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 and change 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. |
Filters only change the records shown in the directory. Choosing one status shows patients with that status; it does not update any patient record.
- On a wide screen, choose a status above the patient list. Choose All to return to the ordinary list.
- On a smaller screen, select Filters, choose one Status, and select Apply filter. To reset this filter, select Clear all, then Apply filter.
- To update an individual patient, open the record and choose the appropriate status in the patient header.
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. Clear the status filters and check Archived. Assistants should also check the selected doctor.
- 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.