Functional maintenance

This section gathers the periodic processes, good practices and master-data verifications that the functional maintenance team must run to keep the system orderly and reliable.

Periodic processes

The following processes are recommended to run on the indicated cadence.

Daily

• Cash box: verify that all cash boxes from the previous shift were closed.
• Cash box (CryoBank): review overdue charges and notify the patients.
• Schedule: review next-day appointments and confirm any blocks or incidents.
• Audit log: review unusual events (reschedules, cancellations, errors) and escalate if needed.

Weekly

• Patients: review deactivated patients and validate whether to reactivate them.
• Services: review inactive services and consider cleaning or reactivating them.
• Catalogs: review duplicates or inconsistent values.
• Permissions: review users with ADMIN or ALL level and validate that the access is still required.

Monthly

• Gamete bank: verify consistency between the physical configuration and the system.
• Cash box (CryoBank): reconcile generated charges against effectively collected payments.
• Users: review inactive users or users with excessive permissions.
• Notifications and automations: review active rules and results.

Quarterly

• Templates: validate that the medications and references in the templates are still up to date.
• Medications and active components: clean up obsolete catalogs.
• Full catalogs: audit modules, submodules, tags, medical groups, types.

Yearly

• System parameters: review the limits and rules of the gamete bank, presentations, schedule and modules.
• Branches and locations: validate the physical structure against the system structure.
• Roles and permissions: re-evaluate the permissions model and staff types.

Master-data validation

Master data are the catalogs that feed the rest of the system. Keeping them consistent is key.

Master data	Suggested validation
Modules and submodules	Verify that each submodule belongs to an active module.
System actions	Confirm that the action keys match those used in the code.
Tags	Remove duplicates and consolidate naming.
Study types	Confirm that capture dialogs exist for each type.
Staff types	Confirm that each type has the required actions.
Medical groups	Validate that every service and HCP has at least one group.
Branches and locations	Confirm that inactive branches do not have active locations.
Services	Validate that every service has a medical group and a cost.
Medications and variants	Confirm that variants have a presentation and at least one active component.
Active components	Standardize naming.
Templates	Validate references to active medications.
Presentations	Confirm that the containers catalog is still valid.
Resources (cash box concepts)	Confirm that each concept is correctly categorized.

General good practices

• Deactivate before deleting. Deactivation preserves the history and allows reactivation.
• Document relevant changes. Permission changes, cancellation reasons, block observations or study notes should be left in the audit log or in observation fields.
• Assign minimum permissions. Apply the principle of least privilege to all users.
• Standardize naming. Consistent names in catalogs, tags and templates avoid duplicates and improve search.
• Validate before deleting. Before deleting a record, confirm it has no dependencies. If it does, deactivate it.
• Review automations periodically. Rules with broken webhooks or deactivated services may affect operations.
• Keep the audit log clean. Do not ignore recurring errors in the audit log; document and resolve them.

Critical processes to validate regularly

• Cash box opening and closing: confirm that cash boxes open and close correctly, with no hanging movements.
• CryoBank charge generation: confirm that charges are generated at the expected time and that they are collected in the Cash box.
• Notifications: verify that the configured notifications actually reach their recipients.
• Automations: validate that the rules fire with the expected frequency and that the endpoint responds.
• CRM to Patient linking: when creating patients, validate that the system detects matches and allows linking.
• Metabase synchronization: confirm that the dashboards are up to date.

Escalation and support

• Recurring errors: open a ticket with the support team with screenshot, time, user and action performed.
• Data inconsistencies: report to administration with the query or filter that shows the problem.
• Change requests: new screens, reports, catalogs or automations are channeled through the product team.

Relation with the manual

This manual is updated module by module. Any change in screens, flows or permissions must be reflected in the corresponding page. If you find an outdated page, report it to the person responsible for the manual.