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.

On the Free plan, you can create 3 new cases and 3 new analyses each calendar month (months are counted in UTC, so the reset can come a few hours before or after midnight where you are). Once you reach a limit, Similia opens the upgrade window instead of creating the case or analysis. From the Cases screen and inside a case, it also says the limit is reached and that the quota resets next month ("You have reached the limit of 3 new cases per month. Your quota will reset next month."). Duplicating a case uses one new-case slot (its analyses do not count), copying an analysis uses one new-analysis slot, and starting a quick repertorization uses one of each; deleting a case or analysis does not give the slot back. Pro, including Lifetime Pro, removes both caps.

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 New Case while the list is still empty), or with New Case / Create New Case on the home screen. A case needs a Title and a Main Complaint; patient details are optional (Add patient details).
• Create a new analysis by opening a case and clicking New Analysis. You can give it an optional label, such as Initial consultation or Follow-up visit.
• To change an analysis's date or label later, open the analysis's three-dot menu on the case screen and choose Edit.
• Write consultation notes in each analysis's Notes panel; they save as you type. On the case screen, Case Notes shows the notes of every analysis in the case: pick an analysis to read or edit its notes, or search across all of them.
• Import or copy rubric sheets between analyses to speed up follow-ups.
• Duplicate Case makes a separate copy of the case with all its analyses, with " - copy" added to its title (timeline events are not copied). Export Case downloads the case as a Word (.docx) document; it works only once the case has at least one analysis. On a narrow screen, both are under More actions.
• Share a case by using Share Case to email a secure invitation to a colleague.

Renaming a case

1. Open Cases.
2. On the case's row, open the three-dot actions menu and choose Edit.
3. In the Edit Case window, change the Title (or the Main Complaint) and click Edit Case to save.

From inside a case, Patient Info > Edit opens the same window, without the folder field.

Quick cases ("Quick case 1", "Quick case 2" and so on, created when you start a quick repertorization) are renamed the same way. A case that still has its automatic "Quick case" title is moved back into the "Quick cases" folder the next time you start a quick repertorization, so give it a real title before you file it in another folder.

Analyses are named separately: use Edit in the analysis's three-dot menu to change its label.

Sharing a case with a colleague or supervisor

Share Case is a Pro feature. The Share Case button is in the case header (under More actions on a narrow screen); on Free, clicking it shows "Sharing cases is a Pro feature." Enter the Recipient email and click Send Invite. Your own account email must be verified for the invitation to be sent; if Similia says "Failed to send the invitation. Please try again.", check that your email address is verified first.

Sharing sends a secure invitation to one email address. When your colleague opens the link:

• they must be signed in to a Similia account (a Free account is enough to accept);
• that account's email must be verified;
• the invitation only works for the exact address it was sent to — if they signed up with a different address, Similia says so rather than accepting it;
• each invitation can be used once, and it expires after 7 days.

Accepting puts a copy of the case and its analyses in your colleague's account. It is not a live shared record: later changes to either copy do not sync.

If an invitation has already been used or has expired, send a new one.

Adding photos and recordings to a case

Photos and consultation recordings are added from inside an analysis, not from the case screen. These tools are part of Pro, use AI credits and need AI processing consent.

In the analysis's Notes panel:

• 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, and you can upload several files at once. Photos up to 15 MB each are accepted and shrunk automatically when needed; a PDF must be under 4 MB, and the files in one upload must together stay under 4 MB, so upload fewer at a time if Similia says they are too large.
• Upload Recording: upload an audio or video recording of a consultation (MP3, M4A, WAV, WebM, OGG, FLAC, MP4, MOV or MKV, up to 500 MB and 120 minutes); it is transcribed into the analysis notes.

On the analysis toolbar:

• Analyze Photo: upload one photo of a physical symptom (JPG or PNG) to get suggested rubrics.

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 Analyze Photo or MM Rubrics). Analyze Photo is hidden when Settings > Work mode is set to Manual; switch to AI-assisted to show it again.

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 when the export format is set to PDF.

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 with the lettered tabs above the rubric list. Free supports up to four clipboards per analysis; Pro supports up to ten.

