Patients

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.

Finding a patient

The patient list is searchable and sortable, and loads in pages rather than all at once as your roster grows. Search matches name, preferred name, email, or phone number; click a sortable column header to sort by it (every column sorts — including Last visit, Next appt, Phone and any patient fields you add), click again to reverse the direction, and a third time to clear it. Patients with nothing in a column always sort to the bottom. Two patients sharing the same legal name are flagged right in the list so you don't chart the wrong one — check date of birth or contact info to tell them apart.

Filter narrows the list by any column — name, email, phone, address, date of birth, last visit, next appointment, cadence, preferred contact method, and your own patient fields — and you can combine several. Type a value and press Apply (or Enter) to filter. Last visit counts past appointments and any imported visit history. Date filters on Last visit answer questions like “not seen since March” (is before), and is empty finds patients who have never visited or have nothing booked.

Your search text and filters stay out of the page address. They can contain patient names and other personal details, and web addresses end up in server logs and browser history, so the address only records things like the sort order, page and selected view. A search or filter survives a reload in the same tab, but copying the address won't carry it to a colleague — save it as a view to share it.

Choosing and resizing columns

The Columns menu shows or hides optional columns (first/last name, cadence, address, emergency contact, and more). Drag the right edge of any column header to make it wider or narrower; if the columns add up to more than the screen, the table scrolls sideways rather than squeezing them, and dragging near the edge scrolls along with you. Double-click an edge to put that column back to its default width, or choose Reset column widths in the Columns menu to reset them all. From the keyboard, Tab to a column edge and use the left/right arrow keys (hold Shift for bigger steps), or Home to reset it. Column choices and widths are remembered on this browser only — they don't follow you to another device and aren't part of a saved view.

Full screen

On a larger screen, the full screen button at the end of the search bar expands the patients table to fill the whole window, with the header row staying in view as you scroll — handy for wide tables with many columns. Your search, filters, and selection carry over; press Esc or click the button again to go back.

Exporting selected patients

Tick the checkbox beside one or more patients (the header checkbox selects everyone on the current page) and a bar appears with Export selected as CSV.

A search, filter, or sort you use often can be saved as a view — set it up, choose + New view above the list, and give it a name. It appears as its own tab you can jump back to any time. An owner or admin can save a view for the whole practice (everyone sees it); anyone can save a personal one that only they see.

If you change the filters while a view is selected, its tab turns orange and says edited. Choose ✓ Update on the tab to save the changes into that view (with an Undo right after), Save as… to keep it as a new view instead, or ↺ to throw the changes away. The ⋯ menu on the selected tab renames, duplicates, or deletes it. Once there are more than a handful of views, the rest are under More, which you can search. An owner or admin can pick Make default for practice in a practice view's ⋯ menu, and that view (marked ★) is what everyone sees when they open Patients. Choosing another tab, like All patients, still works as usual. The built-in All patients view can't be changed, and only an owner or admin can change a practice view.

Patient fields

Patient fields are details you want to keep on every patient — a referral source, an insurance carrier, a yes/no safety flag — as opposed to session fields, which are answered once per visit. Add them under Settings → Patients: free text, paragraph, email, yes/no, single or multiple select, date, number, or percentage, up to 30 per practice. Add starter fields at the top of that page drops in a ready-made set — referral tracking, insurance, safety flags, scheduling preferences, or background — that you can then edit or delete; applying one twice never duplicates a field. Each field shows on the patient's page (fill it in with Edit details) and becomes a column in the Patients table — hidden until you turn it on in the Columns menu, and sortable and filterable like any other. They're for staff only; patients don't see them in the portal. Patient fields are included in the CSV export and import.

Renaming a field keeps its answers. Changing a field's type keeps the stored answers too, but any that no longer fit the new type show as empty.

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: visits (signed, reopened, amended, and draft saves, which collapse into one row per visit), notes, form submissions, cancelled and rescheduled appointments, invoices and payments, messages sent to the patient (reminder and receipt emails or texts, with whether each was sent, failed or skipped and the provider's receipt), changes to their text-reminder consent, and patient calendar invites. Each row shows who did it and when; click one to see the details and open the record. Filter by type, and use Show more to go further back. 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 (the search text is never put in the page address); 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.

Care status

The Status column shows where each patient is in their care, worked out from their visits and cadence. Nothing is stored; it updates as visits happen. Attended visits imported from another system count too.

• On track — seen recently enough for their cadence, or has a confirmed appointment coming up.
• Due for a visit — a little past when they were due. The cell shows "was due" and the date.
• Overdue — well past due.
• Lapsed — a long time since their last visit (over four times their cadence, or over 180 days).
• New — no attended visit yet.
• As needed — their cadence is set to as needed, so they are never chased.
• Care ended — you recorded that care ended (see below).

Only past confirmed or completed visits count as seen; cancellations and no-shows don't. Patients with no cadence set are judged as monthly, and the cell says so. Sort by Status to see the most overdue first, and filter by Status or by Has upcoming appointment. These two filters are safe to share in a link because a status isn't personal information.

A small Back tag appears next to a patient who has just returned: their latest visit was in the last 60 days and came after a long gap, or after you had recorded that care ended. Five ready-made views sit above the table: Lapsed, Overdue and lapsed, No first visit yet (new patients with nothing booked), One visit, no next (seen once, nothing booked) and Care ended. You can also filter on Visits attended. Reminder emails are never sent to a patient recorded as deceased.

Recording that care has ended

When a patient moves away, finishes care, transfers, or you end care with them, use Record care ended on their overview. Pick a reason (Moved away, Completed care, Transferred to another provider, Deceased, Practice ended care or Other), the date care ended (you can backdate it), and an optional note. If it was a mistake, choose Remove (recorded by mistake); the entry is kept for the record but stops applying. Care ended lifts on its own if the patient is seen again afterwards, except Deceased, which never lifts.

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.