Platform capabilities

Platform capabilities

Mediyn is a clinical documentation and practice-management platform built for therapists and clinic administrators. It handles the full lifecycle of a therapy practice — from account setup and patient management through session documentation, billing, notifications, and team collaboration. The capabilities below reflect what is currently available in the product.

Account Setup and Onboarding

• Clinics and independent therapists can create a Mediyn account directly from the sign-up page with no invitation required. Clinic sign-up creates a practice workspace and an admin account in one step; solo therapist sign-up creates a standalone practice account.
• After completing free-trial signup and entering payment details, you are taken directly into Mediyn to finish setup — no second sign-in is needed.
• A guided setup wizard walks you through your practice profile, bank account connection via Stripe, availability, and a final review before going live. Bank account setup can be skipped and completed later from Billing Settings.
• Clinic administrators complete a dedicated onboarding step to configure the clinic name, timezone, and default session length before setting up their personal profile. The onboarding progress tracker and dashboard reflect the full three-step setup for clinic accounts.
• Credentials entered during onboarding — including license number and NPI — are automatically saved to your therapist profile. You do not need to re-enter them on the profile settings page after completing onboarding.
• When you resume an incomplete onboarding wizard, it picks up exactly where you left off instead of restarting from the beginning.
• Therapist onboarding correctly tracks which setup steps you have completed based on the information you actually provide. If a step such as availability has not been completed, you will be returned to it when you resume.
• New account setup — including the onboarding profile step and personal information step — completes correctly without errors.
• The ‘Get started’ link on the login page takes you directly to the account sign-up page.
• You can reset your password from the sign-in page. Click ‘Forgot password?’, enter your email address, and a reset link is sent to your inbox. The link expires after one hour; a new one can be requested from the same page.

Dashboard

• When you sign up and open the dashboard for the first time, a getting-started checklist guides you through key setup steps such as adding your first patient, scheduling a session, and configuring intake forms.
• A Getting Started card on your dashboard shows which setup steps are complete, highlights your next recommended action, and displays your current plan details. It is automatically hidden once all steps are complete, and can also be dismissed at any time using the close button.
• The onboarding checklist correctly reflects your account’s setup status, will not reappear once all steps are complete, and shows each step’s individual completion status with a direct link.
• After completing all steps in the Getting Started guide, the progress card will no longer appear — immediately and across page refreshes and return visits.
• The dashboard surfaces items that need your attention first. Sessions with detected risk indicators and unsigned notes appear at the top with contextual action buttons, while processing sessions are grouped into a single summary row. The Needs Attention bar shows all pending intake packets, assessments, unread messages, and patient worksheet responses in one place.
• The dashboard includes a Practice Trends section showing worksheet approval rates, clinical improvement direction, and assessment volume. You can switch between 7-day, 30-day, and 90-day views without leaving the dashboard. A “View Full Analytics” link and the sidebar navigation lead to the full Analytics page.
• Small icons appear next to each dashboard section heading — Sessions to Review, Worksheets Pending, and Completed Assessments — making it easier to navigate between sections at a glance.
• Clicking Add Patient on the dashboard opens a quick-add form directly in place. Once the patient is created, you return immediately to your dashboard context.
• The prompt to connect your Stripe account reliably appears for new accounts, making it easier to get billing set up before your first session.
• Your dashboard shows only the sessions, intake requests, assessments, and review items belonging to your own assigned patients. Clinic administrators continue to see practice-wide totals.
• The therapist dashboard correctly shows only your own sessions and message counts from the moment you join a practice. Newly onboarded therapists will see an empty dashboard until they have their own activity.
• After signing in, the app automatically shows the correct workspace for your account type — a full clinic view with shared rosters and therapist management, or a streamlined personal practice view.

Profile and Team Settings

• You can view and edit your account details from Settings → Profile or by clicking your name in the top-right menu. You can update your display name, credentials, default session duration, and licensing information. Changes are saved with a single click.
• Therapist profiles store your first name, last name, and an optional preferred name as separate fields. Your display name throughout the app is your preferred name if set, or your first and last name combined. These fields are available during sign-up, when accepting a clinic invitation, and in profile settings.
• Therapists who signed up as a clinic administrator will see their personal name — not the clinic name — displayed in the dashboard greeting and on patient-facing documents such as invoices, superbills, and session cards. You can update your name at any time in Settings → Profile.
• When setting up a clinic account, your personal name appears correctly throughout Mediyn — on your dashboard, session cards, invoices, superbills, and your booking page.
• Therapist credential, license, and NPI details are available when opening a team member’s Edit or Detail dialog from Settings → Team. This information can be reviewed and edited per individual team member.
• You can now clear previously saved profile fields — including NPI, Tax ID, license number, license state, credentials, and note format — directly from the Profile settings page. Saving a blank value removes the stored entry. A confirmation prompt appears when clearing NPI, Tax ID, or license number to prevent accidental changes that could affect claims and credentialing.
• The clinic name appears in the therapist portal navigation without any additional configuration.
• Navigating directly to the Settings area — for example, by typing the URL or following a bookmark — takes you to your Profile settings rather than showing a ‘page not found’ error.

