Settings & Configuration

The Settings section allows you to customize Genkō to match your practice’s needs. This guide covers all configuration options available to administrators.

Accessing Settings

  1. Click Settings in the sidebar
  2. URL: /admin/settings

Settings Structure

Settings are organized into tabs:

Tab Purpose
Account Personal account settings
Clinic Practice feature toggles
Business Organization information
Staff Team permissions
Availability Default scheduling
Insurance Insurance providers
Communications Notification settings
Integrations External connections

Account Settings

Personal account configuration for the logged-in user.

Profile Information

Field Description
First Name Your first name
Last Name Your last name
Email Account email (login)
Phone Contact number

Password Change

  1. Enter current password
  2. Enter new password
  3. Confirm new password
  4. Click Update Password

Password Requirements:

  • Minimum 8 characters
  • Mix of letters and numbers recommended
  • No common passwords

Two-Factor Authentication (Coming Soon)

  • Enable 2FA for enhanced security
  • Authenticator app or SMS options
  • Backup codes provided

Notification Preferences

Control what emails you receive:

Notification Description
Appointment Reminders Email for upcoming appointments
New Messages Alert for patient messages
Daily Summary Daily practice summary
Marketing Updates Genkō product updates

Clinic Settings

Feature toggles and practice-wide settings.

Feature Toggles

Enable or disable features:

Feature Description
Telemedicine Enable video consultations
Patient Portal Allow patient self-service
Online Booking Public appointment booking
SMS Reminders Text message reminders
AI Messaging AI-assisted patient chat

Billing Settings

Setting Description
Default Currency Primary currency (USD, MXN, etc.)
Tax Rate Applicable tax percentage
Invoice Prefix Custom invoice numbering

Appointment Settings

Setting Description
Default Duration Standard appointment length
Buffer Time Minutes between appointments
Booking Window How far ahead patients can book
Cancellation Policy Hours notice required

Business Settings

Organization-level configuration.

Organization Details

Field Description
Organization Name Practice name
Legal Name Registered business name
Tax ID Business tax identification
Phone Main phone number
Email General contact email

Address

Field Description
Street Address Physical address line 1
Suite/Unit Address line 2
City City name
State State/Province
Postal Code ZIP code
Country Country

Branding

Setting Description
Logo Organization logo upload
Primary Color Brand primary color
Timezone Default timezone

Staff Settings

Team management and permissions.

Role-Based Access Control (RBAC)

Configure what each role can do:

Admin Permissions

  • Full access to all features
  • Cannot be modified

Provider Permissions

Permission Default
View all patients ✅
Edit patient records ✅
Manage appointments ✅
Access telemedicine ✅
View analytics ✅
Manage staff ❌

Nurse Permissions

Permission Default
View all patients ✅
Edit basic patient info ✅
View medical records ✅
Edit medical records ❌
Manage appointments ✅
Access telemedicine ✅

Staff Permissions

Permission Default
View basic patient info ✅
Edit patient records ❌
View medical records ❌
Manage appointments ✅
Access telemedicine ❌

Customizing Permissions

  1. Find the role section
  2. Toggle individual permissions on/off
  3. Click Save Changes

Availability Settings

Default scheduling configuration.

Business Hours

Set default operating hours (affects public booking):

Setting Description
Days Open Which days you operate
Start Time Daily opening time
End Time Daily closing time
Timezone Operating timezone

Appointment Types

Configure available appointment types:

Type Duration Color
New Patient 60 min Blue
Follow-Up 30 min Green
Annual Checkup 45 min Purple
Consultation 20 min Orange
Telemedicine 30 min Cyan

Adding Appointment Types

  1. Click Add Type
  2. Enter name and duration
  3. Choose display color
  4. Set availability restrictions
  5. Click Save

Booking Rules

Rule Description
Minimum Notice Hours before appointment can be booked
Maximum Advance Days ahead booking is allowed
Same-Day Booking Allow/disallow same-day
Overlap Prevention Block double-booking

Insurance Settings

Manage accepted insurance providers.

Insurance Provider List

Table of configured insurers:

Column Description
Provider Name Insurance company name
Payer ID Electronic payer ID
Status Active/Inactive
Actions Edit, Delete

Adding Insurance Provider

  1. Click Add Provider
  2. Enter details:
    • Provider Name
    • Payer ID
    • Contact Phone
    • Submission Type (Electronic/Paper)
  3. Click Save

Editing Insurance Provider

  1. Click Edit icon on provider row
  2. Modify fields
  3. Click Save

Deactivating Provider

  1. Toggle Status to Inactive
  2. Provider hidden from new claims
  3. Existing claims preserved

Communication Settings

Configure patient communications.

Email Settings

Setting Description
From Name Sender name on emails
Reply-To Email Where replies go
Email Footer Custom footer text

Reminder Settings

Setting Description
Appointment Reminders Enable/disable
Reminder Timing When to send (24h, 48h, etc.)
SMS Reminders Enable text reminders

Templates (Coming Soon)

Customize message templates:

  • Appointment confirmation
  • Appointment reminder
  • Cancellation notice
  • Follow-up messages

Integrations

Connect external services.

Available Integrations

Integration Status Purpose
Stripe Available Payment processing
Google Calendar Coming Soon Calendar sync
QuickBooks Coming Soon Accounting
Zoom Coming Soon Telemedicine

Stripe Integration

  1. Navigate to Integrations tab
  2. Click Connect Stripe
  3. Authorize with Stripe
  4. Connection appears as Active

API Access (Growth Plan)

For Growth plan subscribers:

  • API key generation
  • Webhook configuration
  • Rate limit information

Saving Settings

Auto-Save

Some settings save automatically:

  • Toggle switches
  • Dropdown selections
  • Individual field updates

Manual Save

Others require explicit save:

  • Complex forms
  • Bulk changes
  • Permission matrices

Look for:

  • “Saved” confirmation toast
  • “Save” button state change
  • Loading spinner during save

Best Practices

Initial Setup

  1. Complete Business Settings first
  2. Configure Insurance Providers
  3. Set up Availability defaults
  4. Customize Appointment Types
  5. Review Staff Permissions

Regular Maintenance

  1. Review permissions quarterly
  2. Update insurance yearly
  3. Verify contact information
  4. Test integrations periodically

Security

  1. Use strong passwords
  2. Enable 2FA when available
  3. Review access logs
  4. Minimize permission grants

Troubleshooting

Settings Not Saving

  • Check internet connection
  • Look for validation errors
  • Scroll down for error messages
  • Try refreshing and re-entering

Permission Changes Not Working

  • User may need to log out and back in
  • Clear browser cache
  • Verify correct role is selected

Integration Connection Failed

  • Check credentials are correct
  • Verify third-party service is available
  • Review error message details
  • Contact support for assistance

Settings by Role

Setting Section Admin Provider Nurse Staff
Account Own Own Own Own
Clinic ✅ ❌ ❌ ❌
Business ✅ ❌ ❌ ❌
Staff ✅ ❌ ❌ ❌
Availability ✅ Own ❌ ❌
Insurance ✅ ❌ ❌ ❌
Communications ✅ ❌ ❌ ❌
Integrations ✅ ❌ ❌ ❌
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