Patient Management

PATIENT_MANAGEMENT.md

Patient Management

Complete guide to managing patient records, demographics, and medical history in MyClinicSoft.

Overview

The Patient Management system provides a centralized location for all patient-related information, including:

  • Patient demographics
  • Contact information
  • Medical history
  • Visit history
  • Prescriptions
  • Lab results
  • Documents and files
  • Outstanding balances
  • Membership information

Patient List

Viewing Patients

Navigate to Patients to access the patient list.

Features:

  • Search by name, ID, or contact information
  • Filter by various criteria
  • Sort by name, date added, or last visit
  • Quick view of patient status

Patient Status Indicators:

  • 🟢 Active - Regular patients
  • 🟡 New - Recently registered
  • 🔴 Alert - Has important alerts or outstanding balances

Search and Filter

Search Options:

  • Patient name
  • Patient ID
  • Phone number
  • Email address

Filter Options:

  • Registration date range
  • Age range
  • Gender
  • Membership status
  • Insurance provider

Adding a New Patient

Step-by-Step Guide

  1. Click New Patient button
  2. Fill in required information (marked with *)
  3. Complete optional sections
  4. Click Save

Patient Information Sections

Personal Information

  • Full Name* (required)
  • Date of Birth* (required)
  • Gender* (Male/Female/Other)
  • Blood Type (A+, A-, B+, B-, AB+, AB-, O+, O-)
  • Civil Status (Single/Married/Widowed/Divorced)

Contact Information

  • Phone Number* (primary contact)
  • Email Address
  • Address
    • Street
    • City
    • Province/State
    • Postal Code
    • Country

Emergency Contact

  • Contact Name*
  • Relationship*
  • Phone Number*
  • Alternate Phone

Insurance Information

  • Insurance Provider
  • Policy Number
  • Coverage Type
  • Expiration Date
  • Pre-authorization Required (Yes/No)

Additional Information

  • Occupation
  • Referred By (how they found your clinic)
  • Notes (special considerations)

Patient ID

The system automatically generates a unique Patient ID upon saving. This ID is used throughout the system to reference the patient.

Patient Detail View

Overview Tab

The patient detail page shows:

Patient Header:

  • Name and photo
  • Patient ID
  • Age and date of birth
  • Contact information
  • Quick action buttons

Summary Cards:

  • Last visit date
  • Next appointment
  • Outstanding balance
  • Active prescriptions
  • Recent lab results

Quick Actions:

  • Schedule appointment
  • Create visit
  • Write prescription
  • Generate invoice
  • Upload document

Medical History

Chronic Conditions:

  • Add/edit chronic conditions
  • Track onset date
  • Note current treatment
  • Set active/inactive status

Allergies:

  • Drug allergies
  • Food allergies
  • Environmental allergies
  • Severity level
  • Reaction description

Past Medical History:

  • Previous illnesses
  • Surgeries and procedures
  • Hospitalizations
  • Immunizations

Family History:

  • Hereditary conditions
  • Family member affected
  • Relationship to patient

Social History:

  • Smoking status
  • Alcohol consumption
  • Exercise habits
  • Occupation
  • Living situation

Visit History

View all patient visits:

  • Visit date
  • Doctor
  • Chief complaint
  • Diagnoses
  • Treatment
  • Link to full visit record

Actions:

  • View visit details
  • Print visit summary
  • Generate medical certificate

Prescriptions

View all patient prescriptions:

  • Prescription date
  • Medications
  • Prescribing doctor
  • Status (active/completed/cancelled)

Actions:

  • View prescription details
  • Print prescription
  • Mark as dispensed
  • Request refill

Lab Results

View all lab results:

  • Test date
  • Test type
  • Status (pending/completed)
  • Critical results highlighted

Actions:

  • View detailed results
  • Download report
  • Share with patient
  • Order new test

Documents

Patient-specific documents:

  • ID copies
  • Insurance cards
  • Medical certificates
  • Imaging results
  • External records

Actions:

  • Upload new document
  • View/download document
  • Delete document
  • Share with patient

Billing

Financial information:

  • Total billed
  • Total paid
  • Outstanding balance
  • Recent transactions

Actions:

  • View all invoices
  • Record payment
  • Send payment reminder
  • Generate statement

Membership

Loyalty program information:

  • Membership tier
  • Points balance
  • Rewards available
  • Referral count

Actions:

  • Add/remove points
  • Redeem rewards
  • Upgrade membership
  • View history

Editing Patient Information

  1. Open patient detail page
  2. Click Edit button
  3. Modify information
  4. Click Save Changes

Note: Certain fields may be locked for data integrity. Contact your administrator if you need to change locked fields.

