Zdrovia organizes clinical care around a layered hierarchy. Understanding this model is essential to using the system effectively — forms, charts, invoices, stock tracking, graphs and telehealth all attach to one of these levels.
Patient
├── Chart (may stand on its own — a phone note, a letter, a consult summary)
└── Service Line · shown as "Treatment" on the patient profile
├── Service (one or more — the bookable steps; each makes its own line by default)
├── Intake Forms (filled once for the course of care)
├── Charts (clinical notes on this record)
└── Visit (one or more appointments)
├── Service Performed (which service was delivered at this visit)
├── Visit Forms (filled at each appointment)
├── Service Forms (from the booked service — auto-attached)
└── Stock Usage (products dispensed this visit):::info The service is the thing you create Creating a service creates its line. You rarely author a service line by hand — only when several services genuinely share one course of care, or when you need a record for something that is never booked. See Treatments & Service Lines. :::
Level 1: Patient
A Patient is the top-level entity — a person receiving care at your clinic.
The patient record stores:
- Personal information (name, email, phone)
- Demographics (date of birth, health card, address)
- Emergency contact details
- Internal staff notes
- Aggregate statistics (visit count, last seen date, no-shows)
A patient can hold several records at once (e.g., receiving both physiotherapy and acupuncture), and each is tracked independently.
Charts, invoices, packages, insurance policies and files all attach at the patient level too — see Patients for the arrangeable dashboard that surfaces them.
Where to find it: Patients in the sidebar (/dashboard) → click any patient card.
Level 2: Service Line (the record)
A Service Line is the record a patient’s visits, charts and forms hang off — the thread that makes six appointments read as one course of care. The patient profile labels these Treatments; the page that lists them is called Service lines.
| Concept | What It Is |
|---|---|
| Service | The thing patients book (“Skin Assessment”, “Filler Session”) |
| Service Line | The record one or more services share (“The Deep Edit”, “Physiotherapy”) |
| Patient Record | A specific patient’s enrollment on a line — what visits, forms and charts attach to |
Creating a service creates its line automatically, named after the service. You only author a line by hand when several services genuinely share one course of care, or when you need a record for something never booked — phone calls, letters, general notes.
What lives at this level
Intake Forms: Forms completed once for the whole course of care. Examples: consent forms, health history questionnaires. Submitted once, on file for the life of the record.
Charts (Clinical Notes): Clinical notes on this record, each optionally linked to a specific visit. A line can define a default chart template to pre-populate new notes.
Default Files: Reference materials attached at the record level, available throughout.
:::info Service settings take precedence Where a service and its line both define a chart template, default forms, default files or the main visit form, the service wins. Configure at the service level; treat the line as the fallback. :::
Charts that belong to no record
A chart does not have to sit on a record. Consult notes, phone notes, intake summaries and letters can be written straight onto the patient. They still graph — graphs are patient-scoped.
Where to find it: Open a patient → click any card in the Treatments section.
Level 2b: Services
Services are what patients book. They are configured once at the clinic level and reused across every patient. Creating one also creates the record it writes onto.
Each service defines:
- Price — charged when the service is performed at a visit
- Duration — how long to block on the calendar
- Default chart template — pre-loaded when documenting this service
- Default files — auto-attached to visits where this service is performed
- Default forms — procedure-specific forms shown in the visit (e.g., a filler consent that only appears for filler sessions)
- Pre/post instructions — guidance sent to patients before and after the service
- Prerequisite — another service that must be completed first (enforces clinical ordering)
- Deposit — an amount taken before the booking is confirmed
- Cancellation fee and window — what the clinic holds if the patient doesn’t turn up
- Tax treatment — how sales tax applies, used by invoices and online orders
- Return visits — whether having had this once means being asked back, and how often
- Service line — whether it books on its own or shares a record with other services
Services are selected when booking a visit. The price at the time of booking is recorded independently so historical invoices are never affected by later price changes.
Where to find it: Services in the sidebar → services listed as rows, expandable under the line they share.
Level 3: Visit
A Visit is a single appointment or clinical encounter on a record. Each visit records which service was performed, along with forms, dispensed products, and files.
