SANQO user guide
Your free clinic pilot
A practical decision guide for clinic owners: eligibility, free participation, setup, migration, training, support, success measures and your choices after June 2027.
1. Pilot at a glance
The live pilot runs January–June 2027, with partnership onboarding beginning in December 2026. Initial clinic onboarding is focused on Malaysia; SANQO’s wider direction is Southeast Asia. Clinics elsewhere can enquire about a later cohort rather than assume an immediate local rollout.
Participation has no SANQO software subscription or per-visit fee during the pilot. No payment card is required. Applying registers your interest; participation, scope and activation are agreed after the clinic assessment.
2. What your free participation includes
SANQO provides an on-site setup visit, clinic profile configuration, a clinic QR code, standard migration assistance, free role-based team training and pilot support. A representative helps your team rehearse the agreed workflow before live use.
Your clinic uses SANQO hosting and does not need to provide a hosting server. Review internet connectivity, browser-capable phones or computers, printing needs and staff access at the setup visit. Hardware, connectivity and optional third-party services are not implied to be free; any separate costs must be disclosed before agreement.
3. Who should apply
Busy clinics and general practitioners seeking less repeated registration, connected consultation records and a clearer follow-up process are invited to apply. Nominate a clinic decision-maker and a staff champion who can help assess the workflow and coordinate training.
The pilot can include patients of all ages accepted by the clinic. The clinic’s own restrictions still apply. Children and dependent patients require the appropriate verified guardian or caregiver authority; age alone does not grant access to records.
4. Apply and arrange the clinic visit
Use the Join the free pilot link to provide the clinic name, city and contact details. Current software, approximate visit volume and your preferred transition approach help the representative prepare. Never include patient records or medical information in the application.
After successful submission, keep the enquiry reference shown on screen. A representative contacts you to discuss suitability and arrange an on-site visit. An enquiry reference is not an appointment confirmation, clinical account or promise of a particular launch date.
5. From assessment to an agreed launch
At the clinic visit, map the current day: registration, queue, consultation, prescriptions, dispensing, payments and follow-ups. List the workflows you cannot interrupt and agree what SANQO will cover in your pilot.
Configure the clinic profile and QR, verify staff responsibilities, rehearse with fictional patients, validate a migration sample and train the team. Agree who signs off each workflow, the launch date, support contacts and a fallback plan before clinical activation. Review the first live day and first week together.
6. Available workflow, planned capability and readiness
The implemented pilot workspaces cover patient profiles, clinic check-in and sharing acknowledgements, clinic visit records, prescriptions, follow-up requests, appointment handling, migration tools and support intake. A public demo illustrates the intended journey; it is not a feature-availability contract or an activated workspace.
Clinical access remains gated until production configuration, security checks, required migrations and clinic verification are complete. Automated recovery scheduling, notifications and external integrations require explicit scope confirmation. Video appointments use a clinic-supported consultation link; SANQO does not currently supply a separate hosted video service.
7. Run alongside or replace your existing system
Alongside operation starts with a bounded workflow and a written source of truth: identify which system owns registration, clinical documentation, prescriptions and other records. Agree any manual handoff and reconciliation so staff are not left entering every visit twice indefinitely.
For full replacement, check registration, queue, clinical records, prescriptions, dispensing, stock, billing, receipts, required clinic documents, external integrations and downtime procedures. Some replacement modules remain on the implementation plan. Keep the current system available until every required workflow and the fallback have passed acceptance.
8. Bring existing records safely
Start with a source-system backup and a demographics CSV, or spreadsheet cells with headings. Preserve existing patient identifiers. The clinic owner can map fields, choose the source date format, validate and preview before explicitly importing. Possible duplicates stop the batch for review rather than being silently merged.
The self-service importer handles demographic batches, not complete historical medical records. Native Excel workbooks, clinical notes, prescriptions, scans and proprietary exports need assisted assessment and secure transfer. Validate counts, identifiers, dates, relationships and sampled clinical content before expanding migration. Importing does not create patient portal access, guardian authority or consent.
9. Training and your clinic’s responsibilities
Free training covers the owner, reception team and clinicians, using a synthetic rehearsal of the agreed clinic workflow. The in-app Guided setup walkthrough links staff to the practical screens and instructions. Agree additional coaching needs with your onboarding representative.
Nominate an authorised owner and staff champion; provide a lawful source export through the agreed secure route; verify staff and delegated patient access; attend training; sign off migration checks; and report issues and workflow feedback. Do not share accounts or place patient information in general support messages.
10. Patient access, sharing and continuity
Patients can create a reusable profile and review it when scanning a participating clinic’s QR. They check the named clinic, sharing categories and duration, then sign the visit-sharing acknowledgement. Returning visits require an acknowledgement too. Clinics verify links to legacy and dependent records.
A patient can request an in-person or clinic-supported video follow-up from a completed visit. The clinic assigns the clinician and confirms the time. Sharing with another clinic is deliberate and scoped; switching clinics does not automatically release every record or transfer another clinic’s ownership.
11. Support, response targets and escalation
24×7 pilot support includes an agreed on-call escalation route before activation. Use in-app Support for technical issues without patient identifiers, medical details, passwords or one-time codes. A saved reference or automated receipt confirms submission, not human acknowledgement.
Critical outages or suspected security/data-integrity incidents target an initial response within 30 minutes and safe restoration or a workaround within 4 hours. High-impact blocked workflows target a response within 2 hours and correction of confirmed, safely repairable defects within 24–48 hours. Standard issues target 8 business hours; guidance targets 1 business day.
These are proposed service targets to be recorded in your written pilot agreement, including business hours, exclusions, update intervals and escalation contacts. A permanent repair can take longer than restoration. The support channel is not emergency medical care.
12. Agree how success will be measured
Before launch, record a baseline for intake time, repeated data entry, documentation effort, unresolved follow-ups and staff experience. Choose measures the team can collect consistently without creating a new administrative burden.
Review the first day, first week and regular pilot checkpoints. Include missing data, exceptions and issues in the review. Compare the agreed baseline with actual activity; illustrative 3× and 4× examples are not promised outcomes. Agree improvements and acceptance criteria with the clinic champion.
13. Choose what happens after June 2027
Continuing pilot clinics receive a subsidised plan choice: a monthly clinic subscription, or the proposed per-completed-visit option with an agreed monthly cap. A monthly clinic subscription is the recommended default for predictable budgeting. The visit-based option is intended for smaller or variable-volume clinics, not a charge for every stored patient.
SANQO supplies the price, subsidy duration, included scope, cap, visit-counting rules and applicable terms in writing before the pilot ends. These amounts are not yet published. There is no automatic paid conversion: the clinic chooses whether to continue and explicitly agrees its plan.
14. Own your records and leave with a usable handover
Your clinic retains control of its clinic-owned data, subject to patient rights and lawful retention duties. There is no requirement to upgrade to access an export. The owner can request a structured ZIP with CSV sheets, original structured JSON and a coverage manifest after a fresh sign-in.
The current structured download excludes original binary attachments and other clinics’ permissioned records. A complete assisted exit must reconcile original files, record counts, relationships and receiving-system usability. Agree secure delivery, ongoing record access and any retention or deletion arrangement in writing. An export is not a deletion request; no fixed deletion period is promised here.
15. Ready to explore the pilot?
Apply with your clinic’s contact details and preferred transition approach. The next step is a discussion and clinic assessment, followed by an agreed setup and training plan. No patient records, payment card or immediate system switch is needed to enquire.
Bring your current workflow questions to the representative. Ask for written confirmation of required features, migration coverage, support arrangements, costs after the pilot and the exit plan before committing your team.