Manage patients
Each real patient has one patient record in Asnan+. It keeps their contact details, appointments, clinical information, documents, and payments together. When a patient returns, their existing record is where every later update belongs, which avoids duplicate records and keeps their care history connected.
Before you start
Choose the correct clinic in the sidebar. Admins and doctors can use the patient directory. Assistants need patient permissions and must select a doctor they work with. Receptionists work with patients through Appointments, rather than the Patients directory.
Your list also depends on patient ownership, sharing, and public-patient access. An empty search does not prove that the clinic has no record for that person.
Find a patient first
Search before adding a patient to avoid creating a duplicate record. Use the result details to confirm that you have found the right person before opening their record.
- Open Patients in the sidebar.
- Enter part of the patient’s name or phone number in the search field. Name searches need at least two characters; phone searches need at least four digits.
- Check the Name, Phone number, and Doctors columns before opening a result. The list also shows Status, Last visit, and Next appointment.
- Select the patient’s name or row to open their record.
The default order shows recently added records first. Select Name or Status in the table header to sort that column; select it again to reverse the direction. When more results are available, use the Previous and Next controls in the table footer to move between pages.
Choose public or private access
Every new patient is either public or private. This choice decides who can open the record. It does not replace each clinic member’s role or permissions, which still decide what they can see or change.
| Patient type | Who can access the record |
|---|---|
| Public | Doctors and admins with public-patient access can open the record. You can also share it explicitly with someone who does not have that clinic-level access. |
| Private | The record has an owner. Other doctors or admins need an explicit share to open it; being an admin alone does not open every private patient. |
Your clinic privacy setting controls the choice shown when you add a patient. With Public, every new patient is public and the Private patient switch is not shown. With Private, the switch is shown and starts on. With Hybrid, the switch is shown and starts off, so you can choose the right access for that patient.
After the record is created, use Share to give another clinic member access. Sharing manages access to the existing record; it does not change the original public or private type. For role and sharing details, read Patient access.
Add a patient
Add a patient when no matching record exists. Start with the details needed to identify and contact the person, then complete the wider profile after the record is saved.
- Select Add patient.
- Enter Full name. Use the patient’s full name so the record is recognizable later.
- Choose the phone’s country dial code and enter Phone number.
- Enter Email if available. It is optional.
- Review Private patient, if shown, and choose the access that the patient needs.
- Select Add patient and wait for the Patient added notification. The new patient’s profile opens so you can continue updating their record.
A public patient is available according to clinic public-patient permissions. A private patient is associated with an owner and explicit shares. Understand patient access before choosing.
Open the saved patient to complete their profile, add clinical records, or book an appointment. Do not create another record just because optional details were unavailable at registration.
Filter the patient list
Use filters to find patients for a follow-up task or review. Filters change the results shown in the directory. They do not change patient records or give you access to records you cannot otherwise see.
- Select Filters above the patient list, to the right of the search field. The button shows progress while the choices load.
- Choose Status, Privacy, Patient owner, Shared with, or Date added at the top. Status, Patient owner, and Shared with allow multiple selections. Doctor photos or initials help you identify the right person.
- Expand an advanced group when you need more detail. The groups follow the same order as the patient tabs. Only groups available to your role are shown.
- Select Apply filter. The directory shows matching patients and returns to the first page.
- To remove the filters, select Clear all, then Apply filter. Closing the panel without applying discards your changes.
| Group | What you can filter |
|---|---|
| Profile | Gender, age in whole years, country, marital status, profession, blood type, religion, languages, nationality, and smoking, alcohol, or other substance history. |
| Dental | Tooth or dental structure, existing or missing teeth, diagnoses, procedures and their status, prescriptions, and labwork. Prescription filters include medication and date. Labwork filters include procedure, status, laboratory, and requested or completed dates. |
| Medical | Recorded conditions, their status, related medications, and vital signs. |
| Appointments | Last visit and Next appointment, including date ranges, patients who have never visited, and patients with no upcoming appointment. |
| Invoices | Whether matching invoices exist, invoice date, status, currency, total amount, and outstanding or settled balance. Choose a currency before entering a total amount range. |
| Documents | Whether matching documents exist, file type, scan status, upload date, and who uploaded the file. |
Country, nationality, marital status, profession, blood type, and religion allow multiple selections. Search the fields that offer a search box to find a saved choice. You can select up to 30 choices in one field.
Multiple choices in one field usually match any selected value. Filters in different fields work together. For example, New and In progress with Private show private patients in either status.
When you select more than one dental diagnosis or medical condition, Match selected values appears. This lets you choose whether a patient must have at least one or every selected diagnosis or condition recorded. For example, if you select diabetes and high blood pressure:
- Any selected shows patients with either condition or both.
- All selected shows patients with both conditions.
For prescriptions, labwork, vital signs, invoices, and documents, With matching records finds patients with records matching the selected details. Without matching records finds patients without a record matching those details. It does not always mean the patient has no records at all.
Under Medical, vital signs use High, Normal, and Low ranges. Choose Latest measurement or Any recorded measurement, then select the ranges and recorded dates you need. Missing measurements are not treated as Normal. The filters use recorded history; missing information does not prove that a patient has no medical condition.
A count beside a group shows how many filters are selected in that group. Groups containing applied filters open automatically when you reopen the panel. You can still collapse them while reviewing your choices.
Change a patient status
Use filters to focus the list on the patients your team needs to follow up with. A patient status describes the clinic’s current relationship with that person; it does not change appointments or clinical records.
| Status | Use it when |
|---|---|
| New | The patient record was recently added and has not moved into active care yet. |
| In progress | The patient is currently receiving care. |
| Completed | The patient’s current work is complete. |
| Follow-up | The patient needs a future review or contact. |
| Lost | The patient is not continuing care. |
| Inactive | No current work is planned, but the record should remain in the everyday directory. |
| Archived | The record should be kept but is excluded from the ordinary patient list. Select Archived when looking for it. |
On a wide screen, the status buttons above the list are a shortcut for filtering. You can select more than one. All clears the status selections and excludes archived records. Select Archived when you need to find an archived patient.
To update an individual patient, open the record and choose the appropriate status in the patient header. Choosing a status in the directory’s filters does not update any patient record.
Archive and restore a patient
Archive a record when it should no longer appear in everyday work but needs to be kept for the clinic. Asnan+ has no Delete patient action, so archiving keeps the record available to restore later.
- At the end of the patient’s row, select the Archive icon, shown as a box.
- Check the patient name in Archive patient?, then select Archive to confirm. The record leaves the ordinary list.
- To restore it, apply the Archived status filter.
- At the end of the archived patient’s row, select the Unarchive icon, shown as an upward arrow. In Unarchive patient?, select Unarchive to confirm.
- The restored patient becomes Inactive. Open the record and choose a different status if needed.
If a patient or action is missing
- No matching results: check the spelling or enter at least four phone digits. Use Clear all, then Apply filter, and check Archived when needed. Assistants should also check the selected doctor. Clinical filters depend on what has been recorded.
- A colleague sees the patient but you cannot: ask someone with access to review Share access. A private record is not automatically available to every doctor or admin.
- Add patient or a status action is unavailable: check your role, assistant permissions, and whether your access to this particular patient allows editing.
- A subscription restriction appears: ask a clinic admin to review the clinic’s subscription. Creating another patient record does not resolve the restriction.
- Saving fails: read the message, correct the required name or phone, and retry. Search again if the result is uncertain before submitting another copy.