Dietitian software: visits, meal plans, measurements, patient portal
A nutrition practice lives on a course, not a one-off consult. Spreadsheet calories and a PDF in email die on the third patient of the day. A system: calendar, card, plan, weight in an app — or the patient “lost the file” and does not return.
A clinical or sports dietitian sells a plan and follow-up, not a single hour. The patient should return in 14 days with a measurement, a diary and a question about a dinner swap. If the plan was a PDF, weight lives in a notepad and a bank transfer “with a name in the title” does not join the card, the course breaks. Niche tools exist: DietetykPro, VitKalk, Kcalmar, Dietico, Aliant, Alloweat. Custom or your own SaaS makes sense with several specialists, video visits, a white-label patient app and a login that does not show someone else’s logo on the weight screen.
Polish professional round-ups list a dozen domestic diet-planning programmes. DietetykPro pushes a meal-plan wizard, intake, booking and a “your diet” patient app. Kcalmar promises a plan in 30 minutes from a recipe base. VitKalk has sat in rooms as a calculator for years. Those are content tools. Beside them, operations break: no-shows on a 45–60 min slot, an 8-visit pack not decremented, video on Zoom with no payment, a meal-prep kitchen fed by retyping. Practice software joins both — or leaves the calculator you already use and adds diary, card and portal.
What breaks on files
- Plans in Docs, measurements in Excel, payment as a transfer “with a name in the title”, GDPR consents in a drawer.
- No recall SMS = no-shows on 45–60 minute slots (medical benchmarks near 18%).
- The patient has nowhere to log food, so the next visit is “so, how’s it going?”.
- A meal-prep kitchen is fed by retyping kcal into an email.
- Video on Zoom / Meet with no payment, no card and no recorded consent in one place.
- A team: two dietitians, one reception, three spreadsheets and a fight over “that Kowalski with Hashimoto”.
Modules you will actually use
We do not build a hospital record or an “AI doctor”. We organise the practice the way clinic booking organises slots, plus the plan and measurements that are your product. The card holds what the patient reported and what you measured, not an automated diagnosis.
- In-person and online calendar plus a deposit on the first visit; a 4/8/12 series with one package payment.
- A card: goal, patient-reported conditions and meds, measurements (weight, girths, optional body comp if you have a device), files.
- A meal plan with swaps and a shopping list — in the portal, not an attachment that dies in spam.
- A diary and weight log on the phone; you see the chart before the visit, not on your knee in the room.
- Visit packages and online payment; a reminder when the pack ends, before the series dies of neglect.
- Video: same slot, join link, note after, recording if there is consent — not a Zoom outside the system.
- Consents: GDPR, image (if you photograph posture / meals), SMS. Retention after the course ends.
A package vs your own patient app
One person, 30–80 active, a standard intake — a vertical programme (DietetykPro and kin) is usually enough: plans, a patient account, sometimes booking. Do not pay custom because you “want a system”. Your own panel when branding, a team or a second product appears.
- A team and reception: roles, a shared queue, patient split, cover on holiday.
- White label: your logo in the patient app / PWA, your domain, not “powered by someone else” on the scale screen.
- Selling plans and courses as a product (ebook, a 4-week plan) beside 1:1.
- A clinic joined to your own meal-prep kitchen: kcal from the card hits production, not Excel.
- Video and payment in one checkout, invoices / KSeF for athletes and companies.
- Data on your side when you sell the practice or when the SaaS prices per patient.
The patient app does not need Play Store on day one
A phone portal is enough: plan, weight, diary, date, cancel. Native Android when you want “log weight in the morning” and “check-up in two days” push. We do not force an install to book the first consult — that kills Google conversion. Garmin / Withings / Apple Health: phase two if there is an API and consent. A manual weight entry at the start beats “wait for every wearable on earth”.
