CrystalSolutions

👤

Patient Management

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Full patient records across 5 clinical pages

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Contact details, demographics, employment, insurance

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Case history, cranial, accident / RTA, PMH

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Examination findings — baseline and per-session changes

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Diagnosis, prognosis, medicines, treatment history

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Five Elements, Feng Shui, pulse history, astrology profile

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Podiatry / chiropody — standalone clinical page

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Treatment plans — clinic and home goals, progress tracking, printable

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Letters — GP referral, discharge, appointment reminders

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Documents — consent forms, insurance authorisations, GDPR sign-offs stored against patient record

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Attachments — file uploads per patient record

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Colour labels, priority flags, referral flags

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Review period flags — practice default or per-patient override

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Patient export — printable PDF record

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Sortable patient list — name, status, practitioner, last seen, date added

📋

Treatment Sessions

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Full treatment session recording

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Condition, state, examination changes, SLR, nerve radiation

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Treatments, treatment notes, therapy type

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Medicines — standard, supplement, herbal, homeopathic

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Improvement percentage, maintenance flag, GP referral flag

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Fee, payment method, paid status

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💰 One-click Add to Income — paid session pre-fills amount, patient, date and payment method in Accounts

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🧾 Raise Invoice directly from a session — pre-fills patient, fee and treatment reference

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⚠ Unpaid filter — instantly see all sessions with outstanding fees

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Attendance and cancellation tracking

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Examination findings within session — changes from baseline

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Direct link to podiatry record from session

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Schedule & Diary

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Week, day and month diary views

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Multi-practitioner support

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Appointment types (therapies) — editable, colour coded

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Blocked time, admin and holiday entries

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Room and resource management

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Attended / unattended marking

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Patient contact details in appointment popup

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Audit & Search

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Cross-tab query builder — 30+ searchable fields

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Demographics, conditions, examination findings, medicines, treatments, dates

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Saved searches — personal and shared

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Quick search — Due for Review

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Cohort tagging — colour-tag any result set for group analysis

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Analyse cohort button — jump from Audit results directly to Statistics cohort tab

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Audit results export to CSV

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Find patients by condition, treatment, medicine, examination finding, age, sex and more — impossible with a paper system

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Statistics & Clinical Quality Audit

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Practice dashboard — session counts, income and new patients by month, year and all time

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Jobs and income charts — last 12 months at a glance

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Top conditions and referral sources on the dashboard

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Clinical Quality Audit tab — outcome KPIs: avg improvement %, sessions reaching 50%, 75% and 100% resolution

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Conditions outcomes table — patient count, sessions, avg sessions per patient, avg improvement, good and resolved outcome counts

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Traffic-light improvement colouring — green 75%+, amber 50-74%, red below 50%

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Therapy type outcomes — compare modalities by avg improvement and sessions to discharge

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Prognosis vs actual outcome — how closely clinical prediction matched result

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Improvement distribution chart — 0%, 1-25%, 26-50%, 51-75%, 76-99%, 100%

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Treatment frequency breakdown

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Therapy type, sex, age and referral source demographic charts

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Employment type and occupation sector breakdowns

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Referral sources — full breakdown with counts and percentages

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Cohort analysis — tag any Audit result set with a colour, then analyse that group's demographics and outcomes on the Cohort tab

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Date range filter — any custom period, or filter by year and practitioner

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Audit page cohort button — tag search results then jump straight to cohort analysis

💷

Accounts

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Income recording — fee, payment method, status, linked to patient and session

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Expenditure recording — type, recipient, receipt date, tax rate, debit/credit

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Edit income and expenditure records — correct mistakes without deleting

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Add to Expenses shortcut — stock purchase pre-fills expenditure form automatically

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Monthly and annual filtering — summary bar shows income, expenditure and net

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Feeds Self Assessment summary — income and expenditure totals pulled automatically

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Access control — Low Level can add income, Medium Level and above can add expenditure

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Monthly summaries — clean data for your accountant

🧾

Invoicing

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PREFIX-YEAR-001 numbering per location (e.g. CS-2026-001) — auto-increments

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Raise invoice from a session — patient, fee and session notes pre-filled

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Line items — description, quantity, unit price, VAT %

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Live totals with VAT breakdown

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Status workflow: Draft → Sent → Paid / Overdue / Cancelled

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Bank details and payment terms on printed invoice

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Print / PDF ready — clean printable layout, nav and buttons hidden automatically

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Bill To section pulls patient address automatically

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Outstanding and paid summary totals on the invoices list

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⚠ Unpaid quick-filter — see all sent and overdue invoices at a glance

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💰 Add to Income when paid — with duplicate check to prevent double-counting

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Nudge to mark original session as paid when invoice is settled

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Outstanding invoices shown on Welcome dashboard and Audit sidebar

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Edit draft invoices — delete any status (Administrator)

📤

Import & Export

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CSV export — patients, sessions, income, expenditure, contacts

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Patient import from CSV with flexible column mapping

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FileMaker export import — direct migration supported

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Individual patient record PDF export

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Database backup — one-click SQL download

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Full backup — database + files + attachments as zip

🚗

Mileage MTD & Self Assessment

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Mileage log — car, motorcycle and bicycle at configurable rates

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UK defaults: 45p/mile (first 10,000), 25p/mile thereafter — all rates configurable in Setup

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Link journeys to patients and practice locations

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Self Assessment summary — income, expenditure, mileage claim, net profit

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MTD quarterly breakdown with submission due dates (Q1–Q4)

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MTD threshold warnings — £50k from Apr 2026, £30k from Apr 2027, £20k from 2028

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Direct UK HMRC submission -- connect once, submit quarterly with one click (optional add-on, pending HMRC approval)

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UK HMRC OAuth2 authorisation -- secure connection to your HMRC account (optional add-on, pending HMRC approval)

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Quarterly figures pulled automatically from your accounts for the selected quarter

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Full submission log -- date, period, income, expenses, profit and HMRC reference

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CSV export for accountant

MTD mandatory in UK from April 2026 for income over £50,000 (£30,000 from April 2027 & £20,000 from 6 April 2028).

