Platform capabilities

Platform capabilities

Mediyn is a clinical documentation and practice-management platform built for individual therapists and clinic-based practices. This page describes the platform-level capabilities that underpin every area of the product — account setup, team management, navigation, notifications, documents, and the overall interface experience. All features described here are available to therapists and clinic administrators unless a specific role or plan is noted.

Account creation and onboarding

• Clinics and independent therapists can create a Mediyn account directly from the sign-up page — no invitation required. Clinic sign-up creates a practice workspace and an administrator account in one step; solo therapist sign-up creates a standalone practice account.
• After completing the free-trial sign-up and entering payment details, you are automatically taken into Mediyn to finish setup — no need to sign in again.
• A guided setup wizard walks you through your practice profile, bank account connection (via Stripe), availability, and a final review before going live. You can connect your bank account during setup or skip it and connect later from Billing Settings.
• Clinic administrators go through a dedicated step to configure their clinic’s name, timezone, and default session length before completing their personal profile, so clinic-wide settings are available to all team members from day one.
• The onboarding progress tracker accurately reflects which steps you have completed. If you return to the wizard, it resumes from where you left off rather than restarting. Returning to a later step does not require re-entering information you have already saved.
• Credentials entered during onboarding — including license number and NPI — are automatically saved to your therapist profile, so you do not need to re-enter them in profile settings afterward.
• After completing all steps in the getting-started guide, the onboarding card is automatically hidden and will not reappear. You can also dismiss the card at any time using the close button.
• The “Get started” link on the Mediyn login page takes you directly to the account sign-up page.
• You can reset your password from the sign-in page by clicking “Forgot password?”, entering your email address, and following the link sent to your inbox. Reset links expire after one hour; you can request a new one from the same page.

Profile and credential management

• You can view and edit your account details from Settings → Profile or by clicking your name in the top-right menu. Fields include display name, credentials, default session duration, and licensing information. Changes save immediately.
• Therapist profiles store first name, last name, and an optional preferred name as separate fields. Your preferred name is shown throughout the app if set; otherwise your first and last name are used. These fields are available during sign-up, when accepting a clinic invitation, and in profile settings.
• You can clear previously saved profile fields — including NPI, Tax ID, license number, license state, credentials, and note format — by saving a blank value. A confirmation prompt appears when clearing NPI, Tax ID, or license number to prevent accidental changes that could affect claims and credentialing.
• 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, completing support for all five patient-name fields recommended by the healthit.gov §3.1 naming standard.
• When setting up a clinic account, your personal name appears correctly throughout Mediyn — on your dashboard, session cards, invoices, superbills, and your booking page — rather than your clinic name. You can update your name at any time through Settings → Profile.

Team management and invitations

• Clinic admins can invite therapists and staff to their team. Invitation emails contain working accept links, and pending invitations can be resent or cancelled from the Settings → Team page.
• Resending a pending invitation generates a fresh link; any previously shared link is automatically invalidated. Admins can also revoke a pending invitation at any time.
• Sending a duplicate invitation to an address that already has a pending invite shows a prompt to resend the existing invitation instead. Inviting someone who is already an active team 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 account setup directly from the invitation email.
• Therapists on clinic accounts can add themselves to a patient’s care team directly after creating the patient, without requiring a clinic administrator. Other care-team assignments can only be modified by clinic administrators.
• Therapist assignments appear correctly after page reload and across devices. The patient list can be filtered by assigned therapist, including patients created manually. Unassigning a therapist clears the assignment immediately.
• Credential, license, and NPI details for each team member are available in the Edit or Detail dialog opened from Settings → Team. This information can be reviewed and edited per individual team member.

Dashboard and navigation

• 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.
• 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. 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.
• 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.
• A Practice Trends section on the dashboard shows worksheet approval rates, clinical improvement direction, and assessment volume. You can switch between 7-day, 30-day, and 90-day views. A “View Full Analytics” link and the sidebar provide access to the full Analytics page.
• A getting-started checklist on the dashboard guides you through key setup steps. Each step shows its individual completion status with a direct link so you can jump to anything that still needs attention.
• Clicking Add Patient on the dashboard opens a quick-add form in place; once the patient is created, you return to your dashboard context.
• Section headings on the dashboard — Sessions to Review, Worksheets Pending, and Completed Assessments — include a small icon for quicker identification and navigation.
• The clinic name appears in the therapist portal navigation without additional configuration.
• Navigating directly to the Settings area (for example, via a bookmark or typed URL) takes you to your Profile settings rather than a “page not found” error. All individual Settings pages continue to work as before.
• Navigating directly to the Messages section from a bookmark, browser history, or shared link loads correctly without showing an error page.
• Navigation between pages reliably maintains your logged-in session. Unexpected redirects to the login screen when switching between sections such as Assessments, Patients, and Sessions no longer occur. If your session genuinely expires, you are prompted to log in and can do so immediately without a page refresh.
• When a subscription is inactive or expired, all protected areas of the platform show the same reactivation prompt. Billing and settings pages remain accessible so you can update your payment method and reactivate at any time.

