Setting up MediLink at your clinic

MediLink runs on one computer at the clinic, usually the one at reception. Every other screen connects to it over the clinic's Wi-Fi, so that computer needs to stay on during opening hours.

What you need

• One computer with Windows 10 or 11, macOS 12 or newer, or Ubuntu 22.04 or newer. 4 GB of memory and 1 GB of free space is enough.
• Clinic Wi-Fi that the kiosk tablet, the doctor's computer and the TV can all join.
• Optional: a tablet for the kiosk, a TV or spare monitor for the waiting room, and your DuitNow QR image from your bank's merchant portal.
• A list of your staff with the email address each person will sign in with.

The internet only matters for cloud backup. The clinic runs normally without it.

Once your trial is approved, HarNova emails you a download link. Pick the file for the reception computer: MediLink-Windows-x64.zip for Windows 10 or 11, MediLink-macOS-AppleSilicon.zip for a Mac with an M1 chip or later, MediLink-macOS-Intel.zip for an older Intel Mac, or MediLink-Linux-x64.tar.gz for Ubuntu. Then follow the steps for your system.

The MediLink window

When MediLink starts, a small window opens with the clinic's addresses, and your browser opens by itself. Keep this window open while the clinic is working. Closing it stops MediLink for every screen.

The first time MediLink opens, the browser shows a two-screen setup.

1. Clinic details. Enter the clinic's name, address and phone number. These appear on receipts, medicine labels and MCs.
2. Administrator account. Enter your name, the email you'll sign in with and a password of at least 8 characters. This account can add staff and change settings, so keep the password safe.

Signed in as the administrator, open Clinic and staff from the top bar. Add each person with their name, sign-in email, a temporary password and their role.

• Doctor uses the consultation screen. Add their specialty if you like.
• Reception runs the queue, bookings and payments.
• Pharmacy dispenses paid prescriptions and manages stock.

Give each person their own sign-in rather than sharing one. When someone leaves, you can switch off their access without touching anyone else's.

Open Clinic settings. Everything you set here appears on the kiosk, the waiting-room screen, receipts, MCs and the patient app. Press Save settings when you're done.

On each device, connect to the clinic Wi-Fi, open a web browser and type the Other devices address from the MediLink window, with the ending below. Then bookmark it, or add it to the home screen on a tablet.

If a device can't open the address, check it's on the same Wi-Fi as the reception computer, and that MediLink was allowed through the firewall in step 2.

Cloud backup keeps a copy of your records off-site. It's optional, but we recommend it: if the reception computer is lost or breaks, your records are still safe. The clinic keeps working offline either way.

1. Open Clinic settings and scroll to Cloud backup. It shows Not connected and your Clinic ID.
2. Press Copy and send the Clinic ID to hello@harnova.my.
3. HarNova replies with your cloud key, a long code that starts with mlk1.
4. Paste the key into the Cloud key box and press Connect to cloud.
5. MediLink checks the key and restarts itself once. The page reloads after a few seconds and shows Connected. Your existing records start uploading straight away.

What the status means

• Connected, Everything uploaded: the cloud copy matches the clinic.
• Connected, cloud unreachable right now: the internet is down. Keep working; changes upload by themselves when it's back.
• Not connected: records are kept on this computer only.

Treat the cloud key like a password. Anyone with it can upload to your clinic's backup. If it leaks, ask HarNova for a new one; the old key stops working.

1. OpeningTurn on the reception computer and open MediLink. Open the kiosk and the waiting-room screen if they were closed.
2. ArrivalPatients check in at the kiosk, or reception adds them. Each gets a queue number and a triage colour.
3. ConsultThe doctor opens the next patient, writes the record and prescription, and prints an MC if needed.
4. PaymentThe patient pays by DuitNow QR or at the counter. Reception confirms the payment.
5. PharmacyThe paid prescription appears at the pharmacy. Check it, hand it over, press Dispense.
6. ClosingReception checks the day's cash report. Leave MediLink running until everyone has finished, then close its window.

Keep your own backup too

Once a week, copy MediLink's data folder to an external drive. Copy the whole folder, including keys.json: without it, the identity card numbers stored in the records can't be read.

If something isn't working

The kiosk or TV says it can't reach the site.

Check the MediLink window is still open on the reception computer, the device is on the same Wi-Fi, and the address matches the Other devices line exactly.

The address changed after a restart.

Routers sometimes give the computer a new address. Read the new one from the MediLink window and update the bookmarks. Asking your router to always give the reception computer the same address stops this.

Windows or the Mac won't open MediLink.

Follow the warning steps in step 2. They are needed once per computer.

Connect to cloud says the key isn't valid.

Copy the whole key, starting from mlk1., with no spaces at either end. A key only works for the Clinic ID it was issued for.

Anything else.

Email hello@harnova.my with your Clinic ID and a photo of the screen. During the trial we'll help you directly.