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Every person who receives care at the rehabilitation center has a Patient record. This record is the foundation of everything else - appointments, therapy sessions, lab tests, and billing are all linked to it. Getting the patient record right from the start saves time for every department.

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Before You Start

  • You must have the Healthcare Administrator or Physician role to create or edit patient records.
  • Search for the patient by name or mobile number before creating a new record - a patient who visited before may already exist in the system.

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Registering a New Patient

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Step 1: Open the Patient Form

Go to the Healthcare workspace and click Patient under the Masters card, or tap the Patient shortcut. Click New.
New Patient form showing fields for name, date of birth, gender, mobile, email, and medical history sections

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Step 2: Fill in Personal Details

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Step 3: Fill in Medical History

Scroll down to the medical information section. This helps practitioners make safe decisions.

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Step 4: Add Emergency Contact

In the Patient Relations table, add at least one emergency contact (a family member or carer) with their name, relation, and mobile number.

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Step 5: Save the Patient

Click Save. The patient record is created and given a unique patient ID. If “Collect Fee for Patient Registration” is on in Healthcare Settings, the front desk will need to collect and record the registration fee before the first appointment.

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Searching for an Existing Patient

Always search before creating a new record:
  1. From the Patient list, use the search bar and type the patient’s name or mobile number
  2. Or from anywhere in the system, use the global search bar at the top of the screen
If you find the patient, open their record and continue. Do not create a duplicate.

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Updating Patient Information

Open the patient’s record and click Edit. You can update:
  • Contact details (mobile, email)
  • Medical history (add new allergies discovered, update current medications)
  • Emergency contacts
Always click Save after making changes.

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Viewing a Patient’s Complete History

The Patient History page is the most useful tool for any clinical staff member. It shows everything that has happened for a patient in one scrollable timeline.

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How to open it

Option 1: Click Patient History in the workspace shortcuts. Option 2: Open the Patient record and click the “Patient History” button.
Patient History page showing a timeline with entries for appointments, therapy sessions, lab results, vital signs, and encounter notes

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What the history shows

Every submitted record linked to the patient appears on the timeline:
  • Appointments and their outcome
  • Vital signs entries
  • Patient Encounters (consultation notes, symptoms, diagnosis, prescriptions)
  • Therapy sessions with exercises and progress
  • Patient assessments with scores
  • Lab test results
  • Clinical notes
  • Medication requests

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Field Guide: Patient Record

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Inpatient Status (Admitted Patients)

The top of the patient form shows the Inpatient Status field. This is managed automatically:
  • When a patient is admitted, it shows “Admitted”
  • When they are discharged, it goes back to blank
This field drives the “Total Patients Admitted” number card on the workspace.

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Vital Signs

Vital signs are recorded as a separate document linked to the patient (not written on the patient form itself). The nurse opens a new Vital Signs record before or during the consultation. See the Appointments page for how vital signs are recorded as part of the appointment flow.

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Patient Portal Access

If the center has the patient portal enabled:
  1. Open the patient record
  2. Tick the Invite User checkbox
  3. Save
The patient receives an email with a link to set up their portal password. They can then log in to view their appointments, lab results, and prescriptions from any device.

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Troubleshooting

I searched for the patient but cannot find them Try searching by their mobile number instead of name. Names can be spelled differently. If they genuinely do not exist, create a new record. The patient’s mobile number shows “already used” Another patient record may already have that mobile number. Open the other record and confirm whether it is the same person. Merge or correct as appropriate, or ask your Admin. I accidentally created a duplicate patient record Do not use the duplicate for any new records. Mark it Inactive and link all future records to the correct original patient. Ask your Admin to merge or delete the duplicate. The patient says they are not receiving appointment reminder messages Check that the mobile number on the Patient record is correct and that “Send Appointment Reminder” is on in Healthcare Settings. Also check that the mobile number is a valid number that can receive messages.

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Best Practices

  • Always search before registering a new patient - duplicate records cause confusion in billing and clinical records
  • Record the correct mobile number from the start - appointment reminders and lab result notifications depend on this
  • Note all known allergies at registration, not just the ones relevant to this visit - a practitioner in any department may need this information
  • Set the patient status to “Inactive” when they have completed their rehabilitation and are fully discharged - this keeps the Active count on the workspace accurate
  • If a patient has not visited in a long time but may return, keep them Active