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Hemlo Dental

How Hemlo Dental works, screen by screen, Hemlo Pay included.

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First steps

What an owner does on day one. Inside the system, each step ticks itself when it’s done.

  1. Set up your clinicDentists, chairs, and your procedures with their prices.
  2. Add a patientOr bring your patient list from Excel.
  3. Book an appointmentBy chair and dentist, on the schedule.
  4. Record a visitWhat was done, on which teeth, and what was paid.
  5. Connect a wallet for Hemlo PayCustomers pay by QR or by link, straight into your account. Free.
  6. Invite your teamEach person signs in as themselves, with what their role allows.

Getting started

Set up your clinic

Your dentists, your chairs, and the procedures you do with their prices. The schedule and every visit use them.

  1. Open Clinic setup and add each dentist.
  2. Add your chairs.
  3. Check the list of procedures and set your own prices.

Every day

Appointments and the waiting room

Book by chair and dentist. On the day, move each patient along from arrived to in the chair to done.

  1. In Schedule, tap a free time under a chair and choose the patient.
  2. When they arrive, mark them arrived; they join the waiting list.
  3. Drag a card to a chair to call them in.

Good to knowA TV in the waiting room can call patients in by first name, with a soft chime.

The patient file

Everything about one patient: medical history, the tooth chart, images, plans, visits, prescriptions, lab work and payments.

  1. Fill in the medical history on the first visit. Anything risky shows in red everywhere the patient appears.
  2. Mark findings on the chart, tooth by tooth.
  3. Record each visit: what was done, on which teeth, and the price. Take the payment, or let it go on their account.

Lab work

Every case sent to the lab, where it is, and when it’s due back, so nothing is late for the patient’s next visit.

Money and records

The debt book: who owes you

Everyone who owes you, and how much, always up to date. In a gym or a clinic it’s called Accounts.

  1. When a customer will pay later, choose “On account” at the till and pick them, or add them right there.
  2. Open the debt book to see who owes, most first.
  3. When they pay, open their page and take a payment. Their balance updates at once.
  4. Send a polite reminder on WhatsApp with the amount filled in.

Stock and purchases

Record what you buy from suppliers and Hemlo keeps your stock, your costs and what you owe them right.

  1. Open Purchases and add a purchase: the supplier, the items, the quantities and what you paid for each.
  2. Photograph the supplier’s invoice and Hemlo AI can read the lines for you to check.
  3. Stock goes up and costs update. Anything left unpaid shows under what you owe suppliers.

Good to knowItems that are running low are listed on Today.

The cash drawer

Open the drawer with the cash in it, sell all day, then count at closing: Hemlo tells you what should be there and any difference.

  1. Start the day by opening the drawer and entering the cash it starts with.
  2. Cash sales, payments taken and cash paid out are added up for you through the day.
  3. At closing, count the cash and enter it. Hemlo shows the expected amount and the difference.

Good to knowEvery closed day stays in the drawer history. Wallet and card payments are never counted as cash.

Treatment plans and instalments

Build a plan with its steps and price, agree it with the patient, then split the total into instalments by date.

Good to knowAccounts lists every patient who owes, and Reports shows what came in.

Hemlo Pay

Connect FIB, Zain Cash or Qi Card

Each wallet gives your business its own merchant account. You connect it once, and Hemlo checks the details with the wallet before saving them.

  1. Open a merchant account for online payments with the wallet (FIB, Zain Cash or Qi Card). They give you the details to connect.
  2. In Hemlo, open Hemlo Pay and tap Connect beside the wallet.
  3. Try it in Test first if you like: a test payment moves no real money. Then connect the live account.
  4. Enter the details and tap Connect. When the wallet accepts them, it shows as connected and appears at the till.

Good to knowOnly the owner or an admin can connect or disconnect a wallet. The secret is stored sealed; no one can read it back, not even Hemlo’s staff.

Zain Cash takes payments of 1,000 IQD or more.

Where the money goes, and why it’s safe

Hemlo never holds your money. Every payment goes from the customer’s wallet to your own merchant account, under your own contract with the wallet. Hemlo is the software that asks for the payment and watches for the answer.

Good to knowA payment counts as paid only when the wallet itself says so. Hemlo asks the wallet with your account’s details; a message that merely claims a payment is never enough.

Settlement to your bank follows your agreement with the wallet, not Hemlo.

Your team and plan

The shared device and PINs

Make the counter’s tablet or computer the business’s device. Staff unlock it with their own PIN, and each sale is recorded under their name.

  1. On the counter’s device, sign in as the owner or a manager.
  2. In Settings, give the device a name and make it the business’s device.
  3. Each person sets their own PIN in Settings, from their own account.
  4. At the device, staff tap their name and enter their PIN. They see only what their role allows.

Bring in your team

Each person has their own Hemlo account and a role that decides what they can see and do. No shared passwords.

  1. Open Manage business from your account menu.
  2. Invite someone by phone number or email, and choose their role.
  3. They sign in with a code, no password, and land straight in your business.

Your trial and plan

Everything is open during the 14-day free trial. Choose your plan before it ends to carry on without a break. Your records are always kept, whatever happens.

  1. Open Your plan to see the days left and what each plan includes.
  2. Pick the size that fits your business and send the request.
  3. If a payment is late, you get grace days, and after them your records stay open to read.

Language and devices

Hemlo works in Arabic, Kurdish and English, on a phone, a tablet or a computer. Each person picks their own language in Settings.