Feature library

The screen you work on from the moment the patient walks in until they leave: the clinical note, range-of-motion measurements, the treatment plan, attachments and the summary that closes the visit.

How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.

Every AI feature draws on one clinic balance. Here is what each call costs, when credits come back, and where to see the history.

AI assistants write drafts; you decide. What they can do, what they will never do, who switches them on, and where the credits come from.

You record the conversation with the patient, Heltio turns it into text and lays it out across the four SOAP fields. The recording is the one piece of material that cannot be de-identified — which is why it needs its own patient consent.

One page of numbers about your clinic over a chosen date range: appointment count, completion, cancellations, new patients, team workload and room utilization.

A side panel in the active session suggests the next history-taking questions based on what is already in the note. You decide which one to ask.

The table view of the calendar: narrowing by status, payment and visit card, CSV export, reminders and no-shows marked in bulk, printing a day or a week.

Heltio reminds the patient about an appointment 24 hours and 2 hours ahead. This is where you set which channel carries it, and what it says.

Once the clinical note is signed, AI fills in a draft summary: exercise recommendations from the clinic library, lifestyle advice, a follow-up plan and a safety checklist.

A record of who reached for patient data and when, and who changed it. Filters, export to CSV or JSON, the starting point for a GDPR inspection and for internal explanations.

The bed grid, the occupancy counter and assigning a place to a patient — what you see on the Ward screen and where the beds themselves come from.

A figure in four views on which you mark pain and other symptoms — with a comparison to the previous visit, a layer of the patient's own reports, and insertion of the marks into the note.

The public address where a patient books without an account: they pick a service, a practitioner and a time, leave their details, and the appointment lands straight in the clinic calendar.

The rules on which a patient reschedules and cancels online by themselves: required notice, a limit on changes, the no-show fee and your own message shown to the patient.

Embed Heltio booking on your clinic's website with a single script tag — inline in the page, or as a floating button. Embedding works only on the domains you name yourself.

The main working screen of the practice: a full 24-hour grid across the week, a switch to the appointment list, filters, drag-and-drop rescheduling and time blocking.

The Payments screen under Billing: how much has come in since morning, who still has to be charged, who is in arrears and how much cash is left in the drawer at the end of the shift.

A short list of the ICD-10, ICD-9, ICF, outcome-measure and functional-test codes the clinic keeps within reach instead of the whole catalog. The clinic list and your own are separate.

One account can belong to several clinics. The switcher at the top of the sidebar decides whose patients, appointments and invoices you are currently looking at.

The Clinic Information card holds the name, address, phone, email and time zone. The tax details — NIP and bank account — live somewhere else, and this article says where.

One logo carries everything a patient receives from Heltio — the public page, emails and PDF documents. This article says where to upload it and why the file format matters.

Logo, photos, description, opening hours and contact — everything a patient will see about the clinic in the Heltio finder. Plus the checklist that stops you publishing an empty page.

The application to open a clinic on Heltio: six steps filled in online, then approval by the Heltio team — usually within 1–2 business days.

Heltio's public search, where a patient finds a clinic or a specialist by city, specialization, condition, method and language. Not launched yet.

Four note formats, practice templates, the 48-hour edit window, and the signature that closes an entry for good — with the amendment as the only route to changing it.

A pay model set separately for each practitioner, a monthly payout calculation for a period, finalisation, marking as paid and an export for the accountant. A practitioner can raise a dispute over their own payout.

Two consents, not one: the clinic accepts the data-processing agreement, and the patient — separately, and only for recording — agrees to the visit being recorded.

The screen that opens right after you sign in: a greeting, a card for the next appointment with a start button, and a grid of widgets you arrange to suit yourself.

The register of patients at a Day Rehabilitation Centre: who is enrolled, how many treatment days are planned, who attended today and when a place frees up.

Patient-days, bed and place occupancy, therapist and device productivity, the waitlist and NFZ contract realization — all for a chosen period, on one screen.

The register of treatment equipment, the schedule of every device, and the planning of a multi-week treatment series that books a device for each session.

Heltio sends emails to patients from its own sender address. The clinic sets the footer, the reply-to address and decides which message types go out.

Which emails Heltio sends patients on the clinic's behalf, how to turn them on and off, and what you can change in them.

