The patient card is the single source of truth for everything related to a patient. It is accessible from search, from the schedule, or from the patients list β no matter where a caregiver starts, one click lands them in the full context of that person's care. The top of the card shows key demographics and clinical status at a glance: name, age, gender, assigned therapist, treatment modality, and current care status. Below that, tabbed sections let the caregiver drill into any dimension of the record: Sessions (full history with AI summaries and notes), Monitoring (longitudinal data and trend charts), Communications (message and call log), Documents (uploaded files and generated reports), and Contacts (the patient's personal network and healthcare contacts). The card is read-optimised for fast session prep and write-optimised for in-session capture, keeping the caregiver in one place throughout the clinical workflow.
Each patient record maintains a structured contact directory so caregivers always know who to reach and through what channel. Contacts carry permission levels that govern what information they can receive and in what circumstances.
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βPrimary contact (patient) β phone number, email address, and preferred communication channel (SMS, email, or in-app message). Used for appointment reminders, homework nudges, and report delivery.
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βAdditional contacts β add parents, guardians, referring physicians, or emergency contacts at any time. Each entry captures name, role (parent / guardian / GP / emergency), phone and email, and a permission level: view-only (can receive read-only report links), notification-only (receives automated alerts such as appointment confirmations), or full access in emergency (caregiver can share full clinical summary when a risk threshold the caregiver defined is met).
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βContacts as report recipients β when generating and sending reports, the recipient picker is pre-populated with everyone in the patient's contact directory. The caregiver selects recipients in one step without re-entering details.
Signals are any measurable data point collected over time and associated with a patient. This includes self-reported scale scores such as PHQ-9 and GAD-7, subjective ratings for mood and sleep quality, homework completion rates, session frequency, and communication engagement indicators like response time to messages or homework submission cadence. On the patient card, signals are displayed as compact trend charts that let the caregiver see at a glance whether a patient is improving, plateauing, or declining across multiple dimensions simultaneously. These charts are visible before entering a session so the caregiver can walk in informed. The signal framework is extensible: new signal types β standardised questionnaires, custom clinic scales, wearable data imports β can be defined per-clinic by the platform administrator, meaning the system adapts to each clinic's clinical methodology without requiring custom development.
- Open the patient card from search, the schedule, or the patients list.
- Navigate to the Contacts tab.
- Click Add Contact to open the contact form.
- Enter the contact's name and select a role: GP, parent, guardian, or emergency contact.
- Provide phone number and / or email address.
- Set the permission level: view-only, notification-only, or full access in emergency.
- Click Save. The contact is immediately available as a recipient in the report delivery flow.
- Open the patient card directly from today's entry on the schedule.
- Review the PHQ-9 and GAD-7 trend chart on the Monitoring tab to assess the patient's trajectory since the last session.
- Read the AI-generated summary of the last session in the Sessions tab to recall key themes and agreed action points.
- Check homework completion status β identify any outstanding items or patterns of non-completion.
- Return to the Overview and click Start Session, entering the session with full context and no preparation overhead.
Upload a spreadsheet to create or update multiple patient records at once β useful when migrating from another system or onboarding a large caseload. The import wizard maps spreadsheet columns to Sherpii fields, shows a preview before committing, and flags any rows with missing required data.
- β Accepts Excel (.xlsx) and CSV formats
- β Column mapping wizard β drag-and-drop or auto-detect
- β Preview with row-level validation before import
- β Duplicate detection by name + date of birth
- β Import report: created, updated, and skipped counts
All patient data is yours and always exportable. Exports are useful for regulatory audits, practice handovers, and accountant reporting.
- β Export a single patient's full record as PDF or Excel
- β Bulk export of all patient records for a selected period
- β Session notes and AI summaries included in clinical export
- β Financial history exportable separately for accountant handover
- β GDPR-compliant data portability: patient-level export on request