Software for nutritionists: records, progress and documents

Software for nutritionists has to organise each patient's follow-up: the check-ups in the diary, the record with the measurements you take and their progress on a chart, the plan you hand over as a document in your name and, behind it all, the payments, invoices and expenses of the practice. What you put in the plan, however, is up to you.

What a nutrition practice needs from its software

A nutrition practice lives on follow-up. The patient comes back for check-ups several times, each visit leaves measurements and notes, and between visits they take away a plan that you prepare. With the diary in one app, the measurements in a spreadsheet and the plan in a word processor, every check-up starts with a hunt for papers.

A “CRM for nutritionists” and an “ERP for nutritionists” answer two different needs. The first is having each patient in a single record, with their visit history, their documents and what they have paid. The second is the financial side: invoices, payments and expenses without reconciling them by hand. Management software for the practice has to solve both.

What you need	How Mi Clínica handles it
A nutrition-specific record	A nutrition tab with history, consultations, progress notes, body chart and files.
Seeing the progress of measurements	A measurements section by date with its progress chart.
Handing over the plan	A “Tratamiento” (Treatment) document that the professional prepares under their own user and that comes out as a PDF.
Check-ups	The next appointment is scheduled from the consultation sheet.
Invoices and expenses	Invoices with gap-free serial numbers, recorded payments and an expense register.

The nutrition record and measurements

In Mi Clínica the patient's record carries a general history with allergies, medication, medical history and habits, and one tab per specialty. The nutrition one comes ready-made, with its history, consultations, the progress notes of each session, the body chart and files. Allergies noted in the general history also appear as a warning in the header of the record, in view of the whole team.

The nutrition tab has a section for measurements and progress: each measurement is saved with its date and the software draws a progress chart from them. Measurements can only be seen and entered by someone with clinical access: reception cannot.

Mi Clínica is management software: it stores and organises what you enter, but it does not diagnose or give health advice. It does not suggest diets, guidelines or targets.

The patient's plan, as a document in your name

Between check-ups, the patient takes a plan away. In Mi Clínica that plan can come out as a document of the “Tratamiento” type, which is the document holding the professional's guidance or plan. Clinical content does not create itself: the report, prescription or plan is prepared by the professional under their own user.

The document fills itself in with the data of the patient, the clinic and the professional, including their professional registration number, and comes out as a PDF in the name of the professional who makes it. If you want the patient to sign it, it is signed on the tablet or remotely, and the person signing receives a signed copy. Once it leaves draft the document is frozen, so what you handed over is what remains.

Two clarifications. The first: it is not an official electronic prescription; the prescription and the treatment are PDF documents in the professional's name. The second: you write the text, or it comes from your templates; the final legal text of each document is set by the clinic with its own templates.

Check-ups and patients who do not return

It is best to book the next check-up before the patient leaves. In Mi Clínica the consultation sheet has a shortcut to schedule the check-up, which opens a new appointment for the same patient with the same professional.

If you sell check-ups as a session pack, bear in mind that today Mi Clínica does not sell session packs or deduct sessions from a balance: check-ups are charged and invoiced like any other appointment or quote.

To know how many patients drop away along the way, each appointment has a status, including “no presentado” (no-show), and the statistics calculate what share of appointments ended as a no-show. They also give, per professional, what share of their finished appointments have another appointment after them with the same patient. How to organise the rest of the diary is covered in the diary of a clinic with several professionals.

Invoices, payments and expenses: the ERP side

The financial side of a small practice fits into a few pieces, but they have to tally with one another. In Mi Clínica:

• Invoices. It issues invoices with gap-free serial numbers and cancels them with a corrective invoice.
• Payments. Payments by cash, card, Bizum (a Spanish mobile payment app) or bank transfer are recorded in the software; there is no online payment.
• Quotes. They are printed or downloaded as a PDF, marked as accepted or rejected and turned into an invoice.
• Expenses. The practice's expenses are recorded in the software itself; they are handled by “Dirección” (Management) and “Administración” (Administration).
• Statistics. Billing, appointments, new patients and occupancy.

If you have doubts about how your activity should be invoiced, that is a matter for your adviser: the software issues and numbers, but it does not decide the tax treatment of each service.

If you work with other professionals, and what to check

If your nutrition practice shares premises with physiotherapy, psychology or aesthetic medicine, the software has to keep each one's work separate. In Mi Clínica the record by specialty comes ready for aesthetic medicine, advanced aesthetics, physiotherapy, nutrition and psychology, and permissions work by role: “Recepción” (Reception) handles the diary, patients, payments and administrative documents with nothing clinical, and “Administración” manages and invoices but does not see the medical record. Who views the medical record is logged, with user, date and time.

During the trial, check this with your real practice:

1. Register a patient with their general history and add their first measurement.
2. Prepare a “Tratamiento” document with your template and send it for remote signing.
3. Schedule the check-up from the consultation sheet.
4. Issue an invoice and record an expense.

What it does not do today: automatic reminders to the patient by email, SMS or WhatsApp are being activated and are not sent today, and there is no online booking, online payment or patient portal or app. If you are coming from another program, Mi Clínica imports patients and appointments from CSV or Excel with a preview; we explain how in switching clinic management software. The summary of features is on the Mi Clínica page (in Spanish).