Prerequisites Checklist
Before beginning, ensure the following items and credentials are ready:
Requirement | Responsible Party | Description / Details
|
Company Legal Data | Clinic Admin | CUI (Cod Unic de Înregistrare), Trade Reg No. (Nr. Reg. Com.), VAT status (Plătitor/Neplătitor TVA), official billing address. |
Contact Details | Clinic Admin | Valid administrator email address and phone number. |
Medflow Admin Privileges | Medflow Operator | Access to the Medflow Business admin and Partner Admin sections. |
Phase 1: Clinic Actions (FGO Platform Setup)
Note for Clinic Admins: The on-screen text in FGO is in Romanian. Romanian field names are provided in parentheses (Italics) below for ease of navigation.
Step 1.1: FGO Account Registration
Access the official registration page at www.fgo.ro/inregistrare.
User Info (Date utilizator): Enter your full name (Nume complet), email address (Email), and mobile phone number (Telefon).
Company Info (Date companie):
Select VAT status (Plătitor de TVA / Neplătitor de TVA).
Enter the CUI (Cod Unic de Înregistrare).
Enter Company Name (Denumire firmă) and Trade Register Number (Nr. Reg. Com.).
Specify Company Location (Țară, Județ, Localitate).
Account Confirmation: Confirm your registration via the verification link sent to your email and the SMS code sent to your phone.
Step 1.2: Create an Invoice Series (Prefix)
A fresh FGO account contains no active invoice series. You must create one before linking to Medflow.
Log into your FGO dashboard (www.fgo.ro).
Navigate to Settings (Setări) > Invoicing (Facturare) > Series (Serii facturi).
Click Add Series (Adaugă serie).
Define the Series Name / Prefix (e.g., MED, CLINIC).
Set the starting number (typically 1) and save.
Step 1.3: Generate API User & API Key
In the FGO dashboard, navigate to Settings (Setări) > Integrations (Integrări) > API / External Applications (API / Aplicații externe).
Click Add API User (Adaugă utilizator API).
Set the permission level to Full Access / Invoicing (Acces complet / Facturare).
Generate and copy the API Key (Cheie API). Store this securely to pass to your Medflow Integration Specialist.
Phase 2: Medflow Operator Actions (System Integration)
Note for Operators: The integration activation is performed directly within the Medflow Business admin environment.
Step 2.1: Access the Clinic's Marketplace
Log into the Medflow platform and navigate to Business admin.
Go to Partner Admin and search for the specific clinic for which you want to activate the integration.
Select the clinic to open its profile and navigate to the Marketplace tab.
Step 2.2: Activate and Configure FGO
In the Marketplace tab, locate and select Integrare Fgo Facturare automata.
Click the Activate button.
A configuration panel will appear. Input the required credentials:
API Key: Paste the API Key generated from the clinic's FGO account (from Step 1.3).
Prefix: Enter the invoice series prefix created in FGO (from Step 1.2).
Tax number: Enter the clinic's CUI (Cod Unic de Înregistrare).
Save and Confirm the configuration to finalize the activation.
Phase 3: Connection Verification & Testing
Before marking the onboarding task complete, execute a live connection test:
Trigger Test Transaction: Create a dummy online payment appointment in Medflow (or run a $1 / 1 RON test online transaction).
Check Medflow Status: Confirm that the payment status changes to Paid (Plătit).
Verify in FGO: Log into FGO, navigate to Invoices (Facturi), and verify that:
A new invoice has been automatically issued.
The invoice series prefix matches Step 1.2.
The item description, tax calculation, and price match the Medflow booking item.
Cancel/Void Test: Void or cancel the test invoice/payment as appropriate.
Critical Operational Guidelines
Automated Triggers: Automatic invoicing triggers exclusively for appointments paid online through Medflow prior to the visit. Manual add-ons or in-clinic payments must be invoiced manually unless configured otherwise.
Exact Item Naming Match: Examination and service names in Medflow must match word-for-word with the service inventory or accounting items in FGO. Mismatches will cause invoice generation failures or legal accounting non-compliance.
Troubleshooting & Support Matrix
Issue / Error | Probable Cause | Resolution
|
"Invalid API Key" during activation | API user was created with restricted permissions or key was copied incorrectly. | Re-generate the API key in FGO (Setări > Integrări > API) ensuring Full Access permissions are assigned. |
Invoice Series Prefix not working | No series was created in FGO, or there is a typo in the prefix entered in Medflow. | Go to FGO > Setări > Facturare > Serii facturi and verify the exact series prefix. Re-enter it in Medflow. |
Tax Number (CUI) Mismatch | The Tax Number entered in Medflow does not match the legal entity registered in FGO. | Verify the CUI on the clinic's official registration documents and re-enter. |
Online Payment Completed, No Invoice in FGO | Service name mismatch or API connection timeout. | Check Medflow logs for item name mismatch errors. Ensure service titles match FGO catalog exactly. |
Technical Support Contact:
Medflow Integration Support: [email protected] / Internal Operator Slack (#integrations-help)
FGO Platform Support: [email protected] / +40 31 433 45 60