Guide to using OTeva
Everything you need to go from a new patient to a finalized Initial Evaluation report.
Getting started
OTeva has no sign-up. Opening the app for the first time takes you straight to an empty dashboard. The order below is the fastest path to your first report.
Add at least one Clinic (for the letterhead on printed documents) and one Therapist (for the signature block). Both take under a minute and only need to be entered once.
Go to Patients → Add Patient and fill in name, date of birth, gender, and family/guardian contact details. A referring doctor and doctor's diagnosis can be added here too, or later.
From Assessments → New Assessment, pick the patient, assign a therapist and clinic, and choose which questionnaire categories apply to this evaluation.
Download the fillable PDF for the caregiver, print a paper copy, or enter answers manually once they come back.
Create a report from the completed assessment, use Draft with AI for each SOAP section, review and edit, then finalize and export.
Patients & catalogs
Patients, Diagnoses, Therapists, and Clinics are the roster and the catalogs everything else references.
- Patients hold personal information, family/guardian contacts, and referral details.
- Diagnoses is a picklist you can extend; new diagnoses are available immediately when assigning a patient.
- Therapists store credentials, license number, and a signature block used at the bottom of printed documents.
- Clinics store the letterhead info (name, address, contact) shown at the top of printed questionnaires and reports.
Assessments
An assessment is one evaluation episode for a patient. Each assessment has its own set of questionnaire categories and its own caregiver intake answers, so a patient can have multiple assessments over time without mixing up their history.
Choosing fewer questionnaire categories keeps the intake short for straightforward referrals; choosing more gives a fuller clinical picture for complex cases. Categories can range from a quick 6-question Occupational Profile to a 34-question Sensory Processing Profile.
Questionnaire categories
These are the categories offered in the New Assessment dialog's category picker, in the order they appear. Pick only what's relevant to the referral, since every category checked adds its questions to the intake form.
Every question also belongs to a labeled sub-section (for example, Birth & Developmental History splits into Prenatal History, Birth History, Postnatal & Early Development, Developmental Milestones, and Prior Therapeutic Intervention), which is how they're grouped on the printed questionnaire and in the Enter Answers Manually view.
Customizing categories and questions
The list above is the built-in default, not a fixed set. From Questionnaires in the sidebar you can:
- Add Category to create an entirely new questionnaire category for something the defaults don't cover.
- Edit or delete an existing category from its card.
- Open any category and use Add Question to add a custom question to it, grouped under a sub-section label of your choice.
Custom categories and questions show up in the New Assessment category picker immediately, right alongside the defaults, and flow through to the printable questionnaire and the Enter Answers Manually view the same way.
Questionnaires
Every assessment generates a printable, letterheaded A4 questionnaire. There are three ways an answer ends up in OTeva:
- Fillable PDF: download it, send it to the caregiver, and they type answers in any PDF reader.
- Paper copy: print it, hand it over, and transcribe the returned answers manually, with an optional photo attached for the record.
- Import Filled PDF: re-import a filled PDF and OTeva reads the answers back in automatically.
Reports & AI drafting
A report is generated from a completed assessment. The Subjective section is built directly from the questionnaire answers using AI, since that content is already caregiver-reported. Objective, Assessment, and Plan are drafted from clinical observation notes you provide, and always read as a starting draft the therapist reviews, edits, and signs off on, never as a finished note.
Reports autosave as you edit, support undo, and can be exported as a print-perfect PDF or an editable DOCX once finalized.
AI providers
Go to Settings → AI Models to choose a provider: Anthropic (Claude), OpenAI (ChatGPT), Google Gemini, or Ollama running locally.
- Anthropic, OpenAI, and Gemini need your own API key, entered once and stored only on this device.
- Ollama needs no key: point OTeva at your local Ollama host (default
http://127.0.0.1:11434), click Detect models, and pick one.
The header always shows the current connection status, for example "Ollama · Connected", so it's clear at a glance whether AI drafting is available.
Data & privacy
OTeva has no backend. Every patient, assessment, and catalog record lives in the browser's local storage on the device it was entered on. See the full privacy section on the homepage, or the Privacy Policy for details.
FAQ
Do I need an internet connection?
Only for AI drafting with a cloud provider (Anthropic, OpenAI, Gemini). Everything else, including a local Ollama setup, works fully offline.
What happens if I clear my browser data?
All patients, assessments, and reports on that device are removed. Use Settings → Backup & Restore to export a JSON backup beforehand.
Can more than one therapist use the same install?
Yes. Add each therapist under Therapists and assign the right one per assessment; the data itself isn't per-user separated since it all lives on one device.
Is the AI draft final?
No. It's a starting point built from the questionnaire and your notes. Every section is editable before you finalize the report.