Mi Clínica blog
Guides for anyone running a private clinic: scheduling, patient records, consent and signatures, data protection and day-to-day management. We explain the rules with their source and what the software does, without promises.
Consent and signaturesWithdrawing informed consent: what to do
Under Spanish law a patient can freely withdraw consent in writing at any time. How to tell it apart from refusing or not wanting to be informed, what to do at reception, why what was signed is kept, and what changes if the patient withdraws consent for data or photos.
· 7 min read
Data protectionWho Can See the Medical Record in a Private Clinic
Spain’s Law 41/2002 gives access to the record to the practitioners who diagnose or treat the patient, limits administrative staff to the data their functions require and recognises the patient’s right of access. How to organise it by role and how Mi Clínica handles it.
· 9 min read
Medical records and documentsPatient reports and test results: where to store them
The reports, blood tests and other tests a patient brings or sends are part of their medical record. Why, what goes wrong when they stay in email or on a phone, a routine for adding them, who can see them, how long they are kept and how images are attached in Mi Clínica.
· 6 min read
Consent and signaturesWhat an informed consent form must include
The written document refers to a specific procedure and carries sufficient information about it and its risks; before signing, the patient receives the basic information. What else should be recorded, what should not go on the same paper and how it is stored once signed.
· 8 min read
Payments and quotesTreatment quotes in a clinic: what to include
What a treatment quote should contain (items, total price, validity and conditions), what consumer law requires about price, how to record whether the patient accepts or rejects it and how to go from quote to invoice in Mi Clínica.
· 8 min read
Clinic managementSwitching clinic management software without losing patient data
The five steps to switch clinic management software without losing data – inventory, export from your current provider, file clean-up, a trial on a copy and a period of overlap. Plus what the GDPR requires of both providers and what Mi Clínica imports today.
· 7 min read
Medical records and documentsSpain's Law 41/2002 on patient autonomy: a guide for clinics
What Spanish Law 41/2002 asks of a private clinic, in three areas: information for the patient, consent and the medical record, plus the duties that get forgotten (discharge report, certificates) and a checklist to go through with your team.
· 8 min read
Clinic managementSoftware for nutritionists: records, progress and documents
What to ask of software for a nutrition practice: its own record with measurements by date and their chart, the plan as a PDF document in the professional's name, check-ups, invoices, payments and expenses, and what to check in the trial.
· 6 min read
Clinic managementSoftware for Multidisciplinary Centres
What to ask of a program for a centre with several specialties: a shared patient record with a history per specialty, role-based permissions adjustable for each person, a shared diary without clashes, documents in each practitioner’s name and statistics per specialty.
· 7 min read
Clinic managementSoftware for aesthetic medicine clinics: patient files, photos and signatures
What an aesthetic medicine clinic needs from its software: each treatment preparing the documents it requires, a facial map per session with the batch used, batch stock with expiry and patient list, clinical photos kept apart from marketing ones, and quotes that end up as invoices.
· 6 min read
Consent and signaturesSigning Consent Forms on a Tablet: How Valid Is a Digital Signature?
How valid is an informed consent form signed on a tablet: the three types of electronic signature, why a simple signature is worth what its evidence is worth, how to sign in the consultation or remotely, and what Mi Clínica’s signature is, and is not.
· 7 min read
Consent and signaturesSigning a consent form remotely: how it works
When it makes sense for a patient to sign a consent form remotely, how the link by email or WhatsApp works, what the one-time code sent to their email is for, how long the link lasts and what evidence of the signature is kept (and what it does not establish).
· 7 min read
Diary and receptionRegistering a New Patient: Details, Duplicates and Minors
What details to collect when registering a new patient, how to avoid duplicate records without merging relatives, the guardian of minor patients, allergies and the data protection document, and what registration looks like in three steps in Mi Clínica.
· 7 min read
Data protectionRecord of processing activities in a clinic (GDPR Article 30)
What the record of processing activities is, why a clinic must keep one even if it is small, what each activity must say under Article 30 of the GDPR, the typical activities of a clinic and how to keep it up to date.
