Organization settings

Settings are shared by everyone in your organization — a change here applies for every practitioner who charts in it.

Date format

Controls how dates are displayed throughout the app — session history, notes, patient details. This only changes display; how dates are stored is unaffected.

Time format

Controls how times are displayed on the Calendar, the dashboard schedule, and the public booking page — 12-hour (“2:30 PM”) or 24-hour (“14:30”), or the system default. Set once at onboarding alongside a default time zone, both editable here afterward.

Detailed pulse capture

Off by default. Turn it on to record pulse separately at all six traditional positions (left/right wrist × cun/guan/chi) instead of one overall pulse impression. Leave it off if you chart a single overall pulse reading, which is how most solo practitioners work.

Chart templates

A chart template decides what a chart has on it, so a microneedling visit isn't charted on an acupuncture form. Alongside your own fields, the built-in clinical ones — points, pulse, tongue, pattern, technique, and the visit note — can be reordered or left off entirely, which is the point: a service that doesn't take a pulse shouldn't show a pulse section. Each built-in can appear only once on a chart.

Every practice starts with one Default chart built from your session fields plus all six built-ins, in the order they've always appeared — so nothing changes until you decide to change it. Add another chart for a different kind of visit, then assign it to the services that use it under Settings > Scheduling. A service with no chart of its own follows the practice default.

While editing a chart, open Add starter fields to drop in a ready-made set instead of building each field by hand: Ten Questions (energy, body temperature, sweating, sleep, appetite, thirst, digestion, chest, head/eyes/ears/nose/throat, pain, elimination, emotions, and the menstrual cycle with last menstrual period), a Safety screen (blood thinners, pregnancy, implanted devices), a Problem list, or a SOAP note. The fields are copied onto your chart — edit, reorder or delete them like any other, and adding a set twice won't duplicate fields you already have.

Patient fields

The Patients tab is where you define extra details to keep on every patient — a referral source, an insurance carrier, a yes/no safety flag. Add, reorder and remove fields the same way as chart fields (up to 30), choosing from free text, paragraph, email, yes/no, single or multiple select, date, number, or percentage. Unlike a session field, a patient field isn't re-asked each visit: the answer lives on the patient, shows on their page, and is a sortable, filterable column in the Patients table. See Patient fields.

Notifications

The Notifications tab lists the messages the practice sends automatically: a confirmation when an appointment is booked, notices when it is rescheduled or cancelled, reminders a day and two hours ahead, and payment receipts. Each message has an on/off switch, and each channel (email, text) inside it can be turned off separately — turning one off also withdraws copies already scheduled. Only an owner or admin can change them. Below, Delivery history shows every appointment message with its status (scheduled, sent, failed, no consent, no contact info), filterable by status and channel; the full receipt for each attempt is on the patient's Activity → Messages. Texts are sent only to patients who have consented — record it on the patient's page, or the patient can opt in from their portal. Messages in the shared demo practice are simulated and never sent to anyone.

Export your data

Download your patients, sessions, or notes as a CSV file at any time — three separate downloads, one per record type. The patients file includes your patient fields in a customFields column (JSON, keyed by field name) and as one readable column per field. This is your data, and you can take it with you regardless of what you decide to do with this app.

Billing details

Under the Billing tab: your practice's phone, address, and Tax ID (EIN), plus each provider's own NPI, state license number, and credentials. Provider fields apply to that one practitioner, not the whole organization, since a document generated from a visit needs the identity of the provider who actually saw the patient. All of it appears on a superbill export, which won't generate until the practice fields and the NPI are filled in.

The state license number doesn't block a superbill the way the NPI does, but leaving it off is one of the two most common reasons a plan administrator bounces a patient's submission back as “provider information incomplete.” It's worth a minute. It's a separate field from Credentials, which is only the suffix printed after your name (L.Ac., Dipl. OM) and not a licensing record.

Superbill signature controls how the bottom of that document prints. It's off by default — nothing prints there — because a signature belongs on a document only if you decided it should. Some plan administrators ask for one, and if yours does you can switch this to a blank ruled line you sign by hand, or to each provider's uploaded signature filled in automatically. That last option adds a signature upload to each provider's row: PNG or JPG, under 100KB, and a transparent PNG works best.

