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The chart is the one screen that holds everything recorded about a single person — their details, their visits, what they were prescribed, what was ordered, what they owe and what they have signed. Everything else you do writes into it, so it is the right place to start when you need context before you act.

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What you’re looking at

The header carries the name, a client-type badge and a status badge, date of birth and age, email and phone, with Edit profile beside it. Under that sits a row of actions — Intakes, Upload, Message, and a ⋯ menu whose Change status submenu moves the person between Active, Inactive, Prospective and Archived. Seven tabs run across the chart, opening on Overview: A right-hand sidebar stays with you across every tab, in four blocks: Billing (Balance, Total Paid, Billing Type, and an Add Payment button), Upcoming appointments, Client Info (Gender, Blood Type, Genotype, Marital Status, Occupation) and Contacts. On a chart with nothing on it yet, the figures read 0, Next Appt reads None, the sidebar shows No upcoming appointments and No contacts on file, and any field nobody has filled shows an em dash — never a made-up value.

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Sticky notes and status notes

A floating dock sits on the right edge of the chart: two draggable tabs, Sticky Notes in amber and Status Notes in blue, each with a count badge. Pinned sticky notes also render as dismissible cards on the chart itself. To add one, open Sticky Notes and fill in Title, Note, a Colour and a Priority, decide whether to Pin to top — “Keep this note above the others” — and select Add note. Tag staff (email notified) puts it in front of a named colleague. Status Notes is the clinical team’s version. It carries a Visible to all staff toggle — “Let non-clinical staff (front desk, billing) see this note” — and moves through Open, In progress, Resolved and Archived.
A sticky note belongs to the person, not the visit. It follows them into every future visit, so it is the right place for “always needs a chaperone” or “prefers afternoon appointments” — and the wrong place for something that only matters today. Anything clinical belongs in a clinical note.

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Check someone in from the chart

Overview carries a check-in card. When nobody is checked in it reads Not checked in — “Check the client in for their visit” — with a Check in button; once they are, it shows a live dot, the arrival time, who they are with and where, and offers View and Check out. Selecting Check in opens the Check In Patient sheet. It refuses to save an empty visit: “Add a reason, appointment, or at least one item”. The full workflow, including checking out and issuing the visit record, is in Check a client in and out.

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Who can do this

Role decides whether the chart opens at all. Which charts you can open is decided by the access tier you were given when you were invited. The four access tiers are Basic (“Can schedule and add documentation for their clients”), Billing, Full client list (“Can see profiles and appointments for all clients”) and Entire practice. On Solo and Team there is no per-role navigation editor, so apart from the clinical-authority acts above, nothing on this screen is behind a per-action permission — the tier is the lever. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted. The sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding a module from somebody’s sidebar is a convenience, not a security boundary.
See Staff permissions.

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Where the chart gets its content

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Common issues

Your access tier is Basic or Billing, which covers your own clients only. Full client list and Entire practice see everybody. The owner changes this on your team record.
Balance is invoices raised minus payments recorded. If money has arrived but nobody recorded it, the chart is right and the record is incomplete — settle it on the Billing tab. See Invoices.
Each tab reads only records filed against this client. A lab result attached to the wrong person, or a note saved without a client, will not appear here — check the module the record was created in.
Both tabs are draggable. Move one up or down the edge of the screen and it stays where you put it next time you open a chart.
The chart is still loading the client record — a check-in recorded before the chart knows whose it is would be attached to nobody. If it never enables, reopen the chart from Clients.

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FAQ

A sticky note is standing information about the person — an allergy to flag, a front-desk preference. A status note is the clinical team’s running commentary on something in progress, and it has a status you close off. Neither is a clinical note.
Only what you publish to them. If they have portal access they see appointments, shared documents and messages — not your notes, and not the dock. See Turn on the patient portal.
No. Archiving takes them out of your working list; the chart, its history and its invoices are untouched and reappear the moment you set them back to Active.
The owner and any manager, in the audit log — with your name, the record and the time. Reading a chart is recorded exactly like changing one.
Not as one document. Each record prints or downloads from its own screen — a note, an invoice, a lab report, a visit record — because each is signed by a different person on a different date.