📝 Overview
Once a client profile has been created, the next step is to add their patient(s). There are a few different ways to quickly create a new patient depending on where you are at in the software. Once the profile is created, you can add any historical medical information and notes in order to keep the patient's profile accurate and up to date.
❓ How to Work with Patient Data Fields
When entering in a new patient, or editing a patient, there are certain fields that are required and others that are valuable information to have on their profile.
Click the arrow to learn the patient profile data fields
Click the arrow to learn the patient profile data fields
Name (Required) - This is the name of the patient and how it will be displayed
Status - Active, Deceased or Inactive (default is Active). The inactive status cannot be found when trying to schedule an appointment or no new records can be added for that patient. When searching in the patient module, the inactive patient will show with (inactive) next to the name
Breed (Required) - Start typing in this field, and our database will display applicable results. The first text will be the breed, followed by the species in parenthesis
Color (Optional) - Color of patient
Sex (Required) - You will be able to select the sex from the drop down. The options will change dependant on the species of the patient
Birthdate (Optional) - Select from the calendar that displays when the field is selected
Chip (Optional) - Enter in chip number if applicable
Primary Provider - If the patient is going to have a primary provider, you can select from the drop down. If they do not have one yet, you can leave this field as "No primary provider"
⚙️ How to Add a New Patient
There are several ways to add a patient to your system. Understanding each method ensures you can quickly and efficiently add a patient no matter where you are in the software.
Click the arrow to learn the different ways to add a patient
Click the arrow to learn the different ways to add a patient
Adding a Patient from the Schedule (Recommend Workflow)
Click the arrow to learn how to add a patient from the scheduled
Click the arrow to learn how to add a patient from the scheduled
This is the quickest way to add a client and patient into your system, all in one place. Plus, you can book them for an appointment at the same time. When a new client and new patient are created through a "New Appointment", it also creates the relationship.
Click on an appointment time on the "Schedule"
Click on the "Client" field and enter the client's name, or add a new clien
Click on the "Patient" field and begin typing the patient's name
Click on "Add Patient" green box
Complete the "New Patient" form that appears, and click "Save"
Continue completing the "New Appointment" form to schedule the appointment for your new patient
Adding a New Patient from the Shortcut Button
Click the arrow to learn how to add a patient from shortcut button
Click the arrow to learn how to add a patient from shortcut button
Click on the green + shortcut in the top right corner
Click on "New Patient"
Complete the form that appears (first and last names are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New" to save the current records and create another)
Adding New Patient from the Patients Dashboard
Click the arrow to learn more
Click the arrow to learn more
Click on "Patients"
Click on "New Patient" on the top left
Complete the form that appears (name and breed are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New" to save the current records and create another)
Adding a Patient when Assigning an Owner Relationship to a Client
Click the arrow to learn how to add a patient when assigning an owner relationship
Click the arrow to learn how to add a patient when assigning an owner relationship
Navigate to the applicable client profile
Click on Relationships > New Relationship
Choose "Is Owner Of" as the relationship "Type"
Begin typing the patient's name in the "Name" field
Click on "Add Patient" if the patient you are looking for does not appear
Complete the form that appears, and click "Save"
Click "Save" in the New Relationship form
🏥 How to Add New Patient Medical Information
When a new patient from another clinic comes to your practice, it is important to follow the steps below in order to correctly input the patient history.
Click the arrow to learn how to add a new patient's medical information
Click the arrow to learn how to add a new patient's medical information
Imputing Medical Records
Do not enter the patient's historical medical records within their "History" tab, as these records were given by a different clinic / provider. The patients history is reserved for medical records and data that your clinic has administered or performed.
Please upload their medical history into the "Documents" tab. Follow the steps below to do so:
The new patients file needs to downloaded on the device you are on in order to upload it into the patients documents. If the file is paper, please scan and upload to the computer you are working on.
From the patients profile, select Documents > New Attachment
The "Source" field will need to be set to "Upload New". Click on the "Attachment(s)" and select the patients file from your computer, or drag the patient's file in
If needed, fill out the "Summary" and "Reference" fields (both optional) and click "Save"
Once the patient's file is uploaded, it can be viewed from Documents > View Attachments
How to Enter in a Patient's Existing Reminders
Reminders are a vital part of a patients medical history. Please follow the steps below in order to enter in a new patients reminders.