· 8 min read
Medical records and documentsPrescription in PDF or electronic prescription: what each one is
The difference between a medical prescription, with the requirements of Real Decreto 1718/2010, and a “Receta” (Prescription) PDF document made with management software: who can issue a medical prescription, what the rule requires on paper and electronically, and what Mi Clínica's “Nueva receta” (New prescription) does and does not do.
· 7 min read
Clinic managementSoftware for physiotherapy clinics: diary, records and body chart
What to ask of software for a physiotherapy clinic: a session diary with rooms and equipment, a physiotherapy-specific record, a body chart that saves each visit as a version, payments and invoices, per-person permissions, and what to check during the trial.
· 7 min read
Consent and signaturesConsent forms awaiting signature: make sure none slips through
How to keep track of pending consent forms in a clinic: why consent comes before the procedure, which types of pending item to separate, how to make each treatment state which documents it requires and a daily routine to close them.
· 6 min read
Medical records and documentsCopy of the medical record: how to handle a patient's request
When a patient asks for a copy of their medical record, the clinic has to check who is asking, reply within the general one-month deadline, review third-party reservations and subjective notes, deliver it by the right means and keep a record of everything.
· 8 min read
Medical records and documentsPatient record alerts: what should be visible before you start
Patient record alerts warn the team, before they see the patient, about an allergy, that the patient is a minor and who their guardian is, a document awaiting signature or an outstanding payment. What they are, which ones must be visible, where they come from and how to keep them up to date.
· 7 min read
Data protectionData protection information notice for patients
What information each patient must be given about their data under the GDPR, when, how it is done in layers under the LOPDGDD, how to write it so it is understood and how to hand it over at reception with the signature on the tablet.
· 8 min read
Payments and quotesOutstanding Patient Payments: How to Keep Control
Outstanding patient payments are controlled by invoicing every service, seeing what is uncollected by patient and age, and collecting when the patient comes back. How to do it, how to remind someone of a debt discreetly and what Mi Clínica offers: debtors, balance on the record and alerts.
· 7 min read
Consent and signaturesInformed consent for minors: who signs
If the minor is over 16 or emancipated, they consent themselves except in an action involving serious risk; if they cannot understand the scope of the intervention, their legal representative consents after hearing them. Their personal data follows another age, fourteen.
· 8 min read
Data protectionInformed Consent and Data Protection: Two Different Documents
Informed consent authorises an action on the patient’s health (Spain’s Law 41/2002); consent to process data is only one of the GDPR legal bases. It is not needed to treat the patient; it is needed for photos on social media, and the AEPD (the Spanish Data Protection Agency) also asks for it for advertising. Typical mistakes and how to keep them apart.
· 7 min read
Clinic managementImporting patients from Excel: how to prepare your spreadsheet
How to prepare an Excel or CSV sheet to import patients and appointments into clinic management software: columns, dates, duplicates, the preview, re-importing without duplicating and undoing, with what Mi Clínica does today and what it does not import.
· 8 min read
Medical records and documentsHow long must a medical record be kept in Spain?
The national minimum is five years from the date of discharge from each care process, within the time appropriate to each case. When records are kept longer, the role of the autonomous communities, who is responsible for custody and what to do when the period expires.
· 8 min read
Medical records and documentsElectronic medical records: what they must contain under Spanish Law 41/2002
The electronic medical record is the same one regulated by Spanish Law 41/2002, in any format. What defines it, what minimum content it sets and which sections are tied to hospital admission, how to digitise paper records and what Mi Clínica does, and does not do, to store it.
· 8 min read
Data protectionData protection in a clinic: the basics you need in place
The basics of data protection in a private clinic in Spain: why health data is special and what its processing rests on, what patients must be told, the record of processing activities, security, when a data protection officer is needed, processors and breaches.
· 9 min read
Data protectionData protection officer in a clinic: do you need one?
