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

Merchant The merchant dashboard shows today's clinic activity.

KPI Cards

Merchant Navigation

• Dashboard — clinic overview
• Patients — register a new patient / open active registrations
• Bills — submit and manage bills for completed visits
• GLs — view and verify guarantee letters
• Products & Services — manage your product/service catalogue
• Invoices — view invoices issued to your clinic
• Queue — patient queue management
• Telemedicine — teleconsultation sessions
• Payors — TPA/payor management (CMS feature)

Merchant Registering a patient creates an open registration that links the member to a benefit plan for this visit. The registration must be closed by submitting a bill.

Registration Workflow

1. 1
   Click "Add Patient" from the Patients page or Dashboard. The button is larger and more prominent than standard buttons (8px 18px padding, 13px font) for quick access during busy clinic hours.
2. 2
   Search for the member by name or NRIC. If a corporate filter is active on the Members page, the search is scoped to that corporate.
3. 3
   Review Treatment Policy. If the member's corporate has a treatment policy, it appears as a collapsible amber banner. Read it before proceeding.
4. 4
   Select a benefit plan. Eligible plans are shown as cards with annual limit, remaining balance, and encounter limit. Plans blocked by an already-open registration show an informational message instead.
5. 5
   Click "Register Patient". An open registration record is created. The patient is now in the active registrations list.

Close Encounter

When closing an encounter (via bill submission or force close), a confirmation dialog appears asking you to confirm the action. This prevents accidental closures of active visits.

Line Item Auto-Calculation

When adding line items during bill submission or the Submit Claim flow, the total for each line item auto-calculates as Qty × Unit Price. You can enter either the total or the unit price — the other field adjusts automatically.

Dependant Eligibility

When registering a dependant member, only plans that allow the dependant's relationship type are shown. Child dependants older than the plan's Child Max Age are automatically excluded.

Merchant Bills are submitted after a patient visit is complete. They form the basis for invoicing and payment.

Submitting a Bill

1. 1
   Select the member from the bill submission form. The treatment policy appears in a collapsible banner.
2. 2
   Select the active registration (or create a new one if there's no open registration).
3. 3
   Enter visit details: visit date, claim number, receipt type.
4. 4
   Add line items for each service provided. The available line item types depend on your merchant type (see table below). Each type has a lookup searchbox connected to the clinical master list. Unit price auto-calculates from total ÷ qty to 2 decimal places.
5. 5
   SST toggle: if your clinic is SST-registered, toggle SST on. The SST amount (8%) is automatically calculated and added to the total.
6. 6
   Click "Submit Bill". The bill moves to Pending status and an admin notification is triggered.

Line Item Types by Merchant Type

Not all line item types are available to every merchant type. The system automatically filters the available types based on your clinic's registered merchant type:

Bills Table

The Bills listing page shows the following columns:

• Claim No + Date — the claim number and visit date
• Member — patient name
• Merchant — your clinic name
• Type — receipt type
• Amount — total billed amount
• Status — current bill status badge
• Actions — icon buttons (eye icon to view bill details)

NIH ICD-10 Diagnosis Search

When adding diagnosis line items, the search queries both the local clinical lookup list and the NIH ICD-10-CM API (74,719 codes). NIH results are marked with a teal ICD-10 badge. Selecting an NIH code automatically saves it to the local list for faster future searches.

Adding a New Clinical Item

If your required medication, treatment, or diagnosis is not in the list, type it and click "Add [text] as new [Type]". The item is created as Pending and must be approved by the admin. You can still use it in the current bill — it will appear with a gold PENDING badge.

Merchant Merchants have read-only access to GLs. GLs are issued by the Genesis Flex admin or requested by the corporate.

Verifying a GL

When a patient presents a GL at the clinic, search for the member in the GL listing to verify the GL is valid, the approved amount, and the expiry date. Do not provide services exceeding the GL approved amount without contacting Genesis Flex.

GL Disclaimer

The corporate's GL disclaimer text is shown on the GL record. Read it carefully — it may contain specific treatment restrictions or pre-authorisation requirements.

Merchant Active Registrations shows all open patient visits at your clinic. A registration is opened when you Register a Patient and closed when you submit a bill.

Active Registration Table

Each row shows: Member Name, NRIC (masked), Corporate, Benefit Plan, Registration Time. Actions:

• Submit Claim — opens the bill submission modal pre-populated with the registration details
• Force Close — closes the registration without submitting a bill (use only if the patient did not receive services)

Filter & Refresh

Filter by Merchant Type and Registration Status. Click Refresh to update the list in real-time.

Merchant Merchants with the Accounting module enabled gain access to a full suite of financial management tools directly within G-Flex AI+. This eliminates the need for a separate accounting system for clinic operations.

Chart of Accounts

Define and manage your clinic's own Chart of Accounts (COA). Accounts are organised by type: Assets, Liabilities, Equity, Revenue, and Expenses. Each account has a code, name, and type classification used throughout the accounting module.

Journal Entries

Create manual journal entries with debit and credit lines. Each entry must balance (total debits = total credits). Journal entries are posted to the General Ledger automatically.

GL Posting Configuration

Configure automatic General Ledger posting rules that map bill line item types and payment events to specific accounts in your Chart of Accounts. This automates the bookkeeping for daily clinic transactions.

Suppliers & Accounts Payable

Manage your clinic's suppliers and track amounts owed:

• Suppliers — maintain a list of your clinic's suppliers (pharmaceutical companies, equipment vendors, etc.)
• AP Bills — record bills received from suppliers
• AP Payments — record payments made against AP bills
• Credit Notes — record credit notes received from suppliers for returns or adjustments

Bank Accounts & Reconciliation

Register your clinic's bank accounts and perform bank reconciliation to match your G-Flex AI+ records against bank statements. This ensures your financial records are accurate and up to date.

SST Settings

Configure your clinic's SST (Sales and Service Tax) settings for accounting purposes. If your clinic is SST-registered, the system tracks SST collected on bills and SST paid on supplier invoices, generating the data needed for SST returns.

Merchant Merchants have read-only access to invoices. Invoices represent the bundled payment due from corporates for your submitted bills.

View invoice status (Finalised / Queued / Submitted / Paid), total amount, and the list of bills included. Contact your Genesis Flex account manager if you have queries about a specific invoice.

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