Managing your patients

The Patients tab brings together everything about one person in a single place: their appointments, their messages, and your notes.

To open it: in the left-hand menu, click Patients.

Appointments attach themselves

When someone books or writes to you from your site, we look for a record with the same email address or phone number. If there is one, the appointment or message is added to it — you do not end up with two records for the same person.

No record is ever created automatically. Guessing a first and last name from a form's single "name" field is wrong too often — a compound surname, a name typed the other way round, someone who entered only a first name — and a wrong patient record is permanent. So the decision stays yours.

Attaching an appointment or a message

Open the appointment or the message, then click Link to a patient. Your patient list opens:

• records sharing the same email or phone appear at the top under Likely matches, with the reason shown;
• the search filters by name, email, phone and date of birth;
• if the person has no record yet, click Create a new record: the form opens prefilled with what you already know. You check it, you save, and the link is made for you.

Correcting a link

An automatic match is a match on an email or a phone, and those are sometimes shared — a couple, a family. If the link is wrong, the Change button beside the name reopens the list.

Finding a patient

The search box looks through the name, email, phone number and town. Type the first few letters and the list narrows.

The menu beside it filters on Active (the default), Archived or All.

What a record holds

Click a row to open the record. You will find:

• identity and contact details;
• the address;
• insurance details: health insurer, insurance or AVS number, referring doctor;
• care information: allergies, care context;
• the full history, newest first.

All of it is encrypted in our database. Even someone who obtained a copy of the database would not be able to read any of it.

Adding a note

In the record, write in the Add a note field, then click Save note.

A note is for whatever you will want to remember next time: what was agreed, what you observed, what still needs following up. It appears in the history straight away, with its date.

Archive rather than delete

A patient you no longer see can be set aside with Archive: they leave the default list, but their record and its whole history stay available through the Archived filter. You can reactivate them at any time.

Delete permanently erases the record and its whole history. It cannot be undone — and for a recent care record the law requires keeping it, so the button does not appear. When in doubt, archive.