Copying an analysis to another case

An analysis can be copied to another case from its three-dot menu on the case screen: choose Copy to case, pick the destination case (you can search by name) and click Copy. This is useful when a repertorization needs to be reused or moved into a different patient record. The original stays where it was.

On Free, the copy counts as one of the 3 new analyses for the month; when none is left, Similia shows an upgrade prompt instead of copying the analysis.

Can I merge two cases?

There is no merge button. If you have accidentally created two cases for the same person, consolidate them by hand: copy the analyses you want to keep from the duplicate into the case you are keeping (the analysis three-dot menu has Copy to case), then delete the duplicate case.

Prescriptions

You can record prescriptions for each analysis within a case, from the Prescription button on the analysis toolbar. Each remedy has its own potency, frequency, duration, instructions and notes. A potency is required for every remedy; save with Confirm Prescription (Update Prescription when you are editing a saved entry).

One note for the whole prescription

The notes field inside each remedy belongs to that remedy alone. Advice that covers everything you prescribed — how to take the remedies, what to expect, when to come back — goes in the Overall note below the remedy list. It belongs to the analysis rather than to any single remedy, so editing, reordering or removing a remedy leaves it alone, and it prints once at the end of that analysis in the exported document.

Advice you repeat can be saved: type it once, choose Templates above the field and Save as template, and give it a name such as "Taking remedies". From then on one click drops it in, ready to edit for the person in front of you. Overall-note templates are kept separate from the per-remedy instruction and note templates, so each menu only offers what belongs in that field. Manage templates renames or deletes them. The overall note can be switched off for exports under Settings, alongside the other prescription fields.

Repeating the last prescription at a follow-up

In a new analysis that has no prescription yet, the prescription panel shows the remedies from the most recent earlier analysis in the case that has a prescription, under Repeat last prescription. Click Repeat to copy them into the form — together with that analysis's overall note, if this one is still empty — then adjust anything that changed and save.

Recording the reaction

On the case screen, Case Notes shows the prescription of the selected analysis with a Reaction marker. Set it to No action, Partial action or Excellent action to record how the patient responded.

Reordering the remedies

Under Previous Prescriptions each row has a handle: drag it where you want it, or use the up and down arrows beside Edit if you prefer the keyboard. The order saves by itself and travels with the prescription — the case screen and the exported document both follow it. Moving a row changes only its position; the date and time still record when you wrote that entry. Reordering is unavailable while an entry is open for editing, so close that first.

Exporting from the analysis

The prescription panel has its own Export button. Record the prescription, save it, and download the finished document right there — no need to go back to the case screen. It is the same document, with your letterhead, the fields you chose, and the file format you set under Settings. Export is greyed out while a prescription is still being edited ("Save the prescription before exporting"). On the case screen, the Prescriptions button in Case Notes lists every prescription in the case, with Export for a single analysis and Export All when you want them in one file.

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, the overall note, and date

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

Hiding patient names when you present

Teaching a class or sharing your screen? Turn on Hide patient names in case lists under Settings, in Privacy & consent (Patient Privacy). The Recent Cases list on the home screen and the Cases table then show a placeholder instead of the list, so patient names never reach the projector. An eye button reveals the list for the current visit only — leave the page or reload and it hides itself again. On the Cases screen, pick a folder in the sidebar before revealing, so only that folder's cases appear. The case search box stays unavailable until you reveal the list. The choice follows your account to every signed-in device.

Date format

Dates on the home screen, in the Cases list, on analyses, timelines and prescriptions follow the region of your browser, not only the interface language: an English interface set to Australia or the United Kingdom shows 31/08/2026, one set to the United States shows 8/31/2026. For a fixed order on every device, open Settings > Sign-in & email and, under Date format, choose DD/MM/YYYY, MM/DD/YYYY or YYYY-MM-DD instead of Automatic. The line under the choice shows today's date in the order that is in force, and the choice follows your account to every signed-in device.

Finding a case

The search box on the Cases page does not only match case titles — it searches across analyses, and tells you which part of the case matched. Results are tagged with the field that produced the hit:

• Title
• Main complaint
• Label
• Notes
• Rubric
• Prescription

If the matching case sits in a folder, the result also shows which folder it is in.

