Keep clinical notes private and send reminders that never name the treatment

Two optional settings protect what patients would not want read by everyone, or seen on a phone screen.

• Notes visible only to the treating practitioner. When it is on, a visit note can be read only by the practitioner it was written for and by the owner. Everyone else on your team can see that a note exists, but not what it says.
• Reminders never name the treatment. When it is on, the messages Zelun sends about an appointment leave out the name of the service. A reminder for a colonoscopy preparation, for example, says "your appointment at" followed by your business name, not the procedure.

Both come with the Clinic or practice business type as suggestions. Choosing that type does not turn them on. They apply only when you press Turn on in the review.

Zelun is a scheduling tool, not a health records system. These settings limit who reads a note and what a message says. They do not make Zelun a medical record, so keep health records where the rules for them are met.

1. You must be the owner. Only the owner sees the Business type card controls, and only the owner can change these settings.
2. Your business type should be Clinic or practice. The two settings are offered in the review that goes with that type. See the article on business type and wording.
3. Notes are written at checkout, in the visit notes of an appointment. See the visit notes article for how.

Turn the settings on

1. Open My business. In the Business section, find the Business type card.
2. Press Review suggested settings. If you are switching type, Switch and review settings takes you to the same review.
3. Zelun shows each suggestion with how many are left. When Notes visible only to the treating practitioner comes up, press Turn on. When Reminders never name the treatment comes up, press Turn on.
4. For anything you do not want, press Keep as it is. Nothing changes until you choose.
5. On the Business type card, each suggested setting shows On or Off, so you can see what is in effect.

Turn them off

1. Open the same review from Review suggested settings.
2. On the setting, press Turn off. The review shows Currently on or Currently off for each one.
3. Notes that were already written are not changed, whichever way you go.

See a restricted note as another team member

1. Open Clients and pick the patient. The History tab lists their visits.
2. A note you may not read shows as a label such as Clinical note · restricted, with no text. You can tell a note exists, but not what it says.
3. Notes you may not read are also left out of the AI summary.

• Clients never see notes, restricted or not.
• With discreet reminders on, a client receives the message "your appointment at" and your business name, with no treatment named. A client who looks at their phone in public does not see what they are booked for.
• With the setting off, messages name the service as usual.

• Expecting the Clinic type to apply them. It only suggests them. They start working when you press Turn on.
• Expecting old notes to be hidden or deleted. Turning restriction on changes who can read them. Nothing is rewritten or removed.
• Expecting the owner to be blocked. The owner can always read the notes. So can the practitioner a note was written for.
• Expecting appointments to be hidden. These settings cover notes and outbound messages only. They do not hide appointments in the book.
• Assuming this makes Zelun a medical record. It does not. Keep health records elsewhere.

Business type and wording, visit notes and photos, reminders and notifications, and client export and erase have their own articles.