Rooms & Services - Zdrovia Help Center

Rooms and Services are clinic configuration entities that power scheduling, appointments, and billing.

Rooms

Rooms represent the physical treatment spaces in your clinic. They are used when scheduling appointments to track room usage and provide color-coded organization in the calendar.

Navigate to Rooms in the sidebar to manage your clinic’s rooms.

The Room List

The Rooms page displays a table of all rooms with:

Room name
Description
Color swatch (used for calendar display)
Active / Inactive status
Edit and Delete actions

Creating a Room

Click New Room
Fill in the room details:

Field	Required	Description
Name	Yes	The room’s identifier (e.g., “Treatment Room 1”, “Consultation Suite”)
Description	No	Additional details about the room
Color	Yes	A hex color used to represent this room in the schedule calendar
Active	Yes	Whether the room is currently in use (defaults to Active)

Click Save

Deactivating a Room

Set a room to Inactive to remove it from the appointment scheduling flow without deleting its history. Inactive rooms are hidden from room selection when booking but remain visible in the list with an Inactive badge, and all historical appointment data is preserved.

Room Colors in the Calendar

Each room’s color appears in the Schedule calendar for at-a-glance resource tracking. Choose colors distinct from each other and from service color indicators.

Services

A Service is what patients book, and creating one is the primary act in Zdrovia. Everything else follows from it: the record a patient’s charts and visits hang off is created behind the service, named after it, without you doing anything.

Navigate to Services in the sidebar to manage your clinic’s service catalogue.

How the page is laid out

Services are listed as rows. A service that shares a record with others sits under a service line row it expands into — drawn in the same columns as a service, so a line holding one service reads as an ordinary row rather than a heading repeating its own name.

Search across the catalogue, or filter by category. The page also has a Categories tab for managing the category list itself.

Creating a Service

Click New service. The dialog is six sections:

Section	What you set
The service	Name, description, category — what it is called and where it sits in the price list
Time and price	Duration, price, tax treatment — what the slot costs the clinic in minutes and the patient in money
Before and after the visit	Chart template, default forms, pre and post instructions — what the patient is sent and what the clinician opens
Booking rules	Prerequisite, deposit, cancellation fee and window — who may book it and what the clinic holds if they don’t turn up
Return visits	Interval and sessions in a course — whether having had this once means being asked back
Service line	Whether it books on its own or shares a record with other services

Only Name and Duration are required. Everything else can be filled in later.

Each section is covered below.

Default Chart Template

Each service can have a default chart template — a pre-structured clinical note that opens automatically when the clinician starts documenting this service.

Set it under Before and after the visit
When the service is performed in a visit, the chart editor pre-loads this template
The service’s template wins over the service line’s. Configure at the service level and treat the line as the fallback

A template can ship pre-placed Smart Blocks and a configured AI Scribe block, so a clinician starts every note with the right structure.

Pre & Post Instructions

Services support two instruction templates distinct from the chart template:

Type	When It’s Used
Pre-instructions	Sent or shown to patients before the appointment (preparation guidelines, fasting instructions)
Post-instructions	Provided after the appointment (aftercare, follow-up steps)

Attach them under Before and after the visit. Instructions are authored on the Patient Instructions page, and patients read them in the portal, in a message, or embedded in your own site.

Default Files

Files can be attached to a service so they appear automatically whenever this service is performed:

Scope	When It Appears
Service	In the visit when this service is booked — reference materials, procedure guides

This is distinct from treatment-level and visit-level default files. Service files are scoped specifically to visits where this service was performed.

Default Forms

Forms assigned to a service appear in the visit automatically when that service is booked:

Service forms are shown in the Visit tab
Useful for procedure-specific consent or documentation (e.g., a filler consent form that only appears when a filler service is booked)
Managed under Before and after the visit → Default forms
Forms asked once for the whole course of care are set under Service line → Chart template & forms…

See Forms.

