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Workflows define the step-by-step journey an appointment follows in your clinic — from the moment a patient arrives at reception through consultation, diagnostics, and billing. By modeling your clinic’s actual patient flow, Prvaha lets every staff member know exactly where a patient is in the process and what needs to happen next.

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Accessing Workflows

Navigate to Dashboard → Preferences → Workflows from the main sidebar. Only users with the Admin role can create, edit, or delete workflows.

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Creating a Workflow

1

Open the Workflows section

Navigate to Dashboard → Preferences → Workflows and click New Workflow.
2

Name the workflow

Enter a descriptive name for the workflow. Use names that reflect the consultation type or patient journey, for example:
  • General OPD
  • Lab Visit
  • Specialist Consult
  • Follow-Up
  • Dental Consultation
3

Add steps

Click Add Step to define each stage of the patient journey. Give each step a clear name (e.g., Reception, Vitals, Doctor, Pharmacy). Steps are executed in the order they are added.
4

Configure step actions (optional)

For each step, configure available actions staff can take — for example, allowing a step to be skipped, approved, or marked complete. See Workflow Step Actions below for details.
5

Save the workflow

Click Save. The workflow is now available to assign to appointments.
Create specialty-specific workflows for specialized practices — for example, a Pediatrics workflow with a dedicated Growth Assessment step, or a Dental workflow with a Pre-Op X-Ray step. Tailored workflows reduce confusion and improve patient throughput.

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Setting a Default Workflow

Mark one workflow as the default so it is automatically applied to every new appointment without requiring manual selection. To set a default:
1

Open the Workflows list

Navigate to Dashboard → Preferences → Workflows.
2

Select the workflow

Click on the workflow you want to set as default.
3

Mark as default

Toggle the Set as Default option and save. The default indicator will appear next to the workflow name in the list.
Only one workflow can be the default at a time. Setting a new default automatically removes the designation from the previous one.

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Editing Workflows

1

Select the workflow to edit

Navigate to Dashboard → Preferences → Workflows and click on the workflow name.
2

Make your changes

Update step names, reorder steps, add new steps, or remove existing ones.
3

Save

Click Save to apply the changes.
Edits to a workflow apply to future appointments only. Appointments that are already in progress retain the workflow configuration that was active at the time they were created.

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Workflow Step Types

Each step in a workflow represents a station or department the patient moves through. Common step types and their purposes are:
StepPurpose
ReceptionPatient check-in, registration verification, and appointment confirmation
VitalsRecord blood pressure, temperature, weight, and other baseline measurements
DoctorMain consultation with the assigned physician
LabLab test ordering, sample collection, and result entry
PharmacyDispensing prescribed medications
BillingPayment collection and invoice generation
You are not limited to these — create any step that reflects your clinic’s actual process.

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Workflow Step Actions

Each step supports a set of configurable actions that staff can perform when processing a patient at that stage:
ActionDescription
completeMark the step as done and move the patient to the next step
skipBypass this step for the current appointment
approveApprove the output of this step (e.g., approve lab results)
rejectReject and flag for review
undoRevert the step to its previous state
Configure which actions are available per step based on your clinic’s operational policies.

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Deleting Workflows

You can only delete workflows that have no active appointments currently associated with them. Workflows linked to in-progress or pending appointments are protected from deletion to preserve data integrity. To delete a workflow:
1

Ensure no active appointments use the workflow

Resolve or complete all appointments assigned to the workflow before attempting deletion.
2

Open the workflow

Navigate to Dashboard → Preferences → Workflows and click the workflow you want to delete.
3

Delete

Click Delete Workflow and confirm the action in the dialog. This action is permanent.
Deleting a workflow is irreversible. If you may need it again in the future, consider archiving it instead by renaming it with an [Archived] prefix and removing it from active use, rather than deleting it permanently.