Patient Chart

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Patient Chart

Click any patient name in the patient list (or search for a patient anywhere in the app) to open their full chart. The chart has a left sidebar showing the patient header and tab navigation, and a main content area displaying the selected tab.

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Patient Header (Sidebar)

The sidebar header displays at a glance:

• Profile Picture — click to upload or change the patient’s photo.
• Full Name and Preferred Name (if set, shown in parentheses).
• Patient Tags — colored labels assigned to this patient.
• Active Memberships — links to the patient’s membership details.
• Date of Birth and age.
• Gender and Pronouns.
• Phone Number — clickable to initiate a call.
• Email — clickable mailto link.
• Address — linked to Google Maps.
• Preferred Provider — the provider suggested when scheduling for this patient.
• Create Medical Note button — quick-access button to start a new clinical note.
• Preview portal button — opens a read-only view of the patient’s portal in a new browser tab so staff can check what the patient will see.

If the system detects possible duplicate patients, a “Possible Duplicates Detected!” warning appears below the header. Click it to go directly to the merge workflow with the duplicates pre-loaded.

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Overview Tab

The default tab when opening a patient chart. The sections that appear:

• AI Summary — an AI-generated overview of the patient based on their notes, appointments, charges, forms, quick notes, and the names and dates of their uploaded documents. You can regenerate the summary, copy it, provide feedback (thumbs up/down), and ask follow-up questions through the AI Q&A interface.
• Demographics — name, preferred name, date of birth (with age), gender, pronouns, patient since date, phone, email, external ID, lead source, primary location, and address. Click Edit to update any field.
• Insurance — the patient’s coverages on file, primary first. Click Edit to add, update, or remove coverages without leaving the overview. These are the same coverages used on Super Bills and on the Billing tab.
• Purchases — what the patient has paid for, grouped by charge date, five days per page. Each item shows the price paid, the seller, and any package or discount context. Reversed lines from refunds and charge deletions are struck through so the running total is easy to read. Use the arrow buttons to page through older visits. Charges still in an Outstanding status don’t appear here — Purchases is about what the patient has already paid, so unpaid items sit in the Billing tab until they’re collected.
• Measurements — the latest values from the measurement groups configured for your clinic. Click Add to record a group or individual field. See Record Patient Measurements.
• Medications — provider-administered medications with dosing records. Shows medication name, dosage, frequency, administration location, and provider.
• Patient Reported Information — data reported by the patient through intake forms:
  • Medications — self-reported current medications. Click Manage Medications to add or remove entries.
  • Allergies — known allergies. Click Manage Allergies to edit.
  • Family History — relevant family medical history. Click Manage Family History to edit.
  • Medical History — past medical conditions and procedures. Click Manage Medical History to edit.
  • Prescriptions — current prescriptions. Click Manage Prescriptions to edit.
• Additional Health Information — any custom health fields configured for your organization. Click Edit to update.
• Memos — internal staff notes (quick notes). The section hides appointment-tied memos by default; turn off the Hide appointment memos switch above the list to see them too. Click Add Memo to create a new one. Use the pin icon on a memo to keep it at the top of the list; pinned patient memos also surface above the patient’s appointments for the day. Any web address in a memo shows as a clickable link that opens in a new tab.

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Customize the Layout

Each provider can hide and reorder these sections to match how they work. Hover over the Overview tab title and click Customize layout. In edit mode:

• Drag a section by its header to move it.
• Click the X on a section to hide it. Hidden sections collect in the Hidden sections rail on the right.
• Click a hidden section in the rail to bring it back.
• Click Save at the top to keep the layout, or Cancel to discard the changes.

The layout is saved per provider, so each clinician’s overview is their own.

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Timeline Tab

A chronological feed of every interaction with this patient, sorted newest first and grouped by date. Event types include:

• Appointments — with service name, provider, date/time, location, and status badge (Scheduled, Confirmed, Completed, Cancelled).
• Charges — dollar amount and payment status (Paid, Outstanding).
• Form Submissions — completed or partial form submissions.
• Medical Notes — note title, summary, and authoring provider.
• Medications — medication name, dosage, frequency, administration location, provider, and notes.
• Measurements — patient measurement values, including vitals and any custom fields configured for your clinic.
• Reviews — patient feedback with star rating and optional comments.

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Appointments Tab

Lists all past and upcoming appointments for this patient in a table with columns: Title (service name and provider), Date & Time, Status, Location, and a Details button to expand the full appointment view. Click Schedule Appointment to create a new appointment pre-filled with this patient’s information. If your organization uses the SpaKinect module, a Good Faith Exams section also appears, showing GFE records with their status (Intake, Processing, Pending Review, Approved, Completed, Rejected, Cancelled, Cancelled by Client). Click Request GFE to initiate a new exam request.

