Client record

The client record brings together all information about a single client in tabs: an Overview, the Appointments, the Documents, the Answers given to forms, and the Care circle (GP and contact persons). You open the record by selecting a client in the client overview.

Overview

Route	/clients/:clientId/dossier (opens on the Overview tab)
Audience	Practitioner
Required permissions	Access to the client record; the Answers tab requires forms.edit

The tabs are at the top of the record. The record opens on the Overview tab by default; the other tabs are Appointments, Documents, Answers and Care circle.

How it works

A few rules behind the record determine what you see and what an action actually does: the final status of an appointment, document visibility in the client portal, the referral letter per care trajectory, and the way letters and the AI summary are built up. Read this section so you know what a choice further down means.

Appointment statuses and their effects

On the Appointments tab you give an appointment a final status. The three statuses record something different and have different effects:

Status	Meaning	Effect on billing
Completed	The appointment took place.	Only completed appointments enter the billing flow — and only if the appointment type is billable.
No-show	The client did not attend. All participants are set to not present.	Not billed automatically.
Cancelled	The appointment will not take place. Scrivio automatically records whether this happened in time (24 hours or more in advance) or late (within 24 hours).	Not billed.

A final status is not freely interchangeable: a completed appointment can no longer be cancelled or marked as a no-show, and a cancelled appointment can no longer be marked as a no-show.

Changing an appointment status ripples through the rest of the record: the AI summary is rebuilt and the signals for this client are re-evaluated.

Document visibility and the client portal

By default, every document in the record is visible to you only. For each document you decide whether the client gets to see it in the client portal:

State	Meaning
Visible to client	You shared the document manually; it appears in the client portal. You can hide it again later.
Acknowledgment required	The shared document asks the client to explicitly confirm they have read it. You can only set this if you have the right to share documents.
Automatically visible	The document was shared with the client automatically (for example via a form). You cannot hide this manually.

Referral letter per care trajectory

The referral letter belongs to a care trajectory, not to the client as a whole. Each active care trajectory has exactly one slot for a referral letter. As long as a referral letter is already attached to a trajectory, you cannot upload a second one — delete the existing one first. A referral letter is also required to bill an insured appointment within that trajectory.

Generating a letter and the AI summary

With Generate letter, Scrivio fills the merge fields of a letter template with data from the record — client details, the active care trajectory, the practitioner, the organisation and any form answers. Fields for which no value is available stay empty and are flagged as missing in the preview, so you can complete them before saving or downloading the letter.

The AI summary on the Overview tab summarises the client's recent developments based on the completed appointments, transcripts and form answers from the recent period. The summary is stored and rebuilt automatically when underlying data changes; with the refresh button you can generate a new summary yourself.

The Overview tab

The Overview tab shows the current state of the record at a glance through a number of widgets.

View the AI summary

The AI summary provides an automatically generated summary of recent developments in the record.

1. Open the Overview tab.
2. Read the summary in the AI summary widget.
3. Click the refresh button to generate a new summary based on the most recent data.

View recent appointments

The Recent appointments widget shows the client's latest appointments.

1. Review the list of most recent appointments in the widget.
2. Click an appointment to open its detail.
3. Click All appointments to continue to the Appointments tab.

View active signals

The Active signals widget shows the open signals for this client — soft warnings that need attention. Click a signal to navigate to its context.

View pending forms

The Pending forms widget shows the assigned questionnaires that still need to be completed, including any overdue due dates.

1. Review which forms are pending or overdue.
2. Click All forms to go to the Answers tab.

The Appointments tab

The Appointments tab lists all of the client's appointments. Click an appointment in the list to open its details in the side panel; from there you manage the appointment.

Filter appointments

Above the list you can switch between Upcoming and Past to show the upcoming or the past appointments respectively.

Edit an appointment

1. Select the appointment in the list.
2. In the detail panel, click the pencil icon (Edit).
3. Adjust the appointment details in the form.
4. Click Save.

Cancel an appointment

1. Select the appointment.
2. In the detail panel, click Cancel appointment.
3. Provide a cancellation reason if prompted and confirm.

The appointment gets the status Cancelled; the reason given is shown with the appointment.

Mark an appointment as no-show

When the client did not attend the appointment:

1. Select the appointment.
2. Click No-show.

The appointment gets the status No-show.

