Patient Management
Comprehensive guide to adding, managing, and tracking patient records.
Overview
Simple Patient Records provides a full-featured patient management system with demographics, medical history tracking, and HIPAA-compliant audit logging. Every patient action is logged for compliance, and data is never permanently deleted.
Adding a New Patient
Required Information
- First Name - Patient's legal first name
- Last Name - Patient's legal last name
- Date of Birth - Used for age calculation and verification
- Sex - Male, Female, Other, or Prefer not to say
- Phone Number - Primary contact number (10+ digits)
Optional Information
- Email address
- Full address (street, city, state, ZIP)
- Emergency contact (name, phone, relationship)
- Primary provider assignment
Auto-Save Feature
The patient form automatically saves your work every 5 seconds. If you accidentally close the browser, your draft will be restored when you return.
Medical Record Number (MRN)
Each patient is automatically assigned a unique Medical Record Number (MRN) when created. This identifier is unique within your organization and is used throughout the system for quick patient lookup.
- MRNs are auto-generated - you don't need to create them
- Use the MRN to quickly search for patients
- MRNs are displayed on all patient records and notes
Patient Detail View
Click on any patient to view their complete record. The detail view is organized into tabs:
Overview Tab
Demographics, contact information, emergency contacts, and account details. Also displays medical information including allergies, conditions, medications, insurance, and pharmacy details.
Clinical Notes Tab
View all clinical notes for this patient, ordered by visit date. Quick access to create new notes.
Tasks Tab
Patient-specific tasks such as follow-up calls, lab reviews, or prior authorizations.
Documents Tab (Premium)
Upload and manage patient documents, consent forms, and request electronic signatures.
Medical Information
Each patient has a dedicated medical information section that tracks:
Clinical Data
- Allergies (list)
- Chronic Conditions (list)
- Blood Type
Current Medications
- Medication name
- Dosage and frequency
- Prescriber
- Start date
Pharmacy Information
- Pharmacy name
- Phone and fax
- Address
Insurance Details
- Provider name
- Policy number
- Group number
- Subscriber information
Searching & Filtering
The patient list supports powerful search and filtering:
- Search - Search by first name, last name, MRN, or email
- Active Filter - Toggle between active and inactive patients
- Pagination - Results are paginated for performance
Deactivating Patients
HIPAA-Compliant Soft Delete
Patient records are never permanently deleted. When you deactivate a patient, their record is marked as inactive but preserved for compliance and audit purposes.
To deactivate a patient:
- Open the patient's record
- Click the "Deactivate" button
- Optionally provide a reason for deactivation
- Confirm the action
Inactive patients can be reactivated at any time (subject to your plan's patient limits).
Patient Portal Access (Premium)
Premium tier users can enable patient portal access, allowing patients to:
- View their upcoming appointments
- Sign documents electronically
- Browse and order products
- View their order history
Enabling Portal Access
- Go to the patient's Overview tab
- Find the "Patient Portal Access" section
- Enter the patient's email address
- Click "Enable Portal Access"
- Send an invitation link to the patient
Invitation links expire after 48 hours by default (configurable up to 7 days).
Patient Limits by Plan
| Plan | Max Active Patients | Portal Access |
|---|---|---|
| Starter | 100 | Not available |
| Professional | Unlimited | Not available |
| Premium | Unlimited | Included |