Patient Records

• Clinic staff can record a professional or religious title (such as Dr., Sr., or Fr.) as part of a patient’s name when creating or editing a patient record. The prefix appears in formal contexts such as chart headers and clinical documents. This completes support for all five patient-name fields recommended by the healthit.gov §3.1 naming standard.
• When adding a new patient, the Create Patient button shows a loading indicator while the record is being saved and cannot be clicked more than once. If a duplicate or other error occurs, the form re-enables automatically so you can correct the details and try again.
• Therapists on clinic accounts can add themselves to a patient’s care team directly after creating the patient, without needing a clinic administrator to complete the assignment. After creating a patient, therapists are taken to the patient detail page. Assignments managed by other team members can only be modified by clinic administrators.
• Therapist assignments made through the admin interface correctly appear after page reload and across devices. The patient list can be filtered by assigned therapist for all patients, including those created manually. Unassigning a therapist clears the assignment immediately and consistently.

Sessions

• Sessions that are being processed by Mediyn’s AI documentation engine remain visible in the daily queue while processing is underway. Your queue accurately reflects all active and in-progress sessions at all times.
• Session cards awaiting your review are marked with a consistent gold accent on the left edge of the card, distinguishing them from completed or upcoming sessions across the platform.
• Sessions accidentally left open — for example when a browser tab is closed without ending the session — are automatically closed by the system within 30 minutes after the scheduled end time. Once auto-closed, the session moves through the normal documentation and review workflow without any action needed from the therapist.
• The session detail view loads worksheet recommendations, completed worksheets, and assessment information in a single request. Assessment assignment details — including completion status and due dates — are shown directly on the session.

Documents

• When uploading documents, Mediyn checks the file type and size before the upload begins. Files larger than 50 MB or in unsupported formats are declined immediately with a clear message. Accepted formats include PDFs, common images, Microsoft Office documents, and plain text files.
• Documents are uploaded using a reliable two-step process that securely transfers files directly to storage. At upload time you can tag a document with a category — including consent forms, progress notes, and estimates — and link it to a patient or session. You can also add an optional notes field to provide context for your team.
• You can organize uploaded documents by type — such as intake forms, progress notes, consent forms, insurance documents, and discharge summaries — and filter the document list by category.
• You can click any document to open a detail panel showing its metadata, security scan status, and a preview for PDFs and images. Documents with a Ready status can be downloaded directly from the detail panel.
• A search box on the Documents page lets you filter by filename. Documents are also searchable from the global search bar by selecting the Documents type filter.
• Documents are available for download as soon as the upload is complete.
• Clicking the download button generates a secure, time-limited link to your document that expires after 15 minutes. If a document has been deleted, you will see a clear error rather than a broken link.
• You can permanently delete documents from the platform. Deleted documents are immediately removed from your document list and can no longer be downloaded. Only the document owner or a clinic administrator can perform this action.
• You can select multiple documents and delete, recategorise, or download them as a zip file in a single action. Bulk delete and update support up to 100 documents at once; bulk download supports up to 50 documents or 200 MB total. Partial failures are reported individually so a single invalid document does not block the rest of the batch.
• PDF download via the “Download PDF” button on worksheet drafts is fully functional.
• Known issue: Some documents may currently fail to download from the Documents page. No document content has been lost — files remain securely stored and will be accessible once a fix is deployed.

Notifications

• A notification bell in the app header shows a live count of unread alerts. Clicking it opens a feed of recent notifications — including when a session is ready for review, when a patient completes an assessment or worksheet, and when a clinical alert threshold is exceeded. Clicking any notification takes you directly to the relevant page.
• Notifications show distinct icons and color-coded categories. Action-required items — such as overdue forms, failed payments, or flagged assessments — are pinned at the top of the list with a clear “Action required” badge. Notifications are grouped into Today, This Week, and Earlier sections.
• Notifications for session review, processing errors, worksheet recommendations, and new messages show the relevant patient’s name or sender’s name directly in the notification, in both the web app and the iOS app.
• Notifications for new assessments, worksheet assignments, messages, and session updates appear in real time without needing to refresh the page.
• You can mark individual notifications or all notifications as read. Tapping “Mark all as read” completes instantly even with a large number of unread items.
• You can manage notification preferences from Settings → Notifications using a toggle grid to enable or disable in-app, email, and push notifications for each category — Scheduling, Messaging, and Clinical. Some critical notifications are locked and cannot be turned off. Changes take effect immediately.
• Notification preferences include toggles for scheduling, billing, and consent-related alerts, each individually controllable per channel. Previously, several of these notification types had no toggle and could not be turned off.
• The Push Notifications toggle in Settings → Notifications shows that push delivery is available through the Mediyn iOS app. On the web, the toggle is disabled with an explanation.
• You will receive email notifications when a session recording is ready for review, when a processing job fails, and when a session reminder is due. Email notifications for assessment and worksheet recommendations are available as opt-in preferences.
• Transactional emails — including patient invitations, magic-link sign-in links, booking confirmations, and therapist invitations — are delivered reliably.

