Managing Your Patient List

The front door to every patient record

The Patients page (/patients) is where you browse everyone registered at your clinic. It's usually the first place staff land when a patient calls or walks in, which makes it one of the highest-traffic pages in the whole product — a receptionist might open it dozens of times a day. From here you can search for a specific patient, narrow the list with filters, or add a new patient without leaving the page.

Because it's used so often under time pressure — a patient waiting on the phone, a line at the front desk — the page is built around speed: fast search-as-you-type, filters that persist while you work, and a New Patient modal that gets someone into the system in seconds rather than requiring a full record up front.

At a glance

How to search and filter the patient list efficiently
What information appears on each patient card, and which rows only show conditionally
How to add a new patient with the New Patient modal
Practical search habits that make the list useful with a large patient base

The Patients page showing the search bar, filter controls, and a grid of patient cards.

Searching and filtering effectively

Use the search bar at the top of the page to find a patient by name or other identifying details, with results narrowing as you type. For a small patient base this is often all you need. As your list grows, though, common names start to collide — a clinic with several patients named J. Smith benefits from combining a partial name search with a filter, rather than scrolling through every match by eye.

Search-as-you-type — matches against patient names as you type, so you rarely need to type a full name before the right result appears.
Filters — narrow the list further, for example by clinic location or patient status, useful when a name search alone returns too many candidates.
Clearing filters — returns you to the full patient list in one action, rather than resetting each filter individually.

A habit worth building across the front desk team: search by a distinctive fragment first — part of a phone number or an unusual surname spelling — rather than a common first name, since that tends to produce a shorter, more confident result list on the first try. If your clinic operates from more than one location, combining a name search with the location filter is usually the fastest route to the exact record, especially when two patients share a name across different sites.

Reading a patient card

Each patient in the list is shown as a card summarizing the information staff need most often without opening the full record: name, key contact details, and a couple of at-a-glance status lines. Not every field appears for every patient — several rows only show up when there's something meaningful behind them, which keeps the cards compact for the majority of patients who don't need every line.

Card element	When it appears
Opening balance	Only if the patient has a non-zero balance
Next appointment	Only if the patient has an appointment scheduled in the future
Contact rows (phone, email)	Only if that information exists on the patient's record

A shorter card usually just means less to show If one patient's card looks noticeably shorter than the others around it, that's almost always because the opening-balance, next-appointment, or contact rows have nothing to display for that patient — not a display problem. A patient with no outstanding balance and no future appointment booked will simply have a more compact card than one who has both.

Two patient cards side by side: one showing an opening balance and next-appointment line, the other showing neither because there's nothing to display for that patient.

Adding a new patient without breaking your workflow

You can register a new patient directly from the Patients page using the New Patient modal, without navigating away or losing your place in whatever else you were doing. The modal is deliberately minimal — it captures enough to create the record and move on, rather than forcing you through every field a full patient record eventually holds.

Open the modal

Click New Patient at the top of the Patients page.

Enter the patient's details

Fill in the fields provided in the modal, such as name and contact information.

Save

Click Save to create the patient record. The new patient then appears in the list and can be opened to complete the rest of their record.

This two-stage approach — a fast minimal create, followed by filling in the rest later — matters most at a busy front desk or during phone intake, where getting someone into the system quickly is more valuable than capturing every field in one sitting. Once the record exists, any custom fields your clinic has configured will also be waiting on the Details tab to be filled in when there's time.

Custom Patient Fields (Settings)

If your clinic has added custom fields, they'll appear on the patient's record after creation — see how those fields are configured.

The Patient Record: Overview

Once a patient is created, learn how their full record is organized across tabs, and where the rest of their details, appointments, and billing history live.