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This comprehensive guide covers all administrative functions in Med Agenda, including account setup, managing doctors and patients, overseeing consultations, and maintaining system integrity.

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Getting Started as an Administrator

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Admin Account Setup

To create your administrator account:
1

Navigate to Admin Registration

Access the registration page at /admin/registerYou’ll see the MedAgenda logo and “Registro de Administrador” (Administrator Registration).
2

Fill in Your Information

Complete the registration form with:
  • Name: Your full name
  • Email: Your administrative email address (used for login)
  • Password: Create a secure password
Use a strong password with a mix of uppercase, lowercase, numbers, and special characters. As an administrator, you have access to sensitive patient and doctor information.
3

Submit Registration

Click “Registrar Administrador” (Register Administrator) to create your account.Upon success, you’ll be redirected to /admin/login.
4

Login to Your Account

At the login page:
  • Enter your registered email
  • Enter your password
  • Optionally check “Lembrar-me” (Remember Me)
  • Click “Login” to access your admin dashboard at /admin/dash
Unlike doctors and patients, administrators can self-register. However, in production environments, you may want to restrict this to authorized personnel only.

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Managing Doctors

As an administrator, you have full control over doctor accounts in the system.

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Adding a New Doctor

1

Access Doctor Management

Navigate to “Gerenciamento de Médicos” (Doctor Management) from your admin dashboard.
2

Complete the Doctor Registration Form

Under “Cadastrar Novo Médico” (Register New Doctor), fill in all required fields:Personal Information:
  • Name: Doctor’s full legal name
  • CRM: Medical registration number (unique identifier)
  • Email: Professional email for login
  • Password: Initial password (doctor should change after first login)
Professional Details:
  • Specialty: Select from the dropdown menu
  • Telephone: Contact number
  • Consultation Value: Fee in Brazilian Reais (R$)
3

Select Medical Specialty

Choose from available specialties such as:
  • Cardiology (Cardiologia)
  • Dermatology (Dermatologia)
  • Pediatrics (Pediatria)
  • Orthopedics (Ortopedia)
  • General Practice (Clínico Geral)
  • And many more…
Specialties are loaded from /doctor/specialties.json. Contact your technical team to add new specialties.
4

Submit Doctor Registration

Click “Cadastrar Médico” (Register Doctor).You’ll see a confirmation message: “Médico cadastrado com sucesso!” (Doctor registered successfully!)

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Searching for Doctors

To find and verify doctor information:
1

Enter CRM Number

In the “Buscar Médico por CRM” (Search Doctor by CRM) section:
  • Type the doctor’s CRM number
  • Click “Buscar” (Search)
2

View Doctor Details

The system displays:
  • CRM number
  • Full name
  • Email address
  • Specialty
  • Telephone
  • Consultation value

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Updating Doctor Information

To modify a doctor’s profile:
1

Identify the Doctor

First, search for the doctor by CRM to verify their current information.
2

Update via API

Use the endpoint: PUT /doctor/{crm}You can update:
  • Name
  • Email
  • Password
  • Specialty
  • Telephone
  • Consultation value
The CRM number cannot be changed as it’s the unique identifier.
3

Verify Changes

Search for the doctor again to confirm the updates were applied correctly.

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Removing Doctors

To remove a doctor from the system:
Deleting a doctor may affect historical consultation records. Ensure you have proper backups and understand the implications before proceeding.
1

Verify Doctor CRM

Confirm you have the correct CRM number for the doctor you want to remove.
2

Delete Doctor

Use the endpoint: DELETE /doctor/{crm}This permanently removes the doctor from the system.
3

Confirm Deletion

Verify the doctor no longer appears in searches or doctor lists.

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Managing Patients

Administrators can create, view, update, and manage patient accounts.

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Registering a New Patient

1

Access Patient Management

Navigate to “Gerenciamento de Pacientes” (Patient Management) from your admin dashboard.
2

Fill Out Patient Form

Under “Cadastrar Novo Paciente” (Register New Patient), enter:Required Fields:
  • Name: Patient’s full name
  • CPF: Patient’s CPF number (numbers only)
  • Date of Birth: Select from date picker
  • Email: Patient’s email address
  • Password: Initial password for patient login
Optional Fields:
  • Address: Residential address
  • Medical History: Existing conditions, allergies, medications
The CPF field automatically removes any formatting characters. Just type the numbers.
3

Submit Registration

Click “Cadastrar Paciente” (Register Patient).Success message: “Paciente cadastrado com sucesso!” (Patient registered successfully!)

