terminal first.
- If the card is declined, offer a payment plan from the front desk folder.
- Note the outcome on the account before the patient leaves.
- Follow Taking a payment by phone if they ask to pay later.
Decision: How much is owing?
- Owes less than $200Offer a payment plan
- Owes more, or a plan already missedPriya Desai, practice manager
- Disputes the accountDo not argue it at the desk; take a note for the practitioner
Leads to: Offer a payment plan · Taking a payment by phone. Linked from: Closing the day.
From a senior colleague's head to a page anyone can follow.
Write it down once
Taking a payment by phone, what to do when the steriliser alarms, closing the day. Write each as numbered steps with headings, and it saves as you type until you press Publish.
Link, decide, and show
Point to another procedure, mention the colleague to ask, and add a decision wherever staff meet a situation with more than one answer. Add a photo where words are not enough.
Ask the people who must read it
Everyone in the clinic, or named people. A new starter is asked the day they join, and reminded gently until they have read it.
They acknowledge, and the record keeps the version
Each person presses one button at the end. Their acknowledgement names the version they read, so a later change that alters what staff must do can ask them again, and a typo fix asks nobody.
Everyone in the clinic, and each new starter when they join.
- Jane SmithVersion 3, 7 October 2026
- Dr Amelia ShawVersion 3, 8 October 2026
- Priya DesaiAsked 9 October 2026, from the starter pack
Reminders on day 2, 5 and 9, then weekly. Owners are told a count, never a name.
Then try it yourself, step by step:
Write and publish a procedure
Write down how your clinic does one thing, link it to the procedures around it, and publish it for the team to read.
Read the guideWhat Handbook does
Found by any word in it
Search looks through titles, summaries, tags and every word of every procedure, decisions included, and shows the words that matched under each title.
A map of how procedures connect
Every procedure shows what it leads to and what leads to it. The map draws a procedure with its neighbours, or the whole handbook, and opens any of them with a press.
Pinned at the top
Pin the procedures your clinic most wants seen, and they sit at the top of the list until someone searches.
Every version kept
Publishing freezes a numbered version. The Versions tab keeps each one with who acknowledged it, and an archived procedure keeps its history and can be restored.
A starter pack for new starters
Choose in one place the procedures every new member must read. They are asked the day they join, and the New starters tab shows who still has what to do.
Reminders that stay gentle
A person is reminded on the second, fifth and ninth day, then weekly, up to the number your clinic sets. Then owners and admins are told how many people are behind, never who.
Daily checklists
Opening checks, closing up, a new starter's first fortnight: a list of steps one person ticks off on the days you choose, with a reminder on that location's clock. Owners see how many scheduled days were finished.
Print a procedure, the map, or the whole handbook
Each is a PDF in your clinic's document style, made the moment you ask for it. The whole handbook comes with a contents page, links between its pages, and an index by tag.
Yours to take away
Settings offers every procedure as Markdown, so your handbook is never locked in.
Draft with your own AI
Connect your clinic's Claude or ChatGPT and it can list, search and read your procedures and draft new ones. It never publishes, and never sees who has acknowledged what.
Never an empty app
Every clinic starts with the Handbook guide: nine procedures and a first-week checklist on using Handbook, written as procedures so you can see what one looks like. Keep them, change them or archive them.
Pictures where words are not enough
A photo of where the spare keys are kept, or which switch is the alarm. Pictures live in private storage and are shown only to your clinic.
Privacy-aware by design.
Handbook records something about your staff, so it says exactly what, keeps it only as long as your clinic chooses, and gives you the words to tell them.
What is recorded about staff
- When a person is asked to read a procedure, and the reminders sent to them
- When they acknowledge it: their name, the version they read, and the time
- If they are excused, who excused them and the reason given
- Which days a daily checklist applied, which steps were ticked, and whether each day was finished
- No scores, rankings or time spent reading, and nothing outside the procedures they were asked about
Who sees it, and for how long
- A person sees their own; owners and admins see everyone's; other colleagues and Medervia's staff see none
- Acknowledgements are kept for the period your clinic chooses after a person leaves, then destroyed, with an entry on the destruction register
- Checklist ticks are the person's own and are not audited one by one: one entry records each day when it closes
- Settings offers a one-page staff notice saying all of this in your clinic's name, to add to the handbook as a draft and ask everyone to read
- Cancel the app and every procedure, version and acknowledgement stays readable; only writing new ones stops
Medervia is designed with Australian healthcare privacy expectations in mind, and it is a tool rather than advice. Your practice remains responsible for what it asks of its staff and how it tells them.
Part of your clinic, not a separate system.
Your records stay if you stop
Cancel an app and nothing it produced is lost. Its records stay with your clinic and can still be read. Only adding new ones stops.
The next new starter can answer their own questions.
Write down the one thing everyone asks about, ask the team to read it, and build from there.