Dietitian and catering — two businesses, one kcal
Some rooms recommend meal prep or run a kitchen. Do not mix a 1:1 tool (swap groats for quinoa for one patient) with 200 identical breakfasts. A bridge: the card sends kcal variant and exclusions to the kitchen; the kitchen returns “delivered”. Aliant and Kcalmar will not replace a production cutoff. MasterLife will not replace an intake. If you do both, clinic and box systems can join on kcal and allergen, not on “one ERP for everything”.
Physio, trainer and dietitian in one centre is a common layout. Resource diaries (room, hall) like physio; the nutrition card stays separate. The patient should not have three logins. A pack “8 sessions + 4 diet checks” decrements in one basket.
A clinic MVP that survives Tuesday
- Calendar + deposit + 24 h SMS. You click “every 14 days × 8”.
- A card with measurements and a file (results the patient uploaded).
- Patient panel: a plan (even a VitKalk file at the start) + weight.
- Package and payment. Video in the same slot.
- A bridge to the calculator you use — instead of retyping an 8,000-product base from zero.
Describe solo vs team, in-person vs online, which calculator you already run and whether the diary, food log or payments hurt. A bridge to DietetykPro / VitKalk, or an MVP: calendar + card + patient portal under your brand. No promise that the engine “cures Hashimoto”.
Intake, measurements, plan — three layers a spreadsheet will not hold together
A nutrition intake (goal, reported conditions, meds, allergies, daily rhythm, training) lives on the card and does not all go out to the patient. Measurements (weight, girths, optional body-comp if you have a device — InBody and kin stay a device, not a built-in oracle) go on a chart the patient sees. The meal plan is the product: kcal, macros, swaps, a shopping list, maybe a recipe. DietetykPro and Kcalmar do the third layer well. VitKalk calculates. The practice breaks when layers 1 and 2 live in a notebook and 3 goes out as a PDF. Custom does not have to rebuild an 8,000-product base — a bridge: export / link / embed the plan you already write in the calculator. Rebuilding the base “because our system” is the dearest way not to move on Tuesday.
A 4/8/12 visit pack is a revenue model, not décor. Pay up front, decrement on the visit, a pause (illness, holiday) with a clear rule, a “2 checks left” reminder before the series dies. A deposit on the first visit filters people who “only wanted to ask about keto”. Video in the same pack: another resource (online slot), the same card. Not three Zoom links in email. Work with a trainer / physio / meal-prep kitchen: one patient login, three roles on your side, kcal and exclusions as a bridge, not the whole file outside.
Law, GDPR, medical device — lines we do not cross
A dietitian in Poland works under a professional regime and patient declarations, not as a hospital. The system is not a medical device, does not diagnose, does not “cure Hashimoto with an algorithm”. It can watch consents, retention, that the patient sees the plan not your notes, and that SMS goes only with consent. Meal-diary photos are data — EU hosting, delete after the course per your policy. More in GDPR. If you ever want a certified device — another project, another file, another budget. We do not sell that in the clinic-calendar price.
Tool pricing: DietetykPro on a subscription of tens of zloty a month for plans and a patient app. Custom makes sense when that subscription does not cover a team, branding and a kitchen. It does not when one person wants “their own app” and 40 patients still live on PDF. Tell us how many patients you run in parallel and whether the calculator stays.
What to leave in VitKalk / DietetykPro and what to move to the practice panel
The budget-saving rule: the calculator stays where you write the plan. The practice panel takes the diary, pack, payment, weight, food log, video visit and consents. The bridge is a file, a link, or (when there is an API and volume) pulling the plan onto the patient account. Rebuilding the product base, GI index and swaps “because our app” is a quarter of work the patient will not see. Alloweat and kin go toward automatic tagging — use them if they fit; we do not promise our engine will write a therapeutic diet better than you. Athletes and clubs: invoices, a team pack, one carer sees three cards — that is already custom, not a 53 PLN subscription.
