One organized file for every patient
Patient Records replace the bulging paper folder and the scattered spreadsheet. Each patient has a single profile that gathers their details, their visit history, their prescriptions and their results in one place.
What it does
- Stores each patient's contact details, basic information and medical background — including civil status, captured right on the intake and edit forms and defaulting to Single.
- Registers a patient in seconds — a name and a sex are all that is asked for, so walk-ins without an email or phone are never a hold-up.
- Registers a whole list at once from a spreadsheet, with a review step before anything is created.
- Keeps a running history of every visit, note, prescription and lab order.
- Lets staff find a patient instantly by typing part of their name — even though every name on file is stored scrambled (see Security & Privacy).
- Brings a patient's whole story onto one screen for the doctor.
- Links a patient to their employer or HMO, so companies you work with can be recorded on the file and carried onto documents such as certificates.
- Lets any member of staff ask to be notified when something happens to a particular patient, choosing which kinds of event they want to hear about.
- Keeps one secure patient conversation on the profile, shared with the current
appointment and the patient's verified portal.
Messaging a patient
Patient messaging is optional and off until your clinic turns it on — an administrator switches it on under Settings → Patient Messaging. While it is off, the conversation, the Clinical › Messages area and the alert bar are not shown at all. Nothing is deleted: anything already written comes back exactly as it was if messaging is switched on again.
Open the patient profile to read or answer the patient's secure conversation. The same thread appears on their current appointment. If the patient has no valid portal grant, use Enable patient access before sending a message.
Unread conversations appear under Clinical › Messages. Selecting a patient opens their current appointment when one exists, or their profile when it does not. Opening the thread marks the patient's messages as read. New messages appear within a few seconds while the page stays open.
The alert bar shows up to three unread messages. It keeps message content inside Clinic IMS: email and push alerts tell staff that a patient sent a message, then link back to the authenticated record.
Registering a whole list at once
A company handing over a staff list, a school arriving for screening, or a partner organisation sending its members does not need typing in one person at a time. Import from spreadsheet on the patients page takes the file and opens a review screen before anything is created.
On that screen you line the spreadsheet's columns up with patient details — including your own custom fields, or new ones made on the spot — and tidy the data column by column: trim spaces, fix capitalisation, read dates written any common way, turn "M" and "F" into male and female. A single name column written Last, First or Last, First, Middle is split for you. Rows with problems are flagged; remove them one by one or all at once. Choose a record ID such as an employee number and the same file can be uploaded again without creating anyone twice. When it looks right, press Import at the bottom.
Registering someone is not the same as being allowed to. Whoever hands you the list is responsible for being entitled to share it, and you are responsible for checking what you are about to create.
Following a patient
Some patients you want to keep an eye on: a case a doctor is following, a balance the cashier is waiting on, a visit that may still be moved. Notify me on the patient page is how anyone who can open that file asks to be told.
Tick the kinds of thing you care about — medical records, appointments and rescheduling, billing, payments, medication dispensing, laboratory, or changes to the patient's own details — or open a group and choose the individual events inside it. From then on, matching events reach you in the notification bell, and as a push notification on the doctor mobile app if you use it. Come back to the button and it opens with what you chose last time; clear every box and save to stop.
Two things it deliberately does not do. It does not go back over the record — only what happens after you save is sent, so turning it on never floods you with history. And it does not tell you about your own work: the person who posted the payment is not notified about the payment.
Following a patient grants no access. The alert says what kind of thing happened and nothing else — no name, no clinical detail — and the link it carries opens the profile in the ordinary way, recorded in the record access log like any other look. If you cannot open a patient's file, you cannot ask to be notified about it.
Employers & HMOs
When a patient is covered by a company — an employer or an HMO — you can associate them right from the patient page. The company then appears on the record, and if a patient belongs to more than one, you choose which applies when it matters. Companies can even have their own portal so their HR team can view the records of the staff they cover — see the Employer & HMO Portal.
Giving a patient a copy
Patients ask for their records — when they change doctor, when an insurer wants proof, when they simply want to know what you hold. Give patient a copy on the patient page produces the whole thing two ways: a PDF to read, print or hand over, and a data file another clinic's system can import.
It gathers everything in one pass: their details, consultations, prescriptions, released laboratory results, appointments, certificates issued and billing. What used to be someone assembling a folder by hand is now one click.
Two things are held back on purpose, and the document says so rather than quietly omitting them. Notes a clinician wrote for their own working use are not included — a record a doctor cannot write candidly in is a worse record for the patient. And only laboratory results the lab has released appear; a preliminary number is a working figure, not a finding a patient should act on.
Both downloads are recorded in the record access log. If your clinic sends patients a secure portal link, they can see and download all of this themselves without asking anyone.
Why it helps
For the clinic
No more lost folders or duplicate records. Information is captured once and stays accurate, which makes the whole clinic more reliable.
For doctors
The complete picture — allergies, past treatments, previous medicines — is available before the consultation begins, supporting safer and faster decisions.
For staff
Finding a returning patient takes seconds, and there is no risk of pulling the wrong paper file. Registering a new one is just as quick — a missing email or phone number never blocks the front desk.
For patients
They do not have to repeat their history at every visit, and they can trust that important details are remembered.
Sensitive patient information is protected and only shown to staff who are authorized to see it. Private details are stored in a scrambled form that is unreadable if files were ever accessed improperly.
Deleting a patient's records
A patient can ask to have their records removed. This is a reviewed request rather than an immediate delete: the clinic raises it, the platform operator approves it, the records disappear from the system straight away, and they become permanently unrecoverable 30 days later. Until that date the deletion can be undone.
What is removed: name, contact details, date of birth, address, insurance details, and the clinical record — consultations, diagnoses, prescriptions, laboratory results and uploaded documents.
What is kept: the billing history, with the patient de-identified. See the note in Billing & Cashier.
The system will refuse the request while the patient still owes money, and tell you the amount — settle or void the balance first, or the clinic is left with a debt against a record nobody can identify.
An employer or HMO linked to the patient can also ask, but the clinic decides: the request appears in the clinic's own Deletion Requests queue, and covers that patient's record at that clinic only.