Getting started with Med

This walkthrough takes a clinic from nothing to a working Med setup: a practice, your facility details, your own identity for paperwork, colleagues with logins, and a first patient. Allow about twenty minutes. Nothing here touches a patient yet, so it is safe to do before your first clinic day on Med.

Before you start

You need an account on med.klusai.com with Med access. There are two ways to get one:

• You were invited. A colleague who already administers the practice sent you an invitation email. Open the link, set a password if you are new, and supply your physician identifier (see Step 4 for what the invitee is asked). You can then skip to Step 3 — the practice already exists.
• You are the first person from your clinic. Sign up at med.klusai.com and ask KlusAI to enable Med for your account. You will know it is enabled when, after signing in, the left-hand navigation of the Hub shows a Patients section.

Med opens in Romanian. To follow along in English, switch language from your profile menu.

Step 1 — create your practice

Everything in Med belongs to an organization: your practice or clinic. Patients, recordings and documents are created inside it, and colleagues see them only because they are members of it.

If you are setting up a single-physician practice — in Romania, a cabinet medical individual, abbreviated CMI — you can create it yourself. Open:

https://med.klusai.com/hub/med/onboarding/create-cmi/

The screen is titled Create your practice and explains: “Set up a personal medical practice (CMI). You will become the clinic administrator and can invite colleagues later.” Fill in:

Field	Notes
Practice name	Required. What your practice is called; it appears on generated paperwork.
Practice type	Private clinic or Dental practice. “Decides which forms your practice is offered. You can change it later in settings.”
CUIM	Your physician identification code (cod unic de identificare a medicului).
Alternate identifier	Use this if you have no CUIM.
Alternate identifier kind	CLP or Resident ID, to say which kind of number you entered.

You must supply either a CUIM or an alternate identifier — Med refuses the form with “A CUIM or alternate identifier is required.” if both are empty. The code you enter is stored on your personal physician profile, not on the practice, so it follows you if you later work at more than one clinic. Each CUIM can belong to only one account; if it is already taken, Med tells you rather than silently reusing it.

Press Create practice. Med confirms “Your practice … is ready.”, makes you its clinic administrator, switches you into it, and drops you on the Patients list.

Larger clinics and hospitals

The self-service screen above creates a single-physician practice. If you are a multi-physician clinic or a hospital, ask KlusAI to create the organization for you — the rest of this page then applies unchanged.

Step 2 — tell Med what kind of facility you are

Open the settings with the gear icon in the Hub header and choose Medical facility (clinic administrators only). This screen decides which paperwork set your clinic gets and pre-fills the facility header on every generated document, so it is worth doing before your first consent session.

The page says as much: “Choose whether this organization operates as a clinic or a hospital. The choice decides which forms apply at each stage of a visit (admission, discharge, refusal) and prefills the facility header on generated paperwork.”

• Facility name is shown read-only — it is the organization name, and it is what prints as the facility on every form. To change it, change the organization’s name.
• Short name is the name without the facility type (for example Sf. Maria for Clinica Sf. Maria), used by forms that write the type themselves so it is not printed twice. Left empty, Med derives it.
• Facility type is the load-bearing choice: Private clinic, Hospital, Dental practice or Psychiatric hospital. In Med’s words, it “Decides which forms this facility can produce and which specialty set it works from. A hospital cannot draw up clinic paperwork, and a dental practice is not offered the psychiatry forms.” If you never set it, Med treats you as a clinic and offers the general-medicine forms.
• Facility address, Section / ward and Facility specialty are optional and only pre-fill text on documents. The specialty is used when the signing physician’s own profile has none.
• Shared patient roster decides who sees your patients: “Every doctor in this clinic sees all of the clinic’s patients. Off, each doctor sees only their own. Editing a patient stays with the doctor who entered them and the clinic admin either way.” It is off unless you turn it on.
• Legal identity — legal name, registered office, trade register number, fiscal code, sanitary authorization number and date — is filled into the contracts and regulations your clinic downloads (see Clinic forms and documents). Leave blank what you do not know; the template keeps its own blank there.

Press Save; Med confirms “Facility profile saved.”

Step 3 — put your own details on the paperwork

Clinic paperwork names the staff member who completed it, and some forms print their personal identity details. Med keeps those on your own profile so you enter them once.

The screen is called My clinic identity. Open it from the settings (gear icon in the Hub header), or open any patient, choose Patient details, and use Edit my clinic identity. It exists so that your name, CNP and ID details pre-fill the reception and staff fields on clinic forms. Fill in:

• Full legal name — used when your account name is not enough for a form.
• Role on forms — Physician, Reception, Nurse, Medical assistant or Other. This decides which placeholders Med pre-fills for you: reception staff and physicians sign different lines on the same document. Med guesses Physician if your account has a physician profile, otherwise Reception.
• CNP, ID document series and ID document number — required, because the handover and refusal reports print them.
• Address — filled in where your clinic’s forms require it.

Ask each colleague to do this for themselves once they have a login.

Step 4 — invite your colleagues

Go to Clinic admin → Doctors and press Invite doctor. You enter:

• their email address,
• their role:
  • Med Physician — patients, appointments, consent sessions;
  • Med Assistant — the physician’s screens, acting on the clinic’s patients where your clinic shares its patient roster;
  • Med Scheduler — every doctor’s calendar and bookings, with no access to patient records or consents;
  • Med Clinic Admin — physician access plus clinic administration and the clinic-wide view of consents;
• optionally their CUIM, to pre-fill it on the invitation.

Press Send invitation. Med emails them an invitation link. If the email cannot be delivered, Med shows you a new link once, to send yourself — it is not stored anywhere you can read it again. Invitations expire after seven days. When the invitee opens the link they see Join your clinic, confirm their CUIM (or an alternate identifier and its kind — CLP or Resident ID), and set a password if they do not already have an account. On acceptance they are placed in your practice and land on the Patients list.

The Doctors list then shows each member of the clinic’s staff with their role and CUIM, plus any Pending invitations, each with Resend and Cancel invitation. Changing someone’s role or removing them is done in the organization’s own Members administration, not on this screen.

Caution

Invitations are per person, not per clinic role — do not share one link between colleagues. If a link has expired, resend or issue a new invitation.

Step 5 — add your first patient

Open Patients → Patients and press New Patient. The form asks for the identity details consent paperwork prints: last and first name, date of birth, CNP, ID document and address. See Patients for the full set of fields, including how to record a legal representative for a minor or a patient who cannot sign for themselves.

You do not have to pre-create patients: the consent session can create one on the spot from the name, date of birth and CNP you type in. Adding them here is useful when you are preparing a list for tomorrow.

Step 6 — book an appointment

Open Patients → Appointments and press New Appointment: pick the patient, give the appointment a title and a date and time. Appointments are how the day’s list is organised, and they are what ties a consent session, its documents and its paperwork together into one visit. See Appointments.

Step 7 — optional, but worth doing early

Two things make consent documents noticeably better, and both are one-off work you can grow over time:

• Check your procedure catalogue. Clinic admin → Procedures decides which consent forms a visit is offered and which approved wording its annex prints. You can add procedures one at a time or many at once.
• Approve your consent wording per pathology. Med can complete anything the conversation left unsaid from your clinic’s own reviewed text, when you choose to. Without approved content, those gaps are yours to type. See Approved consent content.

You are set up

Some pages carry a Help button in the header that opens a guided tour of the page; the sidebar lists every tour your role can open.

You now have a practice, colleagues, and a patient. The next thing to do is a consent session: read Running a consent session for the steps at the chair side, and How the consent engine works if you would rather understand the whole mechanism first.