Patients
Velarya keeps one profile for each patient across every location, opened from Clients in the dashboard. These guides cover adding and finding patients, keeping notes, tags and alerts, recording text consent and opt-outs, sending intake and consent forms, charting visits with notes and photos, recording medical history, who on your team can see what, and archiving, deleting or merging profiles.
How patient profiles work
Velarya keeps one profile per patient for your whole practice, with a status badge and tabs for visits, notes, clinical records, membership and wallet.
How patient privacy works
Velarya protects patient records with separate role permissions, name visibility, encrypted clinical notes and an Access history of each recorded access.
How forms and charts work
In Velarya, patients fill forms such as intakes and signed consents from a secure link, and staff fill charts, all from versioned templates.
Add a patient
In Velarya, staff add a patient from Clients with Add Client or from the patient search while booking, and app sign-ups join the same profile.
Find, filter and export your patients
Velarya's Clients list finds patients by name, email or phone, filters by status, membership, balance and join date, saves views and exports a CSV.
Add notes, tags and alerts to a patient
In Velarya, staff keep a Client Note, post History comments with @mentions, tag patients and set a scheduling alert the front desk confirms.
Manage patients' text consent and opt-outs
Velarya texts appointment and account updates while a patient's SMS is on: staff record consent, and a STOP reply turns texts off until START.
Update, archive or delete a patient
In Velarya, staff edit a patient's details, disable or archive their account and restore it from Clients, and Admins delete a patient for good.
Merge duplicate patients
Velarya merges two profiles of the same patient: pick the record to keep, and every appointment, sale, balance and clinical record moves to it.
Create a form or chart template
Build Velarya intake, consent and chart templates in Forms & Charts: pick a starter, add fields, set when forms go out, then publish a version.
Send intake and consent forms to patients
Velarya sends patients a secure link to their intake and consent forms when they book, with reminders or on the day, and shows staff who has signed.
Chart a visit: notes, charts and photos
In Velarya, you chart a visit on its Clinical tab: fill a chart, record products and lots, get it signed off, add visit notes and clinical photos.
Record a patient's medical history and files
In Velarya, a patient's Clinical tab holds medical alerts and their medical history, and the Files tab keeps consents, IDs and outside records.