Qliva is built around three portals and a multi-tenant architecture — each clinic is completely isolated, and each type of user gets the right interface for their role.
Multi-tenant architecture
Every clinic on Qliva gets its own subdomain and its own isolated data environment. There is no shared patient database, no cross-clinic visibility, and no shared configuration.
When you sign up, you choose a subdomain — for example, your-clinic-name.qliva.com.au. That subdomain is the home for your clinic across all three portals:
| URL | What it is |
|---|---|
your-clinic-name.qliva.com.au | Clinical portal (practitioners) |
your-clinic-name.qliva.com.au/admin-portal | Admin portal (clinic administrators) |
your-clinic-name.qliva.com.au/portal | Patient portal (patients) |
Your data is stored in AWS ap-southeast-2 (Sydney, Australia) and is completely isolated from every other clinic on the platform. No one from another clinic can ever see your patients, notes, or settings.
The three portals
1. Clinical portal
The clinical portal is where practitioners do their work. It is the primary workspace for GPs, naturopaths, physiotherapists, nurses, and any other clinician on your team.
From the clinical portal, practitioners can:
- View their appointment calendar and manage their schedule
- Write and sign consult notes, with AI scribe support
- Review and action pathology results from the HL7 inbox
- Issue electronic prescriptions (eRx) via Parchment Health
- View patient wearable and device data (coming soon)
- Send clinical letters and referral replies
- Communicate with patients via secure messaging
- Access intake forms and consent documents submitted by patients
2. Admin portal
The admin portal is for clinic administrators and owners. It is separate from the clinical workspace by design — practitioners don't need to see billing settings, and admins don't need access to clinical records.
From the admin portal, administrators can:
- Configure clinic details, branding, and subdomain settings
- Manage the team (invite practitioners, set roles and access)
- Create and manage appointment types (duration, price, telehealth flag, portal visibility)
- Set up appointment reminder schedules
- Build and manage communication templates, triggers, and sequences
- Configure billing (Stripe, Tyro, Xero)
- View reports and export data
- Manage memberships and storefront products
3. Patient portal
The patient portal is the interface your patients use. It runs on your clinic's subdomain and carries your branding.
Patients can use the patient portal to:
- Book appointments online (including telehealth)
- Complete intake forms and consent documents before their appointment
- View and download pathology results (once released by a practitioner)
- Send and receive messages with the clinic
- Pay invoices online via Stripe
- Manage their profile and health history
- Join a video call for telehealth appointments
Roles and access
Every user in Qliva has a role. Roles determine which portals a user can access and what they can do inside them.
| Role | Portal access | Typical user |
|---|---|---|
| Practitioner | Clinical portal | GP, naturopath, physio, nurse, etc. |
| Admin | Admin portal | Practice manager, clinic owner, receptionist |
| Owner | Clinical + Admin portal | Solo practitioner or clinic owner who also sees patients |
| Patient | Patient portal | Your patients |
When you invite someone to your clinic, you assign them a role. A user can hold multiple roles — for example, a practitioner who also manages the clinic can have both Practitioner and Admin roles.
If you're a solo practitioner running your own clinic, assign yourself the Owner role. You'll have access to both the clinical and admin portals from day one.
How data flows through the platform
A typical patient journey in Qliva looks like this:
- Booking — Patient books via the patient portal or booking page. An appointment is created in the clinical portal calendar.
- Reminders — Automated SMS/email reminders fire according to your reminder schedule (e.g. 24 hours before, 2 hours before).
- Intake — Patient receives a link to complete intake forms and consent documents before the appointment.
- Consult — Practitioner writes a consult note during or after the appointment. AI scribe can transcribe and draft the note.
- Pathology — If tests are ordered, results arrive in the practitioner's HL7 inbox. The practitioner reviews and releases them to the patient portal.
- Prescribing — If an eRx is needed, the practitioner issues a prescription token via Parchment Health.
- Invoice — An invoice is generated (manually or automatically) and the patient pays online or in-clinic.
- Follow-up — Automated communication sequences can trigger follow-up messages at defined intervals.
Communications engine
Qliva includes a built-in communications engine that automates your clinic's email and SMS outreach. It is built around three concepts:
- Triggers — Events that cause a communication to be sent (e.g.
appointment_booked,result_released,invoice_paid) - Templates — Reusable email or SMS message bodies with merge tags (e.g.
{{patient_first_name}},{{appointment_time}}) - Sequences — Multi-step flows triggered by an event (e.g. a 3-part post-appointment follow-up series)
You configure all of this in the Admin portal under Settings → Communications.