Search is the field in the top bar with the hint Patient, appointment, note, material…. One query searches five kinds of data at once, so you do not have to remember which screen a thing lives on.
Do not confuse it with the search on the patient list. That one narrows a single list; this one searches the whole clinic.
How to do it
Open search
Click the field at the top — a list of results unfolds under the bar. From anywhere in the app the ⌘K shortcut works too (Ctrl+K on Windows) and opens a large dialog in the middle of the screen. It is the same search, only wider: it shows more results in each group.
Type at least two characters
Up to two characters Heltio shows Type at least 2 characters to search, then Searching… for a moment, and when nothing is found — No results for “…”.
Case and Polish diacritics make no difference: kowal finds Kowalczyk, and zolc finds żółć.
Go through the results in five groups
Results are grouped and labelled: Patients, Appointments, Clinical notes, Materials, Messages. Above them stand the tabs All, Patients, Appointments, Notes, Materials, Messages — each with a hit counter. A tab only appears when there is something in that group.
A patient row adds last visit 12 May or new patient when the person has no completed visit yet. An appointment row shows the date, the name, the appointment type and the room.
Pick from the keyboard
The footer of the list spells the whole set out: ↑↓ navigate, ↵ open, Tab category, ⌘K from anywhere. The highlighted row gets an Open card badge. Esc closes it and clears the field. The All results (12) link takes you from the list under the bar into the large dialog.
Know where a hit leads
- Patient — their record.
- Appointment — the calendar opened on the day of that appointment, with the appointment selected.
- Clinical note — the history in the patient record.
- Material — the materials library with the name filled in.
- Message — the conversation with that patient.
Holding ⌘ (or Ctrl) while clicking opens the result in a new browser tab.
What search covers
Each group has a different reach, and it is worth knowing before you decide something is missing:
| Group | Fields searched | Limit |
|---|---|---|
| Patients | first name, last name, email, phone | active records only |
| Appointments | patient name, appointment title | from 30 days back to 90 days ahead |
| Clinical notes | the note title only | the body is encrypted and cannot be searched |
| Materials | name, description, tags | — |
| Messages | message body | — |
When something does not work
Type at least 2 characters to search
What this means: The query is too short — a single letter would match half the records.
No results for “…”
What this means: Nothing matches in any of the five groups. The usual reasons: you are searching for a sentence from the **body** of a note, the appointment falls outside the window of 30 days back and 90 days ahead, the patient record is inactive, or you are searching in a different clinic from the one the data sits in.
Who has access
Clinic Admin Receptionist PractitionerEvery result group has its own permission: patients, notes and messages need access to patient data, appointments need the calendar, materials need the materials library. A role without a given permission simply does not get that group: you will not see a refusal message, you will see a shorter list. All staff roles hold the full set of five groups today.
Results never leave the active clinic. The same person registered in two clinics is two separate records, and search will only show the one from the clinic you are working in.
Heltio records in the audit log that a search happened, the hit count in each group and the identifiers of the notes that showed up. It never records the search phrase itself — it could contain patient data.
Related
- Dashboard — the screen where you reach for this field most often.
- Patient list — searching the whole register, inactive records included.
- Clinical notes — where the title you search by comes from.
- Materials — the names, descriptions and tags search reads.
Related features
Dashboard — the first screen after signing in
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.
Patient list and search
The Patients screen — searching by name, email and phone, adding a new person, and sending an SMS to the patients you select.
Clinical notes, signing and amendments
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.
Materials library
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.
Messages with a patient
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.