How Clinic Staff Use the System
Patient Management
As a Doctor
I want To quickly register new patients
So that We can start their treatment journey
New couple walks in for consultation
Dr. Sharma opens admin portal
Clicks "Patients" → "Create New Patient"
Fills in wife information: - Name: Priya Sharma, Age: 32 - Email: priya.sharma@email.com - Phone: +91-9876543210 - Medical history: PCOS, 1 previous miscarriage
Fills in husband information: - Name: Rahul Sharma, Age: 35 - Occupation: Software Engineer
Enters couple details: - Duration trying to conceive: 2 years - Previous IVF attempts: 0 - Referred by: Dr. Kumar
Clicks "Save & Generate Portal Access"
System auto-generates: - Patient ID: PAT-2024-1246 - Portal password: Welcome@123
Credentials sent to patient via SMS
Patient card printed with QR code
Outcome:
Patient registered in under 3 minutes with instant portal access
As a Doctor
I want To see complete patient history before appointment
So that I can provide informed consultation
Dr. Sharma has 10 AM appointment with Priya
Opens admin portal at 9:55 AM
Searches for "Priya Sharma" or PAT-2024-1246
Patient profile opens showing: - Basic info and couple details - Current active cycle: IVF #1, Day 8 - Latest parameters: FSH 6.8, AMH 2.4, E2 850 - Recent documents: Hormone panel (2 days ago) - Previous appointments: 3 consultations - Medications: Gonal-F, Cetrotide - Latest scan: Day 8 - 7 follicles total
Dr. Sharma clicks on "Latest Scan Results"
Sees follicle measurements and endometrial thickness
Reviews trend: Good response to stimulation
Makes note: "Ready for trigger in 2-3 days"
Outcome:
Dr. Sharma enters consultation room fully prepared
Treatment Cycles
As a Nurse
I want To create and track IVF cycles
So that Patients receive proper medication and monitoring
Patient Priya comes for Day 2 baseline scan
Scan confirms ovaries are ready to start
Nurse Reema opens patient profile
Clicks "Treatment Cycles" → "Create New Cycle"
Selects: - Cycle Type: IVF - Protocol: Long Protocol - Start Date: Today (Day 2) - Doctor: Dr. Sarah Sharma
Adds medication protocol: - Gonal-F 150 IU, SC injection, Daily 9 PM, Days 2-10 - Cetrotide 0.25mg, SC injection, Daily 9 AM, Days 5-10 - Trigger: hCG 5000 IU, IM injection, Single dose, Day 11
Clicks "Create Cycle"
System assigns Cycle ID: CYC-2024-0789
Cycle appears on patient portal immediately
Patient can now see medication schedule on their phone
Outcome:
Cycle created and patient knows exactly what to do
As a Nurse
I want To record ultrasound findings quickly
So that Doctor can track stimulation progress
Sonographer completes Day 8 ultrasound for Priya
Nurse Reema opens Priya's active cycle
Clicks "Follicle Monitoring" → "Add Record"
Date: Today (Day 8)
Right Ovary - adds follicles: - 12mm, 11mm, 10mm, 9mm (4 follicles)
Left Ovary - adds follicles: - 13mm, 11mm, 10mm (3 follicles)
Endometrium: 9.2mm, Triple line pattern
Adds hormone levels: - E2: 850 pg/mL - LH: 3.2 mIU/mL
Doctor's notes: "Good response, continue same dose. Next scan Day 10"
Clicks "Save Record"
Data visible to patient on portal within seconds
System estimates retrieval date: Day 12-13
Outcome:
Scan data recorded and instantly shared with patient
Embryology
As a Embryologist
I want To assess embryo quality objectively
So that We can select the best embryos for transfer
Priya had egg retrieval 5 days ago
Today is Day 5 - blastocyst assessment
Amit examines 4 embryos under microscope
Opens admin portal → Patient profile → Embryology
Clicks "Add Record" → "Day 5 Development"
Enters manual grades for each embryo: - Embryo 1: 4AA (Expanded blastocyst, Grade A ICM, Grade A TE) - Embryo 2: 4AB (Expanded blastocyst, Grade A ICM, Grade B TE) - Embryo 3: 3BB (Expanding blastocyst, Grade B ICM, Grade B TE) - Embryo 4: 2BC (Early blastocyst, Grade B ICM, Grade C TE)
Clicks "AI Score All Embryos"
AI analyzes embryos (10 seconds)
AI scores appear: - Embryo 1: 95/100 - Excellent - "Top choice for transfer" - Embryo 2: 88/100 - Very Good - "Transfer or freeze" - Embryo 3: 72/100 - Good - "Freeze for future use" - Embryo 4: 58/100 - Fair - "Observe further"
Amit reviews AI recommendations
Decides: Transfer Embryo 1, Freeze Embryos 2 & 3
Adds notes and saves
Patient sees update on portal: "4 Day-5 embryos, 1 for transfer"
Outcome:
AI helped identify best embryo, increasing success chances
Appointments & Billing
As a Receptionist
I want To see today's appointment schedule
So that I can manage patient check-ins efficiently
Meera arrives at clinic at 8:30 AM
Logs into admin portal
Dashboard shows "Today's Appointments: 28"
Clicks on "Appointments" → "Today"
Sees list of all appointments with status: - 9:00 AM - Priya Sharma - Ultrasound - Pending ✓ - 9:30 AM - Sarah Khan - Consultation - Pending ✓ - 10:00 AM - Maria D'Souza - Follow-up - Confirmed ✓ - ...
First patient Priya arrives at 8:55 AM
Meera clicks on her appointment
Marks status as "In Progress"
Patient directed to ultrasound room
After scan, marks status as "Completed"
Next patient auto-highlighted for check-in
Outcome:
Smooth patient flow with real-time status tracking
As a Receptionist
I want To quickly generate bills and record payments
So that Patients can pay and leave without delays
Patient Lisa completed consultation
Doctor prescribed IVF cycle
Meera opens Billing → "Create Invoice"
Selects patient: Lisa Johnson
Adds invoice items: - IVF Procedure: ₹1,20,000 - Medications (estimated): ₹25,000 - Lab Tests: ₹5,000 - Total: ₹1,50,000
Applies 10% advance discount: -₹15,000
Final amount: ₹1,35,000
Generates invoice → Prints copy for patient
Lisa wants to pay online
Meera clicks "Generate Payment Link"
Link sent to Lisa's phone via SMS
Lisa pays online using UPI
Payment notification appears on Meera's screen
Invoice status auto-updates to "Paid"
Receipt auto-generated
Meera prints receipt for Lisa
Outcome:
Complete billing transaction in under 5 minutes
Reports & Analytics
As a Clinic Manager
I want To see clinic performance metrics
So that I can make informed business decisions
Month-end: Rajesh needs monthly report
Logs into admin portal
Clicks "Reports" → "Monthly Summary"
Selects month: May 2026
Dashboard shows: - New patients: 45 (↑ 12% vs last month) - Total appointments: 380 - Active cycles: 42 (IVF: 28, IUI: 14) - Completed cycles: 18 - Success rate: 61% (11 pregnant out of 18) - Revenue: ₹42,50,000 (↑ 15% vs last month) - Outstanding invoices: ₹8,20,000
Clicks "Cycle Outcomes" chart
Sees breakdown: - Pregnant: 11 (61%) - Negative: 5 (28%) - Ongoing: 2 (11%)
Downloads detailed Excel report
Shares report with clinic owner
Outcome:
Complete clinic analytics available in seconds
These user stories show real-world usage. Your clinic can benefit from these features too!