Documentation

Getting started

The foundation of using PhysioDogtor is the owner and the patient belonging to that owner.

In the system, an owner must always be created first, because a patient can only be created when linked to an owner. This means that a patient profile cannot exist independently; every patient must have an owner.

The recommended starting order is:

1. Create an owner
2. Create a patient linked to the owner
3. Manage diagnoses, treatments, homework and documents
4. Add appointments in the calendar

After registration, the system includes pre-added diagnoses, treatments and homework. Users can modify or delete these at any time, or create new items.

To register, you must accept the Terms and Conditions and the Privacy Policy.

Managing owners

Creating an owner is the first necessary step before recording patient data.

To add a new owner, select the owners menu item in the left-hand menu, then click the “New” button.

After creating the owner, one or more patients can be added to that owner.

Enable “Calendar invitation emails” on the owner’s profile if they want to receive appointment invitations. This setting is off by default and affects calendar invitations only.

Adding a patient to an owner

If you have already created the owner, open the owner’s profile, then click the “Add patient” button in the top-right corner.

This is the simplest way to link a new patient directly to the correct owner.

Managing patients

Patients are always linked to an owner. Therefore, before creating a patient, at least one owner must be recorded in the system.

There are two ways to create a new patient.

One option is to open the owner’s profile and click the “Add patient” button in the top-right corner.

The other option is to open the patients page from the left-hand menu, then click the “New” button in the top-right corner. In this case, when creating the patient, you must select which owner the patient belongs to.

Patient profile

The main data and functions related to the patient are available on the patient profile.

From here, you can manage, among others:

• treatment sheets,
• documents,
• data related to the patient.

Treatment sheets and documents are always linked to the specific patient.

Viewing archived patients

The patient list shows active patients by default. Select “Show archived” to include archived patients and display the status column.

Modifying diagnoses

After registration, the system includes pre-added diagnoses so that the workspace can be used immediately.

These diagnoses serve only as a starting point. Users can modify or delete them at any time, or create new diagnoses.

Diagnoses can be accessed from the left-hand menu by selecting the diagnoses menu item.

Modifying treatments

After registration, the system also includes pre-added treatments.

Their purpose is to make the workspace usable immediately, but every treatment can be freely modified. Users can delete existing treatments, rewrite them or create new ones at any time.

Treatments can be accessed from the left-hand menu by selecting the treatments menu item.

Modifying homeworks

By default, the system contains one homework item.

The reason for this is that compiling homework is creative, professional work, and it may differ from one physiotherapist to another what tasks, wording and instructions they prefer to use.

Users can modify, delete or expand the homework items with new ones at any time.

Creating new homework

New homework can be created from the homework list view.

To do this, open the homework menu item, then click the “New” button in the top-right corner.

Modifying or deleting homework

Editing homework works differently from diagnoses and treatments.

Because homework items also have a detailed description, the specific homework item must first be opened in order to modify or delete it.

The edit and delete options are available on the opened homework page.

Using the calendar

Appointments and all-day events can be created in the calendar.

Select an appointment to open its details. When a patient is assigned, the popup shows the patient and their owner.

A new event can be added in two ways:

• by clicking an empty area in the calendar,
• or by pressing the “New” button.

The default behavior of the calendar can be modified on the settings page. Here, you can set, for example, the average treatment length and the opening and closing hours of the therapist(s).

Event types

Two types of events can be created in the calendar.

Appearance of appointments

The appearance of appointments depends on whether a patient and therapist are assigned to them.

In a workspace with one active user, the event will automatically be assigned to that user.

Calendar invitations

You can send a calendar invitation to the patient owner when creating an appointment by choosing “Save and send invitation”. For an eligible appointment that has already been saved, use “Send invitation” from the appointment.

The clinic address is used as the location in calendar invitations.

Before sending a new invitation, confirm the company email in Workspace settings. Replies to invitation emails are delivered to that address.

Invitations are available only for timed appointments that have an assigned patienty and start later than the current time. An appointment is no longer eligible when its start time is now or has passed, even if it has not ended yet. All-day events are not supported.

Invitation actions are available only when calendar invitation emails are enabled on the selected owner’s profile. Disabling the setting does not remove invitations already added to the owner’s external calendar.

Updating and cancelling invitations

If an invitation has already been sent, changing the appointment time requires sending an updated invitation. Changing the patient or deleting the appointment cancels the previously sent invitation first; after a patient change, you can send a new invitation to the new patient owner.

