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, the content of a visit note is read only by the practitioner who treated that visit. Neither the owner nor the rest of your team reads it: they see that a note exists, with its date and the name of who wrote it, but not what it says. At a clinic it is on from the start; you can turn it off on the Business type card.
• 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.

Discreet reminders come with the Clinic or practice business type as a suggestion and apply only when you press Turn on in the review. Restricted notes, by contrast, are already on at a clinic that never chose; the setting shows its real value.

Whatever the settings, Zelun never writes clinical content into a message it composes: reminders, confirmations, document notices and automatic replies stay content-free. A clinic can also let patients write to it on WhatsApp; the article on patient conversations explains who reads those messages.

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 from the appointment, at checkout or from the client's History. 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.

Allow recording the visit

1. On the same Business type card, beside the note visibility setting, the owner sees Allow recording the visit. It is off by default.
2. With the setting off, your team only sees Dictate on the appointment note. Turning it on also shows Record the visit, which still asks for the client's confirmation on each appointment.
3. An AI draft is seen only by the person who made it and the owner. Once saved, the note follows the same visibility as a typed note. The article on dictating and recording the visit explains it.

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.

What changes for practitioners who are not the owner

1. With restriction on, each practitioner reads the notes of the visits they treated, on clients they have seen. Colleagues' restricted notes show to them as Clinical note · restricted.
2. A permission to read notes, given in Roles or Policies, opens any client's history, but for restricted notes it only shows that they exist, never their content. Only the treating practitioner reads a restricted note.
3. With restriction off, everyone allowed into the history reads the notes, including notes other practitioners wrote.

When someone exports a client's history

1. The history export follows the same rule as the history screen. A note you may not read appears in the PDF, the data file and the CSV as a dated entry marked restricted, with no text.
2. The one-client export the owner makes to answer that patient's data request holds every note in full, and it is logged with who asked and which client, without the content. No screen shows the owner that content. A practitioner's export holds the notes they may read.
3. The steps are in the article on exporting a client's history.

• 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 read other practitioners' notes. On screen they do not. For a patient's data request use the client export, which holds them all and is logged.
• Expecting a read permission to show restricted notes. It only shows that they exist. The treating practitioner reads the content.
• Leaving a departed practitioner's notes with no reader. When a practitioner leaves the team, nobody reads their notes until you pass them on. In Team, open that person and press Pass their notes to…: you choose an active practitioner, the notes stay signed by whoever wrote them, you do not see their content, and how many were passed is recorded.
• 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.
• Clinics: confirm all three choices. The Patient privacy step stays pending until the owner explicitly chooses whether to hide prices, send discreet reminders and restrict note reading, then confirms all three together. Changing only one setting does not complete it.

Business type and wording, visit notes and photos, reminders and notifications, client export and erase, and exporting a client's history have their own articles.