Patient Management
Patient Registration
Who uses it: Front Desk / Healthcare Administrator Every person who comes to the center is registered as a patient. The record holds their personal details (name, date of birth, mobile, email), medical history, allergies, current medications, and emergency contact. Once registered, the patient record is permanent and all future visits, therapy sessions, and lab tests are linked to it. Feeds into: Appointments, consultations, therapy plans, billingPatient History
Who uses it: Doctor, Nurse, Physiotherapist A single timeline view of everything that has happened for a patient - every appointment, every consultation note, every therapy session, every lab test result, every vital signs entry. You do not need to look in different places; everything is in one scrollable history. Depends on: Patient must be registeredVital Signs
Who uses it: Nurse, Doctor Before or during a consultation, the nurse or doctor records the patient’s vital signs: blood pressure, pulse, temperature, respiratory rate, height, weight, and BMI. These are stored against the appointment and become part of the patient’s history. Feeds into: Patient history, consultation encounterAppointments
Booking an Appointment
Who uses it: Front Desk, Patient (via portal) The front desk books an appointment by selecting the patient, practitioner, date, time, appointment type, and service unit (room/gym). The system checks the practitioner’s schedule so you only see available slots. Appointments can be for a consultation, a therapy session, a clinical procedure, or a follow-up. Depends on: Practitioner schedule must be set up Feeds into: Consultation, therapy session, billingAppointment Reminder
Who uses it: Patient (automatic notification) The system automatically sends a reminder SMS or message to the patient before their appointment. The timing (how many minutes or hours before) and the message text are set in Healthcare Settings. Trigger: Automated - runs continuously in the backgroundAppointment Confirmation
Who uses it: Patient (automatic notification) When an appointment is booked, the system automatically sends a confirmation message to the patient. Trigger: Automated on appointment creationFee Validity
Who uses it: Front Desk When a patient pays a consultation fee, a Fee Validity record is created. This tracks how many follow-up visits are covered within the valid period (set in Healthcare Settings) so the patient does not have to pay the consultation fee again for a short follow-up. Depends on: “Enable Free Follow-ups” must be on in Healthcare SettingsConsultation (Doctor Visit)
Patient Encounter
Who uses it: Doctor, Physiotherapist A Patient Encounter is the record of what happened during a consultation or visit. The doctor records:- Symptoms (what the patient is complaining about)
- Diagnosis (what condition the patient has)
- Drug prescriptions (medicines to take)
- Lab test orders (blood tests, imaging, etc.)
- Therapy prescriptions (which therapy type is needed)
- Notes
Clinical Notes
Who uses it: Doctor, Nurse, Physiotherapist Free-text notes attached to a patient that are not part of a formal encounter. Useful for recording observations, calls, or updates between visits. Feeds into: Patient historyTherapy Plans and Sessions (Rehabilitation Core)
Therapy Plan
Who uses it: Doctor, Physiotherapist A Therapy Plan is the rehabilitation program for a patient. It lists which therapy types are needed and how many sessions of each. For example: “Physiotherapy - 10 sessions, Hydrotherapy - 5 sessions.” The plan tracks:- Total sessions prescribed
- Total sessions completed
- Status (Active, Completed, etc.)
Therapy Session
Who uses it: Physiotherapist A Therapy Session is the record of one completed therapy appointment. The physiotherapist records:- Which therapy type was performed
- Start date and time, duration, and service unit
- Exercises performed (with targets and completions)
- Any notes or clinical codes
Exercise Types and Steps
Who uses it: Admin, Physiotherapist (setup) Each type of exercise used in therapy is defined once (name, difficulty level, step-by-step instructions, video link, body parts worked). When a therapist adds an exercise to a session, they pick from this list and record how many repetitions were targeted and how many were completed.Therapy Type
Who uses it: Admin (setup), Physiotherapist A Therapy Type is a category of treatment - for example, “Occupational Therapy”, “Speech Therapy”, “Hydrotherapy”, “Manual Physiotherapy.” Each type has a default duration, billing rate, and a list of associated exercises. Therapy types are selected when building a therapy plan or booking a therapy session.Therapy Plan Templates
Who uses it: Admin, Doctor Instead of building a therapy plan from scratch each time, a template can be set up for common rehabilitation programs (for example, “Post-Knee Surgery Recovery” = 10 physio sessions + 5 hydrotherapy sessions). The doctor selects the template and it pre-fills the plan, saving time.Patient Assessment
Who uses it: Physiotherapist, Doctor A Patient Assessment is a scored evaluation of a patient’s condition using a standardized scale (for example, a pain scale from 0-10, or a functional mobility score). The therapist fills in answers and the system calculates the total score. Assessments are run at the start, middle, and end of a therapy plan to track whether the patient is getting better. Depends on: A Patient Assessment Template must be set up Feeds into: Patient history, therapy session recordsPatient Assessment Templates
Who uses it: Admin (setup) A template defines the questions and scoring for a standardized assessment tool (for example, a Barthel Index for daily living activities, or a VAS pain scale). Once set up, the template is reused for every patient who needs that type of assessment.Inpatient Management (Admitted Patients)
Inpatient Record
Who uses it: Doctor, Nurse When a patient is admitted to the rehabilitation center (staying overnight or for multiple days), an Inpatient Record is created. It tracks:- Which bed/room the patient is in (service unit occupancy)
- Which doctor is responsible (primary and secondary)
- Admission date and expected discharge date
- Drug prescriptions during the stay
- Lab tests ordered during the stay
- Therapy plan for the inpatient stay
- Discharge notes and follow-up date
Inpatient Medication Order
Who uses it: Doctor, Nurse During an inpatient stay, the doctor prescribes medications through an Inpatient Medication Order. The nurse then administers the medications and records when each dose was given. This ensures every dose is tracked and no dose is missed or doubled. Depends on: Inpatient Record must be activeLaboratory
Lab Test
Who uses it: Lab Technician, Lab Approver When a doctor orders a blood test, urine test, or any diagnostic test, a Lab Test record is created. The lab technician processes the sample and enters the results. The approver reviews and approves the results before they are printed or emailed to the patient or doctor. Depends on: Lab Test Template must be set up Feeds into: Patient history, doctor review in next consultationSample Collection
Who uses it: Lab Technician Before a lab test is processed, a sample must be collected from the patient. The Sample Collection record tracks when the sample was taken, the sample type (blood, urine, etc.), and its collection status.Lab Test Templates
Who uses it: Admin (setup) A template defines a standard test (for example, “CBC - Complete Blood Count”) with the normal ranges and units for each parameter. Once set up, the template is used every time that test is ordered.Clinical Procedures
Clinical Procedure
Who uses it: Doctor, Nurse A clinical procedure is any hands-on treatment that is not a therapy session - for example, dressing a wound, administering an injection, or performing a specific physical intervention. The record tracks the procedure type, the service unit, the practitioner, whether consumable items (gauze, syringes) were used, and the cost. Depends on: Clinical Procedure Template must be set up Feeds into: Billing, patient historyNursing
Nursing Task
Who uses it: Nurse Nursing tasks are individual care actions assigned to nurses - for example, “Check blood pressure at 8am”, “Administer medication”, “Change dressing.” Each task is linked to a patient and tracks:- Which activity type it is
- Whether it is completed or pending
- The scheduled start and end time
- The duration taken
- Any notes