The patient record gathers everything the practice knows about one person: contact details, the clinical profile, the history of notes and visits, measurements, consents, guardians and settlements. It is an archive — the work done during a visit happens in the active session, not here.
Above the tabs stands the Clinical Summary: allergies, current medications, active conditions and the emergency contact. This is what you have to see before you touch the patient — which is why it is at the top and not inside a tab.
How to do it
The steps below refer to two places on this screen: 1 is the button bar in the record header — Edit Patient, Clinical Profile and Invite to Portal; 2 is the content of the open section, that is, the patient data you are currently looking at.
Check the header
The header shows Last Visit, Next Appointment and Active Programs. Next to them are three buttons: Edit Patient (personal details, address, PESEL), Clinical Profile and Invite to Portal.
Fill in the clinical profile
The Clinical Profile has six sections: Physical (height, weight, BMI computed automatically, blood group), Medical (allergies, current medications, chronic conditions, surgical history), Lifestyle (smoking, alcohol intake, activity level, occupation, hours of sleep), Training / Sport, Emergency Contact and Insurance (insurer, policy number, referring doctor).
You save with the Save Profile button. Heltio confirms with Profile saved successfully.
Move through the tabs
The tabs are on the left. The permanent ones are: Overview, Medical History, Measurements, Recommendations, Consents & Docs, Guardians, ROM, Treatment Plans, Packages, Wallet, Communication, Insurances and Invoices. Memberships, Vouchers and Referrals appear only when the practice has those features enabled.
- Medical History — a timeline of clinical notes with search, a type filter and a date range. Above the list stand the numbers: total notes, the last note, the most frequent type, the pain trend, the main regions.
- Recommendations — visit summaries: diagnosis, treatment performed, exercises, recommendations, referrals, prescriptions and the follow-up date. They come into being when a visit is completed; if nobody has completed a visit, the tab is empty.
- Consents & Docs — treatment consents: the description of the treatment, the risks and side effects, how it was obtained (verbally, signed electronically, signed on paper) and who signed — the patient or a guardian.
- ROM — measurements from successive visits set out over time.
Link a guardian
In the Guardians tab choose Link guardian (when the guardian already has a Heltio account) or Invite guardian (when they do not). You give the relationship — Parent, Legal guardian or Other adult — and the date the access is to run until.
For a child the date defaults to their eighteenth birthday. For another adult the date is required and cannot be more than ten years from today. Revoke takes access away within a minute.
Exercise the patient's GDPR rights
Export Patient Data prepares the full set of data in JSON or PDF — personal details, visit history, programs and consents, in line with Article 15 GDPR.
Request Data Deletion starts a request with a response deadline. The personal data is anonymised and the visit records stay for the practice's operational purposes. This operation cannot be undone.
When something goes wrong
Patient not found.
What this means: The record has been archived, or the link points to a patient from another practice.
Please correct the highlighted fields.
What this means: The clinical profile has a field outside the permitted range — usually height or weight.
Fill in the patient's date of birth first to link a guardian.
What this means: Heltio works out from the date of birth whether the patient is a minor, and the guardian's default access deadline depends on that.
No Heltio account found with this email address.
What this means: The guardian does not have a Heltio account yet, so there is nothing to link to.
A completed form is a clinical record and cannot be revoked.
What this means: You are trying to revoke the assignment of a form the patient has already filled in.
A pending deletion request already exists for this patient.
What this means: An Article 17 GDPR request for this person is already under way.
Who has access
Clinic Admin Receptionist PractitionerAny role with clinical access can open the record. The clinical profile and the consents are edited by the roles that document care — Practitioner, Coordinator, Senior Physiotherapist, Trainee, Occupational Therapist, Speech and Language Therapist and Psychologist. Technician / Massage Therapist and read-only clinical access see the record but change nothing in it.
Data export and the deletion request are reserved for the Owner and the Administrator. Both leave an entry in the audit log.
Related
- Clinical notes — where the medical history comes from.
- Treatment plans — phases, goals and discharge criteria.
- Guardian accounts — what a guardian's access looks like from their side.
- GDPR in Heltio — the deadlines and the scope of the patient's rights.
Related features
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.
Treatment plans and phases
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.
Body map
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.
Guardian accounts: a parent or legal guardian in the portal
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.
Audit log
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.