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Review and Approve a Clinic Registration ​

Video ​

At a glance ​

FieldDetails
Who should use this guidePlatform staff who review clinic registration requests and create clinic staff access.
Required accessCMS access with permission to view ClinicApplications and edit Clinics, BasicUsers, and ClinicStaff.
Result after completionThe clinic request is approved or rejected. Approved requests have linked clinic, user, and staff records.
Public impactHigh. Approved clinic data and clinic staff access can affect public clinic information and external account access.
Compliance riskHigh. The workflow uses clinic contact data, request metadata, approval decisions, and staff account setup.
Last verifiedPreview, Admin role, June 12, 2026.
Search termsclinic registration, clinic application, ClinicApplications, Clinics, BasicUsers, ClinicStaff, approval, rejected, staff access.

Guardrail Reference ​

Use the Notion page Content-/Claim-Guardrails when clinic data, public clinic status, verification wording, staff access, or clinic profile claims are involved.

  • Stop: Do not create or publish verified clinic, trusted clinic, certified clinic, quality-approved, medical-excellence, best clinic, or top doctor claims without a documented process.
  • Confirm: Visible status wording such as verified, reviewed, approved, certified, or transparent pricing needs documented proof, review date, responsible owner, and defined review process.
  • Safe: Neutral clinic-source information is okay when it is copied from checked clinic data and does not imply medical quality or findmydoc certification.

Goal ​

You review a new clinic registration, decide what to do with the request, and create the real clinic data and staff access in the CMS.

Before You Start ​

  • You have Platform Staff access in the CMS.
  • You work in the CMS under /admin.
  • The public registration flow was checked at https://preview.findmydoc.eu/register/clinic.
  • The CMS steps were checked locally with demo data and a Platform Staff session.

Step-by-Step Guide ​

  1. Open /register/clinic as a clinic.

  2. In Register your clinic, enter Clinic name and Website.

  3. Click Continue.

  4. In Choose focus areas, select at least one focus area.

  5. Click Continue.

  6. In Your contact, enter the contact person: First name, Last name, Email address, and Position / role. Stop: Do not enter patient data, medical documents, passwords, or extra private notes into the public registration flow.

  7. Click Submit request. The clinic now sees Request submitted.

  8. In the CMS, open the ClinicApplications collection.

  9. Open the new request with Status Submitted.

  10. Check the submitted data: Clinic name, Clinic website, Contact email, Contact role, and Medical specialties. Confirm: Medical specialties should describe clinic focus areas. They must not become a findmydoc recommendation or quality rating.

  11. Check whether a matching clinic already exists in Clinics, or a matching user already exists in BasicUsers. Do not create a duplicate if the clinic or contact person already exists.

Do not continue if ​

  • The clinic, website, or contact data is still incomplete or looks like a duplicate.
  • You would need to add private data, health data, or a long explanation to Review Notes.
  • You cannot confirm whether the clinic may become public yet.

  1. If the request is not valid, set Status to Rejected. In Review Notes, only add the short reason for the decision. Stop: Do not store passwords, full email threads, patient data, health data, or long private explanations in Review Notes.

  2. If the request is valid, set Status to Approved. This approves only the request. No real clinic, user, or staff access is created automatically. Confirm: Approved here is an internal workflow decision. Do not describe the clinic publicly as verified, certified, trusted, or quality-approved unless a separate documented proof process exists.

If something went wrong ​

  • If you approved the wrong request, change Status on the same ClinicApplications record before you create the clinic, user, or staff record.
  • Do not delete the request or overwrite an existing clinic unless the owner confirms the correction.
  • If clinic, contact, or staff data is already public or active, keep the current state stable and ask the platform owner or privacy/legal owner before you change more records.

  1. Open the Clinics collection and create the real clinic.

  2. Copy the checked data from the request: clinic name, website, contact email, contact person, and matching focus areas.

  3. Add the required clinic data: Address, Internal Primary Contact, and Supported Languages. Safe: Copy only checked clinic-source information. Do not add quality badges, medical scores, or unsupported trust wording to the clinic record.

  4. Set the clinic Status to Approved only when the clinic may become public. Until then, keep the clinic as Draft or Pending. Confirm: Before public status, check that clinic data, source ownership, visible status wording, and any claim-like fields have owner approval.

  5. Open the BasicUsers collection and create the login for the contact person.

  6. Enter First Name, Last Name, and Email. Set User Type to Clinic Staff. Stop: Do not create staff access for a personal email, unknown contact, or unconfirmed clinic representative.

  7. Save the user. This starts the invite for the external login and prepares a related ClinicStaff record.

  8. Open the ClinicStaff collection.

  9. Open the new staff record for the contact person.

  10. In Clinic, link the real clinic.

  11. Set Status to Approved. The clinic staff access is active only after this step. Confirm: Staff approval grants external account access. Check the clinic link and contact identity before saving.

  12. Go back to the original request in ClinicApplications.

  13. Under Created records, link Clinic, BasicUser, and ClinicStaff. Also set processedAt if the field is visible.

Compliance Notes ​

  • Do not store login credentials, full email threads, health data, or extra personal details in Review Notes.
  • The registration stores contact data and technical request data such as IP address and browser information. Use only demo data in screenshots and examples.
  • The public form note mentions legitimate interest for contact. If the text, purpose, or follow-up process changes, ask the privacy/legal owner to confirm that /privacy-policy still fits.
  • Before you set Approved, check that the clinic data may become public.
  • The clinic login is complete only when ClinicStaff is linked to the real clinic and set to Approved.
  • Treat analytics as optional for this guide. The operator flow must not depend on analytics.
  • If it is unclear how long to keep a request, how to delete it, or how to handle a later rejection, mark this as an open privacy/legal check.

Success Check ​

The task is complete when the request in ClinicApplications is approved or rejected. For an approved request, there must also be a real clinic in Clinics, a matching BasicUsers entry, a linked ClinicStaff entry with Status Approved, and complete Created records in the original request.