Admin tools

Virtual Clinic provides a set of administrative tools for managing your clinic's data and monitoring activity. The tools are restricted to Admin-role accounts, and each one is a separate platform feature — a tool appears in the sidebar's admin section only when its feature is enabled for your clinic.

Clinic settings

The Clinic page (under Management) is where an admin configures the clinic itself:

  • Profile — your clinic's name and contact details (phone, address, city, and so on). The name is what patients see and what appears across your workspace.
  • Branding — an accent color and a logo. The accent color brands your clinic's public site (the pages patients see before signing in); it does not change each user's personal dashboard theme. The logo replaces the default mark in the sidebar. Both are optional — leave them unset to use the product defaults.
  • Visibility — whether your clinic is listed in the public marketplace directory, or reachable only by direct link.
  • Patient intake — whether patients can self-register on your clinic's site, and whether new self-registrations must be approved by an admin before they can log in.
  • Policies — Chart access: switch between open charts (every doctor sees every patient) and relationship-based access (each doctor sees only their own patients), described under Chart access. Turning strict access on prompts for confirmation, since it immediately changes what your doctors can see. When strict access is on, you can also set how long a break-the-glass grant lasts.

CSV import & export

The CSV import/export page lets you bulk-manage user accounts without registering them one at a time.

Import: Upload a CSV file containing user account data. The platform creates one account per row. Each imported account receives a randomly generated temporary password — passwords are never set from the CSV file itself, so there is no risk of a weak or shared password in your import data.

Export: Click the export button to download users.csv, which contains all user accounts in your clinic. Use this to keep an offline copy of your user list or to prepare a modified file for re-import.

Backup

The Backup page serializes all clinic data to JSON files stored on the server. Click Trigger Data Backup to start the process. The files are written server-side — there is no browser download. Password hashes are never included in the backup output.

Use the backup when you want a point-in-time copy of your clinic's data — for example before a significant change or at a regular interval you define with the platform team.

Statistics

The Statistics page shows aggregate activity totals for a date range you choose with the start-date and end-date filters. The metrics displayed are:

  • Total logins
  • Total logouts
  • Total appointments
  • Total medical tests
  • Total registered users
  • Total actions (all tracked events in the selected range)

Use this page to get a quick picture of how actively your clinic is being used over any period.

Activity log

The Activity Log shows a timestamped table of every recorded action performed in your clinic. Each row includes:

  • Timestamp — when the action occurred
  • User — the name of the account that performed the action
  • Action type — the category of action
  • Description — a short description of what happened

The log is in chronological order and is read-only. It is accessible to Admin-role accounts only. Use it to audit unusual activity or to trace the history of a specific change.

Break-the-glass log

The Break-glass Log appears in the admin section when your workspace uses relationship-based chart access — that is, the independent-doctors portal or a clinic with the Strict chart access feature enabled. It lists every time a doctor used break-the-glass to open a chart they had no treatment relationship with.

Each row shows:

  • Doctor — who requested emergency access
  • Patient — whose chart was opened
  • Reason — the justification the doctor recorded
  • Granted and Expires — when access was taken and when it lapses
  • Status — whether the grant is still active or has expired

Review this report regularly. Break-the-glass is intentionally easy to use in an emergency, so the safeguard is this after-the-fact visibility: each use is attributable and carries a reason you can follow up on.

Admin tools — Virtual Clinic Docs