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 and needs AI processing consent (Settings > Privacy & consent).

What you can do

• Add events manually, including important dates, symptoms, treatments, and outcomes.
• Generate events with AI from the notes of the case's analyses.
• 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. In the Case Notes panel, click Timeline. The timeline opens in place of the list of analyses.
3. Click Add (on an empty timeline, Add Manually) and fill in When, Title and Description. The date can be just a year; use Add month and Add day for more precision.
4. To extract events from the notes, click Update with AI and choose Update (new/modified notes) to process only notes that are new or changed, or Regenerate all from scratch to replace the AI events (events you added by hand stay). On an empty timeline the button is Generate with AI.

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.

Each event carries a Manual or AI marker beside its date, showing whether it was added by hand or extracted from the notes. If you copy a timeline into notes or an assignment and do not want the markers, untick Show event source under Settings > Sign-in & email, in the Timeline section.

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. The button appears once you have at least one case; on a narrow screen it is the folder icon beside New Case.
• You can also create a folder while creating or editing a case. In the Create Case or Edit Case window, click New folder beside Folder (Optional), type the name in the New folder name box and submit the window (Create Case when creating a case, Edit Case when editing one): the folder is created at the top level and the case is saved into it. The X button (Cancel new folder) goes back to the list of existing folders. This works from Cases > New Case, from New Case / Create New Case on the home screen, and from Edit in a case's actions menu on the Cases list. The Edit Case window opened from inside a case has no folder field.
• On Free, if you have already created 3 new cases this month, a new case is not created, the upgrade prompt appears and no folder is created either.
• A folder's actions menu (the three dots on its row) offers Rename Folder and Delete Folder.
• The same menu offers New Subfolder, so folders can be nested. Nesting is capped at 3 levels deep: New Subfolder is not shown on a folder at that depth, and in Move Folder any destination that would push a folder past it is greyed out.

Ordering and nesting folders

• Use Move Folder Up and Move Folder Down to change the order folders appear in.
• Use Move Folder to file a folder inside another one, or Move to top level. A folder that changes parent goes to the end of its new list.
• On a computer you can also drag a folder to reorder it or drop it into another folder.

Move cases into folders

• From a case's actions menu, choose Move to Folder and pick a destination folder.
• To move a case back to Uncategorized, choose Remove from folder in that same window.
• To move or delete several cases at once, tick their checkboxes and use Move to Folder or Delete in the bar that appears. Deleting cases cannot be undone.
• On a computer you can also drag a case onto a folder.

Folder behavior

• Once you have a folder, the sidebar on the Cases page (on wider screens) lists All Cases, your folders and Uncategorized.
• If you delete a folder, the cases inside it are kept — they move to Uncategorized. Deleting a folder also deletes its subfolders, and their cases move to Uncategorized too.
• Quick repertorization cases are automatically placed in a folder called "Quick cases".

Importing cases from Zomeo (Pro)

If you are moving from Hompath Zomeo, you can bring your patients, cases, follow-ups, prescriptions and repertorizations into Similia with Pro. On Free, the Import section in Settings shows "This is a Pro feature" with an Upgrade to Pro button.

1. Keep a backup of your Zomeo database, and find its HompathCoreLibrary.sqlite file.
2. Open Settings > Import and choose Import from Zomeo.
3. Select the HompathCoreLibrary.sqlite file.
4. Review the preview of what Similia found (patients, case records, follow-ups, prescriptions and repertory rubrics). Nothing is created at this stage.
5. Choose Start import, and keep the page open until the import is complete.

The imported cases go into a new folder named "Zomeo Import — " followed by the date of the import. Photos and attachments are not imported.

Working on cases offline

Offline mode (Beta) is part of Pro outside any free trial (for example an active subscription or Lifetime Pro), and it can be turned on only in the installed Similia app. Cases, analyses and notes then keep opening from the device, and changes are saved there and sync by themselves when the connection returns while the app is open. AI features and deleting cases, folders or analyses wait for the connection. Offline mode never runs in a browser tab. For setup and details, see "Using Similia Offline (Beta)".

Updated on: 11/10/2026