Secretary Experience
The backbone of clinic operations. As a secretary, you keep the practice running smoothly—managing appointments, communicating with patients on behalf of doctors, and ensuring no detail falls through the cracks. Your efficiency makes excellence possible.
The Heart of Clinic Operations
Behind every successful medical practice, there's an organized, efficient secretary keeping everything on track. You're the first point of contact for patients, the scheduler who keeps doctors on time, and the problem-solver who handles the unexpected with grace.
Shakhsne gives you powerful tools to manage your responsibilities digitally. No more juggling phone calls, paper calendars, and sticky notes. Everything you need is in one dashboard—appointments, patient communications, doctor schedules, and more. Work smarter, not harder.
Getting Started as a Secretary
How you join a clinic and begin your role
The Invitation Process
Unlike patients who can sign up on their own, secretaries are invited by clinic owners or administrators. This invitation-based system ensures that only authorized staff have access to sensitive patient information and clinic operations.
Receive Invitation
The clinic owner sends an invitation to your email address with a secure link
Verify Link
Click the invitation link to verify your identity and the clinic's legitimacy
Create Account
Set up your profile with your name, photo, and preferences
Start Working
Access your dashboard and begin managing clinic operations
Invitation links expire after 7 days for security. If your link has expired, ask the clinic administrator to send a new one. You'll only have access to the specific clinic that invited you.
Appointment Management
Keep the schedule running smoothly
Your Scheduling Command Center
The appointment calendar is your primary workspace. You see all appointments for all doctors in the clinic, giving you complete visibility into the practice's schedule. From here, you can manage bookings, handle reschedules, and ensure optimal patient flow.
What You Can See
- • All doctor schedules in one view
- • Patient appointment details
- • Appointment status (pending, confirmed, etc.)
- • Available time slots per doctor
- • No-show history for patients
- • Previous appointment notes
What You Can Do
- • Confirm pending appointments
- • Reschedule appointments for patients
- • Cancel appointments when necessary
- • Block time slots for doctor breaks
- • Mark patients as arrived or no-show
- • Add notes for doctors before visits
Managing the Day's Flow
A typical clinic day requires constant attention. Patients arrive early, late, or not at all. Emergencies squeeze into the schedule. Your job is to keep everything balanced so doctors can focus on patient care while patients experience minimal waiting.
- ✓Review today's schedule
- ✓Confirm pending appointments
- ✓Prepare patient files
- ✓Brief doctors on special cases
- ✓Check in arriving patients
- ✓Handle reschedule requests
- ✓Manage walk-ins
- ✓Respond to urgent messages
- ✓Update appointment statuses
- ✓Send next-day reminders
- ✓Report no-shows
- ✓Prepare tomorrow's queue
Patient Communication
Connect with patients on behalf of doctors
Chat on Behalf of Doctors
Doctors don't have time to answer every patient message personally. When enabled, you can read and respond to patient messages on the doctor's behalf. This keeps communication flowing without interrupting the doctor's clinical work.
Patients are always informed when they're speaking with the secretary instead of the doctor directly—messages are clearly labeled. This transparency builds trust while maintaining efficiency.
Permission Required
Each doctor controls whether you can access their patient chats. This setting (allowSecretaryChat) can be enabled or disabled per doctor.
Types of Messages You Handle
Know Your Boundaries
As a secretary, you're a vital communication bridge—but there are limits to what you should handle. Medical advice, diagnoses, and treatment recommendations should always come from the doctor. When in doubt, escalate to the healthcare provider.
- • Scheduling and rescheduling
- • Clinic policies and hours
- • Payment and billing questions
- • Document and record requests
- • Medical symptoms or concerns
- • Medication dosage questions
- • Test result interpretations
- • Treatment advice
Patient Record Access
View medical history to better assist patients
Informed Assistance
To effectively help patients and doctors, you need context. With proper permissions, you can view patient records including appointment history, basic medical information, and notes from previous visits.
This access helps you answer patient questions, prepare files for upcoming appointments, and provide doctors with relevant background before consultations. You won't need to transfer calls or ask patients to repeat information unnecessarily.
Patient records are confidential. Only access information needed for your work, never share details outside the clinic, and always follow healthcare privacy regulations.
What You Can Access
Your Permissions
Understanding what you can and cannot do
Your access is carefully configured by the clinic administrator. Here are the standard permissions available to secretary accounts:
canManageAppointmentsManage Appointments
View, confirm, reschedule, and cancel appointments for all clinic doctors. Block time slots and manage the daily schedule.
canChatOnBehalfChat on Behalf
Read and respond to patient messages when the doctor has enabled secretary chat access. Messages are labeled accordingly.
canViewRecordsView Records
Access patient appointment history, basic medical info, and notes necessary to assist patients and prepare for visits.
Your Daily Dashboard
Everything you need at a glance
Your dashboard provides a real-time snapshot of clinic operations. Key metrics and quick actions help you stay on top of the day without digging through menus.
The glue that holds clinics together. With Shakhsne, secretaries have the tools they need to keep operations running like clockwork.
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