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Patient Page Guide

The Patient Page is the central hub for managing all patient-related information in Decoda. It provides healthcare providers with a comprehensive view of patient demographics, medical history, appointments, billing, and communications.

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Overview

The Patient Page consists of two main sections:
  1. Patient List - A searchable table of all patients with filtering and bulk operations
  2. Patient Detail - A comprehensive profile view for individual patients with 10 specialized tabs

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Patient List

Access the patient list by navigating to the Patients section from the main menu.

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Features

  • Search & Filter: Find patients by name, phone number, patient ID, external ID, or date of birth
  • Advanced Filtering: Filter by location, patient source, tags, date range, and age
  • Sorting: Sort by name, external ID, creation date, date of birth, appointment count, or total spent
  • Bulk Actions:
    • Create new patient
    • Merge duplicate patients
    • Upload patients (bulk import)
    • Export patient data to CSV/Excel

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Creating a Patient

  1. Click Create Patient button
  2. Enter required information:
    • First name & last name
    • Phone number
    • Email (optional)
    • Date of birth
    • Address information
  3. Click Save
The patient will be created with status as manually created and assigned a unique patient ID.

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Patient Detail Page

Click on any patient row to open their detailed profile. The patient detail page has a left sidebar with patient information and a main content area with tabbed navigation.

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Patient Header (Left Sidebar)

The patient header displays key information at a glance:
  • Profile Picture - Uploadable patient photo
  • Name & Tags - Patient name with custom tag labels
  • Patient ID - Unique identifier (if enabled)
  • Demographics - Date of birth, age, gender
  • Contact Info - Phone number and email (clickable for calls/messages)
  • Address - Full mailing address
  • Preferred Provider - Default provider for scheduling
  • Duplicate Warning - Alert if duplicate patients are detected
  • Actions - Create Medical Note button

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Patient Detail Tabs

The main content area contains 10 tabs for managing different aspects of patient care:

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1. Overview (Default Tab)

The patient dashboard providing a complete summary of patient status. Sections:
  • AI Summary - AI-generated overview of the patient
  • Demographics - Contact information and emergency contacts
  • Measurements - Height, weight, and vital signs history
  • Medications - Provider-administered doses with dates
  • Patient Health - Dynamic health fields customizable by your clinic
  • Memos - Quick notes and internal memos

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2. Timeline

Chronological activity feed showing all patient interactions and events. Displays:
  • Medical notes
  • Appointments
  • Charges and payments
  • Membership changes
  • Status updates
  • Any other clinic activities
Useful for understanding the complete history of patient engagement.

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3. Appointments

Manage and view all patient appointments. Features:
  • Calendar view of appointments
  • Appointment history
  • Request Good Faith Exams (GFE)
  • View appointment status and notes
  • Schedule new appointments
  • Reschedule or cancel appointments

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4. Medical Notes & Data

Store and manage clinical documentation. Includes:
  • Provider notes
  • Clinical measurements (weight, vital signs, temperature, etc.)
  • Provider-administered medications
  • Treatment records
  • AI transcriptions of calls or consultations

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5. Billing

Complete financial management for the patient. Features:
  • View all charges and balances
  • Track payments received
  • Manage payment methods
  • Apply patient credits
  • Create payment plans
  • View banked items and package usage
  • Payment history timeline

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6. Forms & Documents

Manage patient intake forms and documentation. Content:
  • Patient intake forms
  • Submitted questionnaires
  • Clinical documents
  • Consent forms
  • Medical records
Store and organize patient media and attachments. Types of Content:
  • Images related to patient care
  • Diagnostic photos
  • Document scans
  • Clinical attachments
  • Medical records

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8. Memberships

Manage patient memberships and subscriptions. Features:
  • Active membership view
  • Package subscriptions
  • Renewal dates and schedules
  • Payment methods on file
  • Membership status changes
  • Membership history and timeline

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9. Packages

View and manage service packages sold to the patient. Information:
  • Package name and description
  • Active status
  • Usage tracking
  • Purchase date
  • Expiration information

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10. Settings

Configure patient-specific preferences and restrictions. Settings Include: Tags
  • Assign custom tags to organize patients
  • Each tag can have custom color and emoji
  • Useful for categorizing high-risk, VIP, follow-up required, etc.
General Settings
  • Scheduling Blacklist - Prevent new appointments from being scheduled
  • Surcharge Disabled - Disable automatic surcharges for this patient
  • Block Text Messages - Stop clinic from sending SMS communications
  • Opt Out of Automated Messages - No appointment reminders or automated notifications
Preferred Provider
  • Set default provider for scheduling
Advanced
  • Delete Patient - Permanently archive patient record (cannot be undone)

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Common Tasks

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Merging Duplicate Patients

If duplicate patient records are detected:
  1. Go to Patient List
  2. Click Merge Duplicates
  3. Select the patients to merge
  4. Confirm the merge action
  5. The records will be combined, consolidating appointments, charges, and medical history

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Adding Measurements

  1. Open patient detail
  2. Go to Overview tab
  3. Click Add Measurement in the Measurements section
  4. Enter measurement type (height, weight, vitals, etc.)
  5. Enter value and date
  6. Save

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Creating Medical Notes

  1. Click Create Medical Note button in patient header
  2. Enter clinical notes
  3. System can auto-transcribe from voice if using call integration
  4. Add notes to patient timeline
  5. Save

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Managing Patient Credits

  1. Open Billing tab
  2. View current credit balance
  3. Click Apply Credits to use towards charges
  4. Credits are automatically deducted from invoices

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Exporting Patient Data

  1. From Patient List, select patients to export
  2. Click Export
  3. Choose format (CSV or Excel)
  4. Download file with patient data

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Data Privacy & Security

  • Patient data is automatically tenant-isolated
  • Only users with appropriate permissions can view patient records
  • All access is logged for audit purposes
  • Patient can opt out of certain communications
  • Deleted patient records are archived, not permanently removed

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Tips & Best Practices

  1. Use Tags - Organize patients with tags for quick filtering (e.g., “High-Risk”, “VIP”, “Follow-up Required”)
  2. Keep Demographics Updated - Ensure accurate contact information for appointment reminders
  3. Regular Notes - Add medical notes after each visit for continuity of care
  4. Preferred Provider - Set preferred provider to streamline scheduling
  5. Blacklist Appropriately - Use scheduling blacklist only when patient shouldn’t receive new appointments
  6. Review Duplicates - Periodically check for and merge duplicate records
  • Appointments - Schedule and manage patient appointments
  • Billing & Payments - Process charges and payments
  • Forms & Intake - Collect patient information via forms
  • Communications - Send SMS and notifications to patients
  • Analytics - View patient metrics and performance data