Free Forever
Get found by new clients
Your profile appears in the Vitena directory. New clients filter by city, specialty and language, find you, and book directly.
Everything Vitena does
Vitena runs a health or wellness practice end to end — one person or a clinic with a reception desk and a waiting room. It works the same for dentists, dietitians, beauty and aesthetics practitioners, physiotherapists, psychologists and child-development specialists, and the workspace adapts to the profession.
The whole front office is free, for up to 3 people:your public page and online booking, appointments, unlimited client records, the front-desk board, the waiting-room screen, patient self check-in, informed consent and the reception inbox. Paid plans add the consulting room — clinical notes, forms, progress and branded reports.
Getting found and booked
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Your own public page, in your colours
A page that is yours, not a listing in someone else's template: your logo and colours, what you treat, your team, your locations and opening hours, and a booking button. No "powered by" badge, on the free plan as well. Each practitioner in a clinic also gets their own sub-page you can share on its own.
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Online booking, 24/7
Let clients book and reschedule appointments themselves through your own booking page, with real-time availability.
Google Calendar, per practitioner
Each person connects their own Google Calendar, so a confirmed appointment appears there and an online visit gets its meeting link automatically. One connection per practitioner, not one for the whole clinic — nobody has to share a calendar to avoid a double booking.
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Scheduling & reminders
Smart appointment scheduling with automatic reminders — fewer no-shows and fewer phone calls. The reminder on your client's phone can even speak in your practice's own voice.
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Reminders that speak in your practice's voice
The reminder that arrives on your client's Android phone can say a sentence you wrote yourself — "a reminder from Green Clinic" — instead of a generic chime. You type the sentence, the system speaks it, and you listen before publishing; if you don't set one, the ordinary notification sound plays. No recording, no microphone, nothing to produce.
Your clinic's front office
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Reception & waiting room
Check clients in at the desk, call the next one with one button, and let the screen in your waiting room announce them by name. No extra hardware — your own television will do.
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Patients check themselves in
Leave a check-in screen on any tablet, laptop or old phone by the door — or let patients check in from their own phone through the reminder email. It writes the same arrival your receptionist would, so the board and the waiting-room screen light up either way. Nothing to buy, nothing to install.
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Informed consent
Send a versioned consent form before the visit and let the patient sign it on their own phone, or hand them a tablet at the desk. Attach a consent to a service and it goes out by itself; the signed text, the signature and the evidence trail are kept as a PDF.
How consent works, and why it holds up Free Forever
Reception messages & AI receptionist
Visitors ask from your public page — "do you take my insurer", "what does a cleaning cost", "anything Thursday evening" — and it lands in your inbox instead of a personal WhatsApp. Switch on the AI receptionist and it answers out of hours using only what you have published: your hours, services, prices and free slots. It never gives health advice and hands anything it is unsure about to a person.
In the consulting room
Client records
Organize client profiles, history and progress — everything in one place, accessible from anywhere.
One screen per visit
Everything the visit needs in one place: the note, the progress chart and a one-click branded PDF report, linked to the appointment and saved as you go. A visit can carry several line items — a filling plus a scale-and-polish, laser plus aftercare — each with its own quantity and the price as it stood that day, so a later price rise never rewrites an old bill and a procedure charged twice is visible.
Notes & templates
Document each session with custom note templates, file attachments and progress tracking over time.
Forms, questionnaires and validated scales
Eight question types and 17 ready templates across six disciplines, including validated scales — PHQ-9, GAD-7, WHO-5, ODI, MDAS, MEDAS, Fitzpatrick, M-CHAT-R. They score themselves and flag a risky answer, can go out by themselves when someone books, and the answers land in the client's record and portal. You only ever see the templates for your own profession.
Measurements and progress over time
Track the numbers that matter in your work — add your own fields where the standard ones do not fit — and see them as a curve rather than a column of dates. The same chart goes into the client's report and their portal, which is usually the moment they realise they are getting somewhere.
