Ox
OxPlugins

FirstTime Setup (Clinic Admin)

Use this section as your initial checklist after installing the plugin.

Set Your Clinic Details

Go to Clinic Booking → Settings → General.

Business information

  • Clinic name (used in emails and UI)
  • Booking email address
  • Phone number
  • Address
  • Website URL

    • Time & location

  • Select your timezone
  • Choose date and time formats (e.g. 24hour vs 12hour clock)
  • Set which day the week starts on (e.g. Monday)

    • Opening hours

  • For each day of the week, decide if you’re open and set default open/close times.
  • These give patients a realistic calendar of when you’re available.

    • Audience label

  • For this plugin, your main entity is “Patient”.
  • You can choose whether menus emphasise “patients” vs “customers” depending on how you prefer to talk about your audience.

    • Define How Bookings Should Work

    Go to Clinic Booking → Settings → Booking Rules.

    Here, you control the rules behind booking:

    Lead and advance time

  • Minimum lead time: how soon before an appointment a patient can still book (e.g. no samehour bookings).
  • Maximum days in advance: how far into the future patients can book (e.g. 90 days).

    • Cancellations & rescheduling

  • How many hours before the booking patients may cancel.
  • Whether patients can reschedule themselves.

    • Login vs guest booking

    Decide if patients must log in (safer, better history) or are allowed to book as guests.

    Core pages

  • Choose which page on your site is the main booking page.
  • Choose a confirmation page that patients see after successful bookings.

    • You’ll set up these pages after you insert the shortcodes or blocks (see Section 7).

    Brand & Design the Booking Experience

    Go to Clinic Booking → Settings → Display.

    Form layout

    Choose between:

  • Classic: more cardbased, vertical steps.
  • Compact: leaner layout (this is the default and enforced in free).

    • Colors

    Set:

  • Primary and accent colors
  • Text, background, and border colors

    • These control the look and feel of the booking form and dashboard.

    Branding options

  • Upload your clinic logo.
  • Control if you show service images, duration, and price on the form.

    • Calendar appearance

  • Choose default calendar view and how time slots should be displayed.

    • Custom CSS

  • Add any extra styling snippets your designer provides.

    • Configure Payments

    Go to Clinic Booking → Settings → Payments.

    You can mix and match different payment options.

    Currency

  • Choose your currency (e.g. USD, GBP, EUR).
  • Set the symbol and whether it appears before or after amounts.

    • Pay at location / Insurance

  • Enable “Pay at location” for clinics that collect money in person.
  • Enable insurance billing and add custom instructions (e.g. “Bring your insurance card; we will bill your insurer”).

    • Stripe (credit/debit cards)

  • Enable Stripe, choose test or live mode.
  • Enter publishable and secret keys for each mode.
  • Use the built-in “Test Stripe connection” button to verify your credentials

    • PayPal

  • Enable PayPal (sandbox for testing, live for production)
  • Enter client ID and secret for each mode
  • Use “Test PayPal connection”

    • Klarna

  • Enable Klarna and set region (e.g. US/EU).
  • Decide whether to offer:

    • Pay Now (full immediate payment)

    Slice It (instalments) with a minimum booking amount.

  • Use “Test Klarna connection”

    • Deposits

  • Turn on deposits if you want patients to pay only part of the amount up front.
  • Choose:

    • Required (booking is only confirmed with a deposit), or

    Optional (patient can pay a deposit or the full amount)

  • Decide whether the deposit is a percentage or a fixed amount
  • Limit deposits to all services, selected services, or selected categories

    • Tax

  • Optionally turn on tax.
  • Set the tax rate and whether the prices you show are tax inclusive or exclusive.

    • Set Up Core Clinic Data

    Service Categories

  • Go to Clinic Booking → Services.
  • Create logical categories, such as:

    • General Consultation

    Lab Tests

    Vaccinations

    Procedures

    These help patients filter and quickly find the right service.

    Services (Appointments You Offer)

    Each service corresponds to a type of appointment (e.g. “Initial Consultation – 20 mins”).

    For each service, you define:

    Basics

  • Name and category
  • Whether it’s a consultation, examination, lab test, vaccination, follow-up, or procedure.

    • Duration & capacity

  • How long does it take?
  • How many patients can be booked in one slot (usually 1)?

    • Price

  • Base price, and whether the price is per visit or per hour.

    • Advanced pricing rules

    Optional rules like:

  • Weekend surcharge
  • Holiday surcharge
  • Early booking discount
  • Package deals

    • Providers (Staff)

  • Go to Clinic Booking → Providers.
  • Add each doctor, nurse, or technician as a provider.
  • For each provider:

    • 1.Set their name, email, and phone.

    2.Assign which services they can perform.

    3.Optionally add internal notes.

    This allows patients (if you enable the option) to choose a specific provider, or you can let the system auto-assign.

    Availability (Schedules)

  • Go to Clinic Booking → Availability.
  • Define:

    • 1.When each provider is available (e.g. Dr. Smith: Mon–Wed, 9–17).

    2.Exceptions like days off, holidays or special extended hours.

    The plugin uses these rules to generate time slots for the booking form.

    Patients

    Go to Clinic Booking → Patients.

    Each patient record can store:

  • Name and date of birth
  • Gender and blood type
  • Allergies, medical conditions, current medications
  • Insurance details
  • Emergency contact
  • Internal notes and full medical history

    • Patients can be created:

    By staff from the back office, or

    Automatically , when someone books online and fills in patient details.

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