Slot-based scheduling
Therapists work from schedule templates that generate bookable slots. Patients book one slot for a 30-minute session or two consecutive slots for an hour — pricing follows the duration bundle automatically.
Exception windows let you block holidays, training days, or one-off absences without rebuilding the template.
- Recurring templates per therapist + branch
- Bulk slot generation with conflict-skip safety
- Multi-slot consecutive bookings with automatic validation
Appointment lifecycle
Booked appointments flow through check-in, in-progress, and complete — with no-show and cancel as branches off the main path. Auto-complete tidies up forgotten in-progress appointments after a configurable window; the cancellation policy enforces minimum-notice and rolling rate limits per patient.
Every status transition is captured in the audit log with actor, timestamp, and reason where applicable.
- Book → check-in → in-progress → complete state machine
- Configurable auto-complete and auto-no-show
- Per-tenant cancellation policy with override permission
Waitlist with smart matching
Patients can declare preferred days, times, branches, and durations. When a slot opens up, flows.care finds matching waitlist entries and notifies them in priority order — coordinator-driven by default, optionally self-service.
Guardians can waitlist on behalf of linked patients, and cross-tenant consent (where enabled) lets one patient be tracked across multiple providers.
- Per-patient preferences (days, times, branches, duration)
- FIFO matching with confirmation window
- Optional patient self-service with rate limits
Patients & guardians
Patient records carry an MRN that's unique within each tenant, support bilingual EN/AR names, and link to one or more guardians with documented permissions. Guardians can manage children's bookings, view records they're authorised for, and grant cross-tenant consent when applicable.
Soft-delete keeps records recoverable during the configured retention window before they're permanently purged.
- Per-tenant MRN with prefix + atomic sequence
- Guardian relationships with booking + viewing flags
- Bilingual names; rehab-friendly minor handling
Pricing & packages
Duration-bundle pricing rules apply automatically based on the slots a patient chose. Prices are snapshotted onto each appointment at booking time, so historical reporting is never affected by later rate changes.
Packages let you sell 10-session bundles, monthly subscriptions, or any tenant-defined bundle with its own expiry policy.
- Duration-bundle pricing (e.g. 30 min, 60 min)
- Snapshot price stored on the appointment
- Packages with configurable expiry and policy defaults
Billing & ZATCA e-invoicing
Invoices are generated from completed appointments and package enrolments, with line-item detail, taxes, and payment tracking. For Saudi Arabia, flows.care signs and submits compliant electronic invoices to ZATCA and tracks clearance status against each invoice.
Refunds, partial payments, and credit notes are first-class.
- Invoice generation from appointments and packages
- ZATCA-compliant XML, signing, and clearance tracking
- Payments, refunds, credit notes
Built-in accounting
Every invoice and payment posts to a chart of accounts you control. Open and close accounting periods with confidence — closed periods are protected from accidental edits.
The statutory reports — general ledger, balance sheet, profit and loss, trial balance — are one click away.
- Chart of accounts with searchable picker
- Accounting periods with open/close enforcement
- Trial balance, GL, balance sheet, P&L reports
Security & audit
Two-factor authentication using TOTP is available for every account. Roles map to fine-grained permission codes, and members can be scoped to specific branches without losing access where they need it.
The audit log records every significant lifecycle event with the actor, the timestamp, and the before/after state, so you always know what changed and when.
- TOTP two-factor authentication
- Role + branch-scoped permission matrix
- Comprehensive audit logs