Creating a Chart Definition

A Chart definition determines how a chart is structured and used in your business. It combines the chart’s general settings with one or more pages for documenting the client’s treatment. By creating a chart definition, you can standardize how clinical information is captured across services while supporting consistent documentation and review workflows.

If you plan to use a chart repeatedly (for example, for injectables or laser treatments), you should create a chart definition. For one-time documentation that does not require service-associated product usage, you can create an ad hoc chart instead.

Configuring a chart definition will feel familiar if you’ve worked with Docs & Forms in Meevo. The setup follows a similar structure, using reusable templates and configurable fields to define how information is captured and displayed.

Tip: Create a chart definition for charts you plan to use repeatedly. For one-time charts that do not require product usage to be sent to Register, you can create an ad hoc chart.

Can I delete a saved chart definition?

Saved chart definitions cannot be deleted, only inactivated. However, ad hoc charts can be deleted when in the Draft state.

What if I inactivate a chart definition that is in use?

When a chart definition is inactivated, any client charts in a New state are automatically removed from Meevo. Charts in all other states (Draft, Submitted for Approval, Returned for Edits, or Completed (No Review)) remain in Meevo and can still be viewed, edited, and managed as needed.

 

Before you begin

Before creating a chart definition, consider:

  • What service(s) will use this chart?
  • Will the treatment workflow require more than one page?
  • Will providers need to annotate images or record product usage?
  • Does this chart require clinical review or approval?

Making these decisions ahead of time will help you select the appropriate page types and arrange them in the order providers should complete them.

 

Create a chart definition

  1. Go to Meevo > Management > Charts or type charts into the Convobar.
  2. Select Add New.
  3. On the Main tab:
    1. Enter a Display Name. Choose a clear, recognizable name (for example, Botox Treatment Chart). The Display Name appears in search results and client profiles.
    2. Add an optional Short Description. A description can help your team quickly identify the purpose of the chart.

Configure chart behavior

These settings control how the chart will behave in your day-to-day workflow:

  1. Require only one completion of this chart per day: Enable this option if the chart only needs to be submitted once per client per day.
    • This option is designed for clients receiving multiple services in a single day that all use the same chart. When this option is enabled, submitting the chart for one service will fulfill the chart requirement for all related services that day.
    • If you plan to document multiple services or treatment areas within a single chart, be sure to design the chart with this use in mind. For example, a CoolSculpting chart that needs to be completed once per day should be designed to document any area of the body, rather than requiring a separate chart for each area.
    • When a once-per-day chart records product usage through a Product Usage Table or Annotation + Injection Tracking page, Meevo organizes the usage by service. Providers can document and send each service’s product usage to checkout separately.
  2. Populate answers from previous completion/submission: When enabled, the most recent chart responses automatically populate when the chart is opened. This saves the service provider time by allowing them to review prior information and update responses as needed.
    • Note that the Signature, Signature (Initials Only), and Today's Date fields do not auto-populate. Those fields will always require manual completion.

Configure approval requirements

Use Requires Approval to determine whether charts must be reviewed, for example by a Clinical Director or System Administrator, before they can be finalized.

  • When enabled, completed charts are Submitted for Approval, where a reviewer must approve or return the chart for edits. 
  • When disabled, charts can be completed and finalized immediately.
  • You should require approval for medical or regulated services (injectables, laser treatments) or any other workflow that requires clinical oversight.
  • For existing chart definitions, this setting is not applied retroactively. Only future charts of this type will require approval.

 

Associate the chart with services

To ensure charts are created automatically:

  1. Use the multi-select service picker to pick the services that should use this chart. In multi-location businesses, only Central Office-owned services can be linked to a chart.
    • Associating services is required when the chart will record product usage through a Product Usage Table or Annotation + Injection Tracking page. Product usage must be associated with an appointment service before it can be sent to the Register.
    • Note: Because ad hoc charts are not associated with an appointment service, chart definitions containing either of these product-usage pages cannot be selected for ad hoc charting.
  2. When one of these services is booked:
    • A chart is automatically added to the client profile's Charts tab
    • The Charts icon appears in the Appointment Book Smart Assistant .

Save your chart definition

  1. When finished, select Save.
  2. Next, move onto the Chart Builder tab to begin building your chart layout. See Building a Chart Layout for details
  3. When your chart is finished, be sure to return to the Main tab and set the chart to Active.