KlinikOS New Clinic User Guide

For clinic owners, administrators, finance teams and staff
Edition: 21 October 2026
App: https://klinikosjhr.app/app/
Scope: The current KlinikOS interface on the repository’s main branch. Menus depend on your role, assigned branch and subscribed modules.

Start here

KlinikOS brings staff records, daily operations, claims, payroll, locums, billing and finance into one clinic workspace. A new clinic should first confirm its organization and branch settings, register its staff, set the right access roles, and then start the daily workflows. This guide follows the labels shown in the app. Keep this guide with your onboarding materials and use the chapter links below when a user needs one particular task.

Important distinction: A Purchase Order requests goods or an internal transfer. A Supplier Bill records an amount owed. Pay records an actual payment against that bill. Bank matching is a separate reconciliation step. Do not mark a bill paid before the money has actually been sent.

Who does what

Person	Typical work in this guide
Clinic owner or Master Admin	Organization setup, access, branch selection, staff registration and oversight.
CEO Branch or authorized administrator	Manage permitted staff and branch operations within assigned scope.
Finance or authorized payer	Supplier registry, bills, payments, bank matching and reports.
Staff member	Sign in, install the phone app, review notifications, attendance, leave, claims and payslips where enabled.

The exact permissions are set by the organization and module subscription. If a menu or button is missing, ask the clinic administrator to review your access rather than using another person’s account.

1. First day checklist for a new clinic

Open https://klinikosjhr.app/app/ and sign in with the account provided to your clinic. If your clinic has not been activated, complete the trial or onboarding process with the KlinikOS owner first.
Check the organization name and Active Branch at the top of the app. Select the clinic branch you intend to work on before entering branch records.
Under Settings, review Organization, Branches, and the settings for the modules you will use. Add accurate branch details and the correct staff work setup before daily data entry.
Register one test staff member in Staff Registry and confirm that the person can set a password and sign in to the correct clinic. Then register the rest of the team.
Ask each staff member to add KlinikOS to their phone Home Screen and test sign in. Enable notifications from the installed app if your clinic uses them.
Finance: register suppliers and company bank accounts before the first supplier payment. Configure payroll profiles before the first payroll run.
Run one supervised example of each workflow you intend to use: daily closing, claim, Purchase Order, supplier bill, and payment. Check the branch and amount on each record.

Training tip: Use test or clearly marked sample records only if your organization has a safe training environment. The live app may write to real clinic data.

Open the app URL in a current browser. Enter your assigned username or email and password. Complete the authenticator step if your account requires it.
Check the organization and Active Branch in the header. A Master Admin viewing all branches may need to choose one branch before creating a branch-specific record, including a Purchase Order or Daily Closing.
Open the menu group for your task. The main groups are Operations, Staff Registry, Claims, Payroll, Locums & Payments, Finance & Accounts, Customer Billing, e-Invoice, Management, and Settings. Your account may show fewer groups.
When changing a filter, month or branch, wait for the page to finish loading before saving. Verify the resulting list reflects your intended scope.
Sign out when finished on a shared device. Never share a staff login or one-time password link.

If a page seems empty

Check the selected branch, month, status filters and your role. Some workspaces require a specific branch instead of All Branches. Use the page’s Refresh control if available. If a save failed or the app reports that the cloud service is unavailable, do not submit the same payment twice; first inspect the record list and ask your administrator to check its status.

3. Register a new staff member

Who: Master Admin, or CEO Branch within its assigned clinic scope. The exact button is permission controlled.

Select the correct Active Branch in the header. Open Staff Registry → Staff Registry.
Choose Register Staff + Access. The form may be titled Register Staff + Login.
Enter a unique Staff ID and Full Name. Complete Department, Role / Position, Employment Type, Cost Centre where used, Branch / Company, and Approving Manager. Set Status to Active for a current employee.
Choose Claim Role for the person’s eligible claim policy. Choose System Access Role for the menus and actions the person may use. A job title is descriptive; it does not grant system permissions.
Review the proposed Username. The system can derive it from Staff ID, but confirm it belongs to this person. A staff profile must be linked to only one login. Use your clinic’s secure password or invitation process; do not distribute a shared password.
Choose Create Staff + Login. Wait for the save result. Search by Staff ID or name to verify that only one record was created and that its branch and role are right.
Use the access management action on the staff card to send or resume the password setup invitation where available. The staff member opens their own email, sets the password and signs in. Check Access Ready, Missing Login, or the individual access status in Staff Registry.
If the invitation does not arrive, check the address in the staff profile and spam/junk folder. Resend through the app’s access action. Do not create a duplicate staff profile merely to retry the email.