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Medical Notes & Data Tab

Contains three sections: Medical Notes — a paginated table of all clinical notes for this patient. Each row shows the note title/summary, provider, template name, visit date, last edited date, expiry status, and an actions menu (pin, edit, delete). Select a note row to open the full note in the Scribe editor; use Ctrl/Cmd + select to open it in a new browser tab. Filter the list with Search, Visit Date, and Template. Measurements — a detailed view of recorded measurement groups and individual fields. Click Add to record a group or field, switch between Table, Cards, and Chart views when available, and use Set Goal or Edit Value for numeric fields. See Record Patient Measurements. Medication Doses — a comprehensive dosing table showing all provider-administered medications with dosage, dates, and provider information. Use a dose’s actions menu to choose Edit Dose when you need to update the dose details, then click Update Dose to save your changes.

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Billing Tab

Provides a complete financial picture for the patient:

• Summary Cards — at the top, quick stats for outstanding balance, total paid, total payments (count), and average payment. When Gift Cards is on, a Gift Cards card shows the patient’s total gift card balance plus a count of active and pending cards. Click the edit icon on the card to open the Patient Gift Cards window, which lists every card the patient has been a recipient of and lets you open any one of them.
• Credits — click Manage Credits to open the credits panel where you can view, add, edit, and delete patient credits. Each credit shows the original amount, remaining balance, comment, status (Active, Used, Expired), creation date, expiry date, and who created it.
• Banked Items — items held in the patient’s account (e.g., from packages). Click Add Banked Item to add one manually, or click the edit icon on an existing banked item to update it. Used bank items show a History of each redemption and any manual balance edit, labeled with who made the change. The Invoice column links to the charge or package purchase that created each banked item, so you can trace a benefit back to its purchase in one click. Items added manually show a dash instead.
• Payment Methods — stored credit cards on file. Click Add Payment Method to store a new card.
• Insurance — record the patient’s coverage. Click Add insurance to enter the payer, plan name, member ID, coverage type, effective dates, and claims address. These details feed Super Bills.
• Super Bills — click Construct Super Bill to build a claim-ready bill from the patient’s charges. See Super Bills.
• Loyalty Points — when the Loyalty Points add-on is on, a card shows the patient’s available points and their dollar value. See Loyalty Points.
• Charge History — a timeline of all charges and payments, with status badges, amounts, dates, and links to full charge details. Use the Create Charge menu to start a new charge or navigate to checkout.

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Forms & Documents Tab

Forms — lists all form submissions from this patient, showing the form name, submission date, and whether the submission is complete or partial. Click the eye icon to view the full submission. Click Send to Patient to text a form link to the patient’s phone number. Filter the list with Search, Submission Date, and Form Type. Documents — the patient’s uploaded files (PDFs, images, Word documents, spreadsheets, etc.) with file type icons, titles, summaries, document type labels, upload dates, and linked note counts. Filter with Search, Date, and Document Type. Use the List / Grid view toggle at the top right to switch between the default list and a thumbnail grid — handy when most of the patient’s uploads are images. Actions include:

• Upload Document — click to upload a new file.
• View — opens a full preview of the document.
• Rename — change the document’s title.
• Link to Note — associates the document with one or more clinical notes.
• Set as Profile Photo — for image documents, use the image as the patient’s profile picture. Requires the Patient Profiles Write permission.
• Delete — permanently removes the document.

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Gallery Tab

Displays all images, photos, and videos attached to this patient’s record in a visual gallery format. Useful for before/after treatment media. Images sent or received in chat can be added here using the Save to Gallery action on the image. From any gallery image, open the actions menu and pick Set as Profile Photo to use that image as the patient’s profile picture (image files only — videos, placeholders, and PDFs are skipped).

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Memberships Tab

Shows all active and past memberships for this patient. For each membership, you can:

• View enrollment details (plan name, status, billing date, payment method).
• View Issued Discounts — discounts granted by the membership and their usage status.
• Access the Membership Timeline — a chronological log of all events: enrollment, renewals, payment method changes, billing date changes, manual payments, status changes, and discount usage.
• Use the actions menu for Freeze (pause billing), Change Billing Date, Change Payment Method, Process Manual Payment, Edit Issued Discounts, and Change Status (activate, cancel, or pause).

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Packages Tab

Shows all purchased packages and their usage. Each package displays:

• Package Name and status (Active, Used, Cancelled).
• Items & Usage — a progress bar for each item showing how many units have been used out of the total.
• Purchase Date and Price (with discount amount if applicable).
• Expandable Package Timeline showing the purchase event and every usage event with dates, amounts, and linked charges. On an active package, each item discount has a pencil next to the remaining count — click it to adjust the quantity remaining without touching the underlying package. Unlimited discounts don’t show a pencil.
• Actions: View Package (goes to the package settings page), Cancel Package, or Reactivate Package.

Click Sell Package to navigate to checkout with this patient pre-selected.

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Discounts Tab

Lists every active discount credit on the patient’s account — from package purchases, memberships, promotions, or manually saved items — with the remaining redemption count and any expiry date.

