Set up the clinic. Teach Menaela. Run the day-to-day work.
From onboarding and clinic configuration to forms, patient conversations, staff Chat, AI Scribe and autonomy controls — this is how Menaela actually works.
Getting started
Set the basics, let Menaela learn what it can, then review before going live.
Introduction to Menaela
Menaela is an AI-first practice management system. The assistant is an interface to clinic operations, not a separate chatbot sitting next to the system.
Open documentation →Quick start
Set language and regional basics first, then let Menaela help build the clinic context. Review the structured data before connecting live patient channels.
Open documentation →Language, timezone & currency
These three settings influence almost everything that follows, so set them at the beginning of onboarding rather than fixing them after the clinic is configured.
Open documentation →Onboarding from your website
Menaela can use a public clinic website to reduce manual setup. The website is evidence, not authority: you review what was found and fix anything that should not become clinic data.
Open documentation →How Menaela works
Menaela reasons about a request, but it does not become the clinic database. Facts and actions still come from structured context and explicit product tools.
Open documentation →Complete onboarding checklist
Use this checklist after the onboarding conversation and before you consider the clinic configuration ready for day-to-day use.
Open documentation →Clinic setup
The structured clinic data Menaela relies on when it answers and acts.
Clinic profile
The clinic profile is structured operational context. Keep it accurate because staff and patient-facing workflows may use these values directly.
Open documentation →Users and roles
A user is someone who can access Menaela. A provider is someone who delivers a clinical service. The same person can be both, but the concepts should remain separate.
Open documentation →Providers
Provider data connects people to services and availability. Keep it operational: what the provider does, where they work and how they can be booked.
Open documentation →Services
Service configuration turns vague patient language into something the scheduling system can actually search and book.
Open documentation →Pricing
If a price is known and structured, Menaela can use it. If the final price depends on payer, provider, treatment complexity or another missing fact, the conversation should reflect that uncertainty.
Open documentation →Insurance & payers
Menaela can use clearly configured payer facts. It should not turn incomplete payer context into coverage promises or medical-administrative decisions.
Open documentation →Lead sources
Lead sources bring new enquiries into one queue with source context. Connect only the sources you actually use and review how each source identifies people and forms.
Open documentation →WhatsApp connection
WhatsApp can be connected without giving autonomous AI access to every incoming conversation. Clinics can enable all inbound conversations or restrict autonomy to known patients only — which makes it practical to use an existing personal or mixed-use WhatsApp number safely.
Open documentation →Forms & questionnaires
Build reusable patient documents, attach requirements to visits and services, send secure packets and keep completed results on the patient record.
Forms & questionnaires overview
Forms and questionnaires are first-class patient documents. Clinics build reusable templates, publish stable versions, attach requirements to visits or services, and send one secure packet for completion.
Open documentation →Create and publish digital forms
Digital forms combine reusable rich content with structured placeholders and a patient signature. Once a version is published, completed documents remain tied to that exact version.
Open documentation →Create patient questionnaires
Questionnaires collect structured patient answers that remain usable as data rather than disappearing into free-text documents.
Open documentation →Requirements, packets and patient links
Requirements connect templates to the clinical workflow. When an appointment matches, Menaela can prepare the needed instances and group them into one patient packet.
Open documentation →Patient forms, signatures and questionnaire responses
Completed patient documents stay with the patient. Signed forms are preserved as PDFs; questionnaires retain structured answers and a readable completed representation.
Open documentation →Everyday work
Use the regular practice screens, Chat and Voice together to complete day-to-day clinic work.
Schedule
The schedule remains the authoritative view of appointments and availability. Menaela can help you search and act on it through conversation.
Open documentation →Appointments
Appointments combine the booking itself with patient, provider, service and note context. Use the appointment panel for direct control or ask Menaela to help.
Open documentation →Patient communications
A patient conversation is continuous operational context. New incoming messages can be handled automatically, while staff can review, intervene or take over at any time.
Open documentation →Leads
Leads collect acquisition enquiries with their source context. Where the channel allows it, Menaela can move from a new lead into a contextual WhatsApp conversation automatically.
Open documentation →Patients
Patient context connects operational work that would otherwise live in separate screens. Menaela can retrieve or update supported patient information within user permissions.
Open documentation →Chat with Menaela
Chat is a working interface to the clinic system. Ask for the outcome you need; Menaela retrieves context, clarifies ambiguity and uses permitted tools to complete the task.
Open documentation →Voice with Menaela
Voice is not a separate assistant. It is another interface to the same clinic context, permissions and supported workflows used by Chat.
Open documentation →Teach Menaela
Save clinic-specific instructions for patient replies, staff communication and AI Scribe output.
Menaela instructions
Teaching Menaela means saving explicit clinic instructions. Ordinary conversation is not automatically turned into a permanent rule.
Open documentation →Patient conversation instructions
Use patient-conversation instructions for communication behavior, not for facts that belong in clinic configuration.
Open documentation →Staff communication instructions
Staff instructions are useful for preferred presentation, prioritization and wording in the internal assistant.
Open documentation →AI Scribe instructions
Scribe instructions shape presentation. They must never supply clinical facts that were not supported by the consultation.
Open documentation →AI Scribe
Record a consultation, review the transcript and turn it into an editable draft medical note.
AI Scribe overview
AI Scribe is appointment-based: record the consultation, process it, review the transcript and draft, then let the clinician decide what becomes part of the medical record.
Open documentation →Recording & transcription
Recording is uploaded during the consultation; transcription begins after completion and exposes visible processing status rather than pretending the note is instant.
Open documentation →Generating medical notes
The draft combines encounter evidence with the clinic’s presentation rules. Instructions can shape the format, but they do not get to add clinical facts.
Open documentation →Reviewing & signing draft notes
Clinicians review and own the final note. Menaela can prepare and edit drafts, but a signed note is protected from silent regeneration or overwrite.
Open documentation →Safety & control
Understand autonomy, human takeover, permissions, escalation and the boundaries around clinical work.
Safety & safeguards
Menaela is designed to act inside explicit clinic data, permissions and workflow boundaries. When those are not enough, it should clarify or involve staff.
Open documentation →Autonomy, escalation & human handoff
Autonomy, escalation and human takeover solve different problems. Pausing automation globally is not the same as asking staff to review one conversation.
Open documentation →How conversation context works
Menaela does not treat each message as an isolated prompt. It reloads the context needed to continue the workflow while keeping clinic facts and safety boundaries authoritative.
Open documentation →Supported answers vs escalation
The dividing line is not whether Menaela can generate plausible text. It is whether the clinic has enough authoritative context and the workflow allows the answer.
Open documentation →Permissions & action boundaries
Menaela acts through the current user’s permissions. Conversation is not a shortcut around access control.
Open documentation →Communication autonomy and channel controls
Autonomy is not one all-or-nothing switch. Clinics can keep the master control on while enabling only the external sources they actually want Menaela to handle.
Open documentation →