Professional PDF reports
Generate clean, branded PDF reports and share them with your clients in one click.
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Client portal
Give clients their own portal for appointments, documents and progress — no app download required.
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On the phone, not just the desktop
Vitena runs in any browser, and your clients can also have it as an Android app: their appointments, documents and reminders arrive as a notification on their phone rather than an email they may not open. Nothing to install for them to get started — the portal works from a link first.
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An AI assistant for the writing, not the deciding
It drafts the note you would have typed, summarises where a client has got to, and for nutrition professionals builds and adjusts a meal plan. Every draft is yours to read, change or throw away before it is saved — nothing reaches a client on its own. It runs on a monthly credit allowance, and the free plan gets a small one so you can see what it does before paying for it.
What a visit costs, and who pays it
Services & prices
Define what you offer, how long it takes and what it costs — per practitioner if you need to. Publish it as a price list so clients know before they book.
Insurance & contracted payers
List the insurers you work with so clients can filter by their own cover, and let each one carry its own agreed tariff. No policy lookups — your declaration, your rates.
Collections & receivables
Record what you have been paid and what is still owed — including what an insurer still owes you — in any currency, and export it for your accountant. Vitena does not process the payment itself; it keeps the record straight.
Team and access
Team, roles & locations
Give everyone their own login instead of a shared one. Your receptionist books, checks patients in and runs the waiting-room screen — without being able to open a single clinical note. Practitioners keep their own calendar and their own records, and you manage seats and locations as the practice grows.
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Partner programme
Refer a colleague and earn a commission for as long as they stay. Open to everyone, including free-plan accounts.
How the partner programme worksTools for your own profession
On top of everything above, each profession gets what only it needs: nutrition professionals build multi-day meal plans from a recipe and food database with live macros, dentists and aesthetics practitioners record treatments per visit with their own line items, psychologists work with validated scales. Open your own profession to see its page.
Questions people ask before they start
Is Vitena only for nutrition professionals?
No. Everything on this page works the same for dentists, beauty and aesthetics practitioners, physiotherapists, psychologists, child-development specialists, dietitians and other health and wellness professionals. The workspace adapts to the profession — note types, specialties and ready form templates differ — and nutrition professionals additionally get meal plans, a recipe database and a food database.
Which features are free, and which need a paid plan?
The line runs between the front office and the consulting room. Free forever: your directory listing, your public page, online booking, appointments, unlimited client records, the client portal, the front-desk board, the waiting-room screen, patient self check-in, informed consent, and the reception inbox — for up to 3 people. Paid plans add the clinical work itself: rich session notes, forms and questionnaires with scoring, progress charts, branded clinical reports, collections, and the nutrition tools.
Do we need to buy a queue system or a kiosk terminal?
No. The waiting-room screen runs in the browser of the television the clinic already has, and the self check-in screen runs on any tablet, laptop or old phone by the door. There is no ticket printer, no queue terminal and nothing to install — and patients can also check in from their own phone through the reminder email.
Can our receptionist see patients' clinical notes?
No, and that is deliberate. The Assistant role books and reschedules appointments for the whole team, checks patients in and runs the waiting-room screen, but cannot open a clinical note. Business Admins run the business and its settings; Consultants keep their own calendar, clients and records. Everyone signs in with their own account — there are no shared logins.
Does the AI receptionist make things up?
It cannot answer from memory. Every fact it gives comes from what the practice itself has published — opening hours, locations, team, accepted payers, services, published prices and free appointment slots — looked up at the moment of answering, so it also cannot go stale when a price changes. It never answers a health question, never holds or promises a slot, says it is an AI when asked, and hands the thread to a person whenever it is unsure. The practice writes its tone, approves it before it says anything, and can leave replies as drafts to review.
Does Vitena take payments from clients?
Not today. The practice takes payment its own way — bank transfer, card terminal, its own payment provider — and records it in Vitena, which then tracks what has been paid, what is still owed, and what an insurer still owes, in any currency, with an export for the accountant. Integrated payment collection is being worked on.