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Searching for Patients

To find patient information:
1

Search by CPF

In the “Buscar Paciente por CPF” section:
  • Enter the patient’s CPF number
  • Click “Buscar” (Search)
2

Review Patient Details

The system displays:
  • CPF
  • Full name
  • Email
  • Date of birth
  • Address
  • Medical history

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Updating Patient Information

To modify patient records:
1

Locate the Patient

Search for the patient by CPF to confirm their current information.
2

Update Patient Data

Use the endpoint: PUT /patients/update/{cpf}You can update:
  • Name
  • Email
  • Password
  • Date of birth
  • Address
  • Medical history
The CPF cannot be changed as it’s the unique identifier for patients.
3

Verify Changes

Search for the patient again to ensure updates were saved correctly.

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Removing Patients

To delete a patient account:
Deleting a patient will affect their consultation history and medical records. Exercise extreme caution and ensure proper data retention policies are followed.
1

Confirm Patient CPF

Verify you have the correct CPF for the patient to be removed.
2

Delete Patient

Use the endpoint: DELETE /patients/delete/{cpf}
3

Verify Deletion

Confirm the patient no longer appears in system searches.

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Managing Consultations

As an administrator, you have full oversight of all consultations in the system.

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Creating Consultations

Administrators can schedule appointments on behalf of patients:
1

Access Consultation Management

Navigate to “Gerenciamento de Consultas” (Consultation Management).
2

Fill Consultation Details

Under “Agendar Nova Consulta” (Schedule New Consultation):
  • Date and Time: Select using the datetime picker
  • Patient CPF: Enter the patient’s CPF
  • Doctor CRM: Enter the doctor’s CRM
  • Urgent: Check if this is an urgent consultation
  • Observations: Add any relevant notes
3

Submit Consultation

Click “Agendar Consulta” (Schedule Consultation).The system will:
  • Create the consultation record
  • Send email notification to the patient
  • Add appointment to doctor’s agenda
Email notifications are sent automatically when consultations are created.

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Viewing All Consultations

To see all consultations in the system:
Use the endpoint: GET /consultations/allThis returns every consultation with:
  • Consultation ID
  • Date and time
  • Patient CPF
  • Doctor CRM
  • Urgent status
  • Observations

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Searching for Consultations

1

Enter Consultation ID

In the “Buscar Consulta por ID” (Search Consultation by ID) section:
  • Type the consultation ID
  • Click “Buscar” (Search)
2

Review Consultation Details

The system displays:
  • Consultation ID
  • Date and time (formatted for pt-BR locale)
  • Patient CPF
  • Doctor CRM
  • Urgent status (Yes/No)
  • Observations

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Updating Consultations

To modify an existing consultation:
1

Get Consultation ID

First, search for the consultation to get its ID.
2

Update Consultation

Use the endpoint: PUT /consultations/updateYou can change:
  • Date and time
  • Doctor assignment
  • Urgent status
  • Observations
3

Notify Affected Parties

If you change the date/time or doctor:
  • Inform the patient
  • Notify the doctor(s) involved
  • Update any related records

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Canceling Consultations

To cancel an appointment:
1

Identify Consultation

Obtain the consultation ID for the appointment to cancel.
2

Delete Consultation

Use the endpoint: DELETE /consultations/{id}This removes the consultation from the system.
3

Communicate Cancellation

  • Notify the patient
  • Inform the doctor
  • Offer to reschedule if appropriate

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System Oversight and Administration

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Dashboard Overview

Your admin dashboard (/admin/dash) provides:
  • Quick access to all management functions
  • System statistics and metrics
  • Navigation to doctors, patients, and consultations
  • Administrative tools and settings

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Monitoring System Activity

Doctor Activity

Monitor:
  • Number of doctors in system
  • Specialties available
  • Doctor schedules and availability
  • Consultation completion rates

Patient Activity

Track:
  • Total registered patients
  • Appointment scheduling patterns
  • Patient history utilization
  • Email notification delivery

Consultations

Oversee:
  • Total consultations scheduled
  • Urgent vs. routine appointments
  • Cancellation rates
  • Appointment distribution by doctor

System Health

Ensure:
  • Email notifications are working
  • Database integrity
  • User account security
  • API endpoint availability

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Data Management Best Practices

