Find, edit, block and merge patient records

Every patient has a card with contact details, appointments, membership, invoices, notes, and Documents (staff-uploaded files). Overview shows date of birth and preferences. Use this guide to find someone, edit details (including address lookup), set status, block online booking, or merge duplicates after an import.

Find a patient

1. Go to Admin → Patients, or use Search patient in the top bar.
2. Type at least two characters of name, email, or phone.
3. Click the patient to open their card.

Patient status

The card shows a status badge — New, Existing, Lapsed, or Blocked. Automatic uses completed visits and your clinic’s lapsed-patient rules. You can override it manually.

1. On the patient card, click Edit.
2. Under Patient status, leave Automatic (from visit history), or choose New, Existing, Lapsed, or Blocked.
3. Choosing Blocked opens online access settings so you can set the message and save the block.
4. Click Save.

Block online booking

Blocking stops the patient from booking online or joining the smart waitlist (matched by email or phone, including +44 and 07 formats).

1. On the patient card, scroll to Online booking & waitlist.
2. Click Block online access (or Manage block if already blocked).
3. Turn on Block this patient.
4. Choose Standard message or Custom message for what they see online.
5. Optional: add an Internal note for staff only.
6. Click Save.

Edit details

1. On the patient card, click Edit.
2. Update name, email, phone, or date of birth on Overview / Edit.
3. Under Address & contacts, use Look up address (postcode or start of street) to pick a suggestion and auto-fill the address fields — or type the lines manually.
4. Add or update emergency contact if needed.
5. Save in the dialog.

Merge duplicates

1. On Patients, click Find duplicates.
2. Review suggested groups — often after a data import.
3. Open both cards and click Merge on the record to keep.
4. Choose which record survives and confirm Merge patients.

What happens next

• Onboard from another system

  Import patients from your previous system first.

• Upload documents on the patient card

  Upload referral letters, scans, and other files on the patient card.

• Issue account credit

  Add goodwill or correction credit on the patient card.

• Add patients to a membership

  Invite a patient to membership from their card or dashboard.