Notifications

• A notification bell in the app header shows a live count of unread alerts. Clicking the bell opens a feed of recent notifications, including session-ready alerts, patient assessment or worksheet completions, and clinical alert threshold events. Clicking any notification takes you directly to the relevant page.
• Notifications include the patient or sender name directly — for example, “A session is ready for clinical review” attributed to the specific patient — for session-ready, processing-failure, worksheet-recommendation, and new-message notifications.
• 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 with a clear “Action required” badge. Notifications are grouped into Today, This Week, and Earlier sections.
• You can mark individual notifications or all notifications as read. The “Mark all as read” action completes instantly regardless of how many unread items you have, and the unread count updates immediately.
• Real-time updates appear in your browser as background tasks complete — transcription results, session summaries, and session status changes update your workspace instantly without a manual refresh. Notifications also appear in real time as soon as they are created.
• 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. Changes take effect immediately. A small number of critical notifications (such as clinical safety alerts and failed payment notices) are locked and cannot be turned off.
• The Push Notifications toggle in Settings → Notifications on the web is disabled with an explanation; push delivery is available through the Mediyn iOS app. If you have the iOS app installed, the Push toggle works as expected within the app.
• You will receive email notifications for session recording readiness, processing failures, session reminders, session changes, payment receipts, new messages, and form assignments. Email notifications for assessment and worksheet recommendations are available as opt-in preferences.

Documents

• You can upload documents using a two-step process that transfers files directly to secure storage. Documents can be tagged with a category — including consent forms, progress notes, and estimates — and linked to a patient or session at upload time.
• Mediyn checks file type and size before an 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.
• You can filter the document list by patient, session, or category. The page shows whether a document is ready to use or still being processed.
• Documents are available for download as soon as an upload completes. Clicking the download button generates a secure 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 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 panel.
• A search box on the Documents page lets you filter by filename. Documents also appear in global search results; use the search type filter and select Documents to scope your results.
• You can organize documents by type — intake forms, progress notes, consent forms, insurance documents, discharge summaries, and others — by selecting a category at upload time.
• When uploading a document, you can add an optional notes field to provide additional context for your team.
• You can permanently delete documents. 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, recategorize, 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 for worksheet drafts is fully functional.

Messages

• The Messages section updates in real time — new messages appear instantly without a page refresh.
• 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 include a read indicator showing whether each message has been seen. Unread messages are clearly distinguished, and your own sent messages are always shown as read immediately.

Interface and mobile experience

• 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 display with proper spacing on mobile phones, including narrow 375 px screens. Buttons, forms, and popovers do not extend edge-to-edge or overflow the screen on small devices.
• Dialogs and forms 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.
• Pages that previously showed blank content or inconsistent placeholder layouts now display clear, consistent empty states with helpful guidance. When a list is empty because no data exists yet, a relevant action prompt is shown. When a filter or search is the cause, a focused nudge to adjust the filter is shown instead.
• Empty screens — such as when no sessions, patients, or conversations exist yet — display a welcoming icon alongside the action button, consistently across all major pages.
• 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. The Discard button resets the form instantly without jumping to the top of the page.
• When creating 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 an error occurs, the form re-enables automatically so you can correct the details and try again.
• Session cards awaiting your review have a consistent gold accent on the left edge to distinguish them from completed or upcoming sessions across every part of the platform.
• Sessions that are being processed by Mediyn’s AI documentation engine remain visible in the daily queue while processing is underway.
• 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. The session then moves through the normal documentation and review workflow without any action needed from the therapist.
• Mediyn displays consistently in its standard light theme regardless of your device or OS color-scheme setting. A dedicated in-app dark mode option is not yet available.
• 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.
• Transactional emails — including patient invitations, magic-link sign-in links, booking confirmations, and therapist invitations — are delivered reliably to recipients.

iOS app

• The Mediyn iOS app includes a Dashboard tab — the fifth tab in the navigation bar — giving therapists a central place to manage their practice. From Dashboard, 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. An instrument-first assignment flow lets therapists assign any assessment to multiple patients in a single step.
• Session times, schedule entries, and session history dates display in your device’s local timezone, including Today’s Schedule, the Last Session and Next Session tiles on the patient detail screen, and session history.
• Tapping the email or password field on the Mediyn iOS sign-in screen immediately brings up the keyboard. This improvement applies to iOS 17 and later.
• Text throughout the app is larger, clearer, and easier to read, including labels, captions, and navigation items. Color contrast across all text elements meets WCAG AA accessibility standards. Headings use a distinct serif typeface for clearer visual hierarchy.