Patient records
Everything on a patient's page, the complete history, documents, and inactive or archived patients.
Finding a patient
- Patients in the sidebar lists everyone registered at your clinic. Filter by Active, Inactive or Archived, and search by name, patient number or phone.
- The search box at the top of every page, or
Ctrl/⌘+K, jumps straight to a patient.
The patient page
Open a patient to see everything about them on one page. From top to bottom:
| Part | What it shows |
|---|---|
| Header | Name, patient number, and buttons: Quick Visit, Edit, Mark Inactive / Reactivate, Archive |
| History summary | An AI summary of the whole record, if your plan includes it (see Medical alerts and history) |
| Medical alerts | Allergies and conditions, such as a penicillin allergy, diabetes or blood thinners |
| Visit history | Recent Quick Visits |
| Upcoming appointment | The next booking, with Book Appointment |
| Outstanding balance | Unpaid amount across their invoices |
| Dental chart | A small chart, with Open full dental chart |
| Consent forms | Signed and pending treatment consent forms |
| Documents | X-rays, ID proofs, reports, with View all documents |
| Data consent (DPDP) | Current data-processing and messages consent, with View consent history |
| Patient data (DPDP) | Clinic Admin only: download everything held about the patient as PDF or JSON |
| Contact, address, emergency contact | The details from registration |
| Patient history | The complete timeline (below) |
The complete history
At the bottom, Patient history lists everything that ever happened to this patient, newest first. Use the tabs to narrow it down:
Everything · Appointments · Consultations · Treatments · Plans · Prescriptions · Bills & payments · Messages
Each entry links to the full record. Prescriptions show their medicines, plans show their items.
Editing details
Click Edit, change what you need, and save. Doctors can edit patient details too. Changes are recorded in the audit log with who made them and what changed.
Documents
Upload X-rays, OPGs, ID proofs, insurance cards, lab reports or referral letters:
- On the patient page, open Documents (or View all documents).
- Click Upload, pick one or more files, choose a category for each, and upload.
- Click Download to open a file, or Delete to remove one you added by mistake.
You can also attach documents to a specific treatment plan from the plan's page.
Inactive and archived patients
Patients have three statuses:
| Status | Meaning | Can you undo it? |
|---|---|---|
| Active | A current patient | — |
| Inactive | Hasn't visited in a long time, or has moved away. Still searchable. | Yes, with Reactivate |
| Archived | Closed for good, for example a duplicate record or a patient who has died | No. Archiving is permanent |
Use Mark Inactive for patients you might see again. Archive asks you to confirm because it can't be reversed. Archived patients keep their whole history for your records.
Records are never deleted by these buttons. To permanently remove personal data at a patient's request, use Patient data requests.
Exporting your patient list
Clinic Admins and Receptionists can click Export on the Patients page to download a CSV of the basic details (name, number, contact, address) of everyone in the current list. Treat the file carefully: it contains personal data. Don't email it around or leave it on shared computers.
Patients who asked for deletion
If a patient's contact details were erased at their request, their page shows a note saying so. Their phone, email and address are gone and no messages will be sent. Treatment and billing records remain for legal reasons. See Patient data requests.
Last updated 2026-10-29