The patient’s week and the clinic’s Tuesday
Patient: morning weight, a diary, a swap question, a check-up reminder. Clinic: three first visits, two video calls, one series that did not return. A panel that shows “today: who has no weight in 7 days, who ends a pack, who has not opened the plan” is worth more than a new dish wizard. That is not an AI doctor — it is a task list. VitKalk still counts macros. You run people. If 80 actives die in PDF, first the panel and SMS, then white label. A Garmin bridge can wait until someone actually logs weight 14 days in a row.
A team of two dietitians and reception: a shared queue, cover on holiday, clinical notes hidden from reception. That is the custom threshold. One person: stay on DietetykPro and add a diary. You do not pay for an app to have a logo on the splash when 40 people still lose the PDF.
DietetykPro, VitKalk, Kcalmar — what stays, what we add
DietetykPro writes plans, has an intake, booking and a “your diet” app. Kcalmar promises a plan in ~30 minutes from a recipe base. VitKalk has calculated in rooms for years. Aliant, Dietico, Alloweat show up in professional round-ups. Those are content tools. The practice breaks on ops: ~18% no-show on a 45–60 min slot, an 8-visit pack not decremented, Zoom with no payment, a meal-prep kitchen fed by pasted kcal. Budget rule: the calculator stays; the panel takes diary, pack, weight, food log, consents. Rebuilding an 8,000-product base “because our app” is a quarter the patient will not see.
- A 4/8/12 pack up front, decrement, pause, “2 checks left” SMS.
- The patient sees the plan and weight chart — not your clinical notes.
- Video in the same slot as in-person, with a link and the card, not a separate Zoom.
- A bridge to a meal-prep kitchen on kcal and exclusions, not the whole file outside.
Not a medical device and not an AI doctor
The system does not diagnose, does not “cure Hashimoto with an algorithm”, is not a medical device. Advice stays yours. GDPR: consents, meal-photo retention, EU hosting, SMS only with consent. White label and a team (two people + reception) are the custom threshold. One person, 40 patients on PDF — stay on DietetykPro and add a diary, not a splash screen with a logo.
Measurements, devices and what we do not force-integrate
Weight, girths, optional body-comp — if you have InBody or similar, it stays a device. The result enters as a file or a manual row, not a built-in oracle. Garmin / Withings / Apple Health: phase two, API and consent. A manual weight log for 14 days beats waiting for every wearable. Work with a trainer and physio in one centre: one patient login, three roles, a pack “8 sessions + 4 diet checks” in one basket. Not three Zoom links and three spreadsheets.
Frequently asked questions
- Does the patient see the whole intake?
- They see the plan, measurements, advice, dates, diary. Clinical notes stay with you. This is not “the whole file on the outside”.
- Scale / Garmin / Apple Health?
- If there is an API and consent — phase two. A manual weight entry is enough at the start. We do not stall the practice until every wearable is wired.
- Invoices and KSeF?
- Company / club / athlete packs can go through KSeF if the panel issues them. A B2C receipt stays on your till or accounting tool. We do not fake a fiscal printer.
- Is this a medical device?
- We do not build a medical device or a certified therapeutic-diet calculator. It organises the practice and messaging. Patient declarations and the scope of advice remain your professional duty.
- DietetykPro / VitKalk / Kcalmar instead of custom?
- One person and 1:1 plans — usually yes. Custom when you have a team, white label, your own meal-prep kitchen, plans as a product, or data on your side. Often we keep your calculator and add the diary and portal.
- Is Zoom enough for e-visits?
- At five patients, yes. Then you lose payment, consent and the note. The same slot + link + card in one system closes the course. Zoom can stay if you like it, as a tool inside the slot, not as the only source of truth.
- Must the patient install a store app?
- No. A phone browser portal. Native when the diary and weight should live on push. First visit — no install.
- How long is an MVP?
- Calendar + card + weight/plan panel: weeks if we do not rebuild an 8,000-product base from zero. Wearables and a meal-prep kitchen — after the first month of series that actually return.
Describe your project