The practice's collection of exercises with photos, video, instructions and a default prescription — the source you build patient programs from.

Laying out exercises for a patient across weeks and days: prescriptions for each exercise, videos from the materials library, week copying with progression, and five program statuses.

How a patient works through an assigned program — logging exercises, the set runner with rest, a quick daily check-in, history and milestones.

A patient in the acute phase gets a different set from the same patient three months later: you attach exercises with prescriptions and materials with roles to a specific phase, and Heltio computes a readiness verdict from them.

There is no single button that packs the whole clinic up. There are four working exports, and this article says which one closes which need.

Eight reports at one address — revenue, outstanding, cash flow, commission, VAT summary, insurance, packages and wallets — with filters, a chart, a table and an export to XLSX or PDF.

Printing receipts on an online fiscal printer connected through Heltio Bridge. The receipt list is in the app, but the screen for connecting the bridge and registering devices is switched off — for now a clinic fiscalises sales outside Heltio.

Vouchers for an amount or for a package of visits — sold at reception with a code and a gift-card PDF, or online with the code emailed once the payment is booked. The code is shown once; after that it cannot be recovered.

Two-way sync of the clinic calendar with Google Calendar. The feature is built but switched off for every clinic — today you get your schedule out through the iCal feed.

Linking a practitioner's private Google Calendar with the Heltio calendar. The feature is built but not yet available — the card in settings shows Coming soon.

How to link a parent, a legal guardian or another adult to a patient card, and what such a guardian can do in the Patient Portal.

Reading text from a photo of a note is planned but does not work yet. Today you attach the photo to the appointment and type the content in by hand.

What the clinic pays Heltio and what for: the mandatory Core module plus the modules you add, monthly or annual billing with a discount, the history of invoices from Heltio, and changing the plan. Not to be confused with the invoices the clinic issues to patients.

The second channel of the Centrum e-Zdrowia integration: the document stays in Heltio and an index entry goes to P1. It concerns only entities that produce electronic medical records — a physiotherapy practice is not one.

The record of a patient's hospitalization on a ward: admission with a diagnosis and a bed, leave, transfer between wards, discharge and the Barthel scale.

The register of HIS and SSO connectors and the message bus of a hospital facility: what comes in, what goes out, what failed and how to retry it.

Four interface languages, switched with the globe icon in the top bar. The choice lives in the browser, not on the account — and that has consequences worth knowing in advance.

The invitation form works, but the invited person has nowhere to click “accept” today. What the button actually does, what is missing, and how to add somebody to the team right now.

Issuing invoices, proformas and corrections, submitting to the National e-Invoice System, and the KSeF Inbox with invoices from suppliers. Numbering, seller details and the VAT exemption basis are set once, under Billing.

A tablet in the waiting room where the patient types the last five digits of their PESEL number and checks in. Reception sees them in the waiting room straight away.

Connecting the clinic to the National e-Invoice System: a token from the KSeF portal, the choice of test or production environment, a connection test and a view of submission status.

Bulk SMS and email to patients who gave marketing consent — with audience selection, a consent check and a send window.

A shared home for the clinic's PDFs, videos, images and links: upload something once, then attach it to an exercise in a program, to a treatment-plan phase and to a visit summary.

A completed visit reaches Centrum e-Zdrowia by itself. This article says exactly what goes out, within what deadline, how to recognise a held event and what to do with it.

Recurring monthly plans: a paid period grants the patient package credits or a wallet top-up. We never charge a card automatically — the patient pays each period with a fresh link, or a QR code at reception.

The written conversation between a patient and the clinic in the Patient Portal — a separate thread per practitioner, the body chart as the only attachment, notifications both ways.

A text conversation between you and the patient — in the dashboard, in the portal and in the mobile app. One conversation per practitioner–patient pair.

The migration is done by the Heltio team — there is no self-service file upload in the app today. What to prepare and what to expect.

Your own settings — what Heltio should remind you about, how loudly, on which device, and during which hours it should stay quiet.

Photo, description, specializations, education and a professional licence number. Plus the switches that decide where the profile shows up at all.

Coding NFZ services at execution, annual contract limits and batches handed off to OptiMED. Heltio prepares the data for settlement; it does not settle with the NFZ itself.

A note written by a trainee is not yet final documentation. The countersign queue gathers such notes in one place and lets you approve them.

