Patient Profile
The patient profile is your central hub for everything related to a patient. From contact information to appointment history, billing records to medical notes - it’s all organized in one easy-to-navigate view.Finding a Patient’s Profile
1
Go to Patients
Click Patients in the main menu
2
Search for the patient
Type their name, phone number, or email in the search bar
3
Click their name
Opens their full profile
What’s in a Patient Profile?
The profile is organized into tabs so you can quickly find what you need:Overview
Quick summary of contact info, upcoming appointments, and recent activity
Timeline
Everything that’s happened with this patient in chronological order
Appointments
All their visits - past, upcoming, and cancelled
Notes & Medical Data
Clinical notes, vitals, measurements, and medications
Billing
Charges, payments, and saved payment methods
Forms & Documents
Intake forms, consent forms, and uploaded files
Photos
Before/after photos, treatment images, and other media
Memberships
Active membership plans and benefits
Packages
Pre-purchased treatment packages and remaining sessions
Settings
Communication preferences and account settings
Overview Tab
This is your quick reference for a patient. At a glance, you’ll see:- Contact details - Phone, email, and address
- Basic info - Birthday, age, and any notes about the patient
- Upcoming appointments - What’s scheduled next
- Outstanding balances - Any unpaid charges
- Pending forms - Forms the patient still needs to complete
Quick Notes
Use quick notes to add reminders or important information about a patient that everyone on your team should see. These appear prominently on the overview.1
Click Add Note
Look for the quick notes section on the overview
2
Type your note
Add any important information (e.g., “Prefers morning appointments” or “Allergic to latex”)
3
Save
The note is visible to all staff viewing this patient
Timeline Tab
The timeline shows everything that’s happened with this patient in order:- Appointments (booked, completed, cancelled)
- Payments received
- Forms submitted
- Notes added
- Messages sent and received
Use the filters at the top to narrow down by activity type or date range. This is helpful when looking for specific information.
Appointments Tab
See all of the patient’s appointments organized into three sections:Upcoming
Appointments that haven’t happened yet. From here you can:- View appointment details
- Reschedule to a different time
- Cancel if needed
Past
Completed appointments with:- Service provided
- Provider who saw them
- Any notes from the visit
Cancelled
Appointments that were cancelled, along with the cancellation reason.Scheduling a New Appointment
1
Click New Appointment
Button appears at the top of the appointments tab
2
Choose date and time
The patient is automatically selected
3
Select service and provider
Pick what they’re coming in for and who will see them
4
Confirm
The appointment is added to the calendar
Notes & Medical Data Tab
This is where clinical information lives:Clinical Notes
Documentation from patient visits, including:- Provider notes
- AI-generated notes from scribe recordings
- Treatment documentation
Measurements
Track vitals and body measurements:- Weight, height, BMI
- Blood pressure, heart rate
- Custom measurements specific to your practice
Medications
Keep track of what the patient is taking:- Current prescriptions
- Dosages and frequencies
- Self-reported medications
Billing Tab
Everything financial for this patient:Charges
All services and products billed to the patient:- Outstanding charges (what they owe)
- Paid charges (historical)
Payments
Complete payment history with receiptsPayment Methods
Saved credit cards and bank accounts for easy checkoutApplying Patient Credits
If the patient has credit on their account (from returns, adjustments, etc.), you can apply it to future charges.Forms & Documents Tab
Form Submissions
View completed intake forms, consent forms, and other questionnaires. Click any submission to see all the responses.Sending Forms
Need the patient to fill out a form?1
Click Send Form
Opens the form selector
2
Choose the form
Select from your available forms
3
Pick delivery method
Send via text message or email
4
Send
Patient receives a link to complete the form
Uploaded Documents
Store important documents like:- Insurance cards
- ID copies
- Medical records from other providers
- Referral letters
Photos Tab
Store and organize patient photos:- Before/after treatment photos
- Progress documentation
- Any other relevant images
- Uploaded from your computer
- Organized with tags and descriptions
- Viewed in a full-screen gallery
Memberships Tab
If your practice offers membership plans, this tab shows:- Active memberships
- Membership tier and benefits
- Start date and billing status
Packages Tab
Track pre-purchased treatment packages:- Which packages the patient has purchased
- How many sessions or credits remain
- When the package expires
Settings Tab
Manage patient preferences:Communication Preferences
- Text message opt-in/out
- Email preferences
- Appointment reminder settings
Account Settings
- Patient portal access
- Marketing consent
Handling Duplicate Patients
Common Questions
How do I edit patient information?
How do I edit patient information?
On the Overview tab, click the edit icon next to any section to update their contact info, demographics, or other details.
Can I see who made changes to a patient's record?
Can I see who made changes to a patient's record?
Yes, the Timeline tab shows all activity including who made changes and when.
How do I add a patient photo?
How do I add a patient photo?
Go to the Photos tab and click Upload, or drag and drop images directly.
What if a patient wants to opt out of text messages?
What if a patient wants to opt out of text messages?
Go to the Settings tab and update their communication preferences.
Troubleshooting
| Problem | Solution |
|---|---|
| Can’t find a patient | Try searching by phone number - it’s often more reliable than name spelling |
| Can’t edit information | You may not have permission - check with your administrator |
| Forms not showing | Make sure the form was submitted, not just opened by the patient |
| Photos not uploading | Check the file size - very large images may need to be resized first |