Consult Notes#

Qliva's consult notes system is built around structured clinical documentation. Notes can be created from an appointment or added ad hoc to a patient record. They support configurable templates, SOAP-style documentation, and a formal sign-off workflow that makes the signed note the permanent clinical record.

Creating a note#

There are two ways to create a consult note:

From an appointment:

1. Open the appointment (from the calendar or the patient record)
2. Click Add Note or Start Consult Note
3. Select a note template (or use the default SOAP template)

From the patient record:

1. Open the patient record from the Patients module
2. Navigate to the Notes tab
3. Click New Note
4. Select a template and fill in the details

Note templates#

Templates define the structure of the note — which sections appear and what they are called. Your clinic will have one or more templates configured:

• SOAP — the default template: Subjective, Objective, Assessment, Plan
• Custom templates — configured by your admin for specific consultation types (e.g. Initial Consult, Review, Telehealth Follow-up)

When you open a note, select the template from the dropdown before writing. The note form will update to show the sections defined in that template.

SOAP structure#

The default SOAP format follows the standard clinical note structure:

Writing a note#

Each section in the note form is a text area. You can type freely, paste, or use the AI Scribe to populate sections.

• Auto-save: drafts are saved automatically as you type — you will not lose content if you navigate away
• Formatting: notes support plain text; code blocks and rich formatting are not available in the note body
• Wearable summary: if the patient has wearable data, a summary of recent metrics can be referenced from the Wearables tab during the consult

Draft vs signed states#

Every note starts as a Draft. A draft note:

• Can be edited freely
• Is visible on the patient record with a "Draft" badge
• Is not a completed clinical record

When you are satisfied with the note content, click Sign Note. You will be asked to confirm.

A Signed note:

• Is the permanent clinical record for this consultation
• Cannot be edited or deleted
• Displays the practitioner's name, date, and time of signing

Editing a signed note#

Signed notes cannot be edited. This is intentional — medical records must be immutable once finalised.

If you need to correct an error in a signed note, the correct approach is to create an addendum note on the same patient record documenting the correction. Do not attempt to reopen a signed note.

Ad hoc notes#

Not all clinical documentation is tied to an appointment. You can create a note on a patient record without an appointment — for example, to document a phone call, a message exchange, or a clinical decision made outside of a scheduled consult.

From the patient record → Notes tab → New Note. Leave the appointment field blank.

Note history#

The Notes tab on the patient record shows all notes in reverse chronological order: signed notes, drafts, and any notes created by other practitioners in the clinic.

Each note shows:

• Date and time created
• Practitioner who created it
• Appointment it is linked to (if any)
• Draft or signed status
• A preview of the first section