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Schedule follow-ups, record consultations, and manage the complete visit workflow.

MealStack connects follow-ups, consultations, and clinical notes into one seamless workflow. When a client arrives for a session, a single "Start Visit" action documents everything in one flow.

Discovery Session Wizard

For first-time consultations (or any comprehensive assessment session), MealStack offers a 6-step guided wizard that connects intake review, vitals, clinical notes, goals, packages, and scheduling into one flow.

Opening the wizard

Click "Start Consultation" in the client detail page header. It's available for all client statuses — leads, active, or inactive.

Desktop: Purple outlined button in the header bar
Mobile: Overflow menu (⋯) → "Start Consultation"

The 6 steps

Step 1 — Review Intake

Displays the client's submitted intake data in scannable cards:

Body & Goals (height, weight, target, BMI, activity level)
Medical Flags (conditions, allergies — highlighted in amber)
Diet Preferences (dietary type, cuisines, likes/dislikes)
Lifestyle (sleep, stress, cooking skill, eating out frequency)
Client's Words (primary concern, motivation, previous diets)

Step 2 — Record Vitals

Quick measurement entry with comparison to intake values:

Primary: weight, BP, waist, hip, body fat
Secondary (expandable): pulse, temperature, SpO2, blood sugar

Step 3 — Clinical Note

Write a SOAP, ADIME, or Custom format note:

Template support — auto-fill section prompts
Same interface as the Start Visit flow's note step
Vitals from Step 2 auto-populate the Objective section

Step 4 — Set Goals

A Goal Review Banner appears at the top showing trend analysis for returning clients:

Status summary: metrics on track / stalled / regressing
Overdue measurements flagged
Auto-generated discussion points ("Weight plateau >3 weeks — discuss refeed strategy")

Below the banner, review and add goals:

Existing active goals displayed with progress bars and multi-metric panels
Condition-based suggestions (e.g., PCOS → "Manage PCOS" goal suggested)
Goal-specific measurement fields — diabetes shows HbA1c/glucose, cholesterol shows LDL/HDL, thyroid shows TSH
Inline editing — click ✏️ on any goal card to adjust baseline, target, deadline, or motivation
Each new goal auto-generates clinical metric definitions from evidence-based presets

See Goals & Metric Tracking for the complete goal system documentation.

Step 5 — Package Review

Browse available service packages:

If client already has an active package, shows it with session count
Otherwise, lists available templates with duration, sessions, price
Actual assignment happens via the Billing tab (this step is informational)

Step 6 — Schedule Next

Set the next follow-up appointment:

Date and time picker
Type selector (Follow-up, Check-in, Plan Review)
Recurrence (one-time, weekly, biweekly, monthly)
Send reminder toggle (2 days before)

On completion

Clicking "Complete Consultation" does everything atomically:

Creates a consultation record (type: initial, 60 min)
Saves the clinical note (if content was entered)
Activates the client (lead → active status transition)
Creates the scheduled follow-up with reminders
Sends a "Consultation Summary" rich card to the client's chat — showing goals set, next appointment date, and package info
Shows a toast with a "Create Plan" shortcut action

The Discovery Wizard is ideal for first meetings, but you can use it for any comprehensive review session. It's separate from the 3-step "Start Visit" flow — they don't interfere with each other.

The visit workflow (follow-ups)

The recommended way to document a client session:

Client arrives for their scheduled follow-up

Open the client profile and go to the Follow-ups tab. You'll see all upcoming sessions with dates and status indicators.

Click "Start Visit"

Each pending follow-up has a green Start Visit button. This opens a guided 3-step flow.

Step 1 — Session details

Confirm the date, duration, consultation type (initial, follow-up, review), and mode (in-person, video, phone, chat). If the client has an active package, the session counter shows how many sessions have been used.

Step 2 — Clinical notes

Write your SOAP or ADIME note directly in the visit flow. Select a template to pre-fill section prompts, or write from scratch. You can also record vitals (weight, BP, pulse, temperature, SpO2, blood sugar).

Step 3 — Wrap up

Review the summary, choose whether to save the note as a draft or sign it immediately, and complete the visit.

"Complete Visit" does everything atomically — creates the consultation record, saves the clinical note, marks the follow-up as completed, and counts the session against the package. One click, everything connected.

Follow-ups

Follow-ups are scheduled check-ins tied to a client's package. They can be auto-generated or manually created.

