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Step by step guide

Run your facility in PolyHealth.

From create-facility to reporting to the regulator, in ten clear steps. Each one takes minutes, and you can have your facility running, and connected to its network, the same day.

This guide walks a facility administrator from first sign-up to a connected, reporting facility. Everything is editable later, so start rough and refine as you go.

1

Create your facility

Sign in at polyhealth.health and create your facility. Choose your facility type from the 29 supported (hospital, clinic, pharmacy, lab, dental, dialysis, blood bank, community health worker, insurer, equipment vendor, and more). Add your name, logo, and colours, this white-labels the whole app and the PWA icon, and you can point it at your own custom domain.

2

Name your AI assistant and onboard

Sidonie, the platform guide, walks you through onboarding. Answer the questionnaire (services, policies, hours, languages) so the AI agents answer staff and patients from your real policy. Delphine sets up staff training and certification.

Tip: you can edit or extend any agent's knowledge later. The knowledge base holds around 80 entries across roles.
3

Set up departments, staff, and roles

Create your departments, invite staff, and assign each the right role. Turn on MFA and TOTP for sensitive roles, and configure attendance with geofence, selfie, and WiFi enforcement so the timesheet reflects who was really on site. Database-enforced row-level security means everyone sees only what their role allows.

4

Enable services and specialty modules

Switch on exactly the modules your facility needs: maternity and NICU, blood bank, mortuary, dialysis, oncology, the 19-page equipment module with cold-chain logs, infection control, and more. Set your subscription tier to match.

  • Add your service catalog and prices.
  • Enable only what you use, add the rest as you grow.
5

Register patients

Register patients into the master patient index, so each person has one identity that the whole network recognises. Patients can also reach you on WhatsApp through Fru to book and ask questions, and Nsoh is their in-app companion.

6

Connect to the network

Join or build your facility network. Link the hospitals, clinics, pharmacies, labs, and insurers you work with, and turn on the health-information-exchange: e-referrals, e-prescriptions, e-lab-orders, and shared consent. Now a referral carries its records with it, and the patient's story follows them across facility lines.

Tip: this is the part no other system does. Connect even one partner and the referral becomes a message, not a paper form.
7

Deliver care, with the safety net on

Record encounters and vitals at the point of care. Clinical decision support does the math while the clinician decides, and alerts fire the instant abnormal vitals are entered. Anye, the clinical advisor, and Asat, for triage and the emergency department, are on hand, grounded in WHO SMART Guidelines and ICD-11 coding.

8

Run labs, pharmacy, and supply

Order labs and watch results flow back to the right chart, send prescriptions electronically to the pharmacy, and manage inventory with reorder points. For equipment, track maintenance, risk class, and cold-chain temperature logs. Lum (lab), Aza (pharmacy), and Diamond (equipment) assist, and Ngoh handles B2B equipment ordering on WhatsApp.

9

Run HR, payroll, and finance

Manage staff, schedules, and payroll with country-specific tax and labour rules, and run billing, invoicing, and claims on a country-aware chart of accounts. Collect payments by card through Stripe, by MTN MoMo and Orange Money through NotchPay, or across Nigeria, Kenya, and Ghana through Flutterwave. Ngum, the revenue agent, helps keep it clean.

10

Report to the regulator and print the proof

Feed disease surveillance to DHIS2 and IDSR, capture infection-control data, and let Achu, the country-rules expert, keep you aligned with local compliance. Then download and print any report, certificate, or receipt, branded with your facility's logo and name, ready for the ministry, an accreditation visit, or a patient.