System Architecture

G-Flex AI+ consists of two frontend applications backed by a shared Supabase (PostgreSQL) database.

User Data Flow

Browser / Device Requirements

Getting Started

Web Application — Login

The G-Flex AI+ web application uses a split-screen login layout. The left panel displays the Genesis Flex branding; the right panel contains the login form.

Figure 1 — Web Login Screen

1. 1
   Open the G-Flex AI+ web application in your browser. Your administrator will provide the URL.
2. 2
   Enter your email address (the email registered with your G-Flex AI+ account).
3. 3
   Enter your password. First-time users should use the temporary password provided by your administrator, then change it immediately in Settings → Profile.
4. 4
   Tick "Remember me" to keep yourself logged in across browser sessions. Leave unticked on shared computers.
5. 5
   Click "Sign In". You will be routed to the dashboard appropriate for your role.

Mobile Application — Login

Download G-Flex AI+ from the App Store (iOS) or Google Play (Android). Open the app and you will be presented with the login screen.

Figure 2 — Mobile Login Screen

Biometric Login (Face ID / Fingerprint)

After your first successful password login, the app will offer to enable biometric authentication. Once enabled, subsequent logins show Face ID and Fingerprint buttons below the "Sign in" button. Biometric can be toggled off in Profile → Settings → Biometric Login.

Navigating the Web Application

After login, a left sidebar appears with navigation links tailored to your role. Click any item to navigate — the main content area updates without a full page reload.

Figure 3 — Web Application Main Layout showing sidebar navigation and dashboard

Top Bar Elements

• Page title — current module name on the left
• Bell icon — in-app notification dropdown (unread count badge)
• Language toggle — bottom of sidebar, switches EN ↔ BM
• Sign Out — bottom of sidebar, logs you out and clears the session

Admin The Dashboard is the first screen after login. It provides a real-time snapshot of platform activity.

KPI Cards

Figure 4 — Admin Dashboard with KPI cards and Recent Bills table

Recent Bills Table

Displays the 5 most recent non-draft bills ordered by visit date. Columns: Claim No, Visit Date, Member, Corporate, Merchant, Amount, Status. Click any row to navigate to the Bills module filtered to that bill.

Dashboard Watchlist

The Dashboard displays a summary of active watchlist flags. For corporate-level flags, the corporate name is shown (not "Unknown Member"). Click any flag to navigate to the Watchlist module for full details.

Notifications Bell

The bell icon (top-right of sidebar) shows a badge with unread notification count. Click to open a dropdown showing recent notifications. Click "View all notifications" to go to the full Notifications page. Notifications are pushed in real-time for GL status changes, bill submissions, new members, and watchlist flags.

Notification Broadcast

Admins can compose and send broadcast notifications to specific user groups. From the Notifications page, click Broadcast to open the compose form. Select the target audience (all users, corporates only, merchants only, members only, or a specific corporate's members), enter a title and body, and send. Recipients see the notification in their bell dropdown and on the Notifications page.

Admin The Corporates module is the master record for all employer clients. Each corporate has its own benefit configuration, service charges, and member pool.

Corporate Listing

The table displays 6 columns:

• Search by company name
• Filter by status (Active / Inactive)
• Pagination: 10 records per page with Load More
• Export to CSV

Figure 5 — Corporates listing with filter bar and icon buttons

Adding a Corporate

Click + Add Corporate. The modal has 10 sections:

1. Company Information — company name (required), BRN, industry, website
2. Contact Person — name, email, phone, designation
3. Address — street, city, state, postcode, country
4. Contract & Financial — contract start/end dates, payment terms, bank details
5. Service Charges — admin fee %, outpatient/inpatient fee structures
6. Member & Benefit Settings — max members, dependant policy, cover dependants toggle
7. Feature Toggles — Enable TPA GL, Enable Corporate GL, Enable NP Claims, Teleconsult
8. Watchlist Monitoring — enable/disable watchlist for this corporate
9. Non-Panel Claims — NP auto-approve threshold, Tier 1 and Tier 2 thresholds
10. Treatment Policy — rich text field for policy displayed to merchants and members

Viewing / Editing a Corporate

Click the eye icon on any row. The modal opens in read-only mode with 4 tabs:

Activate / Deactivate

From the View modal, use the Deactivate button to set a corporate inactive. Inactive corporates remain in the system but their members cannot access benefits. Use Activate to reinstate.

