On this page
A plan for the person who runs the visits: physiotherapist, osteopath, doctor. After three sittings at the computer you can pick your day up from the calendar, document a visit and send the patient off with an exercise programme — without checking the manual every thirty seconds.
We assume someone has already added you to the team and you can see your appointments in the calendar. If you cannot see them, that is on the clinic administrator's side, not yours.
How to do it
Day 1 — the calendar and the active session
Start with the Calendar. The hourly grid shows the week, the switch above it flips to the appointment list, and you move an appointment by dragging it. The N shortcut opens the new-appointment form from anywhere in the panel — except inside text fields, where the letter simply types.
Click your next appointment and choose Start visit. The workspace opens — the screen you work on from the moment the patient walks in until they leave. Above the note sits the save indicator: Saving..., Unsaved changes or Saved just now. Nothing has to be saved by hand.
The bar along the bottom shortens the route to the things you reach for during an examination: Pain Scale, ROM Measurement, Body Map, Attach File, Upload Photo, Quick Weight, Outcome Assessment. The session timer warns you when the visit runs past its planned length.
Practise this on one appointment before you do it with a patient in the room.
The workspace is a full screen, not a window over the calendar. One is the top right corner — that is where you leave the visit. Three is the note area, with the save indicator above it; the panel on the right holds the patient data you glance at during the examination.
Day 2 — the note, the visit card, the treatment plan
The Note format choice decides what the field looks like: SOAP, Free Text, Template or Visit Card. The default format for the whole clinic is set by the administrator in Settings → Clinical Settings → Default note type; you can change it on an individual visit. Select a template inserts a ready structure instead of a blank page.
You can amend a note for 48 hours after the visit ends. Signing closes it straight away — from that moment it changes only through an amendment, which leaves a trace in the audit log.
The Visit Card is a structured record: history, physical examination, functional tests, hypothesis, and ICD-10 and ICF coding. For a patient you will see over more than one visit, open a Treatment Plan — phases with transition criteria, goals measured on scales, and a discharge at the end. Diagnoses that recur are worth saving once as a plan template.
Measurement scales are picked from the Outcomes Library in the settings; overdue assessments are gathered on the Assessments screen.
Day 3 — exercises, materials, closing the visit
Exercises is the clinic's catalogue: photographs, video, instructions and default dosage. From it you build a programme — Programs → Create Program, or faster from the Templates tab. Files shared across the clinic (PDFs, videos, links) live in Materials and are attached to exercises and to plan phases.
What the patient does between visits comes back on the Compliance tab of the programme record: Overall Compliance, a Per Exercise breakdown with average pain and difficulty, and the Activity Heatmap.
You close the visit with the Complete Session button. The summary dialog takes Diagnosis / Clinical Impression, Treatment Performed, Home Exercise Program, Lifestyle Recommendations, Referrals and Follow-up Plan. The Make visible to patient switch decides whether the recommendations reach the patient portal.
When something does not work
Select an in-progress appointment to load the workspace.
What this means: The workspace screen is open, but no appointment is in progress.
Failed to load workspace data.
What this means: The request for the appointment data did not arrive — most often on a dropped connection.
Session has exceeded scheduled duration
What this means: The visit is running longer than the service duration set in the catalogue.
You do not have permission to manage note templates.
What this means: Clinic templates are created and changed by the owner or the administrator.
Related
- Visit workspace — the whole visit screen, panel by panel.
- Clinical notes, signature and amendment — four formats, the 48-hour window, amendments.
- Treatment plans and phases — how to carry a patient through a course of care.
- Exercise programmes — laying exercises out across weeks and days.