All guides
Overview
Glossary
Plain English definitions for the terms you will meet across the platform.
| Term | What it means |
|---|---|
| PAT-00001 | A unique patient identifier, assigned automatically when a patient is registered |
| SOAP | Subjective, Objective, Assessment, Plan, a structured format for clinical notes |
| CQC | Care Quality Commission, the UK regulator for health and social care services |
| Consent form | A legal document that patients sign before treatment, confirming they understand and agree to the procedure |
| Booking request | An online booking from a patient that's waiting for your approval before becoming a confirmed appointment |
| Booking widget | The online booking calendar that you can embed on your website for patients to request appointments |
| Coming Soon | A feature that's visible in the app but not yet functional, it's being built |
| Lead | A potential patient who has shown interest but hasn't booked or attended yet |
| Kanban | The board view with draggable columns used in Leads CRM (New → Contacted → Booked → Converted → Lost) |
| VIP badge | A marker on a patient's profile to flag them as a high-value or important client |
| Allergy badge | A warning marker on a patient's profile showing they have known allergies |
| Face map | A visual tool for marking injection sites and treatment areas on a facial diagram |
| iCal feed | A calendar subscription link that syncs your CallidusOS appointments with external calendar apps (Google Calendar, Apple Calendar, etc.) |
| Merge tags | Placeholders like {patientName} in email templates that are automatically replaced with real data when the email is sent |
| Batch actions | Actions you can perform on multiple patients at once (e.g. archiving several patients) |
| Block time | Marking a time slot on the calendar as unavailable (e.g. for lunch breaks or meetings) |
| Audit log | A record of important actions taken in the system, visible only to owners and admins |
| No-show | When a patient doesn't turn up for their appointment without cancelling |
| Deposit | An upfront payment collected when a patient books online, credited towards their final bill |
| Aftercare email | An automated email sent to the patient after their appointment is completed, containing post-treatment instructions |
| Webhook | An automated way for external systems (like your website contact form) to send data directly into CallidusOS |
| 2FA / Two-factor authentication | An extra security step requiring a code from an authenticator app when logging in |
| CSV import | Uploading patient data from a spreadsheet file to bulk-add patients |
| GBP (£) | British pounds sterling, the currency used throughout CallidusOS |
| Push notification | An alert that appears on your device (even when the browser tab isn't active) for appointment reminders and important events, enable in Settings → Notifications |
| Setup checklist | An onboarding guide shown to new clinics with 11 steps to get your clinic configured, visible to managers and above |
| Cancellation policy | Rules about cancellation terms and fees, configurable in Settings → Clinic Details (coming soon) |
| Working hours | Your clinic's general opening hours, set during onboarding. Different from Staff Shifts, which are per-practitioner weekly schedules |
| Modules / Features | Optional features (Booking Requests, Waitlist, Tasks, Leads CRM, Inventory) an admin can turn on/off in Settings → Features. Off = hidden from the menus; the data is kept |
| Bookable | A per-staff toggle (Settings → Users) that controls whether someone takes appointments and appears in online booking, turn it off for owners/admins who don't see clients |
| Time off | A full-day unavailable period for a practitioner (holiday/sickness/training) shown as an "OFF" band on the calendar; removes them from online booking for those dates. Managed from Staff Shifts → Time off |
| Practitioner Hours | A shortcut button on the calendar that opens the working-hours editor for adjusting a practitioner's regular weekly hours |
| Independent prescriber | A staff member flagged (on the Users page) as able to sign off and activate prescriptions. In-house sign-off requires confirming a face-to-face assessment |
| Calia Copilot | The forthcoming premium AI tier, a marketing, admin & platform-help assistant (ASA/POM-safe marketing-copy drafting, admin note & template drafting, task automation, patient-comms help, admin control centre). It gives no medical advice. Coming soon, not yet available |
| Staff shifts | Individual practitioner schedules set on a weekly basis, use Copy Previous Week to repeat patterns |
| Service visibility | The "Online Bookable" toggle on a service that controls whether it appears on your booking widget for patients |
| Plan tier | Your clinic's subscription level, Foundation (£18/mo) or Aesthetics (£50/mo), determines which features are available |
| Free trial | A 14-day trial period for new clinics to explore CallidusOS before choosing a plan |
Still need a hand?
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