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Relatica
Patient records

A patient record that is read in the room, not filed in a cabinet

Relatica keeps one record per patient for the whole organization. The medical profile sits on the first screen where the doctor will see it, visits carry their own notes, documents are uploaded to the patient rather than to a shared folder, and every access is logged. Dental clinics get an FDI tooth chart; every clinic gets treatment plans and a log of every message sent.

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What the record holds

In the order a doctor reads it.

  1. 1

    Identity and contact

    Name, phone, email, date of birth, address, preferred language for messages, GHS beneficiary number, the location where the patient registered and free notes.

  2. 2

    Medical profile

    Allergies, chronic conditions, current medications, blood type and general notes. Dental clinics have a separate dental notes field. Each change records who made it and when.

  3. 3

    Visits and their notes

    Every appointment appears in the history with its doctor, service, status and payment. A visit note is written against the appointment, with author and time, and cannot be lost in a separate notebook.

  4. 4

    Documents

    Upload PDFs, photos, DICOM images, Word files and text up to 20 MB each: results, referrals, consents, X-rays. Each document is dated and attached to the patient.

  5. 5

    Tooth chart and treatment plans

    The FDI chart with five surfaces per tooth and a history of conditions, and treatment plans with priced items linked to appointments. Both are part of the record.

  6. 6

    Communication and access logs

    Every reminder, confirmation and manually logged call or message is on the patient, with channel, direction and status. Separately, every time someone opens the record it is written to the access log.

What the clinic controls

Set per organization or per role.

Who sees what
Owner, admin, manager and staff roles decide who can open clinical data, edit settings or delete anything.
Import
Upload a CSV or spreadsheet from your previous system; Relatica maps name, phone, email and date-of-birth columns and shows the mapping before importing.
Export
Export a patient's complete record as a file on request, and the patient list as CSV.
Erasure
Erase a patient with a documented reason; the erasure itself is logged so the request can be evidenced.
Language per patient
A preferred language on the record decides the language of reminders and confirmations.
Specializations
The list of doctor specializations is seeded from the clinic type you pick and stays editable.

What the record is not

Relatica is a practice record, not a hospital information system.

  • No e-prescribing and no link to national prescription platforms.
  • No coded diagnoses such as ICD-10 fields; notes are free text.
  • No laboratory or imaging interfaces; results are uploaded as documents.
  • No patient-facing portal; patients receive messages, they do not log in.

Included on every plan

Patient records, the medical profile, visit notes, the tooth chart, treatment plans, documents and the GDPR tools are part of Solo, which is free for one practitioner with up to 200 patients. Paid plans remove the patient limit.

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Questions about patient records

Is the record shared between our locations?

Yes. Patients belong to the organization, so a patient seen at two of your clinics is one record with one history. Appointments, services and rooms stay per location.

What file types can we upload?

JPEG, PNG, WebP and HEIC images, PDF, DICOM, Word documents and plain text, up to 20 MB per file.

Who can read clinical notes?

That depends on the role you assign. Staff work the calendar and contact details; clinical data, settings and deletions are limited to the roles you allow. Every record access is logged.

How do we answer a subject access request?

Open the patient and export the record. The file contains the profile, visits, notes, documents list, plans, claims and communications. It takes a minute.

Where is the data stored?

In the European Union, encrypted in transit and at rest, with backups. Details are on the Security page.

Can we migrate history from our old program?

Contact details import from CSV. Clinical history is entered per patient, and old documents can be uploaded as files.

One record per patient, wherever they are seen

Create your clinic in a few minutes. Solo is free.

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