Patient Management
Patient Management
The Patients section is the central registry for all patient records. It stores demographic information, contact details, and discount eligibility, and links to every visit, prescription, invoice, and document associated with each patient.
Accessing the Patient List
Go to Patients in the sidebar. The page displays all registered patients with search and filter controls at the top.
Searching for a Patient
Type a name, email, phone number, or patient code in the search bar. Results update as you type.
Filtering Patients
| Filter | Options |
|---|---|
| Sex | Male, Female, Other |
| Active | Active only, Inactive only, All |
| Age Range | Set minimum and/or maximum age |
| City | Filter by city of residence |
| State / Province | Filter by state or province |
Sorting
Click the Sort control to order results by:
- Name A–Z or Z–A
- Date registered (newest or oldest first)
- Patient code
Registering a New Patient
- Click New Patient (top-right of the Patients page).
- Fill in the patient details form.
- Click Save.
Required Fields
| Field | Description |
|---|---|
| First Name | Patient's given name |
| Last Name | Patient's family name |
| Date of Birth | Used to calculate age and eligibility |
| Sex | Male, Female, or Other |
Optional Fields
| Field | Description |
|---|---|
| Middle Name | Optional middle name |
| Patient's email address | |
| Phone | Contact phone number |
| Civil Status | Single, Married, Widowed, etc. |
| Address | Street, city, state/province |
| Active | Toggle to mark the patient as active or inactive |
Discount Eligibility
These fields unlock automatic discounts when billing this patient.
| Field | Description |
|---|---|
| PWD Eligible | Check if patient has a PWD (Persons with Disability) card; enter the PWD ID number |
| Senior Citizen Eligible | Check if patient qualifies for senior discounts; enter the Senior Citizen ID number |
| Membership | Assign an active membership plan to apply its discount percentage |
Viewing a Patient Profile
Click any patient in the list to open their full profile. The profile page is organized into tabs:
| Tab | Contents |
|---|---|
| Overview | Summary of demographic information and active alerts |
| Visits | History of all clinical visits |
| Appointments | Past and upcoming appointments |
| Prescriptions | All prescriptions issued to this patient |
| Lab Results | Lab orders and test results |
| Invoices | Billing history and outstanding balances |
| Documents | Uploaded medical files |
| Referrals | Referrals sent to or from this patient |
Patient Alerts
Alerts are notes displayed prominently on the patient profile for clinical staff (e.g., drug allergies, chronic conditions). They appear at the top of the Overview tab and in the queue when the patient is called.
Editing a Patient
- Open the patient profile.
- Click Edit (top-right).
- Update the relevant fields.
- Click Save.
Deactivating a Patient
Patients cannot be permanently deleted to preserve medical record integrity. To remove a patient from active searches:
- Open the patient profile and click Edit.
- Toggle the Active field to off.
- Save.
Inactive patients still appear when the "All" filter is selected.
Patient Codes
Every patient is automatically assigned a unique Patient Code (format: CLINIC-####) when registered. This code:
- Appears on all invoices, prescriptions, and lab results.
- Can be used to search for the patient.
- Is printed on QR codes for quick check-in (if QR check-in is enabled).
Tips
- Before registering a new patient, search by name and phone number to avoid duplicates.
- Adding a patient's email enables automated appointment reminders (if email is configured in Settings).
- PWD and senior discount rates are set in Settings → Billing.