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Regional Settings

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Financial / tax year start date — configurable month and day

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UK default: 6 April · US / Europe: 1 January · Australia: 1 July

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End date calculated automatically — Mileage and Tax Summary both update

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Quarterly breakdown recalculates automatically from the configured year start

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All five mileage rates configurable — car (two tiers), threshold, motorcycle, bicycle

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Single-rate countries: set threshold to 999999 to use one flat rate for all mileage

🔒

Security & Encryption

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AES-256-CBC field encryption — switchable in Setup → Security

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Encrypted fields: email, phone, address, notes, case history

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Encryption key stored in config.php — never in the database

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Default off — enable when ready with one-click migrate

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Protects against SQL injection and database dump theft

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GDPR Article 32 compliant — encryption at rest

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Contacts & CPD

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Contact groups — GP, therapist, insurer, associate, supplier, referrer, staff and more

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Supplier contacts link directly to Stock & Dispensary module

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Referral source tracking — link patients to referring contacts

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Dual address — work and home

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Linked to patient GP field

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Notes per contact — relationship history, terms, preferences

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Filter and search by group, name or company

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CSV export of full contacts list

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CPD hours log by category

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Annual CPD return — printable for GOsC, CNHC and others

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Stock & Dispensary

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Products & Remedies tab — supplements, remedies, herbal preparations

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Practice Supplies tab — consumables you use but don't sell

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Cost price, sale price, unit, category and reorder level per product

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Supplier link — connects to contacts module

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Stock movements — purchase, sale, adjustment, write-off

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Products sold in session — linked directly to patient records

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Stock auto-updates on session save, reverses correctly on re-edit

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Low stock alert on welcome dashboard — amber warning at reorder level

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Transaction history — date filter, value totals, print / PDF

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Add to Expenses shortcut — new product or purchase offers to pre-fill expenditure record

📄

Documents

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Practice Documents — contracts, policies, GDPR notices, cancellation policy

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Patient Documents — consent forms, insurance authorisations, GDPR sign-offs linked to patient records

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Document templates — reusable starting points with merge variables

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Merge variables — patient name, address, DOB, practitioner, practice details auto-filled

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Signed date tracking — consent and sign-off dates recorded and shown at a glance

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Print / PDF button — clean letterhead output on every document

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Seeded templates — Associate Contract, GDPR Privacy Notice, Consent Form, Cancellation Policy, Insurance Authorisation

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Access control — Admin to manage templates, Medium Level to create documents, all staff to view

🔗

Patient Enquiry Widget

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Embeddable enquiry form — patients request appointments from your own website

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Direct link or iFrame embed — works on WordPress, Wix, Squarespace or any site

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Practice notification email — name, phone, email, preferred time and condition note

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Patient confirmation email — reassures enquirer the practice will be in touch

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Enquiries log — all submissions stored in Setup regardless of email delivery

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No live diary exposed — practice confirms appointments manually, stays in control

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Unique practice token — secure per-practice link, activate/deactivate with one toggle

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Email options — PHP mail, SMTP or Mailgun/SendGrid supported

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Setup & Administration

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Practice details, currency, date format, therapy type default

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Multiple practice locations — multi-site support

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Multiple practitioners — each with their own login and access level

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Appointment types and therapies — editable per practice

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Value lists — fully editable for all dropdowns across the system

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Medicines management — dedicated page for medicines, supplements, herbal and homeopathic lists with search, pagination and drag-to-reorder

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Colour labels — customisable per practice

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Review period — default and per-patient override

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Review reminder message — shown in patient banner

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Practice noticeboard — visible to all staff on welcome dashboard

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Hover tips on/off — turn off once staff are familiar

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Welcome dashboard on/off — use as daily landing or skip straight to patients

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Four access levels — Administrator, High, Medium, Low

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User management — display names, access levels, passwords

🏠

Welcome Dashboard

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Public landing page — pitch and feature overview for non-logged-in visitors

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Practice noticeboard — daily notes for all staff

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Recent activity log — patients and sessions added, by whom

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Due for review pane — overdue patients at a glance

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Recent medicines and remedies across all patients

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Treatment plans summary with progress bars

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Podiatry notes summary

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Low stock alert — amber warning pane when dispensary products reach reorder level

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All panes individually collapsible — remembered per device

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Module cards collapsible — hide once familiar with the system

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Unpaid treatment sessions and unpaid invoices flagged

🛠

Technical

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PHP 8.3 / MySQL 8 — fast, proven, widely supported

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Runs on Windows PC or laptop — any age

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Runs on Mac — including older Intel and PowerPC machines

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Runs on NAS — Synology, QNAP and others with PHP/MySQL support

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Runs on Raspberry Pi 4/5 — silent, low power, £50 hardware

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Runs on any Linux server or virtual machine

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No frameworks, no subscriptions, no cloud dependency

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Mobile responsive — portrait and landscape, phone, tablet, desktop

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GDPR compliant by design — data stays on your own network

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No data sent to third parties — ever

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One-time purchase — own it outright

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Easy Install — double-click Docker installer for Mac and Windows, no technical setup needed

Built for new practitioners — priced to match