Patient Alerts

Alert Types

Medical Alerts:

  • 🔴 Critical allergy
  • 🟡 Drug interaction warning
  • 🟠 Chronic condition requiring monitoring
  • 🔵 Special needs or accommodations

Administrative Alerts:

  • 💰 Outstanding balance
  • 📄 Expired insurance
  • ⏰ Overdue appointment
  • 📋 Incomplete records

Managing Alerts

  1. View alerts on patient detail page
  2. Click alert to view details
  3. Take appropriate action
  4. Dismiss or resolve alert

Patient Files and Documents

Uploading Documents

  1. Go to patient detail page
  2. Click Documents tab
  3. Click Upload Document
  4. Select file type:
    • ID Card
    • Insurance Card
    • Medical Record
    • Lab Result
    • Imaging Result
    • Consent Form
    • Other
  5. Add description
  6. Select file from computer
  7. Click Upload

Supported Formats:

  • PDF (.pdf)
  • Images (.jpg, .png)
  • Word documents (.doc, .docx)
  • Excel spreadsheets (.xls, .xlsx)

File Size Limit: 10 MB per file

Viewing Documents

  1. Click on document name
  2. Document opens in viewer
  3. Options:
    • Download
    • Print
    • Share link
    • Delete

Patient Portal Integration

Patients can access their own information through the patient portal.

Portal Features:

  • View medical history
  • Schedule appointments
  • View prescriptions
  • Access lab results
  • Update contact information
  • Make payments

Enabling Portal Access:

  1. Go to patient detail page
  2. Click Enable Portal Access
  3. System sends invitation email
  4. Patient sets up password
  5. Patient can now log in

Managing Portal Access:

  • Disable access if needed
  • Reset patient password
  • View patient portal activity

Data Privacy and Compliance

PH DPA Compliance

MyClinicSoft is designed to comply with the Philippines Data Privacy Act (PH DPA):

  • Secure data storage
  • Encrypted sensitive information
  • Access controls and audit logs
  • Patient consent tracking
  • Data retention policies

Patient Consent

Consent Types:

  • Treatment consent
  • Data sharing consent
  • Marketing communications
  • Research participation

Managing Consent:

  1. Go to patient detail page
  2. Click Consent tab
  3. View current consent status
  4. Request new consent
  5. Record verbal/written consent
  6. Print consent forms

Data Export

Patients have the right to access their data:

  1. Go to patient detail page
  2. Click Export Data
  3. Select data to export:
    • Personal information
    • Medical history
    • Visit records
    • Prescriptions
    • Lab results
    • Documents
  4. Choose format (PDF or CSV)
  5. Click Generate Export
  6. Share with patient

Patient Deactivation

When to Deactivate

  • Patient moved away
  • Patient passed away
  • Patient transferred to another clinic
  • Duplicate record

Deactivation Process

  1. Go to patient detail page
  2. Click More Actions → Deactivate Patient
  3. Select reason
  4. Add notes
  5. Confirm deactivation

Note: Deactivated patients:

  • Don't appear in default patient list
  • Cannot be scheduled for appointments
  • Records are retained for compliance
  • Can be reactivated if needed

Patient Merge

If duplicate patient records exist:

  1. Open one patient record
  2. Click More Actions → Merge Records
  3. Search for duplicate record
  4. Review both records
  5. Select which data to keep
  6. Confirm merge

Warning: This action cannot be undone. Make sure you're merging the correct records.

Tips for Efficient Patient Management

  1. Complete Initial Registration - Gather all information at first visit
  2. Regular Updates - Update contact info at each visit
  3. Photo ID - Add patient photo for easy identification
  4. Tag Important Information - Use alerts for critical medical info
  5. Scan Documents - Upload insurance cards and IDs immediately
  6. Verify Insurance - Check insurance status before appointments
  7. Follow Up Reminders - Schedule follow-up appointments before patient leaves
  8. Portal Access - Encourage patients to use the patient portal

Common Issues and Solutions

Cannot Find Patient

Solution:

  • Try different search terms
  • Check spelling
  • Search by phone number
  • Check if patient was deactivated
  • Look in archived records

Duplicate Records

Solution:

  • Use the merge records feature
  • If unsure, contact administrator
  • Establish naming conventions for data entry

Missing Information

Solution:

  • Flag incomplete records
  • Call patient to collect info
  • Set reminder to update at next visit

Insurance Verification Failed

Solution:

  • Verify insurance card details
  • Check expiration date
  • Contact insurance provider
  • Update policy information

Best Practices

  1. Data Entry Standards

    • Use consistent formatting for names (First Last)
    • Verify phone numbers (include area code)
    • Complete addresses with postal codes
    • Use official insurance names

  2. Security

    • Only access records when needed
    • Don't share patient information
    • Lock screen when away
    • Log out when finished

  3. Documentation

    • Document all patient interactions
    • Note phone conversations
    • Record no-shows
    • Update medical history regularly

  4. Communication

    • Verify preferred contact method
    • Respect communication preferences
    • Document consent for communications
    • Use secure channels for sensitive info

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