Additional time units (97811 / 97814) decides whether a longer visit gets extra units on the superbill. It's set to initial unit only by default: those codes are defined as “with re-insertion of needle(s)” — in practice a new needle set, since re-using a needle would break clean-needle technique — and Charts can't record a new needle set yet, so time alone doesn't justify them. Choose add units for longer visits to derive them from treatment minutes; do that only if you document the new needle set yourself and your payers accept it, since some ask to see evidence of it in the visit note.

Billing codes records which codes beyond needling your practice bills: consultation (E/M) visits, preventive visits, herbal formulas and a few extra procedures. Pick a starting point (Acupuncture only, Acupuncture + consultations or Acupuncture + herbal practice) and adjust individual codes; Reset returns to acupuncture only. This section appears once you turn on the superbill export. The codes you turn on are offered on the superbill page. Each code notes where insurers are likely to push back, for example that a consultation on a needling day needs modifier 25 and that preventive visits and herbs are usually paid by the patient. Nothing is ever added to a superbill without you ticking it, and the default is acupuncture only, so existing superbills are unchanged.

The practice fields here are the default every location bills under. A practice running more than one location can give any of them its own billing address, phone, or Tax ID under Settings > Scheduling — useful because an insurer treats “who is being paid” and “where the visit happened” as two separate facts. With one location, there's nothing to do: fill these in once and every superbill uses them.

Invoice numbering and defaults

Once invoicing is on, the Billing tab also holds how your financial documents are numbered and what they say by default:

• Prefixes — the “INV” and “RCP” in INV-0042 and RCP-0042. Invoices and receipts count separately. Leave a prefix blank for bare numbers.
• Next number — set this when moving to Goji mid-book so your numbering carries on where it left off. It only moves forward; you can skip ahead but never back onto a number already used.
• Payment terms — due on receipt through net 60, or no due date. Counted from the day an invoice is issued.
• Standing text — a paragraph printed on every invoice and receipt.
• Currency — what you price in. Applies to new invoices; existing ones keep theirs.
• Tax — a rate, what to call it (Tax, GST, HST, VAT), and whether it applies to retail products only or to everything. Leave the rate blank if you don't charge tax.
• Letterhead — your logo and one accent color, used on invoices, receipts, and superbills alike. PNG, JPG and SVG all work. An image that can't be rendered into a PDF is rejected when you upload it rather than at the moment you try to generate a document.
• Extra document fields — up to four label/value rows in the document header, for a license or registration number your jurisdiction requires.

The same tab holds two more controls for that export. Patient-facing superbill export is on by default and can be switched off entirely if your practice doesn't offer superbills — the generate-superbill icon disappears from the schedule while it's off. Diagnosis codes is the ICD-10 list offered when generating one: it starts from a general acupuncture/TCM set, and you can remove codes you never chart or add your own. Removing a code never changes a visit that already has it recorded, and a "reset to the built-in list" link puts the original set back.

Subscription

The Subscription tab manages your practice's own plan for using Goji — separate from the Billing tab above, which is about billing your patients. It shows your current plan, price, and next renewal date.

If you're on the monthly plan, you'll see a one-click offer to switch to annual billing at a lower total cost. The switch takes effect immediately and Stripe prorates the difference onto your next invoice — no need to wait for your current period to end. Switching back to monthly works the same way.

Manage billing opens Stripe's own billing portal for anything beyond plan choice — past invoices/receipts, updating your card on file, or cancelling.

A History list below the plan details keeps a permanent record of what happened to your subscription and when — billing account created, checkout completed, plan switches, renewals, and failed payments — along with who made each change (a staff member for a plan switch, or “Stripe” for an automatic renewal or payment sync).

Appearance

Dark mode follows your system appearance until you set it explicitly, then stays on your choice going forward. This is a per-device preference, not an organization-wide one.

Formatted note editor

Turns on a note editor that shows your formatting as you write it — a heading looks like a heading, bold text is bold, a checklist has real checkboxes you can tick — instead of showing the ## and ** markers you typed. The toolbar, the shortcuts, and the / menu all work the same way in both (see Notes).

This is your own preference, not a setting for the whole practice — everyone chooses their own, and it follows you between devices. It applies everywhere you write a long note: session notes, patient notes, protocols, long-text fields, and form questions you're building.