Patient Management

Patient Management lists every patient connected to your organization. It is also where you look patients up and register new ones.

One patient, many organizations

A person has a single patient record across the platform, even if several organizations care for them. Your organization keeps its own details about the patient alongside that record: your internal ID and email, custom fields, tags, and your own copy of their name and identity. Correcting the spelling of a name in your records changes your copy only. The patient’s own record, and what other organizations see, stay as they were.

A patient is connected to your organization once your organization has accepted them. That happens automatically when you register or link them. The patient then accepts your organization from their own app. Until they do, you can see the patient and everything your staff record, but not information the patient entered themselves.

A patient can decline your organization’s invitation, or leave your organization after accepting it, from their app. Either way the patient stays on your list as someone you have invited: your details about them, their tags and followers, and everything your staff recorded are kept, but information the patient entered themselves is hidden again. Only the patient can reconnect, by accepting again from their app. If a patient asked to join your organization and withdraws the request before you accept it, the request is removed.

The list

Each row shows the patient’s email, your internal ID, their name, national ID, account status, whether your organization monitors them, and country.

• Active: the patient has signed in and claimed their account.
• Invited: your organization registered them and they have not signed in yet.

Filter by account status, monitoring, country, internal email, internal ID or tags. The Monitoring column shows whether your organization monitors the patient (see Monitoring). Filtering by several tags shows only patients who carry all of them. Choose View to open a patient’s record.

On the Enterprise plan, if you can manage exports, Export Patient List prepares a spreadsheet of the patients you can see in the background, limited to the tags you are filtering by; download it from the Exports screen once it is ready. See Exports for what it contains.

What you see depends on your role. With access to all of your organization’s patients, the list shows everyone connected to it. Otherwise it shows only the patients you follow (see Followed patients). If your account is restricted to certain patient tags, you only ever see patients carrying those tags.

Finding or registering a patient

Choose Search Patient. Always search before registering someone, so the same person is not registered twice.

1. Search with the patient’s email, first and last name, country and birthdate. Add their phone number or national ID if you know them. Each detail that matches makes a result more certain. Names must be spelled in full: capitals don’t matter, but a partial name matches nobody.
2. Review the results.
   • Patients already connected to your organization can be selected directly.
   • If your role allows searching across organizations, patients registered elsewhere also appear. Each is labelled as a Definitive, Likely or Possible match, with the details that matched. Affiliate & Select or Link to my organization connects that person to your organization instead of creating a second record. If your role can manage patient tags, you choose the patient’s tags first; they replace any tags the patient already had in your organization.
   • A patient of your organization you cannot open, for example one you do not follow, is not listed and cannot be linked again.
3. Create New Patient if nobody matches. Enter their account details, personal and contact information, location, and your organization’s details for them (internal email, phone and ID, join date, and tags if your role can manage them). Birthdate and postal code are demographics: they appear only if your role can change demographics, and otherwise the patient is created without them.

If the details you enter clearly belong to someone who already exists, the patient is not created. You are offered the existing patient instead. If they only look similar, the patient is created and the similar patients are shown so you can double-check.

Note

Staff whose accounts are restricted to certain patient tags cannot register or link patients, because the new patient would not carry their tags and would be hidden from them straight away. Ask a colleague without the restriction.

Who sees what

• Opening this screen needs a role with access to your organization’s patients.
• Searching needs a search permission. Seeing patients from other organizations in the results needs the cross-organization search permission.
• Registering new patients and linking patients from other organizations each need their own permission.
• Your organization’s details about a patient (internal ID and email, custom fields, tags) are visible to your organization only. Tags are never shown to the patient.