Deposits and cancellation fees

Under Booking rules:

Deposit — a service that requires one is not confirmed until it is paid, including through self-serve booking in the portal
Cancellation fee and window — enforced wherever the patient cancels, including when they do it themselves

See Payments & Payouts.

Return visits

Under Return visits, set how long until the patient should be asked back and how many sessions a course runs for. Leave sessions blank for something ongoing.

Tax treatment

Set under Time and price. This is what invoices and online orders use to rate the line, so it is worth setting as you create the service — correcting it later does not re-rate invoices already sent.

See Payments & Payouts.

Prerequisites

A service can require another service to be completed first before it can be booked. This enforces clinical workflows where order matters.

Example: A clinic requires a “Skin Assessment” to be completed before allowing a “Filler Session” to be booked for the same patient.

To set a prerequisite:

Open the service’s settings
In the Prerequisite field, select the service that must be completed first
Save — Zdrovia will enforce this ordering in the scheduling flow

How prerequisites work:

Circular prerequisites are automatically prevented (A → B → A is blocked)
When a prerequisite is deleted or deactivated, the requirement is removed (not cascaded)
Prerequisites are resolved recursively — if A requires B and B requires C, all three steps are surfaced to the scheduler

Service line

Whether this books on its own, or as part of a line that shares one record.

The record is what a patient’s visits, charts and forms hang off. Creating a service creates one behind it automatically, so the default — On its own — is right almost every time.

Set Part of only when several services genuinely share one course of care: a patient moving between them should carry their chart history with them. Leave it alone otherwise.

Chart template & forms… on this section configures what opens on the patient’s file, and the forms asked once for the whole course of care.

See Treatments & Service Lines.

Deactivating vs Deleting a Service

Services that have been used in visits or invoices cannot be hard deleted — this protects the integrity of historical records and invoicing data. Instead, deactivate the service:

Set Active to false on the service
Deactivated services are hidden from scheduling and new bookings
All historical visit and invoice data referencing the service is preserved
The price recorded at the time of each visit (price at booking) is stored independently, so past invoices are unaffected by price changes

Services and Scheduling

When booking an appointment in the Schedule calendar:

Select the treatment
Select the service within that treatment
The appointment duration is auto-populated from the service’s default duration
If a prerequisite hasn’t been met, a warning is shown

Services and Invoices

Services appear as line items when generating invoices. The price recorded is the price at the time of the visit — not the current service price — ensuring invoice accuracy even after price changes.

Services in the booking flow

In the patient portal, services are presented grouped by their service line, so a patient sees the steps of a pathway together rather than as a flat list.

Services online

A service can also be sold as part of a package — a bundle of sessions the patient prepays and draws down.

Rooms and Services Together

In practice, rooms and services work together when scheduling:

Schedule New Appointment
    ├── Select Patient
    ├── Select Service → sets duration, triggers prerequisite check
    ├── Select Room → determines location
    ├── Select Staff → assigns provider
    └── Confirm → appointment created in calendar

Tips

Configure on the service, not the line. The service’s chart template, forms and files all take precedence, and it is the level you will actually remember to check.
Don’t create service lines up front. Creating a service creates its record. Group services into one line only when a patient moving between them should carry their history with them.
Prerequisites: Use these for multi-step procedures where clinical safety requires a specific order. They’re especially useful for injection or laser treatments that require a prior assessment.
Price on consultation: Leave the price blank for services where pricing depends on the consultation outcome. These still appear in the catalog but won’t pre-populate invoice amounts.
Deactivate, don’t delete: Always deactivate retired services rather than deleting them to preserve invoice and visit history.
Accurate durations: The calendar blocks time based on service duration — underestimating leads to double-booking.
Deposit the services that get no-showed, not all of them. A deposit on a free consultation costs you bookings.
Set the tax treatment as you go. It is recorded per invoice at the time it is raised and cannot be applied retroactively.