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FAQs
General
What is TheraFiles?
TheraFiles is a clinical practice helper for managing patients, session notes, structured history, medications, documents, appointments, and AI-assisted drafting (branded Thera AI in the UI). It is built as a native Apple app (macOS and iOS).
Which devices are supported?
- macOS: Full feature set including folder import, CloudKit and document sync.
- iOS: Patient-centric workflow with CloudKit sync, optional subscriptions via Apple In‑App Purchase, and Home Screen widgets for appointments and to-dos.
Is my data medical advice?
TheraFiles is a documentation and organization tool. AI-generated text is assistive and must be reviewed by a qualified clinician. It does not replace professional judgment.
Patients & clinical record
How do I work with a patient?
Select a patient in the sidebar. The detail screen uses tabs (labels may vary slightly by language):
- Record — Progress notes plus clinical narrative blocks (e.g. clinical summary, psychotherapy plan, handover-style notes).
- Appointments — Scheduling and calendar-related actions.
- Documents — Files attached to the patient (with sync options where configured).
- Medications — Medication list and change tracking.
- History — A large structured intake/history form with many sections (demographics, symptoms, risk, MSE, etc.); fields autosave as you type.
- Thera AI — AI tools tied to that patient’s record.
What are progress notes?
Notes support types such as general and session. Session notes can include CORE‑OM / CORE‑10–style items with scoring helpers in the app.
Can I dictate or transcribe notes?
The macOS patient record supports dictation/recording workflows that tie into AI transcription.
Can I import text into a note (e.g. from a scan)?
Yes — there is OCR / file import paths for bringing external text into note workflows.
Documents & scanning
What are documents used for?
You attach PDFs/images (and similar types) per patient, categorize them (instruction letters, certificates, invoices, etc.), preview them, and optionally sync copies to remote storage.
What does the document scanner do?
On macOS, DocumentScanner helps capture scans and can recognize national / insurance identifiers for several regions (e.g. Greece AMKA, Nordic CPR-style IDs, EU identifiers where implemented), which can assist patient matching and demographics.
Storage, backup & sync (documents)
TheraFiles can sync patient documents to native S3 object storage, tied to subscription/license when enabled.
How often does sync run?
A background loop runs every few minutes and on uploading/downloading document changes.
What if I hit storage limits?
The app surfaces capacity / quota conditions (including managed storage usage). You may see alerts when space is exhausted or nearly full.
iCloud (CloudKit) & collaboration
What does iCloud sync do?
With iCloud sync enabled, patient metadata and record data can sync via CloudKit across your devices and support sharing a patient with invited collaborators (Apple ID–based sharing flow).
Is iCloud the same as document backup (storage add-on)?
No. CloudKit handles the structured patient record in the app; The storage add-on is for document file replication/backup.
Thera AI & licensing (macOS)
What does Thera AI generate?
Typical outputs include clinical summaries, psychotherapy-plan style text, handover notes, and batch generation when new patients are detected from import. Progress can be reflected in notifications if enabled.
Do I need a license?
An inactive or missing license is associated with a small patient limit (e.g. 3 patients in code) before full use. A valid license unlocks normal operation and ties into AI quotas when using the hosted service.
What are AI quotas?
When using the hosted pipeline, the app can display monthly generation usage vs. limits returned by your license.
iOS subscriptions (In‑App Purchase)
What products exist on iOS?
The app defines subscription groups such as Core, Storage, and Appointment reminders (monthly/annual product IDs in IAPManager). Entitlements are verified with your backend.
Do features match the Mac app exactly?
iOS mirrors the core patient workflow and CloudKit behavior; some Mac-only capabilities (ie. folder import) are not replicated 1:1 on iOS.
Appointments & reminders
What can I do in Appointments?
Create and manage per-patient appointments (including modes like office vs. other settings in the model), attach cost notes where prompted, and integrate with external calendars.
Google Calendar
You can connect Google Calendar and optionally auto-sync appointments; events can be opened or removed in coordination with Google’s API.
Patient reminders (email / WhatsApp / SMS)
Optional appointment reminder channels exist; many paths are gated behind an Appointment Reminders add-on checked against your subscription/license status. Server-side scripts in the repo handle dispatch (e.g. WhatsApp/Meta) without using your own phone number.
To-dos, notifications & widgets
To-do list
You can maintain per-patient to-dos; the macOS UI can open the list from notifications or shortcuts. Completed items can expire/purge on a timer.
iOS widgets
Appointments and To‑Do widgets read shared widget snapshot data and refresh on a timeline (e.g. roughly 15–30 minutes).
Notifications
The app can request authorization for AI completion, reminders, and similar events when enabled in settings.
Settings highlights (macOS)
General — Language, appearance (e.g. compact density preset), notifications, iCloud toggle, onboarding, CSV export messaging, etc.
Therapist — Profile fields used for letters and professional identity (name, license, address, logo/branding where supported).
Templates — Customization of AI / document additional prompts.
Language & accessibility
Localization
The app ships multiple locales (e.g. English, Greek, German, French, Spanish, Italian, Dutch, Danish, Swedish).
Updates (macOS)
How do I update?
macOS builds integrate automated update checking, while iOS updates through the app store.
Privacy & security (high level)
- Clinical data is handled per GDPR, HIPAA requirements.
- AI: prompts may be sent to third-party.
Troubleshooting
I can’t add more patients.
Check license status in Settings; unlicensed mode enforces a low patient cap.
Documents are not syncing.
Verify the storage add-on subscription is active.
iCloud changes not appearing.
Confirm iCloud is enabled in app settings and that you are signed into the same Apple ID. For sharing, ensure the collaborator accepted the share and uses a compatible build.
AI fails or quota errors.
Confirm license key and internet connectivity; check the AI tab for quota readouts and error text from the server.
Appointment reminders not sending.
Confirm the reminders add-on subscription is active, reminder channels are configured (e.g. WhatsApp/Meta).
Widgets show empty data.
Open the main app so it can refresh widget snapshots; check that you have future appointments or pending to-dos.
