Clinic Onboarding & Approval

Overview

When a new clinic registers on SehaFile, their application enters the onboarding queue for manual review by platform administrators. This process ensures that only legitimate medical facilities with valid licenses operate on the platform. As a platform admin with the clinics.onboard permission, you can review submitted documents, approve clinics to begin their trial period, reject incomplete applications, or request additional documentation.

Accessing the Onboarding Queue

1. Navigate to Clinics > Onboarding Queue from the sidebar menu. The badge on the menu item shows the current count of pending applications.
2. Review the queue table — Each row displays: clinic name (Arabic), registration date, city/governorate, contact person, and current status (pending, documents_requested, or under_review).
3. Sort and filter — Use the column headers to sort by date or city. Use the status filter dropdown to show only specific states.

Reviewing a Clinic Application

1. Click on a clinic row to open the onboarding detail panel. This shows the full application including:
   • Clinic name (Arabic and English)
   • Address and governorate
   • Medical license number and issuing authority
   • Tax registration number
   • Owner/admin contact details
   • Uploaded documents (license scan, tax card, commercial registry)
2. View uploaded documents — Click on each document thumbnail to open it in the document viewer. Verify that the license is valid, not expired, and matches the clinic name provided.
3. Check the onboarding funnel — Navigate to Analytics > Onboarding Funnel to see conversion rates at each stage (registered, documents uploaded, under review, approved).

Approving a Clinic

1. Open the clinic detail from the onboarding queue.
2. Click "Approve" (the green button at the top-right of the detail panel).
3. Add optional notes — You can include internal notes that will be logged in the audit trail (e.g., "License verified with Ministry of Health portal").
4. Confirm approval — The clinic status changes to "active" with a 14-day trial period. The clinic admin receives an email and SMS notification that their account is ready.

Rejecting a Clinic

1. Open the clinic detail from the queue.
2. Click "Reject" (the red button).
3. Provide a rejection reason — This is mandatory. Common reasons include: expired license, unreadable documents, non-medical facility, or duplicate registration.
4. Confirm rejection — The clinic receives a notification with the reason. They may re-apply after addressing the issue.

Requesting Additional Documents

1. Click "Request Documents" in the clinic detail panel.
2. Select document types needed — Choose from the checklist: Medical License, Tax Card, Commercial Registry, Syndicate Membership, Building Safety Certificate, or type a custom document name.
3. Submit request — The clinic receives a notification listing the required documents. Their status changes to "documents_requested" and they have 7 days to respond.

FAQ

Can I approve a clinic without all documents?

Technically yes, but it is not recommended. The approval action does not enforce document completeness — it relies on your manual verification. Always ensure at minimum the medical license is present and valid.

What happens after approval?

The clinic enters a 14-day free trial on the Starter plan. They can set up their staff, configure schedules, and begin registering patients immediately.

Can a rejected clinic re-apply?

Yes. The clinic admin can submit a new registration after addressing the rejection reason. The new application appears as a fresh entry in the queue.