Before payroll: Open Payroll → 1. Payroll Setup and finish the salary, bank and statutory profile for staff who will be paid through KlinikOS. Registration alone does not complete payroll setup.

Before attendance: Confirm the branch, shift or fixed schedule, attendance mode and any relevant location rules. Incorrect schedule or geofence settings can block clock actions.

Change or deactivate a staff member

Search in Staff Registry, open the existing person, and use the relevant edit or access action. Review the effects on assigned branch, payroll and login before saving. Use Status → Inactive or the authorized deactivation action when employment ends; preserve historical claims, attendance and payslips. The Hide inactive staff checkbox filters the list without deleting anyone.

4. Add KlinikOS to an iPhone or iPad

On the phone, open Safari and visit https://klinikosjhr.app/app/. Make sure the normal app page loads.
Tap Safari’s Share button. On some layouts, tap the page menu and then Share.
Scroll to Add to Home Screen. If available, leave Open as Web App enabled. Tap Add.
Open the new KlinikOsJhr icon from the Home Screen. Sign in with your own staff account.
To receive push alerts, open Notifications in KlinikOS and tap Enable Notifications, then allow the iPhone permission prompt. The app must first be opened from its Home Screen icon for iPhone web push setup.

If Add to Home Screen is missing, Safari allows it under Edit Actions at the bottom of the Share sheet. iOS menu wording can vary. The app also has an Install KlinikOS on Phone guide in its Notifications area.

5. Add KlinikOS to an Android phone

Open Chrome on the Android phone and visit https://klinikosjhr.app/app/.
If Chrome shows an install prompt, choose Install. Otherwise tap the three-dot menu and look for Install app or Add to Home screen / Install and create shortcut. Follow the confirmation shown on that phone.
Open the new KlinikOS icon and sign in with your own account.
Open Notifications inside KlinikOS and choose Enable Notifications if your clinic uses push alerts. Allow notification permission in Chrome or Android settings if prompted.

Installing a Home Screen icon does not create an account and does not give access to a clinic. Staff still need their own login and the correct organization membership. The phone needs a connection for cloud-backed actions.

6. Daily work for staff

Attendance and roster

Open Operations → Attendance & Roster to view schedules and, if your clinic subscribes to attendance, clock in or out using the assigned staff account. Allow location permission when attendance requires branch geolocation. Check the date, branch and recorded action. If the phone says you are outside the allowed area despite being at the clinic, ask an administrator to verify the branch coordinates and radius; do not substitute another staff account. Supervisors can review missing clock actions and overtime through the attendance workflow.

Leave

Open Operations → Leave Management. Choose My Leave or the staff view, select the leave type and dates, complete the reason and required evidence, then submit. A manager reviews the request. Medical leave can require supporting evidence. Check the status before assuming leave is approved.

Claims

Open Claims → Claim Tickets, then New Claim Ticket. Choose the correct expense category and claim month, enter the expense details and amount, attach the receipt if required, and submit. Claim Role determines eligible categories; System Access Role determines app access. Review the ticket status. Only approved claims enter the relevant payment flow; a submitted ticket is not a payment confirmation.

Notifications

Tap the bell to open Notifications, review unread items and mark them read. On mobile the bell is in the compact header. If push alerts are not arriving, open the installed app’s Notifications page and check the device setup; notification permission may also be blocked in phone settings. In-app notifications and device push delivery are separate states.

7. Daily Closing for a clinic branch

Select the correct Active Branch. Open Operations → Daily Closing.
Use New Daily Closing or Edit Today. Record the actual date and branch figures for patients, collections, payment types and any additional fields your clinic uses. Review any card breakdown or reconciliation warning.
Save the draft or submit using the available action. An authorized manager reviews and closes it according to the clinic’s workflow.
Use Overview, Daily Records, and Cash & Petty Cash to inspect the result. Select the month to view history.

Daily Closing is branch specific. A Master Admin in All Branches must select one branch for this task. Keep supporting till, card and cash records so month-end figures can be checked.

8. Create a Purchase Order

Path: Finance & Accounts → Payments & Payables → Purchase Orders. Select a specific Active Branch first. Buttons depend on finance permissions.

