Patients & charting
Patients
Add patients, edit their details, and configure custom fields.
Adding a patient
From Patients in the sidebar, use the add-patient form to create a new record. A patient can also arrive automatically from a submitted form — see Reviewing submissions.
The patient record
A patient's name, avatar, cadence/portal badges, and the Patient details card (contact info, date of birth) stay visible no matter which section you're in — the record is organized as an Overview plus three dedicated pages, switched between with the tabs under the patient's name:
- Overview — a Highlights grid (next appointment, care cadence, charting status — flags when a session still needs its note finished, form submission count, a pinned note if one exists, and a preview of planned herbal-Rx tracking) plus a chronological Activity feed of charted sessions, added notes, and form submissions. Click a Highlights card to jump straight to the relevant page below.
- Schedule — a mini calendar plus Upcoming/Past tabs. Past appointments show their charted session inline (any custom session fields your organization has defined), and a past appointment with no chart yet (cancelled, no-show) still shows as a plain row so nothing silently disappears. Search filters by session content; clicking a marked calendar date filters both tabs to that day and jumps to whichever tab actually has something on it.
- Notes — freeform notes, with pinned notes surfaced at the top.
- Forms — any forms this patient has submitted.
Editing a field on the details panel saves that field on its own as soon as you change it — there's no separate save button, and other edits in progress elsewhere on the page aren't affected.
Custom fields
Custom fields aren't on the patient record itself — they're extra questions captured up front on every session, alongside the built-in points/pulse/pattern fields (for example, “Complaint”). Your organization defines the set once in Settings, and it applies to every session going forward. A custom field can be:
| Type | Behavior |
|---|---|
| Free text (short) | A single-line text box |
| Free text (paragraph) | The same editor used for the session note — bold/italic, links, lists, checklists and headings, rendered as formatted text wherever it's displayed rather than raw asterisks and dashes (see Formatting a note) |
| A validated email address | |
| Yes / No | A two-option choice |
| Single select | Pick one option — shown as radio buttons for five or fewer options, a dropdown beyond that |
| Multiple select | Pick any number of options, shown as checkboxes |
| Date | A date picker |
| Number / Percentage | A numeric value |
| Repeater | A repeating list of entries, each with its own set of sub-fields — e.g. a "Problems" field where every entry ("Problem 1", "Problem 2", ...) has its own dropdown, score, and notes, tracked over time as sessions accumulate |
Tip
Click the gear icon on a field to configure it further: a hint (short text that stays visible under the field), a tooltip (longer guidance behind an info icon, for detail most people won't need every time), a preset width (Narrow / Half / Full, for how much of the row it should claim next to its neighbors), and — for most types — a default value a new session starts with, never applied over an already-charted one. Number and Percentage fields can also set a min, max, and step. A live preview next to the field list shows exactly how your changes will look on a session's Notes tab as you make them.
Deleting a patient
Deleting a patient moves the whole record — and its sessions and notes — to the trash rather than erasing it. See Trash & recovery to restore it.