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Patient Management

The Patients section is the hub for all patient records in your clinic. From here you can search for existing patients, view their profiles, and create new records.

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The Patient List

Navigate to Patients in the sidebar to see all patients registered in your clinic.

Searching and Sorting

• Search — Type a patient’s name in the search bar. Results update automatically after a short pause.
• Sort — Use the sort dropdown to order patients by:
  • Recently Added — newest patients first (default)
  • Name A–Z — alphabetical by last name
  • Last Seen — most recently visited patients first

Patient Cards

Each card in the list shows:

• Patient full name
• Email address and phone number
• Time since last visit (e.g., “3 days ago”, or “Never seen” for new patients)
• An action menu (three dots) for quick actions

Action Menu

Click the three-dot menu on a patient card to:

• Edit — update the patient’s profile
• Delete — permanently remove the patient record (requires confirmation)

Clinic Statistics

At the top of the patient list, summary statistics are displayed:

• Total Patients — all-time count
• New This Month — patients created this calendar month
• Seen This Week — patients who had a visit in the past 7 days

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Creating a New Patient

Click the New Patient button (top right of the patient list) to open the creation form.

Required fields:

• First name
• Last name

Optional fields:

• Email address
• Phone number

After creating the patient, you will be redirected to their profile where you can fill in additional details.

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The Patient Profile

Click any patient card to open their full profile at /dashboard/patient/:id.

The profile has two main areas: a main content area and a right-side panel with tabs.

Main Content Area

Patient Details Header

The header at the top of the profile displays:

• Patient name (large heading)
• Contact information (email, phone)
• Last visit date
• Total visit count
• No-show count
• An Edit button to update the patient’s profile

Editing a Patient

Click Edit to update:

• Personal Information — first name, last name, email, phone, internal notes
• Demographics:
  • Date of birth
  • Health card number
  • Emergency contact (name, phone, relationship)
  • Address (line 1, city, state/province, country, postal code)

Treatments Section

Below the header is a list of all treatments the patient is currently enrolled in. Each treatment appears as a card showing:

• Treatment name (with initials badge)
• Click the card to open the full treatment page
• Three-dot menu to remove the patient from that treatment

Adding a Treatment: Click Add Treatment to enroll the patient in a new treatment pathway. A search modal will appear where you can find and select the treatment template.

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Right Panel Tabs

The right side of the patient profile contains three tabs:

Invoices Tab

Displays all invoices associated with this patient.

• Invoice list — each row shows invoice number, date, status badge, and total amount
• Status badges: DRAFT SENT PAID OVERDUE
• Create Invoice button — opens the invoice creation flow for this patient
• Click any invoice to open its full detail view

See Invoices for full billing documentation.

Forms Tab

Displays the default patient forms — forms your clinic requires all patients to complete (e.g., general intake, privacy policy, GDPR consent).

Each form card shows:

• Form name
• Completion status badge: Complete or Incomplete
• When the form was last submitted
• A menu to view submissions or add the form to the queue

Form Queue: Click “Add to Queue” on a form card to queue it for batch submission. Once forms are in the queue, you can fill them out sequentially without navigating away.

See Forms for information about building forms and managing submissions.

Files Tab

Displays all files attached to this patient’s record.

• Upload new files (images, PDFs, documents)
• View files in a gallery or list layout
• Open files to view or annotate (drawing/markup tool)
• Delete files

See Telehealth & Files for full file management documentation.

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Patient Data Model

For reference, here are the key fields stored on a patient record:

Field	Type	Description
first_name	string	Patient’s first name
last_name	string	Patient’s last name
email	string	Contact email address
phone_number	string	Contact phone number
notes	string	Internal staff notes (not visible to patient)
last_visit_at	date	Date of most recent visit
demographics.date_of_birth	date	Date of birth
demographics.health_card_number	string	Provincial/national health card
demographics.emergency_contact	object	Name, phone, relationship
demographics.address	object	Full mailing address

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Tips

• Internal notes on the patient profile are staff-only and never shown to the patient.
• You can have a patient enrolled in multiple treatments at the same time — each is tracked independently.
• The Forms tab on the patient profile shows clinic-wide required forms only. Treatment-specific and visit-specific forms are found on the treatment page.