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Every person who visits your eye care center needs a patient record. This is the permanent file that holds their personal details, family history of eye disease, any known conditions, and a link to every examination, investigation, prescription, and procedure they have ever had at your center.

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Before You Start

  • You need the Healthcare Administrator or Healthcare Practitioner role.
  • Front desk staff typically register new patients at the first visit.

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Registering a New Patient

  1. Go to Healthcare workspace → Masters card → Patient → New
New Patient form showing first name, last name, gender, date of birth, mobile, email, and medical history fields
  1. Fill in the patient’s details:
  1. Click Save
The system assigns a patient ID automatically. The patient status is set to Active.

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Why Medical History Matters in Eye Care

For eye care, recording medical and medication history is clinically important, not just administrative:
  • Diabetes: diabetic patients need annual eye checks and may have retinal disease
  • Hypertension: associated with retinal vascular changes
  • Thyroid disease: can cause lid retraction and proptosis (thyroid eye disease)
  • Medications like steroids: can cause cataracts and glaucoma
  • Blood thinners: relevant before any injection or surgical procedure
  • Allergies to eye drops: critical to record before prescribing topical treatments
Always ask about these at registration and update them at every visit.

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Recording Eye-Specific Background

Use the patient’s Medical History field (or the Review Details field in the examination) to note:
  • Wearing glasses or contact lenses (and for how long)
  • Occupation (screen-heavy work, outdoor work, chemical exposure)
  • Family history of glaucoma, macular degeneration, or colour blindness
  • Previous eye trauma or injury
  • Current eye symptoms history

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Optional: Collecting a Registration Fee

If your eye care center charges a registration fee for new patients:
  1. After saving the patient record, a payment popup appears (if enabled in Healthcare Settings)
  2. Collect the fee and record the payment
  3. The fee is invoiced to the patient’s account

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Inviting the Patient to the Portal

Patients can view their spectacle prescriptions, lab results, and upcoming appointments through the patient portal.
  1. Open the Patient record
  2. Tick Invite as User
  3. Make sure the email field is filled in
  4. Save
The patient receives an email invitation to set their password. After that, they can log in at your center’s portal URL.

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Setting Report Preference

Some patients prefer to receive results by email; others prefer a printed copy.
  1. Open the Patient record
  2. In Report Preference, select Email or Print
  3. Save
When lab results or investigation reports are ready, the system uses this preference automatically.

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Searching for an Existing Patient

  1. Go to Healthcare workspace → Masters card → Patient
  2. Type the patient’s name, phone number, or patient ID in the search bar
  3. Click the patient’s name to open their record
Or use the global search bar at the top of any page.

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Viewing the Patient’s Full Eye Care History

The Patient History page shows every record ever created for a patient in one chronological timeline: all examination records, investigation results, prescriptions, procedures, and notes.
  1. Click the Patient History shortcut on the workspace
  2. Search for the patient
  3. The timeline loads with the most recent records at the top
Patient History page showing search bar at top and a timeline of eye examination records, OCT results, prescriptions, and investigations
You can filter by record type - for example, show only prescriptions to quickly see the patient’s full prescription history and how their vision has changed over time.

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Field Guide: Patient Record

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Troubleshooting

A patient cannot log in to the portal Check the email address on the Patient record and that the Invite as User option was saved. If the invitation was not received, check your email settings in BAS and resend the invite. Duplicate patient records for the same person exist Decide which record is primary (the one with more history). Contact your Healthcare Administrator to deactivate the duplicate. The patient’s status shows as Disabled Open the Patient record and set Status back to Active. Disabled patients cannot be booked.

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Best Practices

  • Always ask about diabetes at registration - diabetic patients need a different recall interval than non-diabetic patients and the system should flag this
  • Record current glasses or contact lenses in the Medical History field so the optometrist knows the patient’s starting point before the examination
  • Collect the email address whenever possible - it enables portal access, result notifications, and appointment reminders
  • Update the medication field at every visit for chronic disease patients (their medications change frequently and this affects clinical decisions)
  • Note family history of glaucoma explicitly - glaucoma has a strong genetic component and first-degree relatives need to be flagged for screening