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Everything downstream — triage, consultation, admission, dispensing, billing — starts from a patient record. This is the screen where one is created and found.

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Before you start

The list is reachable from two sidebar rows: Front Desk → Patients and Records → Patient Records. Open either and both highlight at once. That is correct, not a fault — reception registers patients and the records office manages them, but there is only one patient list, so both service lines get a door onto it. Each door depends on its own care area: Front desk for one, Records for the other. See Care areas.

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What you’re looking at

The page is headed Patients Management — “Register, view, and manage patient records across your clinic”. Six stat cards run across the top: Two tabs follow. All Patients is the list. Analytics charts your population, and every figure carries a plain line saying what it counts and over what period: There is also a gender distribution pie chart. The admissions figures are counted from your ward stays, so they always agree with the ward occupancy: discharging a patient closes the stay and updates the patient at once. A record you are not allowed to open (an assigned client) is left out of every figure, so no number can reveal one. A figure that could not be read shows a dash, never a zero. The page header carries Refresh, Import, Export and New Patient. The filters are not up there: Patient status (Active, Inactive, Prospective, Archived), Billing type (Self pay, Insurance), Waitlist, Location and Columns all sit on the table itself, beside the search box. Each filter carries a count while it is on and a Clear filter entry; Clear all appears once any is set. Columns opens a Visible Columns list. The table shows Patient ID, Full Name, Category, Age, Gender, Phone, Nationality, Consultations and Last Visit by default. Blood Type, Occupation, Country, Email, Genotype, Triages, Lab Tests, Prescriptions and Location are available under Columns. Every heading sorts. The Location filter and column only appear once your plan allows more than one site (Team or Enterprise — see Locations) and you actually have two or more active ones; with one site, or on a plan capped at one, there is nothing to filter or show and both stay hidden. The row ⋯ menu offers View details, Edit for staff who may edit, and Send to patient — plus Approve request and Decline request on a waitlist row.

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What a brand-new hospital sees

Not a blank table but Your patient registry is empty, with three ways forward: Explore with sample patients (“About 60 seconds · nothing is saved to your clinic”), Import patients and Add your first patient. The footer is a promise worth reading: “We never auto-create patient records on your behalf.” Inside the sample tour everything is badged Sample mode, with the amber line “Sample data — just browsing changes nothing.” A sample patient becomes real only when you select Add {name} to my clinic.

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Register a patient

1

Select New Patient

From the page header. The form collects the identity and contact details the rest of the hospital will read.
2

Get the name and date of birth right

Take the time at the counter. Every clinician after you searches on them, and a mistyped name is how one person ends up with two charts.
3

Choose Adult or Minor

Patient type has no default: pick Adult or Minor. Entering the date of birth fills it in for you (under 18 suggests Minor), and you can change it — for example for an emancipated minor. If the type and the date of birth disagree, the form says so before you save.
4

Set a primary location (Team and Enterprise, two or more sites)

A Primary location picker appears once your plan allows more than one site and you have two or more active ones — see Locations. It pre-fills to the site you’re currently working from and records which site this patient is usually seen at. It’s informational only: the patient can still be seen and treated at any of your locations, and leaving it blank is fine.
5

Save

The patient appears in All Patients and is immediately available to triage, appointments and admissions.

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Find and open a record

Search with Search patients…, then select the row to open it, or use the ⋯ menu. View details opens the record; Edit changes it; Send to patient opens the same three-step sheet the patient’s own record uses — forms, signature requests and consent documents in one list, with what the patient already has open marked so you do not send it twice. In the Category column, a warning icon beside Adult or Minor means the date of birth disagrees with the type; open the record and correct whichever is wrong. Below a wide screen the table becomes cards showing the phone, gender, age, blood type and last consultation, with an Admitted badge where it applies.

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Work the self-registration waitlist

Patients who register themselves do not go straight onto your list. They arrive as requests behind the Waitlist toggle on the table.
1

Filter to the waitlist

Select Waitlist. It tints amber while it is on; select it again to clear it.
2

Read the request

Check it is a real person and not a duplicate of someone you already hold.
3

Decide about the portal, deliberately

Approve request opens Approve patient request — “Activate {name} from the waitlist.” It carries an Enable client portal access checkbox: “Lets them sign in via magic link to view records, book appointments, and message your team.”It arrives already ticked, and it re-ticks itself every time the dialog opens. Creating a record and giving someone a login are two different decisions, and the second is the one with a security consequence — clear the box for anyone who should be on your list but not signing in.
4

Approve or decline

Approve confirms it; you will see either “Client approved and portal access enabled” or plain “Client approved”, which is how you check what you actually granted. Decline request archives it — “This does not notify the requester.”

