Products / CareDesk
The front desk, finally on one screen.
CareDesk is the clinic CRM and patient communication platform — patients, calls, appointments, follow-ups and reminders in one place, on the desk and on your phone.
Opens the live CareDesk sandbox at clinic.decyb.com — sample data only, no real patient records.
The problem
Reception remembers callbacks in their head. Until they don't.
“We call a patient, and then we forget to call them back.”
“We double-booked the 4 o’clock again.”
“Half our no-shows would have turned up if someone had reminded them.”
“Where is Mr. Sharma’s file? Who spoke to him last, and what did they say?”
“Everyone uses the same computer and the same login.”
CareDesk turns all of it into one screen: find any patient in under two seconds, log the call in fifteen, book the slot without ever double-booking, and let the system send the reminder itself.
What's inside
Six modules, in the order of the working day.
Patient records
Every call, appointment and follow-up on one timeline.
- Instant search by name or phone — the record is up while you’re still on the call.
- Duplicate detection as you type, without blocking families who share a number.
- Phone numbers normalised once, everywhere — web, mobile and search agree.
- Deletion is admin-only, reversible, and never destroys the underlying record.
Call logging
A patient record that can’t be quietly rewritten.
- Quick-log drawer with a keyboard shortcut, straight from the patient record.
- Log calls from unknown numbers before a patient record exists.
- Structured outcomes — answered, no answer, booked, rescheduled, wrong number — so they can be counted.
- Notes lock after 24 hours; corrections are recorded as visible amendments, never overwrites.
Appointments
You cannot double-book. Not "you shouldn’t" — you can’t.
- Day and week calendar with provider filtering.
- The slot is locked at the database during booking, so collisions are impossible.
- Availability computed from real opening hours, minus what’s booked. Past slots are never offered.
- A strict lifecycle — Scheduled, Confirmed, Completed, No-show, Cancelled — with illegal moves refused.
- Rescheduling keeps the thread and replaces the reminder automatically.
Follow-ups
Nothing gets forgotten, because everything has a name and a due time on it.
- Every follow-up has a named owner and a due time.
- The queue groups itself: Overdue, Today, This week, Later — on the clinic’s clock.
- Closing a follow-up requires a note; ownership is enforced.
Patient messaging
Reminders that send themselves — and stop the moment a patient says stop.
- Automatic appointment reminders, scheduled the moment a booking is made.
- A reschedule cancels the old reminder and schedules exactly one replacement.
- Quiet hours: a message due at 23:44 is held until the morning.
- Approved templates only — reception never types free text into the clinic’s sender identity.
- STOP opts a patient out instantly, including reminders already queued.
- SMS today, WhatsApp-ready once the clinic’s WhatsApp Business account is approved.
Dashboard
The first screen of the day, and it never lies to fill a space.
- Appointments today · Follow-ups pending · Calls logged · No-show rate (7 days).
- Today’s schedule with live status pills and the most urgent follow-ups.
- An unmeasured no-show rate shows as "—", never as a comforting 0%.
- "Today" means the clinic’s today — correct across midnight and across timezones.
Built for patient data
Built for patient data from the first line of code — not secured afterwards.
We searched our own logs from roughly 100,000 requests for phone patterns, patient names and dates of birth. There weren't any.
Patient data never leaves the boundary
Names, phone numbers, dates of birth and notes never appear in a log file, a web address, an error message, or an analytics payload.
Nothing identifiable in a URL
Records are addressed by a random 21-character identifier — nobody can enumerate patient records by counting upwards.
Named accounts and enforced roles
Admin and Receptionist roles enforced on the server, not hidden in the interface. Every session is visible and revocable.
A tamper-proof audit trail
Who did what, to which record, when — append-only. It records that notes changed, never what they changed to.
Modern credential protection
argon2id hashing, lockout on repeated failures, a 30-minute idle timeout, and stolen-session detection that revokes the whole session family.
Encrypted, isolated, accessible
Sensitive free-text encrypted at rest, TLS throughout, one clinic per deployment — and zero accessibility violations across every main screen.
Measured, not claimed
Fast enough that reception never waits.
671 ms
to find any patient, measured in a real browser
421 ms
to log a call — no page reload
7 ms
dashboard load, one database round trip
238 req/s
under a 50-user load test, zero errors
847
automated tests passing
76
live security checks
Plus two guarantees enforced by the database rather than by a warning message: no double-booking, and no message sent twice.
Your clinic, your colours
Your branding in an afternoon — not a redevelopment.
Colours, fonts, corner radii, shadows and logo all live in a single theme file that web and mobile both read, so both re-skin together. Colour contrast is checked automatically — a brand colour that would be hard to read gets corrected in the theme, not worked around. Dark mode is included and follows the staff member's device.
Questions clinics ask.
Does it work on a phone?
Yes — an iOS and Android app for the schedule, patient search, call logging and follow-ups, plus the web app on any modern browser. Today’s schedule stays available offline and says clearly when it’s cached.
Do patients need an app?
No. Patients receive plain SMS — and WhatsApp once the clinic’s WhatsApp Business account is approved. There is nothing for them to install.
Can staff see everything?
No. Receptionists do the daily work; admins manage staff, settings and anything destructive. Every action is recorded in the audit trail.
Can we use our own branding?
Yes. Colours, fonts and logo live in a single theme file that web and mobile both read, so both re-skin together — a configuration change, not a redevelopment.
Where is our data?
In the clinic’s own database, on the clinic’s own deployment. One clinic per deployment — no shared tenancy.
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