How follow-ups are created

Method	When it happens
Auto-generated	When you assign a package to a client, MealStack generates follow-up dates based on the package frequency (weekly, biweekly, monthly, or smart scheduling)
Manual	Click Schedule Follow-up to add a one-off check-in with a custom title, type, date, time, and reminder
Special Day	Click "🎉 Special Day" to mark a festival, travel, or event — blocks follow-up scheduling and sends contextual guidance to the client

Follow-up actions

Each pending follow-up card shows clear action buttons:

Action	What it does
Start Visit	Opens the unified visit flow (consultation + notes + completion)
Reschedule	Change the date and time inline with a date/time picker
Mark No Show	Records a no-show consultation and marks the follow-up as skipped

Calendar integration

All follow-ups, consultations, meal plan dates, and payment dues appear on the Calendar page (/dashboard/calendar). The calendar supports three views:

Day view — command center with summary stats, action-required events, and a 3-day preview sidebar
Week view — 7-column layout with event cards, practitioner initials, and time display
Month view — traditional grid with event pills, meal plan date-range highlighting, and side panel on click

On desktop (≥1280px), clicking a day or event opens a side panel showing details and inline actions (Start Visit, Reschedule, Skip, No-Show, Google Calendar export) — without leaving the calendar. On smaller screens, events open as floating popovers. Use keyboard shortcuts: T (today), D/W/M (view switch), ←/→ (navigate), N (new event), Esc (close panel).

Practitioner filter: For clinics with multiple dietitians, a dropdown in the calendar header lets you filter by practitioner. Team members default to "My Schedule"; owners/admins see "All Practitioners".

Recurring follow-ups: When scheduling a follow-up, set a repeat frequency (weekly, every 2 weeks, or monthly) with an end date. MealStack generates all future instances automatically. | Skip | Skips the follow-up without recording a consultation |

Overdue follow-ups are highlighted with a red border and show how many days overdue they are. Address these first when you open your dashboard each morning.

Follow-up statuses

Status	Meaning
Pending	Upcoming, not yet completed
Completed	Session done (via Start Visit or manual completion)
Skipped	Cancelled by the practitioner or marked as no-show

Reminders

MealStack sends email reminders to clients before scheduled follow-ups. The reminder timing is configurable per follow-up (default: 2 days before). Reminders are sent automatically via a daily job at 8 AM IST.

Reminders are not sent for follow-ups linked to paused packages. They resume automatically when the package is reactivated.

Recording consultations

While "Start Visit" is the recommended workflow, you can also record consultations independently from the Consultations tab.

Consultation fields

Field	Description	Example
Date	When the session happened	2026-04-09
Duration	Session length in minutes	30
Type	Initial, follow-up, review, emergency, group	Follow-up
Mode	How the session was conducted	In-person, video, phone, chat
Status	Outcome of the session	Completed, scheduled, cancelled, no show
Package	Which package to count this session against	Weight Loss — 3 Months (2/8 sessions)

You cannot record a session against a paused or cancelled package. Resume the package first from the Billing tab.

Consultation list

The Consultations tab shows all recorded sessions with:

Type, status, mode, and practitioner name
Duration and date
Clinical note indicator — shows whether a SOAP/ADIME note is linked (signed, draft, or missing)

Click any consultation to expand it and see the full details, including an inline preview of the linked clinical note.

Assessments

Track client progress over time with timestamped measurements. See Assessments for the full guide covering weight, body measurements, body composition, lab values, and client self-logging.

Package pause and resume

When a client needs to pause their program (travel, illness, personal reasons), you can pause the package from the Billing tab. See Client Billing for details on pause/resume behavior.

Client files

Upload and organize documents for each client in the Files tab:

Category	Examples
Lab report	Blood test PDF from Apollo Labs
Prescription	Doctor's prescription scan
Consent form	Signed consent for progress photos
Intake form	Initial assessment questionnaire
Referral	Letter from referring physician
Progress photo	Before/after photos (with consent)
Other	Any additional document

Files can be attached to clinical notes for complete visit documentation.

Section	Content
S Subjective	Priya reports improved energy. Cravings for sweets reduced. Sleep quality 7/10.
O Objective	Weight: 68.2 kg (↓1.3 kg). Waist: 80 cm (↓2 cm). BP: 118/76.
A Assessment	Good adherence. Weight loss on track. Bloating from increased fiber.
P Plan	Add probiotic foods. Reduce raw salad portions. Continue plan 2 more weeks.

Record vitals: Weight 68.2 kg, BP 118/76.

Complete the visit

Choose "Save as Draft" (you'll review and sign later). Click Complete Visit.

Draft notes can be edited and signed later from the Clinical Notes tab. This is useful when you want to review your notes at the end of the day before finalizing them.

Consultations & Follow-ups