Settings & Configuration
Configure your organization, manage staff, customize templates, and handle billing.
Settings Overview
The Settings page is organized into tabs for easy navigation. Access it from the sidebar by clicking "Settings".
Subscription
Plan, billing, usage, and add-ons
Organization
Practice info and staff management
Import DataAI-Powered
Migrate patients from other EHR systems
Appointments
Appointment types and reminders
Documents
Required document templates
Notes
Clinical note template sections
Emails
Email template customization
Compliance
HIPAA status and audit logs
Subscription & Billing
Current Plan
View your current subscription tier, status, and monthly price. The card shows:
- • Subscription tier (Starter, Professional, or Premium)
- • Status badge (Trial, Active, Past Due, or Cancelled)
- • Monthly price
- • Trial countdown (if applicable)
Usage Meters
Track your usage against plan limits:
- • Active Patients - Current vs. maximum allowed
- • Staff Providers - Current vs. maximum allowed
Warnings appear at 90% capacity to prompt upgrading.
Billing Management
- • View next billing date
- • Update payment method via Stripe portal
- • View invoices and payment history
- • Cancel or reactivate subscription
Add-Ons
Extend your plan with optional add-ons:
AI Medical Scribe
$49/month
Voice recording, transcription, and AI-powered clinical note generation.
Patient Portal
$79/month
Patient login, product ordering, and self-service features.
Organization Settings
Practice Information
Update your clinic's basic information:
- • Organization Name
- • Billing Email
- • Phone Number
- • Address
Staff Management
View and manage staff members in your organization:
- • View current provider count vs. plan limit
- • Invite new staff members (coming soon)
- • Assign roles and permissions
Importing Patient Data
AI-Powered Data Migration
Our intelligent import wizard uses AI to automatically map your CSV columns to patient fields, detect potential duplicates, and ensure no data is ever lost. Available on all subscription tiers.
Supported EHR Systems
Export your patient data from any of these systems and import into Simple Patient Records:
How to Import Patients
Follow these steps to migrate your patient data:
Access the Import Wizard
Go to Settings → Organization tab and click the "Start Import" button in the Import Data section.
Select Import Type
Choose Patients to import patient demographics and medical information. (Notes and Appointments import coming soon.)
Select Source System
Choose your previous EHR system. The wizard will show you step-by-step export instructions specific to that system, explaining exactly how to export your patient data as a CSV file.
Upload Your CSV File
Click or drag-and-drop your exported CSV file. The system will parse it and show you the detected columns and sample data.
Map Your Fields
Click "Auto-detect fields" to let AI analyze your columns and suggest mappings. Review the suggestions and adjust if needed using the dropdown menus.
Analyze & Review
Click "Analyze Data" to validate all rows and check for duplicates against your existing patients. Review the summary before importing.
Execute Import
Click "Start Import" to create patient records. You'll see a summary showing how many patients were created, updated, or skipped.
Field Mapping Reference
The following patient fields can be mapped from your CSV:
| Field | Required | Common CSV Column Names |
|---|---|---|
| First Name | Yes | first name, firstname, fname, given name |
| Last Name | Yes | last name, lastname, lname, surname |
| Date of Birth | Yes | dob, date of birth, birthdate, birthday |
| Sex | No | sex, gender (accepts M/F/Male/Female/Other) |
| No | email, email address, e-mail | |
| Phone | No | phone, telephone, mobile, cell, contact number |
| Address | No | address, street address, address line 1 |
| City | No | city, town |
| State | No | state, province (auto-converts full names to abbreviations) |
| ZIP Code | No | zip, zip code, postal code |
| Allergies | No | allergies (comma or semicolon separated) |
| Conditions | No | conditions, diagnoses, medical history |
Custom Fields for Unmapped Columns
Any columns in your CSV that don't match standard patient fields will automatically become custom fields on the patient profile. This means you'll never lose any data from your previous system—even fields like "Insurance Provider" or "Referring Doctor" will be preserved as custom fields.
Duplicate Detection
The import wizard automatically checks for duplicates using intelligent matching:
- High Confidence (90%+) - Exact match on name + date of birth + email
- Medium Confidence (70-89%) - Fuzzy name match + exact DOB
- Low Confidence (<70%) - Partial matches requiring review
- New Patient - No existing match found, will create new record
Before You Import
- • Ensure your CSV file includes headers in the first row
- • Date formats like MM/DD/YYYY, YYYY-MM-DD, or MM-DD-YYYY are all supported
- • Phone numbers can be in any format—we'll normalize them automatically
- • Large imports (1000+ patients) may take a few minutes to process
- • All import actions are logged for HIPAA compliance
Appointment Settings
Appointment Types
Manage the types of appointments your practice offers:
- • Create custom appointment types
- • Set duration for each type
- • Assign colors for calendar display
- • Enable/disable types
- • Delete custom types (standard types can only be disabled)
Document Settings (Premium)
Required Document Templates
Configure consent forms and other documents patients must sign:
- • Create document templates with custom content
- • Set recurrence (once, per appointment, annually, custom)
- • Configure when documents are sent to patients
- • Set requirements (before scheduling, check-in, or orders)
Global Document Settings
- • Show pending documents in action items
- • Include documents in appointment confirmations
- • Include documents in appointment reminders
Clinical Note Settings
SOAP Section Visibility
Choose which sections appear in your clinical note forms:
- Vital Signs - BP, HR, temp, weight, height, O2, BMI
- Subjective (S) - Patient's description of symptoms
- Objective (O) - Physical exam findings and results
- Assessment (A) - Clinical judgment and diagnosis
- Plan (P) - Treatment plan and medications
Note: All visible sections remain optional - you can save notes without filling every section.
Email Templates
Template Types
- • Scheduling Link - Sent when generating a booking link
- • Appointment Reminder - Sent before appointments
- • Appointment Confirmation - Sent when appointment is booked
- • Custom - For other purposes
Template Variables
Use variables in your templates that get replaced with actual data:
{{patientName}} - Patient's full name
{{providerName}} - Provider's name
{{organizationName}} - Your clinic name
{{appointmentDate}} - Appointment date
{{appointmentTime}} - Appointment time
{{appointmentLink}} - Booking link URL
Managing Templates
- • Create new templates with name, type, subject, and body
- • Set a default template for each type
- • Enable/disable templates
- • Edit or delete existing templates
Compliance & Security
HIPAA Compliance Status
Audit Logs
View a complete history of all actions in your organization:
- • Filter by date range
- • Filter by action type (view, create, update, delete, sign)
- • Filter by resource type (patient, note, document, appointment)
- • See staff member, timestamp, and IP address
- • View affected patient for PHI access tracking
Data Export
Request an export of all your data in industry-standard formats:
- • Patient records and demographics
- • Clinical notes
- • Documents and signatures
- • Appointment history
Staff Roles & Permissions
| Role | Capabilities |
|---|---|
| Doctor | Full access: patients, notes, appointments, documents, products, settings |
| Nurse | Patients, notes, appointments, documents (can sign notes) |
| Admin | Patients, appointments, settings, billing, products |
| Front Desk | Patients, appointments, basic scheduling functions |