Complete an appointment

When an appointment has taken place:

1. Select the appointment.
2. Click Complete appointment.

The appointment gets the status Completed.

Delete an appointment

1. Select the appointment.
2. In the detail panel, click the trash icon (Delete).
3. Confirm the action in the confirmation dialog.

Note: Deleting cannot be undone. If you want to keep the appointment but record that it did not go ahead, use Cancel or No-show instead.

The Documents tab

On the Documents tab you manage the client's documents: the ID document, the referral letter(s) per care trajectory, generated letters, and other (general) documents.

Upload an ID document

The ID document has a fixed slot (Passport/ID) at the top of the tab.

1. At Passport/ID, click Upload.
2. Choose the file on your computer.
3. Set the upload options (see the table below) and confirm.

Field	Required	Description
File	Yes	The document to upload
Labels	No	One or more labels to categorise the document
Visible to client	No	Makes the document visible in the client portal
Acknowledgment required	No	The client must acknowledge the document after viewing (only with the permission to share documents)

After uploading you see the upload date, and you can view, download or delete the document, or change its visibility to the client.

Generate a letter from a template

With Generate letter you compose a letter automatically from a letter template, filled with the client's data. This action requires the permission to generate letters.

1. Click Generate letter.
2. Choose a Letter template from the list.
3. Review and edit the generated text. Missing merge fields are highlighted.
4. Review the PDF preview.
5. Click Save to record to add the letter as a document, or download the PDF.

Field	Required	Description
Letter template	Yes	The template the letter is based on
Letter text	Yes	The generated text, which you can still edit before creating the PDF

Upload a referral letter

Each active care trajectory has a separate slot for the referral letter (shown as Referral letter … of <start date>).

1. At the relevant referral letter, click Upload.
2. Choose the file and set the upload options (see the table under Upload an ID document).
3. Confirm the upload.

View a referral letter

At an uploaded referral letter, click View to open the document in the viewer.

Download a referral letter

At an uploaded referral letter, click Download to save the file to your computer.

Delete a referral letter

1. At the referral letter, click Delete.
2. Confirm the action.

Turn client visibility on or off

You can make documents (such as the referral letter, the ID document or a general document) visible in the client portal.

1. At the document, click the visibility button (Make visible or Hide).
2. The status changes to Visible to client or back to hidden.

Note: Documents that are automatically visible (Auto-visible) cannot be hidden manually.

Upload a general document

In addition to the ID document and the referral letters, you can add other documents in the Documents list.

1. In the documents list, click Upload document.
2. Choose the file and set the upload options (file, labels, visibility, acknowledgment required).
3. Confirm the upload.

In the list you can search documents by file name and filter by label. Per document you can View, Download, Edit labels, change visibility, or Delete the document.

The Answers tab

View form answers

On the Answers tab you see the client's completed forms. This tab requires the forms.edit permission.

1. Open the Answers tab.
2. Choose a submission in the timeline to view the answers. Per submission you see the care date, any link to an appointment, and who completed the form and when.
3. Use the search field (Search question…) to find a question within the submission.
4. Click Back to return to the list of submissions.

If you have the permission to change answers, you can edit each answer and view its change history.

The Care circle tab

On the Care circle tab you record the client's social and medical network: the GP and the contact persons.

Add a GP

1. Click Add GP.
2. Fill in the details (see the table below).
3. Click Add.

Field	Required	Description
GP name	Yes	Name of the GP
Email address	No	Validated for a valid email format
Phone number	No
AGB code	No	Up to 8 characters
Practice name	No
Practice address	No	Street and house number
Postal code	No
City	No

Edit a GP

1. On the GP card, click Edit.
2. Adjust the details.
3. Click Update.

Delete a GP

1. On the GP card, click Delete.
2. Confirm the action.

Add a contact person

1. Click Add contact.
2. Fill in the details (see the table below).
3. Click Add.

Field	Required	Description
Name	Yes	Name of the contact person
Relation	No	The relation to the client (for example partner, parent)
Email address	No	Validated for a valid email format
Phone number	No
Address	No	Street and house number
Postal code	No
City	No

Edit a contact person

1. On the contact card, click Edit.
2. Adjust the details.
3. Click Update.

Delete a contact person

1. On the contact card, click Delete.
2. Confirm the action.