From the patients profile, click Reminders > New Reminder
Within the "Item" field, search for the item that needs to be reminded for. This field will link to your inventory, so whatever the item is called in your system will have to be selected. This field is optional, but recommended if the item that needs reminded for exists in your system, as it will fill out other fields based on the items "Next Due" (timeframe that the item is due again once it is given)
Adjust the "Given" field to the date that the item was given at the previous patients clinic. If the item you select has a next due and reminder set on it, the "Due" field will be populated automatically
The "Reminders" field will be automatically filled out based on the reminder action set up on the item. Otherwise, the "Type" and "Send" field can be manually filled out
Click "Save + Done" if only entering one reminder. Click the down arrow and "Save + Add New" if you need to enter in multiple patient reminders
🗒️ How to Add Notes to a Patient Profile
Notes can be added to a patients profile for better visibility on important information. There are 2 types of notes: "Pop-Up" & "Profile Only". Pop-up notes will display on the top right of a patients profile, and will have a color coded label based on priority. These pop up notes will follow the patient along throughout a workflow. Profile only notes will only be viewable under the "Notes" tab of a patients profile.
Click the arrow to learn more
Click the arrow to learn more
Adding a Pop Up Note
Navigate to the applicable patient profile
Click on Notes > New Note
Set the "Notification" field to "Pop-up", select your "Priority" (High, Medium or Low and type in the pop up note of need in the "Title" field
Click "Save + Done" or "Save + Add New" in order to quickly add another note
Pop-up note example:
💡 Pop-up notes will appear on a patients profile, on the schedule during appointment creations for a patient with notes, and checking in the patient. They will also appear on the patients medical note.
Adding a Profile Only Note
Navigate to the applicable patient profile
Click on Notes > New Note
Set the "Notification" field to "Profile only", select your "Priority" (High, Medium or Low and type in the pop up note need in the "Title" field
Click "Save + Done" or "Save + Add New" in order to quickly add another note
Editing or Deleting Patient Notes
In order to edit or delete a patient note, navigate to the applicable patient, select Notes > View Notes. To the right of the note, click the gear icon and select either to edit or delete the note.
🔎 How to Search for a Patient
This section explains the different ways to search for a patient in your system. Whether you're using the search bar for a quick lookup or browsing through the patient list, you'll learn how to find patients efficiently by name, ID, microchip number, rabies tag, or owner information.
Click the arrow to learn how to search for a patient
Click the arrow to learn how to search for a patient
Search Using the Search Bar
Click on Patients in the main navigation.
In the top-right search bar, enter the patient's name, ID, owner's name, rabies tag number, or microchip number.
To narrow your search, click the "All" dropdown to the left of the search bar.
Select a filter: Patient Name, Microchip Number, or Rabies Tag #.
Click on the correct patient from the list of matching results.
Search Using the Patient List
Click on Patients.
Select Patient List from the submenu.
Choose which list you’d like to view: All, Active, Inactive, or Deceased patients.
Click on the letter that corresponds to the first letter of the patient's name.
Scroll through the results to find the correct patient.
Use the # button to view patients whose names begin with a number or special character.
💡 The hashtag '#' button will display patients with names that begin with a special character or number.
Search Using Reports
Click on Reports in the main navigation.
Click on Patients in the middle of the Reports page.
Choose the appropriate report, such as Active Patients List, Inactive Patients List, or Deceased Patients List.
Scroll through the report to locate the patient.
🔧 How to Merge Patient Profiles
Merging patients is useful when duplicate profiles have been created for the same patient, especially if important information was added to the duplicate. The merge process transfers relevant data from the duplicate profile into the primary one, ensuring all records are consolidated in a single, accurate profile.
Click the arrow to learn how to merge patient profiles
Click the arrow to learn how to merge patient profiles
Follow these steps to merge one patient profile into another:
Navigate to the profile of the patient you want to merge from.
Click Merge Patient.
Select the patient profile you want to merge into.
Choose whether to retain the merged patient's reminders.
Click Merge to complete the process.
⚠️ Once a merge is completed, the merged profile cannot be recovered. Please double-check that you're merging the correct profiles. A $250.00/hour fee applies for any unmerge requests made to Tech Support.
To access your new patient's profile, click here for the related article here
For more information on how to work with relationships, click here to see the related article.