Managing Cases and Follow-ups

Similia includes a case management system that lets you organize patient cases, notes, repertorizations, analyses, prescriptions, and follow-ups in one place.

Core concepts

• A Case represents a single patient record.
• Each case can contain multiple Analyses / repertorizations over time.

Managing cases

• Create a new case from Cases > New Case.
• Create a new analysis by opening a case and clicking New Analysis.
• Edit analysis dates and labels, such as Initial consultation or Follow-up.
• Save consultation notes and add attachments where needed.
• Import or copy rubric sheets between analyses to speed up follow-ups.
• Share a case by using Share Case to email a secure invitation to a colleague.

Sharing cases is a Pro feature.

Adding photos and recordings to a case

Photos and consultation recordings are added from inside an analysis, in its Notes panel (a Pro feature), not from the plain case notes editor. From there you can:

• Upload Notes: upload a photo of your handwritten notes, or a PDF; the text is read and added to the analysis notes. Supported formats are PNG, JPG, GIF, WebP and PDF, up to 5 MB per file, and you can upload several files at once.
• Analyze Photo: upload a photo of a physical symptom to get suggested rubrics.
• Upload Recording: upload an audio or video recording of a consultation; it is transcribed into the analysis notes.

If you do not see these options, open or create an analysis inside the case first and make sure the Notes panel is showing (not the Photo Analysis or Materia Medica panel).

There is no general file attachment on a case. An image or PDF you upload is read for its text, which is added to your notes; the file itself is not stored on the case. PDFs are otherwise produced by export, for example prescriptions and notes.

Working with multiple clipboards

Inside an analysis you can keep several rubric clipboards in parallel using the multi-clipboard, so that different lines of reasoning on the same case stay side by side instead of replacing each other. Each clipboard contributes to its own analysis view, and you can switch between them from the analysis toolbar.

Copying an analysis to another case

An analysis can be copied to another case from the analysis three-dot menu. This is useful when a repertorization needs to be reused or moved into a different patient record.

If the target account or plan has reached a quota, Similia shows an upgrade prompt instead of silently duplicating the analysis.

Prescriptions

You can record prescriptions for each analysis within a case.

Prescription export

Prescription export can be customized in Settings > Prescription Template.

Available template options include:

• DOCX or PDF export format
• logo upload
• custom header and footer
• document font
• patient fields to include
• prescription fields to include, such as instructions, frequency, duration, notes, and date

Prescription exports fetch full remedy names, sanitize filenames, and preserve links in custom header/footer text. PDF export preserves clickable links.

Case Timeline

The Case Timeline feature helps you track and visualize significant medical events within a case over time.

Case Timeline is a Pro feature. AI extraction uses AI credits.

What you can do

• Add events manually, including important dates, symptoms, treatments, and outcomes.
• Generate events with AI from repertorization notes.
• View events chronologically to understand the case progression.
• Edit or delete any event after it is added.

How to use it

1. Open a case.
2. Go to the Timeline tab.
3. Click Add Event to enter a date, title, and description manually.
4. Click the AI button to extract events from case notes automatically.

AI timeline extraction checks note length before regenerating timeline events. If the notes are too long, Similia shows an error and keeps the old extracted timeline events.

Case folders

Case folders help you keep your archive clean as it grows.

Create and manage folders

• On the Cases page, click New Folder to create a folder.
• Use Manage Folders to rename or delete folders.

Move cases into folders

• From a case's actions menu, choose Move to Folder and pick a destination folder.
• You can also Remove from Folder to move a case back to Uncategorized.

Folder behavior

• You will always see All Cases and Uncategorized.
• If you delete a folder, cases inside it are moved to Uncategorized.
• Quick repertorization cases are automatically placed in a folder called "Quick cases".

Updated on: 17/07/2026