Admin Members are employees and their dependants enrolled in G-Flex AI+ benefit plans.

Member Listing

The table displays 6 columns:

Filter members by: Corporate (typeahead search), Status (Active/Inactive), Relationship Type (Principal/Spouse/Child/Parent/Sibling/Other). Paginated at 10 per page. Export to CSV.

Adding a Member

1. 1
   Click "+ Add Member" to open the add member modal.
2. 2
   Fill in required fields: Full Name, NRIC (12 digits, no dashes), Date of Birth, Gender, Relationship Type, Corporate.
3. 3
   For dependants: set Relationship to Spouse/Child/Parent/etc., then select the Principal Member from the dropdown.
4. 4
   Click Save. The member is created and an in-app notification is sent to admins.

Bulk CSV Upload

Click Upload CSV to import multiple members at once. Download the template, fill in member data, then upload. The system shows a preview with row-level validation errors before committing. A progress bar tracks the import.

Member Details Modal

Click the eye icon on any member row to open the Member Details modal. The header shows 3 clickable KPI cards:

• Benefit Plans card → scrolls to the plans table within the modal
• Bills card → navigates to Bills module filtered to this member
• GLs card → navigates to GLs module filtered to this member

Non-Panel (NP) Claim — from Members Page

If a corporate filter is active on the Members page, clicking Non-Panel Claim auto-populates the Corporate field in the NP Claim modal, scoping the member search to that corporate.

Register Patient — from Members Page

If a corporate filter is active, the member typeahead in the Register Patient modal is automatically scoped to that corporate.

Admin Merchants are clinics, hospitals, pharmacies, and other benefit providers registered on G-Flex AI+.

Merchant Listing

The table displays 6 columns:

Merchant Type Badges

Each merchant displays a coloured type badge:

Adding a Merchant

The Add Merchant modal includes:

• Basic Info: Clinic name, merchant type (filtered to clinical types only), BRN, phone, email
• Address: Full address with state/postcode
• Operating Hours: 7-day schedule with open/close times. Use "Copy to Weekdays" to apply Monday's hours to Tue–Fri.
• SST Registered: Toggle — when on, SST number field appears
• CMS Module: Toggle to enable the merchant's CMS (clinic management system) features

View / Edit Merchant

Click the eye icon on any merchant row. The modal opens read-only. Click Edit to enable editing. All toggle fields (SST Registered, CMS Module) use the same toggle-switch design as the Add modal. Click Save Changes to commit edits.

Admin Benefit Plans define what healthcare services are covered, the monetary limits, and eligibility rules.

Plan Types

Creating a Benefit Plan

1. 1
   Click "+ Add Plan". The Add Benefit Plan modal opens.
2. 2
   Select a Corporate using the typeahead search. Every plan must be associated with a corporate.
3. 3
   Fill in plan details: Plan Name, Plan Type, Annual Limit, Encounter Limit (optional), Monthly Limit (optional).
4. 4
   For sub-plans: when Plan Type = Sub-plan, a "Principal Plan (Parent)" dropdown appears showing plans for the selected corporate.
5. 5
   Configure dependant coverage: Toggle "Cover Dependants" on to select which relationship types may use this plan (Spouse, Child, Parent, etc.). Set "Child Max Age" if covering children.
6. 6
   Shared Entitlement toggle: When on, principal and dependants share one pool. The separate Dependant Limits section is hidden.
7. 7
   Click Save. Plan is created and available for assignment.

Corporate Filter — Server-Side Fetch

When filtering plans by corporate, the system fetches all plans for that corporate from the database (not just the current page). This ensures no plans are missed even when the total exceeds the initial batch size.

FY Adjustments

Admins and Corporate users can create a one-off financial year adjustment (addition or deduction) for a specific member's plan via the Adjust button in the Member Details modal. Adjustments are keyed by calendar year and auto-expire at year end.