External supplier order

In the Suppliers tab, choose Register Supplier if the supplier is new. Record the legal supplier name, contact, payment terms and bank details as applicable; verify before first payment.
Return to Purchase Orders and tap New Purchase Order.
Confirm the Buying Branch. Choose Supplier Type → External Supplier, then select the registered supplier.
Enter an optional purpose, add each item with description, quantity and agreed unit cost, and review Estimated PO Total.
Save as Draft if more review is needed, or submit the request using the form’s submit action. Open the PO row or PO Slip to check details.
When the items arrive, the buying branch uses Confirm Received. Record the supplier’s actual invoice separately as a Supplier Bill before paying.

Internal branch order

Select the buying branch as Active Branch and choose New Purchase Order → Supplier Type → Internal Branch.
Select a different Supplying Branch, enter items and transfer prices, and submit the request.
A user with the right access switches to the supplying branch and selects Confirm & Issue for the requested PO.
The buying branch then selects Confirm Received when goods arrive. Review the completed PO and any linked internal invoice shown by the app.

The buying and supplying branch cannot be the same. If a branch or action is missing, check the selected Active Branch and your permissions. Do not treat an internal transfer as an external supplier payment.

9. Create a Supplier Bill and record payment

Path: Finance & Accounts → Payments & Payables. The workspace has Dashboard, Purchase Orders, Supplier Bills, Suppliers, Staff Reimbursements and Recurring Payments tabs.

Supplier Bill

Register the supplier under Suppliers if needed.
Open Supplier Bills and choose Add Bill.
Set Branch, Category, Registered Supplier, Invoice No., Invoice Date, Amount (RM), Payment Terms, and Due Date. Add PO No., delivery order number and description if relevant.
Compare the bill to the actual supplier invoice and any PO. Choose Save Bill. Search or filter the list if the row is not immediately visible.
Review Outstanding, Ready for Payment, and the due-date queues on the Dashboard. Check for possible duplicate invoice warnings before saving another copy.

Record actual payment

After the money has been sent, find the unpaid bill in Supplier Bills and tap Pay.
In Record Supplier Payment, verify supplier, invoice and amount. Enter Payment Date, Payment Method, Paid From / Bank Account, and Payment / Transaction Reference. Add a payment note if useful.
The payer needs a preset signature under My Profile before confirming. Select Confirm Payment & Generate Receipt only after checking the transaction evidence.
Open the generated Receipt and review its reference and amount. The app’s payment receipt is payment advice; retain the supplier’s invoice and any official tax receipt separately.
Open Finance & Accounts → Cash & Bank to match the bank transaction. A paid bill can become Reconciled after bank matching; recording a payment and matching the bank are separate actions.

Example: A RM450 medical supply order is requested by PO. When goods arrive, register supplier invoice INV-104 for RM450 as a bill. After the bank transfer is made, record its transaction reference against that bill. Finally match the bank statement transaction. Do not create a second bill for the same invoice simply because the PO exists.

10. Customer Billing and receipts

Under Customer Billing, set up Items & Services and Customer Profiles first. Use Quotations to prepare an offer, Invoices for the amount due, and Receipts when money is received. Check the customer, branch, dates, items and totals before issuing or recording payment. Customer receipts concern incoming money; Supplier Bill payments in section 9 concern outgoing money. If e-Invoice is enabled, use e-Invoice Centre to review the relevant document status and connector readiness.

11. Payroll and payslips

The payroll menu shows a guided order: Overview → 1. Payroll Setup → 2. Monthly Payroll → 3. Payments & Statutory → 4. Payslips → 5. Annual Compliance.

In Payroll Setup, complete each employee’s salary, bank and statutory profile. Confirm that staff who should be excluded are correctly marked; do not infer inclusion from Staff Registry alone.
Choose the payroll month and branch in Monthly Payroll. Review attendance, leave, approved claims and overtime according to the modules your clinic uses. For a clinic without Attendance, use the authorized manual OT amount workflow if enabled.
Check the payroll summary and each employee’s figures before submission and approval. The app may offer a mid-month OT calculation; review the date window and previously paid items before proceeding.
Use Payments & Statutory for salary and statutory payment records. Issue and inspect Payslips only after the run reaches the appropriate state.
Keep the issued payslip history. Correct exceptions through the authorized workflow instead of editing a paid slip outside the app.

The Payroll Overview displays readiness, action items, cash requirement and the next step for the selected month. Payroll actions may be restricted by role and by month-end controls.

12. Locums and payments

Under Locums & Payments, use Locum Directory for identities, Rates & Incentives for agreed terms, Sessions & Approval for dated work, and Payment Runs to settle approved sessions. The typical sequence is register locum → agree rate → create session → complete and verify the correct session → approve → prepare and pay the run. Check locum name, branch, date, hours and agreed price on the selected session; never verify a long list without identifying the intended row. Use Overview to see pending approvals and unsettled payments.