If sending, updating or cancelling an invitation fails, PhysioDogtor displays a warning and offers a manual retry. A red envelope icon on the appointment in the calendar also marks the failed delivery. Open the appointment and use the displayed retry action. Retry is available only while the appointment start time is still later than the current time. A failed cancellation must be retried before the patient can be changed or the appointment deleted.

When invitation emails are disabled, later appointment changes or deletion do not send updates or cancellations. Re-enabling the setting does not synchronize earlier changes automatically; a future invitation may be sent explicitly as a new calendar event.

Past events

Events that have already passed cannot be edited or deleted. This helps preserve the accuracy and traceability of previous calendar data.

Related settings

The calendar’s behavior can be customized on the settings page.

Here you can set:

• the average treatment length,
• the calendar opening time,
• the calendar closing time.

The average treatment length determines the default length of the event that the system sets when creating a new appointment.

The opening and closing times determine which time range the calendar displays.

Using treatment sheets

A treatment sheet can be created from the patient profile.

A treatment sheet is used to summarize a specific treatment. It can include professional information recorded during the treatment, observations, applied treatments and other notes.

Downloading a treatment sheet

Open the treatment sheet and select “Download PDF” in the top-right corner to download a branded PDF with the owner and patient details, session information, procedures, description and assigned homeworks.

Marking a milestone

When creating a treatment sheet, you can mark whether the given occasion counts as a milestone.

If the milestone is marked, the treatment sheet is highlighted in the list.

This helps you quickly find more important treatment occasions, such as a change in condition, a check-up point or a significant professional observation.

Uploading documents

Documents can be uploaded from the patient profile.

This can be used, for example, to store findings, images, external documents or other files related to the patient.

The maximum size of documents that can be uploaded is 20 MB.

Supported file formats: png, jpg, jpeg, pdf, doc, docx, txt, xlsx, tiff, dcm.

Deleting documents

Uploaded documents can be deleted.

Deletion is not immediate: the document first enters a 2-week deletion period.

This waiting period serves a security purpose, so that in the event of accidental deletion there is an opportunity to stop the process.

Deletion can be made immediate if an administrator or the workspace owner clicks the immediate deletion option.

Storage usage

Uploaded documents use the workspace storage.

The available storage and the remaining free capacity can be seen on the settings page.

Settings page

The settings page contains the main settings related to the operation of the workspace.

Company name

Administrators can update the company name used for the workspace in the Company name field.

Clinics

The Individual and Team plans allow one active clinic per workspace. The Enterprise plan allows two active clinics.

Administrators can add, edit, archive and reactivate clinics in Settings. When the plan limit is reached, another clinic cannot be created or reactivated.

Storage usage

The first block shows how much is still available from the storage assigned to the workspace.

This helps track how much space uploaded documents take up and how much free storage is still available.

Calendar settings

The next block contains the basic calendar settings.

Here you can specify:

• the average treatment length,
• the calendar opening time,
• the calendar closing time.

The average treatment length determines the default length of the event that the system sets when creating a new appointment.

The opening and closing times determine which time range the calendar displays in the daily and weekly views.

These settings only affect the calendar’s default behavior and display. Individual appointments can also be modified separately when created.

Company email

In Workspace settings, enter the company email and request a confirmation code. Enter the six-digit code from the email within 10 minutes to save and verify the address.

Replies to emails sent from the application are delivered to the verified address. New workspace emails and calendar invitations cannot be sent until an address is verified. Removing the address disables these sends until another address is verified.

Calendar invitation description

Administrators can enter an optional shared calendar invitation description in the calendar settings. It is plain text and is included in invitations sent from the workspace.

The description is not translated automatically: the same text is sent unchanged with both English and Hungarian invitations. Write wording suitable for every recipient. Valid https:// links in the text can be opened from the email.

Homework email template

Administrators can customize the homework email subject and body in Workspace settings. The body is plain text, preserves line breaks, and can contain complete https:// links that become clickable in the email.

Dynamic fields can be inserted into the subject or body. The system fills them with the current patient, owner and homework data when preparing the email.

Available dynamic fields:

The body must contain the exact, case-sensitive {{HOMEWORKS}} field. It determines where the patient’s homework list appears in the email.

A verified company email is required before homework can be sent. The verified address receives replies from recipients.

Owners, administrators and editors can send homework from a session report that contains at least one homework item.

Modifying therapists

In the therapists menu item, you can add a new therapist or modify the data of existing therapists.

From a Team subscription onwards, multiple therapists may belong to one workspace.

Each therapist has a separate calendar, where the appointments and events assigned to that therapist are visible.