Spain's LOPDGDD requires healthcare centres that keep medical records to appoint a data protection officer, except health professionals who practise on their own account. Who can be one, what the role involves, how to notify the Spanish Data Protection Agency (AEPD) and what an officer will want to see in your software.
· 8 min read
Data protectionDoes your clinic need a data protection impact assessment?
When a clinic needs a data protection impact assessment: what the GDPR says about health data on a large scale, the Spanish AEPD's list and its two-criteria rule, three typical situations and the minimum content of the assessment.
· 8 min read
Data protectionData breach in a clinic: what to do and who to tell
What to do about a data breach in a clinic: recognise it (stolen laptop, report sent to the wrong patient, improper access), contain it, notify the AEPD within 72 hours when there is a risk, tell patients if the risk is high and always document it.
· 8 min read
Diary and receptionClinic waiting list: how to fill cancellations
A waiting list turns cancellations into appointments: what to note for each patient, who to call first, the procedure when a slot opens up and how the waiting list works inside the Mi Clínica diary.
· 7 min read
Clinic managementStock and batches of products in a clinic
A clinic's stock is managed by batch: record each batch with its expiry date when the order arrives, note usage in the patient's session, watch expiry dates and low stock, and know which patients a batch was used on if there is an alert or an incident.
· 7 min read
Clinic managementScheduling for a clinic with several practitioners: how to organise it
A practical guide to organising the diary of a clinic with several practitioners: booking practitioner, room and equipment at the same time, setting durations properly, using appointment statuses, measuring no-shows and deciding who can move what.
· 6 min read
Clinic managementClinic management software: what it needs and how to choose it
A guide to choosing management software for a private clinic: the essential features and what to check during the trial, how to handle health data with the supplier, seven questions before signing up and what Mi Clínica does and does not do yet.
· 7 min read
Clinic managementIndicators for Managing a Clinic
Which indicators to watch to manage a clinic and what exactly each one counts: invoiced revenue versus collections and debt, cancelled appointments and no-shows, diary occupancy based on the schedule, new and returning patients, and output per practitioner.
· 7 min read
Payments and quotesExpense tracking for a clinic: what to record and how to review it
To keep control of a clinic's expenses, record every supplier invoice alongside your takings, with its date, category and payment method, use a few categories and always the same ones, and look at income, expenses and money still owed to you every month.
· 7 min read
Consent and signaturesDocument templates for clinics: how to organise them
What a document template is in a clinic, which documents are worth having as templates, how the placeholders filled with patient and professional details work, why the clinic supplies the legal text and how to change a template without touching what is already signed.
· 7 min read
Payments and quotesCash control in a clinic: payments and the day's till
How to control a clinic's cash: record each payment against its invoice and method, review the day's till, balance it against the cash drawer, the card terminal and the bank, the cash payment limit in Spain and how Mi Clínica handles it.
· 8 min read
Medical records and documentsBody charts in physiotherapy and aesthetics: one version per visit
The body chart is the drawing of the body or face on which what is noted at each session is marked. What it is, why it is part of the record, why save one version per visit, how to agree a shared legend and how it works in Mi Clínica.
· 7 min read
Data protectionBefore-and-after patient photos: consent and use on social media
A photo taken in the consulting room is personal data and can reveal health information, and publishing it also affects the right to one's own image. How to separate clinical use from marketing, what the authorisation must say, what happens with minors and how to organise it in the clinic.
· 7 min read
Clinic managementSoftware for aesthetic centres: what it should have
What to ask of software for an aesthetic centre: treatment rooms and equipment that the diary never double-books, a record with allergies in view and a sheet for each session with equipment and settings, private photos, products by batch and expiry date, quotes and payments.
· 8 min read
Clinic managementArtificial intelligence in clinic management
AI is useful in clinic management for tasks that can be checked: the diary, free slots, invoicing and preparing appointments that a person confirms. Why health data stays out, what to ask the AI provider, and how the Mi Clínica assistant works.
· 7 min read