How a patient books a visit from the Patient Portal — a four-step wizard, instant booking versus a request, online payment, the waitlist, and rescheduling or cancelling.

Printing receipts from Heltio on the fiscal printer standing at reception — through the Heltio Bridge helper app. The receipt list already works; the screen where you connect the bridge and the printer is temporarily closed.

Three settlement modes for a booking — pay at visit, deposit or full prepayment — with an override available for a single service. Payments are handled by Przelewy24; Heltio never touches the patient's card details.

The tree of a facility's units: departments, wards, outpatient clinics and day units, staff assignment to a unit, and care teams. Available only for facilities of type Hospital.

The questionnaires and scales you use to measure the effect of therapy: the measure library, recording an assessment in the patient record, goals with a clinically significant change threshold, and requests sent to the patient portal.

The measure library, recording assessments at a visit, the baseline and the goal, requests sent to the patient portal, and the queue of overdue assessments.

Functional tests recorded on the visit card: the practice catalog, search by category and body region, a score with an interpretation, and favorites that shorten the path to the tests you use every day.

The middle of the P1 wizard: identifiers from the register book, the entity's legal profile, the certificate request, uploading the WSS and TLS certificates, professional licence numbers and the connectivity test.

Who is obliged to report to the Polish e-Health system, how the configuration in Heltio runs, and where you check whether visits are actually reaching Centrum e-Zdrowia.

Selling multi-visit passes straight from the clinic's public page: the patient picks a pass, pays online and gets the pass, while you get an invoice under Billing.

The Interview section of the visit card and the permanent clinical profile on the patient record — what to record where, how to describe pain and what to do after ticking a red flag.

The Patients screen — searching by name, email and phone, adding a new person, and sending an SMS to the patients you select.

An overview of the Patient Portal — how the patient gets access, what is in the menu, how they switch between clinics, and what they see when there is no access.

The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.

The screen where ratings given by patients after a visit collect: average rating, tags, a weekly trend and a table of comments. The patient-facing form does not exist yet.

A review request after a completed visit, the rating a patient leaves in the portal, the practitioner's reply, and moderation in Analytics.

A cash balance kept for every patient: top-ups, paying for visits and invoices from it, balance adjustments and a full transaction history. The patient sees the same wallet in the portal.

The reception screen for one working day: how much has been taken, who is sitting in the waiting room with an unpaid visit, what is outstanding, and how much cash is in the drawer at shift close.

The three PDF documents Heltio assembles from clinic data — the post-visit handout, the exercise program and the invoice. Where to find each, and which language it comes out in.

A four-digit code that covers the screen on a shared computer — by hand with a keyboard shortcut, or on its own after a set period of inactivity.

A ready-made structure of phases, goals and programs for a recurring diagnosis — built once, then launched for one patient after another from a single dialog.

A working-hours template with a multi-week cycle, exceptions pinned to specific dates, copying a schedule across the team, and setting how much of it the practitioner may change themselves.

The questionnaires a patient fills in in the portal before they arrive — medical history, consents, a pain questionnaire and the clinic's own forms.

Multi-visit passes: you define them once in settings, sell them to a patient, and Heltio deducts credits as visits are settled. Validity, service coverage and the practitioner list are part of the pass definition.

The Compliance tab on a program card: the overall rate, a per-exercise breakdown with average pain and difficulty, a 16-week activity heatmap, and a reminder when the week looks bad.

A program saved with no patient, ready to be assigned: two assignment routes — quick, and exercise-by-exercise customisation — plus sharing a template with the rest of the clinic.

The patient pays for the visit when booking, and the money goes to the clinic's account through Przelewy24. It takes two steps: a verified payout account and online payments switched on.

The clinic's shopfront for patients: logo, description, gallery, hours, map and team. The editor works and is worth filling in, but the public page itself is switched off for the beta.

Thirteen Polish public holidays are already in Heltio, and the practice is closed on each of them by default. This is where you decide which ones you nevertheless work through.

Your professional card: photo, bio, specializations, conditions treated, methods, education, languages and the Verified badge. There is one profile, however many clinics you work at.

Browser push for the team and mobile-app push for the patient — who gets what, who turns it on, and what push does not cover.

One screen for a whole shift at the front desk: who is already waiting, who to call in, who is seeing patients today, which online bookings came in and how much money has come through.