Each visit contains:
- A date and time
- A visit type: in-person or telehealth
- The service performed — determines default template, forms, and files for the visit
- Visit Forms — standard per-appointment forms configured on the service or its line
- Service Forms — procedure-specific forms pulled automatically from the booked service
- Stock Usage — products dispensed during this appointment
- Attached Files — documents or images relevant to this encounter
Unlike Intake Forms (filled once), Visit Forms and Service Forms are collected fresh at each appointment.
Where to find it: Open a record → select a visit from the visit dropdown in the header.
How Forms Flow Across Levels
Zdrovia has three scopes for forms, each serving a different purpose:
Intake Forms
→ Completed once per record
→ Visible in the "Intake" tab
→ Example: Health history form, liability waiver
Visit Forms
→ Completed at every visit, regardless of service
→ Visible in the "Visit" tab
→ Example: Symptom check-in, general progress note
Service Forms
→ Completed when a specific service is performed
→ Auto-attached from the service's default forms configuration
→ Example: Filler consent form (only appears for filler sessions)In addition, there is a patient-level scope:
Default Patient Forms
→ Assigned at the clinic level, required for all patients
→ Visible on the "Patient Intake Forms" card on the patient profile
→ Example: General intake form, privacy policy acknowledgementThere is also a product-gating scope: a storefront listing can require a form, and the purchase stays blocked until a practitioner approves the submission on the Form Reviews page.
Practical Example: A New Patient Workflow
1. Create a Patient record (name, contact, demographics)
→ or the patient creates themselves by booking in the portal
↓
2. Book a Visit — select a Service
→ Zdrovia creates the record behind it if there isn't one
→ Prerequisite check runs (if the service requires a prior step)
→ Deposit taken, if the service requires one
→ Service forms and files auto-attached
↓
3. Before the appointment
→ Patient fills Intake Forms (portal, kiosk, /fill or a handoff link)
→ Pre-instructions delivered
↓
4. Day of appointment:
→ Fill Visit Forms (shown for every visit)
→ Fill Service Forms (auto-attached from the booked service)
→ Record dispensed products (Stock Usage)
→ (For telehealth) Join the video call
↓
5. Write a Chart entry (left panel on the record page)
→ Service's default chart template pre-loaded
→ Record the consultation with AI Scribe, or fill Smart Blocks by hand
↓
6. Take payment (patient profile → Invoices card, or checkout)
→ Service price at time of booking + billable stock items
→ Commission and tips attributed to the practitioner
↓
7. After the appointment
→ Post-instructions delivered
→ Patient can leave a reviewNavigating the Hierarchy in the UI
From the Patient Profile
The patient profile page (/dashboard/patient/:id) is the entry point. Below the header sits a dashboard of cards you arrange yourself — Timeline, Treatments, Charts, Files, Packages, Patient Intake Forms, Invoices and Insurance Policies. See Patients.
From the Record Page
The record page (/dashboard/treatment/:id) is the main clinical workspace:
- Left panel — Charts (pre-loaded with the service’s template, or the line’s as fallback)
- Header — Visit selector showing date and service performed, “New Visit” button
- Right panel tabs:
- Intake — Forms filled once for the course of care
- Visit — Visit and service forms, stock usage, files (changes per visit)
- Files — All files on this record
Switching Between Visits
Use the visit dropdown in the record page header to switch between appointments. The right panel automatically updates to show forms, stock, and files for the selected visit and its service.
Key Relationships Summary
| What | Belongs To | Filled / Created |
|---|---|---|
| Default Patient Forms | Patient (clinic-wide) | Once per patient |
| Intake Forms | Patient record | Once per record |
| Visit Forms | Visit | Each appointment |
| Service Forms | Visit (from booked service) | Each appointment where this service is performed |
| Charts | Patient record, or the patient directly | As needed |
| Smart Block readings | The chart they sit in | As needed — graphed patient-wide |
| Stock Usage | Visit | Each appointment |
| Invoices | Patient | As needed |
| Packages | Patient | Purchased, then drawn down |
| Insurance policies | Patient | As needed |
| Insurance claims | Invoice | Per claim |
| Commission | Staff member on the sale | Per qualifying sale |
| Reviews | Visit (and its practitioner) | Once per visit |
| Files | Patient, record, visit, or service | As needed |
| Price at Booking | Visit → Service link | Snapshot at booking time — never retroactively updated |