Patient file
The patient's whole clinical record, in one encrypted file
Visit notes that are signed and locked, treatment goals with a progress chart, documents, patient details and a timeline, encrypted, with an access log and a PDF export.
21 days free on Growth and Pro · cancel any time
What's in the file
Six parts, one file
Instead of a paper chart, a folder on your laptop and photos on your phone, everything about a course of treatment is kept in one place, next to the patient's appointments.
Visit notes
A SOAP note for every visit, drafted and then signed, linked to its appointment if you want.
Treatment goals
What you are working toward, with progress rated from 0 to 10 and charted over time.
Life events
A move, a new job, an injury: what explains a change in the course of treatment.
Documents
Referrals, imaging and lab reports, and consent forms, stored encrypted inside the file.
Patient details
Date of birth, address, insurer and member ID, occupation and an emergency contact.
Timeline
Notes, goals, life events, documents, questionnaires and letters in date order. Selecting an item opens it where it lives.
How it works
From the visit to a signed note
Start a note for the visit
Choose the initial-visit or follow-up template, or one of your own, and link the note to the appointment it records.
Sign, and the note locks
Until you sign, the note is a draft. Once signed it cannot be changed; anything you add later goes underneath as an addendum.
- A draft keeps until you come back to it
- Corrections and late entries as dated addenda
- The original stays exactly as signed
See the whole course of treatment
The timeline shows notes, goals, life events, documents and questionnaires in date order. Selecting an item takes you to it.
Goals and progress
See whether treatment is working, not just remember it
Set a goal you agreed on with the patient and rate progress from 0 to 10 as visits go by. The ratings are charted.
- Progress ratings charted over time
- Life events such as a move, a new job or an injury recorded in the file
- Included in every plan
Documents and details
The patient's documents, inside their file
A referral, an MRI report or a lab result the patient brings is kept in their file, encrypted. PDFs and JPG, PNG or WebP images open for viewing inside Zento.
Which files
PDF, images, Word (.docx), Excel (.xlsx) and CSV, up to 15 MB each.
What is refused
Files with macros, or that load content from an outside address when opened, are not uploaded.
How much room
1 GB on Starter, 2 GB on Growth and 20 GB on Pro.
Patient details
Date of birth, gender, address, insurer and member ID, occupation, referral source, emergency contact and private practice notes, all encrypted.
Clinical information needs different protection
These are the safeguards in the file today:
Encrypted record by record
Visit notes, practice notes, intake answers, goals and documents are encrypted with AES-256 before they are stored, each record on its own.
Access log
Reads and changes of clinical content are logged: who, when and which record, never the content itself.
Hidden from support
If our support team signs in to your account to help, clinical records stay hidden from them, and any attempt to open one is recorded under their own account, not yours.
Records are kept
A signed note cannot be changed, and a patient whose file holds notes, goals, documents, letters or answered questionnaires cannot be deleted.
An illustration of what the access log records.
Your file, outside Zento too
You can export a PDF summary of a patient's file, on every plan, with uploaded documents listed by name.
Your professional duty to keep records, as it applies to you, stays yours. The file gives it an orderly, protected place.
Walkthrough
Walk through a patient file, part by part
Step 1 of 5
A signed note with an addendum
After signing, the note locks. A late entry is written underneath as an addendum, with its own date.
All names and details in these illustrations are made up. None of it is a real patient's information.
How the file connects to the rest of Zento
Questionnaire results are kept in the file, beside the notes.
Outcome measures →
Letters for the patient are written from their file.
Letters and e-signature →
The encryption, access log and account protections in detail.
Security and privacy →
The clinical file sits inside the patient's record.
Client records →
Every note can be linked to its appointment.
Online booking →
The patient file by plan
Frequently asked questions
Can I change a note after signing it?
Not the note itself. A signed note is locked and cannot be edited or deleted. A correction or late entry is added underneath as an addendum, dated and signed with your name, and the original stays exactly as signed. Until you sign, the note is a draft you can keep changing.
Are there note templates?
Yes. The initial-visit and follow-up templates are built in, and you can build your own by choosing which fields a note shows. Templates are included in every plan.
Which files can I add to the file?
PDF, images, Word (.docx), Excel (.xlsx) and CSV, up to 15 MB each. Files are stored encrypted. PDFs and JPG, PNG or WebP images open for viewing inside Zento; other files download to your device. An Office file with macros or content from an outside address is refused, as is a spreadsheet with formula cells. Storage is 1 GB on Starter, 2 GB on Growth and 20 GB on Pro.
Can I take the file out of Zento?
Yes. You can export a PDF summary of a patient's file, on every plan: details, notes, goals, questionnaires, letters, superbills and visits, with uploaded documents listed by name.
Who can see the clinical content?
Your account. Reads and changes of clinical content are recorded in an access log: who, when and which record. If our support team signs in to your account to help, clinical records stay hidden from them, and any attempt to open one is recorded under their own account, not yours.
Can I delete a patient who has a file?
No. A patient whose file holds notes, goals, life events, documents, letters or answered questionnaires cannot be deleted. The records are kept.
Are the answers a patient gives when booking kept?
Yes. Answers to your intake questions appear in the patient's file, encrypted, and are included in the PDF export.
More features that work together
Each feature is useful on its own. The real value comes when they connect: a profile that brings patients in, inquiries that become appointments, and appointments that bring reviews.
Professional profile
One page that shows your practice, your training and how you work.
Learn more
Digital presence
More ways for patients to find your practice.
Learn more
Reviews and trust
Verified reviews from people who confirmed their email.
Learn more
Inquiries in one place
Every message that comes in, tracked, so none of them is missed.
Learn more
Online booking
Clients pick a time that is genuinely free and book it themselves.
Learn more
Automatic reminders
Reminders go out before every appointment without you sending them.
Learn more
Client records
Everyone you see, their history and their notes, in one place.
Learn more
Outcome measures
Send PHQ-9, PHQ-8, GAD-7 or PEG by link. The patient answers on their phone, the score is calculated as published, and the trend sits in their file.
Learn more
Letters and e-signature
Attendance notes, treatment summaries, medical necessity letters, referrals and consent forms, locked as PDFs on your letterhead and signed by the patient remotely.
Learn more
Superbills and reports
Superbills from signed notes, a monthly financial summary, a treatment log, and card payments into your own Stripe account.
Learn more
Security and privacy
Two-step verification, control over logged-in devices, automatic logout, lockout after failed attempts, and record-level encryption of clinical records.
Learn more
The practitioner app
Install your dashboard on your phone, tablet or computer from the dashboard itself, with no app store, and subscribe to your appointments from the calendar you already use.
Learn more
Open your account
Growth and Pro begin with 21 days free. We store a card to start the trial and charge nothing today.
- Verify your email address with a one-time code
- A 21-day trial on Growth and Pro
- Cancel any time from your dashboard
Keep the treatment record in one place, encrypted and in order
Start a 21-day trial and open your first patient file: a note, a goal and a document.
21 days free on Growth and Pro · cancel any time