Ensure your technical team:
  • Backs up the database regularly
  • Tests restoration procedures
  • Stores backups securely
  • Maintains backup retention policies
Protect sensitive information:
  • Follow LGPD (Lei Geral de Proteção de Dados) guidelines
  • Limit access to patient records
  • Use secure passwords
  • Log administrative actions
  • Never share credentials
Maintain clean user records:
  • Remove duplicate accounts promptly
  • Update information when notified
  • Verify new doctor credentials
  • Monitor for suspicious activity
Keep appointments organized:
  • Avoid scheduling conflicts
  • Verify patient and doctor information
  • Document any changes
  • Maintain accurate historical records

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Administrative Workflows

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Onboarding a New Doctor

1

Gather Information

Collect:
  • Full name and CRM
  • Email and phone
  • Specialty
  • Consultation fees
2

Create Account

Register the doctor in the system with all details.
3

Provide Credentials

Share login credentials securely:
  • Email address (username)
  • Initial password
  • Login URL: /doctor/login
4

Verify Setup

Confirm:
  • Doctor can log in successfully
  • Profile information is correct
  • They appear in search results
  • Patients can select them for appointments

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Handling Patient Requests

1

Registration Assistance

When patients need help registering:
  • Create their account as an admin
  • Verify all information is accurate
  • Provide login credentials securely
  • Guide them through first login
2

Account Issues

For login or access problems:
  • Verify account exists (search by CPF)
  • Reset password if needed
  • Update email if changed
  • Test login after changes
3

Scheduling Support

When patients need appointment help:
  • Create consultation on their behalf
  • Verify doctor availability
  • Confirm email notification sent
  • Provide consultation ID for reference

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Managing Conflicts

If a doctor is double-booked:
  1. Identify the conflicting consultations
  2. Contact both patients
  3. Reschedule one appointment
  4. Update the consultation record
  5. Send new confirmation emails

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API Endpoints Reference

Key endpoints for administrators:

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Admin Endpoints

EndpointMethodPurpose
/admin/createPOSTCreate admin account
/admin/loginPOSTAdmin authentication
/admin/{id}GETView admin details
/admin/{id}DELETERemove admin

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Doctor Management

EndpointMethodPurpose
/doctor/createPOSTRegister new doctor
/doctor/{crm}PUTUpdate doctor info
/doctor/{crm}DELETERemove doctor
/doctorGETList all doctors
/doctor/searchGETSearch by CRM/name/specialty/email

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Patient Management

EndpointMethodPurpose
/patients/createPOSTRegister new patient
/patients/{cpf}GETView patient details
/patients/listGETList all patients
/patients/update/{cpf}PUTUpdate patient info
/patients/delete/{cpf}DELETERemove patient

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Consultation Management

EndpointMethodPurpose
/consultations/createPOSTSchedule consultation
/consultations/{id}GETView consultation
/consultations/allGETList all consultations
/consultations/updatePUTModify consultation
/consultations/{id}DELETECancel consultation
/consultations/patient-history/{cpf}GETPatient’s consultations

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Troubleshooting

Check:
  • Email server configuration
  • Patient email addresses are correct
  • Spam filters aren’t blocking messages
  • Consultation creation is successful
  • Network connectivity
Solution:
  • Verify specialty exists in /doctor/specialties.json
  • Check spelling matches exactly
  • Contact technical team to add new specialties
  • Try selecting from dropdown instead of typing
Verify:
  • Account was created successfully
  • Email address is correct
  • Password meets requirements
  • Patient is using /patient/login (not admin or doctor login)
  • Try resetting the password
Check:
  • CRM number is correct
  • Consultation was created successfully
  • Doctor is logged in with correct account
  • Refresh the doctor’s agenda page
  • Verify consultation date is in the future

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Security Best Practices

As an administrator, you have access to sensitive medical and personal information. Follow these security guidelines:

Password Security

  • Use strong, unique passwords
  • Change passwords regularly
  • Never share admin credentials
  • Use password managers

Access Control

  • Log out when leaving workstation
  • Use private browsing on shared computers
  • Limit admin account creation
  • Monitor for unauthorized access

Data Protection

  • Follow LGPD compliance
  • Only access necessary records
  • Don’t share patient information
  • Use secure connections (HTTPS)

Audit Trail

  • Document significant changes
  • Keep records of account modifications
  • Note why data was deleted
  • Maintain communication logs

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Getting Help

For administrator support:
  • Technical Issues: Contact your IT department or system developers
  • Feature Requests: Document needs and submit to development team
  • Training: Request additional training materials or sessions
  • Emergency Support: Establish emergency contact procedures
Keep contact information for technical support readily available for quick issue resolution.

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