To a therapist, charting is a key element to ensure the proper follow-up of his patient's record.

    This article highlights the elements included in the “Charting” and “Archives” tabs.


    The charting counts all the ongoing episodes of care for a patient.
    It is, therefore, possible to have many ongoing episodes of care if a patient is being treated by ma disciplines at the clinic.
    For more information related to episodes of care, see the following article: Episode of care


    On the section Activities, you will find all the notes taken by the treating therapists for this episode of care.
    The following elements will be found in this section:

    • ( _ completed, _ incompleted)

      This mention at the top of the “Activities” section indicates whether there are any current activities being edited.
      This indication facilitates follow-ups and it is particularly relevant to take into consideration before archiving an episode of care.
    • +    (button)

      The button + at the top left corner of the “Activities” section allows you to add an activity in the episode by selecting a form from the list or by clicking on the button “Add a document” to upload an external form to Medexa.

      To learn more about the options available when taking notes on a digital form in Medexa, see the following article: Notes

      P.N. The addition to external documents to Medexa has to be in PDF format.
    • Professions    (dropdown menu)

      The “Professions” menu allows you to filter the displayed activities according to the assigned profession to completed forms.
    • Actions    (dropdown menu)

      The “Actions” menu contains several complimentary options for charting.   
      • Edit: This option allows you to edit all information related to an episode of care, such as title, assigned diagnostic or the starting date. It is also possible to add notes to the episode of care as well as archive it from the option “Edit”.
      • Quick consultation: This option allows you to view the completed activities without manually open each one of them at a time. By clicking on this functionality, a window will open and using the dropdown menu at the top of it, will be possible to select the note to consult. The buttons “Previous” and “Next” to the bottom of the window will also allow you to quickly jump from an activity to another for an overview of all the notes taken during the treatment plan.
      • Download Activities: This functionality allows you to download in PDF format a selection of the completed activities of the episode of care. This is particularly useful when a patient or an external organization requests to have an extract from the patient record. For more details on this functionality, please see the following article: Export notes from a patient's file
    • ©Physiotec exercise programs: This functionality requires a subscription to Physiotec services. For more information related to their services and the use of this integration, please contact Physiotec directly.

      If you are already subscribed, here are the steps to follow to create or to consult an exercise’s program: 
      • Click on “Physiotec exercise programs” in the dropdown menu
      • To create a new exercise program:
        • Click on “Create Client” 
        • Click on “New exercise program” 
        • A tab will be opened in the browser that gives you access to Physiotec’s platform 
        • Follow the instructions given by Physiotec to create the exercise program. 
      • To consult an existing exercise’s program:
        • Click on the button “Synchronize” if the list is not updated 
        • Click on the exercise’s program you would like to look at 
        • A preview of the exercise’s program selected will be opened in Medexa 


    This section allows clinic staff to leave memos related to the patient’s episode of care.
    These notes are intended to ease the communication internally or note any reminders.

    It is also possible to send an email or schedule a reminder from this section.
    Refer to this article to learn how to do it: Program a reminder / Send an email to a patient

    ATTENTION: This section is not used to the notes taken by the treating therapist. All the notes related to the patient’s appointments with the treating therapist must be added/recorded to the “Activities” section.


    This section allows you to add all complementary information to the follow-up such as a document, a photo, a video, a prescription, a diagnosis or other. This section is used to add to the episode of care any relevant information that may be used to document or complement the notes taken in the “Activities” section.

    By clicking on the + button, located at the top right of the “Documentations” section, you will have the option to add a document or “Create folder”. The folder’s creation allows you to sort the information added in the “Documentations” section. If you create a folder, you just have to click on the folder, then on the button + to add images/documents/videos.

    Ex: If you have several photos to add to document the patient’s evolution and you don’t want the pictures to be pell-mell through scans, prescriptions, and other documents, you can create a folder named “Photos” and insert all the pictures.

    P.N.: The pencil icon located at the end of the element in the “Documentations” section allows you to edit the title of this element or to delete it


    The “Archives” tab of the patient record lists the episodes of care and the group of the archived invoices.
    The sections are well separated to avoid any confusion between the two types of archives.

    Regarding the charting, it is recommended to archive the episodes of care once the patients have finished the treatment plan.

    To archive an episode of care:

    1. Open the patient's record
    2. Click on the "Charting" tab
    3. Click on the episode of care's title to be archived
    4. Click on the "Actions" dropdown and select the option "Edit" OR 
      Click on the pencil icon passing the cursor over the episode of care's tab.
    5. From the window "Edit an episode of care" check if the information related to the episode of care is correct
    6. Click on the button "Archive"
    • The archived episodes of care can be consulted at any time from the "Archives" tab.
    • If the patient comes back for the same problem, you can restore an episode of care by following the instructions detailed in this article: Episodes of care