How to book a series of regular visits in one save, how to change or cancel one of them without touching the rest, and what happens when a slot in the cycle is taken.

Two different mechanisms under one name: the messages sent to the patient before a visit, and the operational reminders for the team in the bell next to your name.

A round button in the bottom-right corner of every page. The form attaches the technical context by itself, so you do not have to describe where you were and what you clicked.

Thirteen roles: four in an ordinary clinic, eight more in a hospital facility and one on the patient side. What each one sees, what it can change, and why a role cannot be overridden with a single permission.

The field at the top of the dashboard and the ⌘K shortcut: one query searches patients, appointments, notes, materials and messages of the active clinic at once.

The list of what the practice sells: name, duration, price and VAT rate — with the option of a different price or a different duration for a specific person.

The clinic's service catalog — price, duration, VAT rate, visibility in online booking and price overrides for individual practitioners. The calendar, invoices and packages all take their price from here.

What you set on the single Settings page, what has its own entry in the sidebar, and what you will not see in your clinic at all.

Claims for visits funded by an insurer, grouped into billing batches and sent as an XLSX file with a PDF bundle. NFZ reporting through OptiMED is a separate path, available to hospital facilities only.

Signing in with an email and password or through Google or Apple, the verification code from your inbox, password recovery, and a PIN lock on a shared computer.

Two different boundaries close a clinical entry: the edit window counted from the end of the visit, and the signature, which closes the entry at once. The signature is checked first, and the only route to changing a signed entry is an amendment.

SMS is sent by Heltio, not by your clinic. You do not connect your own operator account — you buy a balance, optionally order your own sender name, and decide which notifications go through that channel.

How Heltio sends SMS to patients — content and channels, message length, a custom sender name, and the STOP and START keywords.

The clinic's SMS balance — how much is left, where it comes from, how to buy a package and how to switch on auto top-up.

Three shared lists you pick your professional profile from. You cannot add an entry of your own by hand — instead you suggest one, and Heltio reviews it.

Three shared lists you pick your public profile's content from — and the same lists a patient filters practice search results by.

What the invitation screen opened from a link looks like, what its states mean, and how an admin adds someone to the team under Settings.

The list of people working in the clinic: who holds which role, how to change it, how to take access away from someone leaving, and what happens to their appointments and notes.

What you see right after creating an account, how the Welcome to Heltio screen works, and in what order to set the clinic up so the first real appointment has somewhere to land.

Two sample clinics full of data, three roles to choose from and no registration. You can click anything — the data returns to its starting state every night at 03:00.

Allergies, medication, chronic conditions, height, weight and an emergency contact — the data a patient fills in themselves on the My Profile tab, and which you see on their card.

What the patient sees in the portal when they open their program: today's plan, a set runner with a rest countdown, three buttons on every exercise, and the pain and effort questions whose answers come back to the clinic.

How the patient sees their treatment plan — a phase timeline with discharge criteria inside the health records, plus the weekly This week on your plan view.

An order for treatments for a ward patient: the diagnosis, ICD-9 procedures, the ordering physician and a register of every execution at the bedside.

Leave requests, sick leave and other absences — together with what Heltio does about the appointments that fall in the middle of an approved absence.

From a diagnosis description, AI lays out an outline therapy plan — phases, progression criteria and measurable goals. You review and correct everything before the plan exists.

A course of therapy split into phases with advancement criteria, goals measured by outcome measures and a discharge at the end — run for one patient and visible to them in the portal.

Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.

The clinic's monthly VAT summary and a CSV file to import into accounting software. Heltio does not produce the official JPK_V7 XML file — it supplies the data your accountant builds that file from.

A structured record of the examination — interview, physical examination, functional tests, hypothesis, therapy plan and coding, filled in during the visit and closed with a signature.

A queue of people who want an appointment when there is no slot for them. When someone cancels, Heltio reaches out to three matching people from that queue.

Someone turns up without a booking. How to create an appointment for them, take the money by QR code or on the reception device, and where to see the confirmation.

The patient's money seen from the portal — balance and transaction history in My Wallet, purchased visit packages, recurring memberships and vouchers.

One account can belong to several clinics. The switcher at the top of the sidebar decides whose data you see — and nothing mixes between clinics.