Health & Wellness
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, each new submission also gets an automatic AI summary, urgency level and possible red flags. This is on by default, the answers go to an AI provider outside the EU, and you can switch it off in each form's settings.
2. Session Notes from Templates
SOAP, follow-up visit and intake summary templates: plain text with headings you fill in, not separate structured fields. 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. Health measurements such as weight, pain scores or range of motion cannot be charted yet; record them 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 does not show notes or files, and it does not take payment. The application and database are hosted in Frankfurt, Germany; 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 on upload) |
| 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 you tick off, such as "first 5 kg" |
| 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 1.3 | Data encrypted in transit |
| Hosted in Germany (EU) | Application and database in Frankfurt; 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
- No charts for weight, pain or range of motion
- The client portal does not show notes or files, and does not take payment
- Healthcare profile fields (conditions, allergies, medications) have English labels in every language
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
Who This Is Built For
- Dieticians & Nutritionists
- Physiotherapists
- Chiropractors
- Acupuncturists
- Massage Therapists
- Occupational Therapists
- Speech Therapists
- Home Healthcare Providers
ClientFlow - Built for Health & Wellness Professionals