Team and Invitations

• Clinic admins can invite therapists and staff to their team. Invitation emails contain working accept links.
• Pending invitations can be resent or cancelled directly from the Team settings page. Resending generates a fresh invitation link, automatically invalidating any previously shared link.
• Sending a duplicate invitation to an existing pending address shows a prompt to resend the existing invite instead of creating a duplicate. Inviting someone who is already an active member is flagged immediately. Expired invitations do not block you from sending a fresh one to the same address.
• Therapists and clinic staff invited to join a practice can complete their account setup directly from the invitation email.

Intake Form Templates

• Clinic admins on all subscription plans can view system-provided intake form templates in Settings → Templates → Intake Forms and use them when sending intake packets to patients. Creating, editing, or cloning custom intake templates remains a Clinic-plan feature.

Messaging

• The Messages section updates in real time — new messages appear instantly without needing to refresh the page.
• The unread message count in the sidebar accurately reflects how many messages you have not yet read, and resets when you open a conversation.
• Messages in conversations include a read indicator showing whether each message has been seen. Unread messages are clearly distinguished, and sent messages are shown as read immediately.
• Navigating directly to the Messages section — whether from a bookmark, browser history, or a shared link — loads correctly without showing an error page.

Navigation and Session Management

• Navigation between pages reliably maintains your logged-in session. You will no longer be unexpectedly redirected to the login screen when clicking sidebar links or switching between sections. If your session does genuinely expire, you will be prompted to log in again without needing to refresh.
• Mediyn displays consistently in its standard light theme regardless of your device or OS color-scheme setting. Users with system-wide dark mode enabled will no longer see a low-contrast interface. A dedicated in-app dark mode option is not yet available.

Mobile and Responsive Layout

• The clinic portal renders correctly on mobile phones (375 and 414 px widths) and tablets (768 px). Messaging, documents, session tabs, worksheet drafts, billing settings, and the patient intake tab all display and function as expected on smaller screens.
• Dialogs and menus throughout the app display with proper spacing on mobile phones, including narrow 375 px screens. Buttons, forms, and popovers no longer extend edge-to-edge or overflow the screen on small devices.
• Dialogs and forms throughout Mediyn scroll correctly on smaller screens and no longer extend beyond the visible area on short displays. Action dialogs for billing, session management, and messaging have consistent visual styling with properly separated footers.

Empty States and Visual Consistency

• Pages that previously showed blank content or inconsistent placeholder layouts now display clear, visually consistent empty states with helpful guidance. When a list is empty because no data exists yet, a prompt with a relevant action is shown. When a filter or search is the cause, a focused nudge to adjust the filter is shown instead.
• Empty screens across the app — such as when no sessions, patients, or conversations exist yet — display a welcoming icon alongside the action button, making it clearer what to do next.
• When editing clinical history or any settings page, a floating “Unsaved changes” bar appears at the bottom of the screen, letting you save or discard edits without scrolling back to a button. The Discard button instantly resets the form without jumping to the top of the page.

Willow — In-App AI Assistant

• Willow is an AI assistant available to clinic admins and therapists on www.mediyn.ai. You can ask Willow product how-to questions, look up your schedule, billing, and patient overviews, and review key metrics and schedules through interactive cards directly in the chat.
• If Willow cannot resolve your question, it can open a support ticket with the Mediyn team in one click. A support ticket confirmation is shown in the chat when escalation is successful.

iOS App

• The Mediyn iOS app includes a Dashboard tab — the fifth tab in the navigation bar — where therapists can browse and assign assessment instruments across their caseload, track overdue and pending assessments, review worksheet submissions, and access billing and working hours settings. The instrument-first assignment flow lets therapists assign any assessment to multiple patients in a single step.
• Logging in on iPhone is smoother — tapping the email or password field immediately brings up the keyboard without requiring multiple taps. This improvement applies to iOS 17 and later.
• Session times, schedule entries, and session history dates display in your device’s local timezone. This affects Today’s Schedule, the Last Session and Next Session tiles on the patient detail screen, and session history.
• Text throughout the app is larger and clearer. Color contrast across all text elements meets WCAG AA accessibility standards. Headings use a distinct serif typeface for clearer visual hierarchy.