Patient profiles
The patient profile is the registration record for one person. It holds the name and contact details used to identify and communicate with the patient, together with approved background information. Update this record when details change; medical, dental, appointment, and notes records remain in their own sections.
Before you start
Search for the patient before opening a profile so that updates stay on the existing record. Profile access is different for each clinic role:
| Role | Profile access |
|---|---|
| Admins and doctors | Can view and update basic and sensitive profile information. |
| Assistants | Can access only the patient workflow and profile details that an admin has configured for them. |
| Receptionists | Can update basic registration and contact details, but cannot view or update sensitive background information. |
Open the correct profile
Use the patient header to confirm that you have opened the right record before making any change. From Patients, search for the patient and select their name. Profile opens by default. If you begin from an appointment, select View to open the patient’s record.
Update name and contact details
Keep these details current so the clinic can recognize the patient and contact them when needed. Correct a spelling or number on this profile instead of adding another patient record.
- Update First name, Middle name, and Last name as needed. First name is required.
- Choose the correct country dial code and enter the required Phone number.
- Add or update WhatsApp and Email when available.
- Update Gender and Birthdate when appropriate.
- Select Save.
Add background information when it is needed
These optional sections give the team useful context without changing the patient’s medical or dental record. They are available only to roles with sensitive-profile access.
| Section | Use it to record |
|---|---|
| Address | Country, street address, and postcode. |
| Personal details | Marital status, profession, blood type, and religion. |
| Languages spoken | One or more languages selected from the clinic list. |
| Lifestyle history | Smoking, alcohol use, and other substance-use history. |
Use the search fields for profession, religion, and languages. These choices are shared across Asnan+, rather than set separately for each clinic.
Record identity details
Use the Documents section to keep a patient’s identity details with their profile. The identity fields appear after you enable Foreigner.
- Enable Foreigner.
- Select Nationality country and Document type.
- Enter the document number and any available issued and expiry dates.
- Select Save.
For files attached to the patient, see Documents. For the patient’s written log, see Notes.
Add an emergency contact
Add this information when the patient has a person the clinic should contact in an emergency.
- Enable Emergency contact.
- Enter the contact’s name and relationship to the patient.
- Choose the country dial code and enter the contact’s phone number.
- Select Save.
Save and check the change
Select Save after completing the updates. Wait for the Patient updated notification before moving to another patient or section. If No changes detected appears, the values already match the saved record.
If a profile field or action is missing
- A section is not shown: your role may not have sensitive-profile access. Ask an admin if you need access for your work.
- Fields are visible but cannot be edited: you can view the record but do not have update permission for those details.
- Save does not complete: read the notification, then check the required first name, phone number, email format, and any dates you changed before trying again.
- You may have opened the wrong patient: return to Patients, search again, and confirm the name and phone number before editing.