A clinic is opened with a single application — the Create your clinic form has six steps and is filled in at one sitting. You need a Heltio account first: the application is signed with your email address, and whoever sends it becomes the clinic's Owner.
The application does not open the clinic straight away. It goes to the Heltio team, and the screen says so plainly: Approval typically takes 1–2 business days.
How to do it
Identity and legal
The Clinic name and the Public URL handle — the latter goes into the address of the public clinic page. Then the company details: Legal company name, NIP (10 digits), optionally REGON and Legal form, plus the Registered address.
The NIP is checked against the Ministry of Finance VAT register, but that check does not block submission. A matching number is acknowledged with Verified in the Ministry of Finance VAT register, one not found with This NIP is not an active VAT payer in the Ministry of Finance register. You can still continue — our team will verify it manually. Only a failed checksum stops you.
Each of the six steps looks the same: (1) the step bar with your position marked, (3) the fields of the current step, (4) the move onward.
Scale
Practitioner seats, Expected monthly patient volume and a We operate from multiple locations toggle. You also pick the plan and the billing cadence here. The screen states the seat limits itself: Starter — 1, Pro — 1–10, Clinic — up to 50.
Credentials
Owner phone (we use it only to follow up on the application), Owner profession — Physiotherapist, Osteopath, Doctor, Dietitian, Trainer or Other — and the PWZ / NPWZ practitioner licence number. The number is required for medical professions. Optionally a Specialty and an RPWDL clinic registry number.
Billing
The Billing email (defaulting to your account email) and two acceptances: the Terms of Service and the Master Data Processing Agreement.
You do not give a payment card here. The screen says: Card details are collected after approval — once the application is approved you get an email with a secure Przelewy24 link. Nothing is charged before approval.
Data processing
A separate acknowledgement under GDPR Art. 28: Heltio processes patient data only on your documented instructions, and you remain the controller. The screen summarises the four things you are acknowledging — sub-processors, processing within the EEA, standard contractual clauses, and the return and deletion of data once the relationship ends.
Review and submit
The Review and submit screen shows every section with an Edit button beside each. The Submit application button closes the matter.
After sending you land on the Application submitted page with the status Pending review, the time pending, and Edit submission and Contact support buttons. A rejected application shows the Rejection reason and a Reapply button.
When something doesn't work
That URL handle is already taken. Try another.
What this means: The public handle has to be unique across all of Heltio, and another clinic has taken this one.
This NIP is not valid — check the digits (the checksum does not match)
What this means: The number entered fails the checksum — usually transposed or dropped digits.
PWZ license number is required for medical professions
What this means: The chosen profession is physiotherapist, osteopath or doctor — for those, the licence number is mandatory.
The selected plan does not allow this many seats. Choose a higher tier.
What this means: The seat count from the Scale step exceeds the plan's limit.
You already have a pending clinic application. Please wait for approval or contact support.
What this means: You can only have one application in progress at a time.
Could not fetch the processor agreement. Please refresh and try again.
What this means: The form did not receive the current text of the agreement, so there is nothing to accept.
Who has access
Clinic AdminThe application is filed by the person who will be the clinic's Owner — they need no prior role in Heltio, only an account. The rest of the team joins later, by invitation.
Related
- The first hours in the dashboard — what to do once the application is approved.
- Clinic invitation — how the rest of the team joins.
- DPA and sub-processors — exactly what you accept at steps 4 and 5.
Related features
The first hours in the dashboard
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.
Sign-in and account security
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.
The clinic invitation and accepting it
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.