How to use Carviq
Everything you need to get started and get the most out of the platform.
🚀Getting Started
First Login
Open the Carviq dashboard and authenticate with your PIN or Face ID. First time? You'll set up a 4-digit PIN. Each provider has their own credentials — no shared logins.
Dashboard Layout
The web dashboard is organized into sections accessible from the left sidebar:
- Schedule — Today's visits with drive times and gap detection
- Clinical Inbox — Patient message threads with AI triage
- Members — Patient roster, profiles, and lifecycle management
- Documents — School forms, excuses, and e-sign templates
- Vaccines — ACIP planner, records, and lot tracking
- Insights — Visit volume, MRR, churn, and operational metrics
- Settings — Team management, calendars, scheduling groups, branding
📅Scheduling
Native Booking Page
Each practice gets a branded booking page where families can request appointments. The scheduling engine uses route scoring to suggest optimal slots based on provider location, existing visits, and drive times. Booking eligibility gating ensures only active members (or approved visit types) can book.
CalDAV Calendar Sync
Connect your external calendars (Apple iCloud, Google, etc.) via CalDAV. External events automatically create buffer blocks on your Carviq schedule, preventing double-booking. Sync runs continuously — changes in either direction are reflected within minutes.
Groups & Availability
Scheduling groups let you define which providers handle which visit types or service areas. Each group has its own availability windows. For example, you might have a "Well Visits" group with morning availability and a "Sick Visits" group that runs all day.
Extended Visits & Capacity
Extended visit types (like new patient consults) automatically swap into longer time slots. Resource capacity enforcement prevents overbooking — once a provider's slots are full, the booking page shows the next available date.
💬Clinical Inbox
AI Triage
Every incoming message is automatically triaged by AI into urgency levels: 🔴 Urgent, 🟡 Moderate, 🟢 Routine, ⚪ Informational. The AI reads the message content, considers patient history, and assigns a level. Triage is a suggestion — you can always re-categorize.
Responding to Messages
When you open a thread, AI drafts a response in your provider's voice based on the message content and patient context. Review the draft, edit as needed, and tap Send. The AI learns from your edits over time. Nothing ever sends without your explicit approval.
Encounters
AI automatically groups messages into clinical encounters. If a family messages about two different children or two separate complaints, each gets its own encounter thread. Previous encounters collapse so you can focus on what's active. You can also manually split or merge encounters.
📝Documents & E-Sign
School Forms & Excuses
Upload any PDF form. Carviq's AI detects fillable fields automatically. You can drag-and-drop to adjust field mapping, then auto-fill from patient data. Stamp the provider signature and the completed PDF is ready in seconds — no printing required.
E-Sign Flow
For documents requiring signatures from families or other parties:
- Upload a PDF template and map signature, initial, and text fields
- Send the document — the recipient gets a signing link via SMS and email
- They sign on a mobile-friendly page (works on any phone or tablet)
- Provider co-signing is supported for documents that need both parties
- Completed documents are stored in the patient's record automatically
📱Mobile App
Installation
The Carviq iOS app is currently distributed via TestFlight. Your administrator will send you a TestFlight invite link. Tap the link on your iPhone to install. The app requires iOS 16 or later.
App Layout
The app has two main tabs:
- Schedule — Your day's visits with drive times, one-tap navigation, and visit status updates
- Inbox — Clinical message threads with AI triage and draft responses, same as the web dashboard
Authentication
The app supports PIN and Face ID authentication. On first launch, you'll set a 6-digit PIN. Face ID can be enabled in app settings. The app locks automatically when backgrounded — no PHI is ever cached on device.
❓Frequently Asked Questions
Go to Settings → Calendars and tap Add Calendar. For Apple iCloud, use your iCloud email and an app-specific password (generate one at appleid.apple.com → Sign-In and Security → App-Specific Passwords). For Google Calendar, use your Gmail address and a Google App Password (generate at myaccount.google.com → Security → 2-Step Verification → App passwords). Enter the CalDAV server URL, username, and app password — Carviq handles the rest.
When a CalDAV calendar is connected, external events automatically create buffer blocks on your Carviq schedule. By default, any event on your external calendar blocks that time slot from being bookable. You can adjust buffer settings per calendar — for example, adding 30 minutes before and after external events for travel time.
Pausing a calendar temporarily stops sync for that specific calendar connection. The provider remains active and can still see patients — their other calendars (if any) continue syncing, and they can still be manually scheduled. Deactivating a provider removes them from all scheduling entirely. They won't appear on the booking page, can't receive new appointments, and their existing future appointments need to be reassigned. Use pause for vacations; use deactivate for providers who have left the practice.
Go to Settings → Scheduling → Groups. Create a group (e.g., "Well Visits" or "West Side"), assign providers to it, and set availability windows. Each group can have its own bookable visit types and time slots. On the booking page, families select a visit type, and only providers in the matching group with open availability are shown.
When a message arrives in the Clinical Inbox, AI analyzes the text content (and any attached photos) against the patient's recent history. It assigns an urgency level (🔴🟡🟢⚪) and drafts a response. The AI uses your practice's communication patterns and each provider's voice. Triage runs within your HIPAA-compliant AWS environment — no patient data leaves your infrastructure. You can always override the triage level or discard the draft.
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