Admin Bills are the primary transaction records representing patient visits at panel merchants.

Bills Listing

The table displays 7 columns:

Bill Status Workflow

Bill Line Item Types

Admin Submit Claim (on behalf of merchant)

From the Active Registrations modal, admins can submit a bill on behalf of a merchant by clicking Submit Claim on any open registration row. The form pre-populates member, merchant, and benefit plan details. Line items are added per type with lookup searchboxes (diagnosis uses NIH ICD-10-CM API + local cache; medications/treatments search local master lists).

Clinical Lookup — Add New Item

When typing a search term that returns no results, a dashed "Add [text] as new [Type]" option appears. Clicking it creates the item immediately. Admin users → item is approved instantly. Non-admin users → item is created as Pending and must be approved by an admin in Settings → Pending Items.

Non-Panel (NP) Claims via Bills Module

NP Claims appear in the Bills module with an additional NP Approval Status column. Their status workflow is separate and governed by the NP Approvals module.

Admin A Guarantee Letter (GL) pre-authorises payment to a merchant for a member's upcoming visit, up to a specified limit.

GL Listing

The table displays 6 columns:

GL Types

Issuing a GL (4-Step Wizard)

1. 1
   Select Corporate — typeahead search by company name.
2. 2
   Select Member — typeahead filtered to the selected corporate. Member's date of birth is also fetched for age-based eligibility checks.
3. 3
   GL Type & Amount — choose GL type, enter approved amount. The benefit info widget shows the member's applicable plans, annual limit, remaining balance, and FY adjustment.
4. 4
   Select Merchant — typeahead search. Review and confirm. Click Issue GL.

GL Status Workflow

GL Disclaimers (Rich Text)

Corporate-specific GL disclaimer text is stored as HTML and edited using a formatting toolbar (Bold, Italic, Underline, Bullet List) in the corporate record. The disclaimer text appears on the GL document shown to merchants and members.

Dependant Eligibility Enforcement

When issuing a GL for a dependant, the system checks:

• Whether the benefit plan's Allowed Dependant Types includes the dependant's relationship
• Whether the dependant's age is within the plan's Child Max Age (for child dependants)

Ineligible plans are automatically excluded from the wizard's benefit info widget.

Admin Invoices consolidate multiple approved bills into a single payment request issued to a corporate. E-Invoices are the LHDN-compliant digital tax invoices.

Invoice Listing

The table displays 5 columns:

Invoice Types

Invoice Status Workflow

Creating an Invoice

1. 1
   Click + Create Invoice. Select corporate, invoice type, and billing period.
2. 2
   Select approved bills to include. Invoice number is auto-generated: INV-{YYYYMMDD}-{0001}.
3. 3
   Click Create. Invoice is created in Draft status.
4. 4
   Finalise → Queue → Submit as payment progresses.

E-Invoices (LHDN)

Generate an E-Invoice from a finalised invoice. The E-Invoice modal has 4 tabs:

E-Invoice Status

AdminCorporate Non-Panel (NP) Claims require approval before reimbursement. The system uses a two-tier workflow.

Approval Tiers

NP Approval Status Flow

Approval Actions

• Approve — approve the claim at the current tier
• Reject — reject with mandatory remarks (notifies submitter)
• Adjust Amount — partially approve with a lower amount
• Request Info — send a note back to the submitter requesting more information

Configuring NP Approvers (Admin Settings)

Go to Settings → NP Approvers. Select a corporate, set the three thresholds (auto-approve, Tier 1, Tier 2), then add named approvers at each tier. Approvers receive in-app notifications when claims reach their tier.

Non-Panel Claim Submission (by Member)

1. 1
   Member opens the NP Claim modal from the Members page (web) or Claims tab (mobile).
2. 2
   Selects corporate → member → provider name & type.
3. 3
   Selects a benefit plan (plans blocked by open panel registrations are shown as warnings and cannot be selected).
4. 4
   Enters claim amount (bounded by encounter limit and annual remaining balance). Uploads supporting document (receipt/medical report, max 10MB).
5. 5
   System generates an NP claim number (NPC-YY-MM-DD-001), uploads the document, and creates the bill. Approval routing is determined automatically.

