Health & Wellness

Dietitians, physiotherapists, and wellness professionals streamlining their practice.

Client Management for Dieticians, Physiotherapists, and Wellness Practitioners

Industry Challenges

Challenge	Impact
Tracking patient dietary restrictions	Risk of inappropriate recommendations
Managing treatment plans	Inconsistent care across sessions
Notes scattered across notebooks and apps	Losing the thread between visits
Following a course of sessions	Clients lose sight of how far they have come

How ClientFlow Handles Them

1. Intake Forms (Starter and up)

Capture medical history, allergies, medications, and lifestyle factors before the first appointment, with a signature field for consent. Ready templates include Nutrition Client Intake and Wellness Client Intake. On PRO and Team you can switch on AI triage for each form, which gives every new submission an AI summary, urgency level and possible red flags. It is off by default for health professions, answers in fields you flag as special-category are never sent, and the answers that are sent go to an AI provider outside the EU.

2. Session Notes from Templates

The SOAP Note template opens the note editor in Structured (SOAP) mode, with separate Subjective, Objective, Assessment and Plan fields; the Follow-up Visit and Intake Summary templates are plain text with headings you fill in. Note titles and content are encrypted at rest with AES-256-GCM and stay searchable.

3. Payment Records

Record per-session fees in full or in part, and set up a monthly fee as a recurring invoice, which is generated as a draft for you to review and send. ClientFlow records payments; it does not process them, bill insurers, or sell prepaid session packages.

4. Programs (PRO and Team)

Enrol a client in a program with a session count and milestones. Completed appointments linked to the program count automatically, and you can send the client a read-only progress link. Inside a program you can log a measurement series, such as weight, a pain score or range of motion, and see it charted against a baseline and target. On Free and Starter, record measurements in session notes.

5. Client Portal and Data Protection

Clients sign in with an emailed link to see and cancel their appointments, view their invoices, and fill in forms. The portal shows the files you choose to share, but never notes, and it does not take payment. The application and database are hosted in Germany (EU). Uploaded files are stored with Cloudflare; the sub-processor register lists where. A few sub-processors, including the AI providers, operate outside the EEA. ClientFlow is not HIPAA-certified and does not sign Business Associate Agreements — US covered entities should not store PHI here without their own compliance review.

Feature Spotlight

Feature	How Health Pros Use It
Intake Forms	Medical history, allergies, consent
Client Notes	Treatment notes from a SOAP template
File Attachments	X-rays, lab results, referrals (virus-scanned after upload; files over 25 MB are not scanned)
Programs	Session counts and milestones for a course of treatment (PRO and Team)
Signature Field	Consent forms, treatment agreements
Reminders	Appointment reminders by email and WhatsApp; rebooking nudges on PRO and Team

Sample Intake Form

An example of a form you can build, from a template or from scratch.

New Patient Health Assessment

Section 1: Personal Information

Full name, DOB, address
Emergency contact
Primary care physician

Section 2: Medical History

Current conditions (checklist)
Past surgeries/procedures
Family health history
Current medications (with dosages)

Section 3: Lifestyle Assessment

Diet habits
Exercise frequency
Sleep quality (1-10)
Stress level (1-10)
Alcohol/tobacco use

Section 4: Consent

Treatment consent
Privacy policy acknowledgment
Data processing consent
Digital signature field

Profession-Specific Use Cases

Dieticians & Nutritionists

Feature	Use Case
Intake Forms	Dietary restrictions, allergies, food diary consent
Client Notes	Meal plan adjustments, measurements, consultation notes
Programs (PRO, Team)	A course of sessions with milestones, such as "first 5 kg", that you tick off or that complete after a set number of sessions or days
Custom Fields	"Preferred Contact Time", "Supplement List"

Physiotherapists

Feature	Use Case
Intake Forms	Injury history, pain scale (1-10), mobility assessment
Client Notes	Treatment protocols, exercise prescriptions
Programs (PRO, Team)	10-session rehabilitation programs; completed sessions count automatically
File Attachments	X-rays, MRI reports, referral letters

Chiropractors

Feature	Use Case
Intake Forms	Spinal health history, pain location (checklist)
Programs (PRO, Team)	Monthly wellness program (4 visits)
Signature Field	Treatment consent, liability waiver

Acupuncturists & TCM Practitioners

Feature	Use Case
Intake Forms	TCM constitution assessment
Client Notes	Treatment protocols, herb prescriptions, symptom changes session by session

Typical Workflow

Initial Consultation

Send intake form link via email/WhatsApp
Patient completes form with medical history and consent
Review before appointment to prepare
Conduct assessment and document findings
Create a treatment program with a weekly session schedule (PRO and Team)
Record payments per session (prepaid packages are not supported yet)

Ongoing Care

Pre-session: Review last session notes and program progress
During session: Document interventions and observations
Post-session: Mark the appointment complete (the program counter updates itself), finish the note, schedule the next appointment
Weekly: Review upcoming appointments and pending payments
Monthly: Review revenue and program progress, adjust treatment plans

Recommended Tier

Practice Size	Recommended Tier	Why
Solo practitioner	Starter	Intake forms, basic analytics, affordable
Busy practitioner	PRO	Treatment programs, automatic WhatsApp reminders from your own number, advanced analytics, 50 GB storage
Multi-practitioner clinic	Team	Shared client views, role permissions, team activity log

Security Features

Feature	Benefit
AES-256-GCM field encryption	Session-note titles and content encrypted at rest
TLS	Data encrypted in transit
Hosted in Germany (EU)	Application and database in Germany (EU); GDPR-ready
Nightly encrypted backups	Plus one before every deploy
Recoverable deletes	Deleted notes go to a recycle bin; deleted records are purged when your retention period ends (default 1 year)
Team activity log (Team plan)	Who changed what, and when
Signature field	Consent signed with the intake form

Intake answers and custom fields are not field-encrypted.

Limits Worth Knowing

Not an electronic health record: no diagnosis coding and no insurance billing
No prepaid session packages
Measurement charts (weight, pain, range of motion) need a program on PRO or Team; on Free and Starter, record them in notes
The client portal shows only the files you share, never notes, and does not take payment

Get Started

Sign up at clientflow.center
Create your intake form from a ready template, such as Nutrition Client Intake or Wellness Client Intake
Import existing patients via CSV (Starter and up)
Set up appointment types with the duration and price of each service
Turn on appointment reminders: email on every plan, WhatsApp automatically on PRO and Team

Built For

Dieticians & Nutritionists
Physiotherapists
Chiropractors
Acupuncturists
Massage Therapists
Occupational Therapists
Speech Therapists
Home Healthcare Providers

ClientFlow - Built for Health & Wellness Professionals