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The Follow-up and Treatment Module in KiviCare helps healthcare providers manage long-term patient care after the initial consultation.

This module allows clinics to:

• Track patient progress
• Organize treatments using Treatment Chains
• Schedule and manage follow-up appointments
• Prevent missed patient visits through a structured follow-up system

It ensures better patient retention, improved treatment monitoring, and organized clinical workflows.

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1. Core Concepts

What is a Follow-up?

A Follow-up is a planned medical visit scheduled after a patient encounter.

Follow-ups help doctors:

• Monitor treatment progress
• Review test results
• Continue ongoing therapy
• Check recovery status

Key Features

• Doctor Link – Every follow-up is assigned to a specific doctor.
• Clinic Association – The follow-up belongs to a particular clinic.
• Patient Tracking – Connected directly to the patient profile.
• Recommended Timeframe – Doctors define when the patient should return (for example: after 7 days or next Monday).

Once created, clinic staff can convert the follow-up into a confirmed appointment.

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What is a Treatment Chain?

A Treatment Chain groups multiple follow-ups and appointments under a single treatment goal.

Examples:

• Post-Surgery Recovery
• Diabetes Management Plan
• Physiotherapy Cycle
• Long-term Medication Monitoring

Instead of managing follow-ups separately, Treatment Chains provide a structured treatment journey.

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Benefits of Treatment Chains

Chronological Timeline

Doctors and staff can see:

• Previous appointments
• Current treatment stage
• Upcoming follow-ups

Clinical Workflow Management

Each chain has its own status:

• Active
• On Hold
• Closed

This helps track the overall progress of a patient’s treatment plan.

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2. For Doctors – Clinical Management

Creating a Follow-up

Doctors can create follow-ups during a patient encounter from the Follow-up Tab.

Steps

1. Select Treatment Chain

Choose one of the following:

• Add to an existing active chain
• Create a new treatment chain

Example:
“Physiotherapy Cycle – Week 1”

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2. Set Priority Level

Follow-ups can be marked as:

• Routine
• Important
• Urgent

Urgent follow-ups are visually highlighted for the front desk team.

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3. Define the Timeframe

Doctors can set the expected return period.

Examples:

• After 3 days
• After 1 week
• Next Monday
• Within 10 days

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4. Add Clinical Notes

Doctors can add instructions such as:

• Required tests
• Medication review
• Therapy continuation
• Follow-up examination

This helps clinic staff prepare properly for the next appointment.

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3. For Front Desk – Scheduling & Operations

Follow-up Dashboard

The Follow-up Dashboard is the central place where clinic staff manage all follow-up requests.

The dashboard helps staff:

• Track upcoming follow-ups
• Identify missed appointments
• Schedule new appointments quickly

Dashboard Tabs

Upcoming

Displays patients whose follow-up visits are approaching.

Past (Overdue)

Shows patients who missed their recommended follow-up date.

Overdue records are highlighted in red so the front desk team can prioritize them.

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Dashboard Filters

Staff can filter follow-ups by:

• Doctor
• Clinic
• Treatment Chain
• Status

This helps organize daily scheduling and patient call lists.

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Scheduling a Follow-up Appointment

Follow-ups can easily be converted into appointments.

Steps

1. Locate a Pending Follow-up on the dashboard.
2. Click the Calendar (Schedule) Icon.
3. The appointment booking screen will open automatically.

The system will pre-fill:

• Patient details
• Doctor
• Clinic

4. Select the appointment date and time.
5. Save the appointment.

The follow-up status automatically changes from Pending → Scheduled.

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4. For Patients – Treatment Journey Overview

Inside the patient profile, the Treatment & Follow-up Tab provides a complete overview of the patient’s medical journey.

Patient Profile Features

Clinical Summary

Displays key statistics such as:

• Active Treatment Chains
• Upcoming Appointments
• Last Encounter Date

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Interactive Treatment Timeline

Shows a chronological view of:

• Past visits
• Current treatment stage
• Scheduled follow-ups

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Treatment Chain Switcher

Patients can have multiple treatment plans.

Example:

• Diabetes Treatment
• Orthopedic Recovery

Staff can switch between chains to view progress for each condition.

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5. Follow-up Status Meanings

Status	Description
Pending	Doctor requested the follow-up, but no appointment is scheduled yet
Scheduled	Appointment has been successfully booked
Completed	Patient attended the visit and the encounter was finalized
Overdue	Recommended follow-up date passed without scheduling
Cancelled	Follow-up is no longer required

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6. Pro Tips for Advanced Users

Automated Reminders

Use Reminder Settings inside follow-ups to send:

• SMS reminders
• Email notifications

This reduces missed appointments.

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Use On-Hold Chains

If treatment pauses temporarily:

Set the treatment chain to On-Hold.

This prevents overdue alerts from cluttering the dashboard.

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Clinical Audit Logs

Audit logs track:

• Who updated the treatment status
• When changes were made
• The reason for the update

This is important for medical compliance and patient history tracking.

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Module Requirements

The Follow-up & Treatment Module requires the Pro version of KiviCare.

You can enable or disable this module from:

Settings → Configurations → Follow-up Settings