> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sigmahmis.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Clinic Workspace Setup and Configuration in Sigma HMIS

> Set up your Sigma Health HMIS clinic workspace — including clinic details, locations, and operational preferences — before inviting your team.

Your workspace is the foundation of your Sigma HMIS setup. Clinic details, locations, and preferences here flow through to every invoice, claim, and payment record your team creates. Take a few minutes to complete this configuration before you invite staff or begin processing visits — it saves you from correcting records later.

## Clinic Details

Your clinic details are printed on every document Sigma generates, including patient invoices and insurance claim submissions. Keeping these accurate protects your claims from rejection on administrative grounds.

Configure the following fields in **Settings → Clinic Details**:

* **Clinic name** — Appears exactly as entered on all invoices and submitted claims. Use your official registered name.
* **Physical address and contact number** — Required for claim submissions and patient-facing documents.
* **Country** — Determines the regulatory context and default date/currency formatting for your workspace.
* **Tax or VAT registration number** — Enter this if your jurisdiction requires it on invoices. Leave blank if not applicable.
* **Primary contact email** — Used for system notifications and as the reply-to address on outbound documents.

<Note>
  Changes to clinic name or address update all future invoices and claims. Past records retain the values that were current at the time of creation.
</Note>

## Locations

If your clinic operates more than one site, add each location individually so that billing, claims, and reports stay properly segmented by site.

**To add a location**, go to **Settings → Locations** and click **Add Location**. For each location, configure:

* **Location name and address** — Used on location-specific invoices and claims.
* **Staff assignment** — Assign each team member to one or more locations. A staff member only sees patient and billing data for their assigned locations.
* **Location filtering** — Once locations are configured, you can filter billing summaries, claims queues, and payment reports by individual site. This is especially useful for multi-site revenue performance reviews.

If you operate a single site, your default workspace location is created automatically during registration and does not need further configuration.

## Fee Schedule

Your fee schedule is the master price list that Sigma uses to populate invoice line items and calculate claim amounts. An accurate, up-to-date fee schedule is one of the most direct ways to protect your revenue.

Go to **Settings → Fee Schedule** to manage your pricing:

* **Add services, procedures, and medications** with their base prices. Use the service codes that match your billing standard (for example, ICD or CPT codes where applicable).
* **Apply scheme-specific fee adjustments** for insurers that reimburse at different rates. You can override the base price for any service on a per-scheme basis without changing the default rate.
* **Review and update regularly** — Outdated prices cause claim shortfalls where Sigma submits a lower amount than you are entitled to. Set a reminder at the start of each fiscal year to audit your schedule.

## Preferences

Operational preferences let you align Sigma's behaviour with your clinic's administrative conventions. Configure these in **Settings → Preferences**:

* **Invoice numbering format** — Choose a prefix and sequence style (for example, `INV-2025-0001`). Sigma increments automatically from the starting number you set.
* **Default currency** — Set the currency used across invoices, claims, and payment records. Multi-currency support is available if your clinic bills in more than one currency.
* **Fiscal year start date** — Determines how annual revenue reports and summaries are calculated and displayed.

***

<CardGroup cols={2}>
  <Card title="User Roles" icon="users" href="/account/user-roles">
    Control what each staff member can see and do across billing, claims, and payments.
  </Card>

  <Card title="Insurers & Schemes" icon="shield-halved" href="/account/insurers-schemes">
    Add the medical aid schemes your clinic bills through before submitting claims.
  </Card>
</CardGroup>


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.