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Patient Records is the records office’s door onto the hospital’s patient list. Reception uses it to register people; the records office uses it to find, correct, export and account for what is held. This page covers the second job.

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One list, two doors

This screen is reachable from two places in the hospital navigation: Front Desk → Patients and Records → Patient Records. Open either and both entries highlight at once. That is correct, not a fault. Reception registers patients and the records office manages them, but there is one patient list, so both service lines get their own door onto it. For registering someone, the self-registration waitlist and bulk import, see Register and find patients. Everything below is the records duty.

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What you’re looking at

The heading reads Patients Management — “Register, view, and manage patient records across your clinic”. Refresh, Import, Export and New Patient sit in the header, and two tabs below: All Patients and Analytics. Above the table are Search patients…, three filters — Patient status, Billing type and Waitlist — and a Columns dropdown headed Visible Columns. Patient status narrows to Active, Inactive, Prospective or Archived; Billing type to Self pay or Insurance. Each filter shows a count when it is on, each has a Clear filter entry, and Clear all appears once any of them is set. Seventeen columns exist; on by default are Patient ID, Full Name, Category, Age, Gender, Phone, Nationality, Consultations and Last Visit. Hidden until you switch them on: Blood Type, Occupation, Country, Email, Genotype, Triages, Lab Tests and Prescriptions. The last four are what a records enquiry usually needs — turn them on and the answer is often in the row without opening anything.

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Find a historical record

1

Search by what you actually have

Search patients… matches on the name and the hospital number. If you only have a phone number or an email, switch that column on with Columns and sort by it.
2

Narrow with the counts

Switch on Consultations, Triages, Lab Tests and Prescriptions to tell two similarly named people apart before opening either chart.
3

Open the record

Use the row’s ⋯ menu → View details. Edit appears only for staff whose role may change a record.

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Read the chart

An open record shows the patient’s identity, contact details, medical background and current medications, with three tabs beneath:
  • Insurance — the payers and policies held for this person. A coverage answer from the records desk has to be entered here, because it needs a payer chosen from your hospital’s own list.
  • Documents & forms — the patient’s files and their folders, and everything this patient has been sent. File it on the records desk opens this tab.
  • Recent Activity — consultations, prescriptions, lab tests and ward admissions, each in their own sub-tab plus an All Activity view, newest first. A consultation shows the complaint, its diagnoses (with ICD-10 codes, where coded) and the plan; a lab test shows each parameter’s result against its reference range, flagged when abnormal or critical; a prescription shows the dose, frequency and duration; an admission shows the ward, bed and dates, together with its own consultation and nursing notes. A sensitive record shows as “Sensitive consultation” / “Sensitive prescription” / “Sensitive lab test” to anyone outside its author, the patient’s care team, or the clinic owner — never its contents. A patient with nothing yet reads No activity recorded. The Pharmacy purchases sub-tab lists the sales rung up at the pharmacy till for this patient — the date, the medicines and the quantities. It is a read-only list: a sale is not a prescription, so nothing here is added to the patient’s medication record. Amounts are shown only to staff who may see money; everyone else sees a dash. Opening the list is recorded in the audit log.
Documents sent to this person are listed on the record too, each with a Document Audit Log — who was sent it, when they opened it, and when they signed. That log is what you produce when somebody asks whether a consent was actually seen.

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Export the registry

1

Open the sheet

Select Export. The Export patient registry sheet opens — “Download every patient record in {hospital} as a single CSV file. The same column layout is accepted by the importer for round-trip edits.”
2

Check the scope

It states how many records are ready to export, and lists every column that will be included, so there is no guessing what leaves the building.
3

Download

Select the download button, which names the record count. Large registries stream incrementally — “Streamed straight to disk — large clinics are downloaded incrementally.” Empty cells stay empty, so re-importing the file will not overwrite data with blanks.
An export is the whole patient registry as a plain file, and it leaves the hospital’s protections behind the moment it lands on a device. Export only when you have a reason you could defend, store it encrypted, and delete it when the reason has passed. The export is logged; what happens to the file afterwards is not.

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Who can do this

The screen checks no role when you open it. Patient Records needs the Records care area in Settings → Facility; Patients under Front Desk needs the Front desk one. An owner controls which roles see either group under Settings → Role Navigation. No individual permission governs anything here — the client permissions in the staff sheet are recorded against a person but no screen reads them. What decides each action is your role and your plan: Enforcement is opt-in per person — a colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”. A denied action is recorded; an allowed one is not, so hiding a patient list from a role tidies a sidebar rather than protecting anything. Every read of a patient record is logged whether or not a permission was involved.

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Check it worked

  • The record opens for the right person, with the hospital number you searched on.
  • Recent Activity shows the encounter you expected to find, in the right sub-tab, with a real name and date — never a raw id or “Unknown”.
  • A correction you saved is visible on the row after Refresh.
  • An export downloads a CSV whose row count matches the figure the sheet quoted.
  • Your access appears in the audit log with your name and the time.

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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 explaining it. Ask an owner or manager to check your role — see Roles.
The search matches the name and hospital number. Try a partial surname, and check the Waitlist filter is off — a self-registered person who has not been approved is not on the main list yet.
They probably are. Do not delete either — check which one carries the clinical history, and raise the merge with an owner before anything is removed.
There is nothing to export. It reads No patients to export on an empty registry.
It needs the Records care area in Settings → Facility. The Front Desk → Patients door needs the Front desk one — see Care areas.

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FAQ

No. It is the same list and the same records, reached from the records group instead of the front-desk group.
Yes — every read is written to your hospital’s audit log with the reader’s name and the time. Owners and managers can review it under Audit log.
The life of one document against one patient: sent, viewed, signed. It is the evidence that a consent was actually seen, rather than merely emailed.
Yes — the export uses the column layout the importer accepts, and empty cells stay empty rather than blanking existing data. Check a handful by hand before a large batch.
In their own modules — Laboratory and the pharmacy unit. The counts here tell you they exist; the modules hold the detail.