13. Finance, reports and closing

Finance Overview summarizes finances and action items. Receivables & Collections tracks money owed to the clinic; Payments & Payables tracks supplier money owed by the clinic. Expenses, Inventory & COGS, and Fixed Assets serve their respective accounting records. Cash & Bank holds bank statements and matching. Month-End Close and Financial Reports should be reviewed after source records are complete.

Select the correct month and branch in each workspace. Incomplete fee, bank or source records may result in an incomplete report rather than a zero amount. Ask the finance lead to reconcile exceptions before closing a period.

14. Settings and administrator handover

Before inviting a whole clinic, an authorized administrator should verify:

Organization and Branches: legal identity, branch details and the selected Active Branch.
Organization Access: memberships and roles for users who are not ordinary staff.
Shift & Roster: schedule defaults, shift patterns and branch work rules.
Accounting & Closing: financial settings and closing workflow appropriate for the clinic.
Email & Notifications: recipient and notification setup, followed by a real delivery test.
Preset Signatures / My Profile: each person who processes signed payment advice creates their own signature.
Subscriptions: the clinic has the modules and seats it intends to use. A hidden menu can reflect entitlement rather than an error.

Record who will administer access and who will approve finance and payroll. Never give a staff member a broader role solely to make one button appear.

15. Common problems and safe checks

Symptom	What to check first
Staff cannot log in	Correct organization, username, access status, invitation email and password setup link. Resend through the existing profile; avoid duplicates.
Staff appears in the wrong clinic	Check branch and organization assignment on the existing profile. Escalate before creating another login.
Menu or button is missing	Role, assigned branch, module subscription and current record status.
iPhone push will not enable	Open the app from the Home Screen icon, then allow Notifications for the installed app in iPhone settings.
Android install option differs	Check Chrome’s menu for Install app or Add to Home screen; labels vary by Chrome version and site eligibility.
Clock in/out says outside branch	Phone location permission, correct Active Branch, clinic coordinates and geofence radius.
PO Internal Branch option is empty	Select a specific buying branch; ensure another permitted branch exists and the branch directory has loaded.
A Supplier Bill cannot be paid	Check the bill status, payer permission, branch, transaction details and payer’s preset signature.
Paid bill not reconciled	Record the actual payment first, then review the bank statement match in Cash & Bank.
A page repeatedly fails to load	Note the page name, selected branch, time and visible error. Ask an administrator to check service status; avoid repeated payment submissions.

16. Quick reference for new users

New staff: Active Branch → Staff Registry → Register Staff + Access → verify role and branch → save → send password setup → test staff sign in.

iPhone: Safari → KlinikOS URL → Share → Add to Home Screen → open icon → sign in → enable notifications.

Android: Chrome → KlinikOS URL → menu → Install app / Add to Home screen → open icon → sign in.

Purchase Order: Active Branch → Payments & Payables → Purchase Orders → New Purchase Order → supplier type and items → submit → issue/receive as appropriate.

Supplier payment: Suppliers → Supplier Bills → Add Bill → verify invoice → Pay after actual transfer → receipt → Cash & Bank match.

First week practice checklist

Day 1: Confirm your organization, Active Branch and administrator accounts. Register a staff profile and test that person’s own login.
Day 2: Install the phone app on an iPhone and an Android device used by the clinic. Check the bell and notification permissions.
Day 3: Enter a supervised Daily Closing, claim and leave request. Make sure the correct manager can review them.
Day 4: Register one supplier, prepare a Purchase Order and compare the PO Slip with the request. Record a Supplier Bill only when its actual invoice is available.
Day 5: Review payment authorization, payer signature, bank matching, payroll readiness and reporting access with the people who will own those tasks.

When requesting support, provide the page name, branch, date and time, account role, action attempted and the exact error text. Remove patient details, passwords and payment credentials from screenshots before sharing.

Maintenance and source note

This manual was written from the current KlinikOS frontend interface and code on the main branch as reviewed on 21 October 2026. It is a user guide, not a substitute for your clinic’s financial authorization or HR policy. The interface can change after a release. When a label differs, use the current app’s workflow and ask your administrator before making an irreversible financial entry.

The iPhone Home Screen steps were checked against Apple Support, Turn a website into an app in Safari on iPhone (https://support.apple.com/en-lamr/guide/iphone/iphea86e5236/ios). Android installation wording was checked against Google Chrome Help, Use web apps (https://support.google.com/chrome/answer/9658361?co=GENIE.Platform%3DAndroid&hl=en-0).