Adding and editing patients

Patients are the heart of the system. You can add them yourself, or they create their own record when they book online.

Adding a patient

1. Go to the Patients page.
2. Press Add patient.
3. Enter their name, email, phone, date of birth, address and postcode, then press Create patient. These are required for every patient, the same details online booking asks for.

Patients who will send their details later

If someone books over the phone and you cannot take everything, tick Patient will provide details later (on the new patient form, or when you add a new patient from the diary). You still need their name and an email or phone number. The record then shows a Details incomplete badge, on the record and on their appointments in the diary. Patients imported from another system, or created through the API, show the same badge when something is missing.

When you edit an existing patient you can correct any detail, but you cannot remove an email, phone, date of birth, address or postcode the record already holds. You do not have to fill in the ones that are missing to save another change; the badge keeps showing what is still needed.

To collect the rest, open the patient and press Request details on the Demographics card. The patient is sent a link (by email if you have their address, otherwise by text) to a short secure page that asks only for what is missing. The link works once and expires after 7 days, it never shows or changes anything already on the record, and the badge clears when the details are complete.

Wait at least two minutes before sending another request. A new link replaces any earlier open link. This is a manual message, so it can be sent even if the patient has asked not to receive automated messages. Text sending needs available SMS credits; check the result on screen to confirm the request was sent.

Editing a patient

Open any patient to see their record. Alerts are on Overview, alongside notes if you have clinical access. Treatment records and photos also need clinical access. Edit their contact details on the Details tab and press Save details. Changes are saved against your audit trail so you always know who changed what.

Patients who book online

When someone books through your public page, a patient record is created automatically with their date of birth, address and postcode, and their answer to "How did you hear about us?". If they have booked before, the system links the booking to their existing record where it can, so you are not left with duplicates from every visit, and fills in anything that record was missing without changing what is already there.

Documents on a patient's record

The Documents card on a patient's Forms & documents tab is where files you keep yourself go: a facial assessment you write in Word, a letter you have scanned, a consent someone signed on paper, anything brought over from a previous system. Upload one PDF, Word file or image at a time, up to 15MB, give it a title, and it sits on the record for team members with clinical access to open. SVG and HTML files are not accepted. A Word file opens as a download rather than in the browser, because it is your own working document and we do not change it. This is not the way to get something signed: a form the patient still has to complete goes out from Forms & documents, which is what tracks whether they have done it. Only the clinic owner can remove a document, and only one you uploaded yourselves; imported records are kept exactly as they were filed.

Searching

The Patients page lets you search by name or contact detail, so finding the right person mid-clinic is quick even with a long list.