The Patients directory is your clinic's central electronic health record (EHR) repository. Here, staff can register new patients, search existing records, and access a complete longitudinal medical history — including past visits, vitals, prescriptions, documents, and billing history.
Accessible by: Admin, Receptionist, Doctor (Billing staff have read-only access for invoicing verification)
1. Registering a Patient
There are three ways to register patients into Clinic OS:
Method A: Reception Desk Registration
- In the sidebar, click Patients (or press <kbd>L</kbd>).
- Click the + New Patient button in the top-right corner.
- Complete the registration form:
| Field | Required? | Purpose / Guidance |
|---|
| First & Last Name | ✅ Yes | Patient's legal identification |
| Mobile Phone | ✅ Yes | Primary lookup key and destination for WhatsApp/SMS reminders |
| Date of Birth / Age | ✅ Yes | Calculates chronological age and flags pediatric/geriatric dosing |
| Gender | ✅ Yes | Biological gender (Male, Female, Other) |
| Email Address | Optional | Digital receipt and clinical report delivery |
| Address & Pincode | Optional | Demographic records and billing compliance |
| Emergency Contact | Optional | Name and phone of next of kin |
- Click Save Patient.
Duplicate Prevention: When you enter a phone number, the system automatically checks for existing records. If an account already exists with that number (e.g., a family member), you can either open the existing profile or create a linked dependent profile.
Method B: QR Code Self-Registration
Clinics can place a Self-Registration QR Code at the reception desk or waiting area.
- The patient scans the QR code with their mobile phone camera.
- A streamlined, mobile-optimized intake form opens in their phone's browser.
- The patient enters their name, mobile number, age, gender, and chief complaints.
- Upon submission, the patient is instantly added to your clinic's New Check-ins queue, eliminating receptionist data-entry bottlenecks.
(See Portals & QR Self-Check-in for setup instructions).
Method C: Bulk CSV Patient Import
If you are migrating from another clinic software or an Excel spreadsheet:
- Go to the Dashboard and click Import Patients (or navigate to Patients → Import).
- Download the sample CSV template.
- Prepare your patient spreadsheet with columns for Name, Phone, Age/DOB, and Gender.
- Upload the file. The import wizard lets you map columns and previews data before committing.
- Click Run Import to import thousands of records in seconds.
2. Searching & Finding Patient Records
During a busy OPD rush, finding records quickly is critical:
- In the global search bar, type the patient's Mobile Number or Name.
- The search uses instant type-ahead matching.
- Search by 10-digit mobile number is recommended as the fastest and most accurate lookup key.
- Click any search result to open the comprehensive Patient Chart.
3. Patient Chart Tabs
Every patient record is organized into dedicated clinical and administrative tabs:
1. Overview Tab
- Quick Demographics: Age, gender, contact number, emergency contact, and registration date.
- Recent Activity: Summary of the latest consultation, pending follow-ups, and outstanding balance.
- Reminder Preferences: A toggle to enable or disable automated WhatsApp/SMS reminders for this specific patient (useful if a patient prefers not to receive automated notifications).
2. Medical History Tab
Stores chronic and longitudinal clinical background that automatically flows into every doctor consultation:
- Blood Group: A+, B+, AB+, O+, Rh negative types.
- Allergies: Drug allergies (e.g., Penicillin, Sulfa, NSAIDs), food, and environmental triggers.
⚠️ Allergy Conflict Alert: Any active drug allergies entered here trigger an automatic safety warning inside the doctor's prescription builder if a matching medication is added.
- Chronic Conditions: Hypertension, Diabetes Mellitus, Asthma, Thyroid disorders.
- Current Regular Medications: Baseline daily therapies.
- Surgical & Family History: Past procedures and hereditary health risks.
3. Vitals History Tab
A complete chronological table and trend view of all vital signs captured across past encounters:
- Blood Pressure (Systolic / Diastolic)
- Heart Rate / Pulse (bpm)
- Blood Oxygen Saturation (SpO2 %)
- Body Temperature (°C or °F)
- Weight (kg), Height (cm), and calculated BMI
Out-of-range readings are highlighted with an amber indicator for rapid clinical detection.
4. Documents Tab (Drive Storage)
Upload and view diagnostic reports, lab results, imaging scans (X-Rays, MRIs, Ultrasounds), and previous discharge summaries.
- Supports PDF, JPG, and PNG uploads up to 50 MB per file.
- Files are protected via encrypted short-lived URLs.
- See Document Management & Drive for storage allocation details.
5. Timeline Tab
A unified, chronological audit trail showing every interaction the patient has had with your practice:
- 🏥 Clinic visits and OPD tokens
- 🩺 Doctor consultations and digital prescriptions
- 🫀 Vital sign recordings
- 🧾 Invoices raised, discounts applied, and payments received
- 📂 Documents and lab reports attached
- 🔁 Follow-up reminders created or marked complete
4. Editing & Archiving Patient Records
- Editing Information: Click the Edit button in the top-right of the patient chart to update phone numbers, addresses, or demographics.
- Data Protection & Audit Trail: For regulatory and medico-legal compliance, patient records cannot be permanently deleted. If a patient moves away or a record was created in error, an Admin can click Deactivate Patient, which hides the patient from search results while preserving historical medical audit logs.