The client chart

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. Ten 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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Write a note without leaving the chart

Notes lists every clinical note filed against this person, grouped by the day it was written and newest first, with who wrote it, when it was last worked on, and whether it is a Draft or Signed & locked. Selecting a row opens that note in the Notes area — the same place the Overview tab’s activity timeline takes you, so a note is always in one place whichever list you found it in. New note starts one on the chart itself. Choose a template from the selector at the top of the note — your clinic’s own templates appear there under their own headings, marked Custom — and fill the sections below it. The note is saved against this client, so there is no client to choose. Two sub-tabs divide the work: Documentation for what was observed, and Diagnosis for what it was concluded to be. Your work is saved as you write. A few seconds after you stop typing the note is kept as a draft, and the line beside the buttons says which state it is in — Saving…, Unsaved changes, or Saved with the time. Nothing is saved for an empty note, and autosave only ever writes a draft. Save draft keeps it editable. Sign & lock signs it, and a signed note can no longer be edited — a locked note opens read-only and says so, and is never touched by autosave. Notes written here are the same notes the Notes area holds, so anything started on one opens on the other.

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Export a note as a PDF

Export PDF on a row in the list downloads that note. The same button sits above a note you have open, once it has been saved. Beside Export PDF, the mail icon labelled Send securely emails the client a private link instead of the file itself — see Send a report securely for what the recipient sees and how it is logged. Long lists are paged. Notes, History and Documents & forms each show 10 entries at a time with Show … per page under them, and the line beside it tells you how many there are in total.

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Record vitals

Vitals shows this person’s whole flowsheet — every reading taken about them anywhere, triage, a ward stay or here on the client record — as a table of measurements (blood pressure, pulse, temperature, respiratory rate, oxygen saturation, weight, height, BMI and more) against readings, oldest to newest left to right, each column labelled with when and where it was taken. There is no separate history view to switch to: the client record has no single visit to default to, so every reading always shows here. Record vitals opens a panel to enter a set here, on the client record. It does not open a triage — no triage row, no triage queue entry, and nothing counted as a triage — it simply adds to this person’s flowsheet. Record blood pressure (with position and cuff details), pulse, respiratory rate, temperature, oxygen saturation and device, weight and height, and, for a child, growth measurements — in your clinic’s display units. Leave anything you did not measure empty. A blank is stored as not taken; it is never recorded as a zero, and the table shows an em dash for it. BMI is calculated from the height and weight you enter rather than typed, so it can never disagree with them. A correction is a new set, never an edit of the last one. Blood sugar is entered in your clinic’s display unit — mmol/L unless your clinic has changed it — with decimals accepted, as a glucose meter actually reads. A value outside anything physiologically possible is refused rather than saved, so a reading typed in the wrong unit does not quietly become a different one. Readings outside the normal range for the measurement are shown in red.

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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 or status note belongs to the person who wrote it. Only its author can edit it. Everyone else reads it with Written by and the author’s name, and sees no Edit button. Anyone can still Pin it or move a status note along — Open, In progress, Resolved. Archive is for the author, and for an owner or manager who needs to clear out an old note; the archive is recorded with who did it and when.

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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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Read the mail linked to this person

Mail lists every conversation somebody has filed against this client from Mail — subject, how many messages it holds, when it was linked, and the note whoever linked it left. Selecting one opens it in Mail. Nothing arrives here on its own. A conversation appears only because a person deliberately linked it, which is why the tab on a chart nobody has filed anything to reads No mail is linked to this client with a Go to Mail button rather than an empty list. Linking is done from the conversation, not from here — open it in Mail and select Link to client. An unread count and an attachment mark show against a conversation where there is one; a count we cannot read shows as an em dash rather than as zero. Opening this tab is recorded in the audit log as a clinical read, whether or not anything is linked — reading a client’s correspondence is exactly the kind of access the trail exists to answer for.

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Where the chart gets its content

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Common issues

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FAQ