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Transfer a Discount to Another Patient

If a patient wants to give some of their remaining redemptions to another patient (family share, account merge, gift, or correcting an import), open the actions menu on the discount row and choose Transfer Discount. In the dialog:

• Recipient: Search for and select the patient who should receive the credit. Cannot be the same patient.
• Quantity to transfer: How many redemptions to move. Must be between 1 and the source’s remaining balance.
• Reason: Gift, Family share, Account merge, Correction, or Other.
• Internal note: Optional context. Required when the reason is Other.

When confirmed, the source discount’s remaining count drops by the transferred amount, and a brand-new discount with the same value and expiry is created on the recipient with that exact quantity. The recipient’s new discount keeps the source’s package or membership lineage so the lifecycle stays consistent — if the source’s package is later cancelled or refunded, the recipient’s transferred discount is archived along with it. If the source’s remaining hits zero, it’s archived automatically. The transfer is recorded with who/when/why and shows up in the Transfer history section beneath the table for both patients. Unlimited-use discounts can’t be transferred — there’s no balance to move. The action is hidden for staff without the Transfer Discounts permission.

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Transfer a Patient Credit to Another Patient

Patient credit balances can also be moved between patients. From the Billing tab, open Patient Credits for the source patient and use the actions menu on any credit row to Transfer to another patient. The dialog mirrors the discount transfer flow: pick a recipient, enter the dollar amount, choose a reason (Gift, Family share, Account merge, Correction, or Other) and optionally a note (required when Other). The recipient receives a brand-new credit with the same expiry. The source’s remaining balance drops by the transferred amount; when it hits zero the source credit is deactivated. No money moves in or out of the merchant — this is purely an internal balance move between patients. The action is gated by the Transfer Patient Credits permission, off by default for non-admin roles.

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Labs Tab

View and manage lab orders for this patient. See the Labs Guide for setup and ordering details.

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Tasks Tab

Displays all tasks related to this patient in a table with the following columns: Title, Status, Priority, Assignee, and Due Date. Click any row to view the full task details. Click Create Task to add a new task linked to this patient.

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Settings Tab

Manage per-patient configuration: Patient Tags — view all tags assigned to this patient. Click Manage Tags to add or remove tags. Tags have a name, optional color, and optional emoji. General Settings — switches for:

• Scheduling Blacklist — prevents the patient from scheduling new appointments.
• Surcharge Disabled — disables automatic surcharges for this patient.
• Block Text Messages — prevents the clinic from sending SMS to the patient’s phone number. Incoming messages from the patient are still received.
• Opt Out of Automated Messages — stops automated messages (appointment reminders, confirmations, follow-ups) while still allowing manual messages.

Marketing Preferences — switches for SMS Marketing and Email Marketing opt-in. Clinic staff can enable or disable these preferences on behalf of the patient. Social Media Consent — a switch recording whether the patient consents to appearing on the practice’s social media. You can also set it when editing the patient’s demographics, and it appears as a column in the patient table. Preferred Provider — select which provider should be suggested when scheduling appointments for this patient. Choose “No preferred provider” to clear the selection. Export Record — click Export Record to download a single ZIP archive of everything on file for this patient: notes (every revision), forms, attachments (including any image annotations), appointment and payment history, charges, memberships, packages, doses, and a manifest.json listing what’s inside. The download runs in the background, so you can navigate away from the chart while it builds. A toast tells you when the file is ready, and again if any attachments couldn’t be fetched. Requires the Export Patients permission. Danger Zone — click Delete Patient to permanently remove the patient and all associated data (appointments, medications, measurements, notes). This action requires confirmation and cannot be undone.

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Active Packages (sidebar)

The patient’s currently active packages appear in the right sidebar, each showing the package name, purchase date, and price paid. Click an entry to jump to the Packages tab for full usage and redemption history. Click Sell in the section header to add a new package.

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Patient Credits

Credits are account balances that patients can use toward future payments. To manage credits, open the patient’s chart, go to the Billing tab, and click Manage Credits.

• Add Credit — enter the dollar amount, an optional comment explaining the reason, and an optional expiry date. Credits with no expiry date never expire.
• Edit Credit — update the amount, remaining balance, comment, or expiry date.
• Delete Credit — only available if the credit has not been partially used (remaining equals original amount).

Each credit shows: original amount, remaining amount, amount used, comment, status (Active, Used, or Expired), creation date, expiry date, and who created it. Credits are automatically applied during checkout when available. For how credit balances appear on your reports (deferred liability at issuance, revenue when spent) see Patient Credit Accounting.

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Patient Tags

Tags are customizable labels used to categorize and filter patients. Each tag has a name, an optional color, and an optional emoji.

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Manage Tags on a Patient

From the patient’s chart, go to the Settings tab and click Manage Tags. From there you can:

• Assign existing tags to the patient.
• Remove tags from the patient.
• Create new tags inline.
• Edit tag names, colors, and emojis.

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Filter by Tags

On the main Patients page, use the Tags filter to show only patients with specific tags applied.