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.
What the record holds
In the order a doctor reads it.
- 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
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
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, from a template for your specialty if you like: SOAP, physiotherapy assessment, dental examination, aesthetic procedure with the product batch.
- 4
Documents and photos
Upload PDFs, photos, DICOM images, Word files and text up to 20 MB each: results, referrals, consents, X-rays. Pair a phone once with a QR code, and photos taken with it land on the patient you have open on the computer within seconds.
- 5
Charts for your specialty
An FDI tooth chart with five surfaces per tooth for dentists. A body chart with pain, stiffness or numbness scored 0 to 10 for physiotherapy, with scores per place over visits. A mole map for skin clinics, where each lesion is numbered and keeps its photos over time, first and latest side by side. Outcome measures such as pain NPRS and PSFS with their trend.
- 6
Forms, family and payers
Health questionnaires the patient filled at home add to allergies, conditions and medications. Family and contacts link a child to a parent, so reminders go to the parent, and each payment records which adult paid, with a statement per payer.
- 7
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
- The front desk books, takes payment and sees allergies and alerts, but not notes, charts or clinical documents. A practitioner sees the clinical record but not money or reports. Owners and managers see what their role allows.
- 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. For history, notes and documents, press "Move it for me" and we move the data, free of charge.
- 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 login. Patients fill forms from a link and manage their visit from the visit page in the SMS; the record itself stays with the clinic.
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 50 patients. Paid plans remove the patient limit.
Compare all plansQuestions 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?
Practitioners and managers. The front desk sees allergies and the alert on the patient header, registers patients and takes payment, but cannot open notes, charts or clinical documents. 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?
Yes. Import the patient list from CSV yourself in a few minutes. For visit history, notes and documents, send a request from the setup page and we move the data for you, free of charge.
Other features
Online booking
A page at your clinic's address showing slots that are really free, with confirmation.
Clinic website
A site built from your doctors, services, hours and reviews, with booking built in and your own domain.
Patient forms
Health questionnaires and consents with a signature, filled at home, on the tablet or at the desk.
GHS and insurer claims
Beneficiary IDs, co-payments at the desk, claims tracked to paid.
Reminders
SMS and email up to five times per visit, in the patient's language, logged on the record.
Treatment plans
A priced list of procedures or sessions linked to the appointments that deliver them.
Session packages
A prepaid course of sessions that each completed visit draws from, with what is left on view.
Calendar sync
Private feeds for Google, Apple and Outlook calendars, per doctor, revocable.
Where it matters most
One record per patient, wherever they are seen
Create your clinic in a few minutes. Solo is free.