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Import and export

Import takes an existing list in bulk, which is how most hospitals arrive. Export takes it out again, and is greyed out while you have no patients. Check a handful of imported records by hand before you rely on the batch — a column mapped to the wrong field is far cheaper to catch at ten records than at ten thousand.

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Importing from another system (FHIR / NDJSON)

The platform can also validate and import a standard FHIR file, an NDJSON file, or a plain JSON list of patients — checking every row before writing anything: if any row has a problem, nothing is imported and you see exactly which row and field needs fixing, or you can choose to import only the rows that passed. A possible duplicate is still added and flagged for you to review — never silently merged or refused. No patient is contacted and no automated message goes out because of an import. To open it, select Import patients on the toolbar above the table — the panel is titled Import patients. Only a clinic owner or manager can import; anyone else is told so inside the panel, and nothing is written. The same file types work here whatever the spreadsheet Import in the page header does — that one maps columns, this one reads a standard health-record file. A file can hold up to 100 patients. For a longer list, split it into several files and import them one after another.

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Possible duplicates

When an import (or a connected system) adds a record that looks like one you already hold, both are kept and a Possible duplicates button appears on the toolbar, with the number waiting. It is not shown while there is nothing to review, and it is shown to owners and managers only. Selecting it opens Possible duplicate patients, which puts the New record beside the Existing record. Choose These are different people to dismiss the pair, or Same person to note that they should be combined — nothing is merged for you, so combine the two records’ information by hand.

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Who can do this

There are no permission slugs on this page, so no figure renders as a dash and no column silently disappears — what changes with your role is whether Edit and the two waitlist actions appear in the ⋯ menu, and whether selecting a row opens it for editing or only for reading. Two behaviours worth knowing. Permission enforcement elsewhere in the product is opt-in per person, and the permissions sheet warns “Saving starts enforcing”. And a denied action is recorded in the audit log while an allowed one is not — hiding a module in Role Navigation is a convenience, not a security boundary. If your hospital restricts sections by role, a role without this page sees “You don’t have access to this page” and is told to ask an administrator.

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Check it worked

  • The new patient appears in All Patients and can be found by name.
  • Total Patients has gone up by one.
  • They appear in the picker at triage once a consultation has been paid for.
  • An approved waitlist request has left the Waitlist filter and joined the main list.
  • Someone you approved with the portal box cleared cannot sign in to the portal — which is what you intended.

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Common issues

Expected. They are two doors onto one list — one for reception, one for the records office.
Editing is role-gated, and a user without an editing role gets the read-only view with no error to explain it. Selecting a row opens it in view mode too. Ask an owner or manager to check your role — see Roles.
Almost always the consultation payment. The triage picker only lists patients who have paid, unless your hospital runs in Free Clinic Mode.
The Enable client portal access box was cleared at approval — or ticked when you meant to clear it. The success message tells you which happened. Grant or revoke access from their record.
You have reached your plan’s patient limit. Hovering shows the upgrade card. See Change your plan.
Export the list, correct it outside the product, and import the corrected file. Fix the column mapping before you re-run a large batch.
Both doors depend on care areas — Front desk for Patients, Records for Patient Records. See Care areas.

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FAQ

No. Everything in Sample mode is fictional and nothing is saved, audited or counted against your plan unless you explicitly select Add {name} to my clinic.
That one label is fixed across every plan and edition. It does the same thing: it gives the patient a portal login.
A waitlist request is someone asking to become a patient of yours. A contact is a pre-clinical enquiry that may never become one. Approving a request creates a patient record; a contact does not.
Clinical records are retained rather than deleted — that is a regulatory requirement, not a product limitation. Decline a waitlist request before it becomes a patient, and speak to support about anything already registered.
Total does — the same total the top Total Patients card shows, since both count the records you can open — and Analytics breaks it out further with its own Waitlist figure so you can see how many of that total are still pending. Active, Inactive and the other status figures reflect a patient’s actual status once you have decided it, same as everywhere else on this page.