Glossary

Use this glossary to quickly understand common terms and concepts throughout the HearLink system.

TABLE OF CONTENTS

• Appointment
• Appointment Outcome
• Appointment Status
• Audit Log
• Clinic
• Conditions
• Contact Preferences
• Custom Fields
• Form
• Groups
• HearLink AI (Tonee)
• Lead Type / Referral Type 
• Marketing Query
• Note Snippet
• Organisation
• Outcome
• Patient Dashboard
• Patient Status
• Permissions
• Primary Clinic
• Product
• Resource
• Serial Number
• Snippet Trigger
• Stock
• Terms & Conditions
• Tonee
• User
• Workflow

Appointment

A scheduled interaction between a patient and a clinician, such as a hearing test, consultation or follow up.

Appointment Types

Different types of appointments, such as: Ear wax removal, Hearing test etc.

Appointment Outcome

The result of an appointment (e.g. "Fitted", "Did Not Attend"). Outcome can trigger patient status updates or workflow actions.

See more → Appointment Outcomes

Appointment Status

A step in the appointment lifecycle (e.g. Booked, Attended, Cancelled). Often customised through workflows.

Audit Log

A detailed log of actions taken within the system for compliance and visibility (e.g. deletions, updates).

See more → Audit Overview

Clinic

A physical or virtual location within your organisation where appointments are held. Clinics can have their own resources, users and availability settings.

Conditions

Tags applied to patients for medical purposes

Contact Preferences

How the patient prefers to be contacted (e.g. Email, Phone, SMS). Determines communication strategy.

Custom Fields

Organisation defined fields that can be added to form (e.g. "Preferred Language" or "Funding Source").

Form

A digital document used to collect or display patient or appointment data (e.g. intake forms, order forms) Forms are fully customisable.

Groups

Collections of users who share the same permission set. Simplifies permission management across the organisation.

See more → Groups and Permissions

HearLink AI (Tonee)

The built-in AI assistant that helps generate marketing queries and patient lists through natural language input.

See more → Marketing Queries with Tonee

Lead Type / Referral Type 

The source from which a patient or appointment originated (e.g. GP, Advert, Walk in).

Marketing Query

A custom dataset created using Tonee, the AI assistant, to target patient groups for outreach and analysis.

Note Snippet

A reusable piece of text (e.g. "/followup" = "Please return for a follow up in 6 months"). Inserted using slash commands.

See more → Using Snippets

Organisation

The overarching entity (e.g. a clinic or group or healthcare provider) using HearLink. Contains users, clinics, forms, and more.

Outcome

See Appointment Outcomes above.

Patient Dashboard

The central place to view and manage patient data including appointments, forms, notes, and products.

Patient Status

Indicates the lifecycle state of a patient.

See more → Patient Status

Permissions

Access rights assigned to users or groups that define what actions they can take (e.g. View Patients, Delete Stock).

See more → Setting Group Permissions

Primary Clinic

The default clinic location assigned to a patient.

Product

A hearing aid, accessory, or service linked to a patient or managed in stock. Includes serial number, warranty and status tracking.

Resource

A physical space or item required for an appointment (e.g. Sound Booth, Clinic Room, Audiometer). Assigned per clinic.

See more → Resources in HearLink

Serial Number

A unique identifier for a hearing aid or accessory product.

Snippet Trigger

The shortcut text used to insert a note snippet (e.g. typing /fup6 might insert "Follow up in 6 months").

Stock

The collection of products available for allocation to patients. Includes hearing aids, accessories, and warranties.

Terms & Conditions

A terms & conditions PDF that can be added to an invoice.

Tonee

See HearLink AI above.

User

Anyone with a login to HearLink. Includes clinicians, admin staff and owners. Users are assigned to clinics and groups.

Workflow

A system for managing appointment statuses and transitions. Helps standardise processes across your organisation.

See more → Workflows