Admin has access to all 7 report types. Corporate users see Bills, Sales, and MC Analysis reports for their own corporate.

Report Types

Filters

All reports share a common filter bar: Date From / Date To, plus contextual filters per report type (Corporate, Merchant, Status, Merchant Type, Claim Type).

KPI Cards

Each report type shows 4 KPI cards at the top (colour-coded border: blue, teal, green, gold). Values recalculate on filter change.

Export

Click Export CSV to download the filtered report. Files include a UTF-8 BOM for correct encoding in Microsoft Excel. Filename format: {report-type}_{date}.csv

Pagination

Reports paginate at 10 rows per page with numbered page buttons.

Admin The Watchlist allows admins to flag members exhibiting suspicious claims behaviour for closer monitoring.

Creating a Watchlist Flag

1. 1
   Click + Add Flag.
2. 2
   Select the member (typeahead search).
3. 3
   Enter a reason for flagging (e.g., "Excessive claims in short period").
4. 4
   Optionally link specific merchants and visits.
5. 5
   Click Flag Member. An in-app notification is sent to all tenant admins. The member sees an "Account Under Review" banner on their mobile home screen.

Resolve / Reopen

Use Resolve to close a flag when the investigation is complete. Use Reopen if new evidence emerges. The visit timeline tracks all watchlist activity.

Corporate & Merchant Views

• Corporate: Read-only view — can see flags for their members
• Merchant: Sees a masked NRIC view only (cannot see flag reason)
• Member: Not applicable (members cannot see the Watchlist module)

Admin Networks group merchants into logical sets that corporates can subscribe to. A corporate's members can only visit merchants within their assigned network(s).

Network Listing

The table displays 6 columns:

Creating a Network

1. 1
   Click "+ Add Network". Enter network name, code, and access type.
2. 2
   Assign merchants to the network by searching and adding them.
3. 3
   Link corporates that should have access to this network.
4. 4
   Click Save. The network is created and active.

Admin The Accounting module manages General Ledger (GL) account configurations and posting rules for financial transactions across the platform.

Entity-Scoped GL Configuration

GL account configurations are scoped per entity. Each entity type (Admin, Corporate, Merchant) has its own set of GL accounts and posting rules, ensuring accurate financial segregation:

• Admin: Platform-level GL accounts for overall revenue recognition, fees, and settlements
• Corporate: Corporate-specific GL accounts for benefit expenses, payables, and accruals
• Merchant: Merchant-specific GL accounts for receivables, revenue, and SST

GL Posting Source Types

All 8 GL posting source types are configured:

Admin only. The Audit Log records every create, update, delete, and significant read event across all modules.

Log Columns

Filters

Filter by: Date range (From / To), Module, Action type, User (text search).

Detail View

Click any row to open the detail modal. For UPDATE events, the modal shows a side-by-side comparison of old_values vs new_values in JSON format, making it easy to see exactly what changed.

Export

Export the filtered audit log to CSV for compliance reporting. Includes BOM for Excel compatibility.

Admin Settings provides comprehensive configuration for your organisation. The following tabs are available:

Settings Tabs (Admin)

Clinical Lookups Sub-tabs

The Clinical Lookups tab has 5 sub-tabs:

Each sub-tab shows items with Code, Name, Description/Unit, Categories (which merchant types can use it), and Status. Add/edit items via the modal — at least one category must be selected. Items can be filtered by search, category, and status.

Changing Your Password

1. 1
   Go to Settings → Profile.
2. 2
   Click Change Password.
3. 3
   Enter your new password (minimum 8 characters). Confirm it.
4. 4
   Click Update Password. You will be signed out and need to sign in again with the new password.

Status Reference

Bill Status

GL Status

Invoice Status

E-Invoice Status

NP Claim Approval Status

Status Badge Colour Reference

Frequently Asked Questions

Login & Account

Benefits & Claims

Merchants (Clinic Staff)

Admin

Support

For issues not covered in this manual, contact Genesis Flex support:

• Email: support@genesisflex.my
• Admin portal: admin@genesisflex.my
• Hours: Monday–Friday, 9am–6pm MYT