Manage unlimited clinic locations from a single dashboard with KiviCare Pro’s powerful multi-clinic features.
Overview
The Multi-Clinic Management feature allows healthcare groups, franchises, and expanding practices to manage multiple clinic locations efficiently from one centralized dashboard.
Key Benefits:
- Centralized patient database across all locations
- Location-specific scheduling and appointments
- Clinic-wise revenue and performance reports
- Flexible staff assignment across locations
- Unified branding with location-specific details
- Individual clinic settings and configurations
Use Cases
Healthcare Group (3+ Locations)
Scenario: Dental group with 3 clinics across the city
Benefits:
- Manage all clinics from one admin panel
- Transfer patients between locations seamlessly
- Assign dentists to work at multiple clinics
- Compare performance across locations
- Consolidated reporting for all clinics
Expanding Practice
Scenario: Starting with 1 clinic, planning to open 2nd location
Benefits:
- Scale without changing systems
- Test new location performance
- Replicate successful workflows
- Unified patient experience
Franchise Operations
Scenario: Healthcare franchise with 5+ locations
Benefits:
- Standardized operations across franchises
- Individual clinic autonomy with central oversight
- Franchise-wide analytics
- Consistent branding
Setting Up Multiple Clinics
Step 1: Add Your First Additional Clinic
Prerequisites:
- KiviCare Pro activated
- Administrator or Clinic Admin access
Process:
- Navigate to Clinics
- Click Add New Clinic
- Fill in clinic details
Basic Information
Clinic Name: Downtown Medical Center
Short Name: DMC
Email: downtown@yourclinic.com
Phone: +1-555-0123
Address Details
Address Line 1: 123 Main Street
Address Line 2: Suite 400
City: New York
State/Province: NY
Postal Code: 10001
Country: United States
Operational Details
Working Days: Monday - Saturday
Opening Time: 9:00 AM
Closing Time: 6:00 PM
Time Zone: America/New_York
- Click Save Clinic
Result: New clinic created and ready for configuration.
Step 2: Assign Clinic Administrator
Each clinic should have one or more administrators.
- Go to Users or Staff
- Find or create a user
- Edit user profile
- Set User Role: Clinic Administrator
- Assign clinic
- Save
Permissions
- Clinic Admin can manage only their assigned clinic
- Cannot access other clinic data
- Can manage doctors, receptionists, and patients
Step 3: Assign Doctors to Clinic
Doctors can work at one or multiple clinics.
Option A: During Doctor Creation
- Doctors → Add New Doctor
- Enter doctor details
- Assign clinics and schedules
- Save
Option B: Edit Existing Doctor
- Doctors → All Doctors
- Edit doctor
- Modify clinic assignments and schedules
- Save
Example:
Downtown Clinic: Mon, Wed, Fri (9 AM - 5 PM)
Uptown Clinic: Tue, Thu (10 AM - 4 PM)
Step 4: Configure Clinic-Specific Services
- Services → Doctor Services
- Add or edit service
- Configure details
Service Name: General Consultation
Duration: 30 minutes
Clinic: Downtown Clinic
Price: $100
Tax: Applicable tax
- Save
Note: Service pricing can vary per clinic.
Step 5: Set Up Clinic-Specific Schedules
Working Hours and Holidays
- Settings → Holidays
- Select clinic
- Add holidays and exceptions
Doctor Sessions
- Settings → Doctor Session
- Select doctor and clinic
- Configure session timings
- Save
Managing Multiple Clinics Daily
Switching Between Clinics
- Use the Clinic Selector dropdown on dashboard
- Dashboard updates with clinic-specific data
Filtering by Clinic
- Appointments
- Patients
- Bills
- Reports
Cross-Clinic Operations
Transferring Patients
- Patients → All Patients
- Edit patient
- Change primary clinic
- Save
Booking Cross-Clinic Appointments
- Appointments → Add New
- Select patient
- Select doctor
- Select clinic
- Book appointment
Staff Management Across Clinics
Receptionists
- Work at one clinic
- Access limited to assigned clinic
Doctors
- Can work at multiple clinics
- View combined or clinic-specific schedules
Clinic Administrators
- Manage one clinic only
- No cross-clinic access
System Administrators
- Full access to all clinics
- Can generate cross-clinic reports
Multi-Clinic Reporting
Clinic Revenue Reports
Access: Reports → Clinic Revenue
Single Clinic Report
- Revenue
- Appointments
- Services
- Trends
- Payment methods
Multi-Clinic Comparison
- Revenue comparison
- Growth trends
- Performance rankings
Export Options
Doctor Performance Across Clinics
Access: Reports → Doctor Performance
Metrics:
- Appointments
- Revenue
- Clinic-wise breakdown
- No-show rate
Total: 200 appointments, $20,500 revenue
Patient Distribution
Access: Reports → Patient Demographics
- Total patients
- Per clinic distribution
- Retention
- Cross-clinic visits
Advanced Multi-Clinic Features
Clinic-Specific Tax Rates
- Billing → Taxes
- Add tax
Tax Name: GST Downtown
Rate: 18%
Clinic: Downtown Clinic
Clinic-Specific Branding
- Unique logo per clinic
- Clinic address and contact details on invoices
- Shared or individual branding
Inventory Management (Future)
Planned features:
- Inventory tracking per clinic
- Low stock alerts
- Equipment management
Security and Permissions
Data Isolation Rules
- Clinic Admin: own clinic only
- Receptionist: appointments only
- Doctor: assigned clinics
- System Admin: all clinics
Configuring Permissions
- Settings → Permission Settings
- Select role
- Define clinic scope
- Save
Best Practices
Naming Conventions
- Use location-based clinic names
- Avoid numeric labels
Staff Assignment
- Assign doctors realistically
- One clinic per receptionist
- Backup clinic admins recommended
Scheduling
- Avoid cross-clinic conflicts
- Add travel buffers
- Prevent double booking
Reporting
- Weekly clinic reviews
- Monthly revenue analysis
- Quarterly performance evaluation
Troubleshooting
Doctor Not Showing in Clinic
- Verify clinic assignment
- Save doctor profile
- Refresh booking screen
Wrong Clinic on Invoice
- Verify appointment clinic
- Regenerate bill
Cannot See Clinic Data
- Check role
- Verify clinic assignment
- Review permissions
Duplicate Patients
- Merge patient records
- Preserve appointment history
Performance Optimization
Large Clinic Networks (10+)
Hosting
- Minimum: 4GB RAM, 2 CPU
- Recommended: 8GB+ RAM, 4+ CPU
Optimization
- Database indexing
- Object caching
- Annual data archiving
Related Features
- Advanced Billing & Tax System
- Reports & Analytics
- Permission Management
Need Help
Multi-Clinic Setup Assistance
Enterprise Consulting
- Available for 10+ clinic deployments
