Patient records

Every person your clinic has ever booked, treated or billed has one record in Hello Homeo. The Patients screen is the directory of those records — search it, filter it, correct a phone number, switch an account off — and behind each card is a full profile that gathers the patient's appointments, prescriptions, lab orders, invoices and case history in one place.

Patient records create themselves

There is no Add Patient button on this screen, and you do not need one. A patient record — and the login that goes with it — is created automatically the first time that person is booked in. The directory is something you maintain, not something you populate by hand.

• The patient books themselves — through your public booking page or the patient portal. Their account is created as they book, and they get a welcome email.
• You book them — from New appointment on the Dashboard or the Appointments screen. Choose New patient, enter name, email and phone, and leave the Create patient account toggle on.
• A doctor walks one in — a quick consultation started by a doctor creates the patient record the same way.

The patient number

Each patient record carries a number in the form HH-00001 — the prefix, then a five-digit running number padded with zeros. It is assigned automatically when the record is created and never changes. It appears on the patient card, at the top of the patient profile, and next to the patient's name across the rest of the app, so it is the safest way to tell two people with the same name apart. A record created before numbering was in place shows a dash instead.

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Finding a patient

Search by name, email, or phone…

Type any part of a name, an email address or a phone number. Results narrow as you type, across your whole patient list — not just the cards currently on screen. The small × clears it.

Status chip

Active Only (the default), Inactive Only, or All Patients. This is why a deactivated patient seems to vanish — they are still there, just filtered out.

Sort chip

Sort: Joined, Sort: Name, Sort: Email or Sort: Appointments. The arrow beside it flips between ascending and descending.

Reset

A red pill that appears whenever the status chip is not on Active Only. Clicking it puts the status filter back to the default.

Refresh

Top right. Reloads the list from scratch — worth clicking after someone else has just booked or edited a patient.

Filter by registration month

Above the cards sits a strip of tiles — one for each of the last 12 months, each showing the month and how many patients registered in it (counted in IST). Click a tile and the list narrows to the people who joined that month, with a line confirming it: Showing 14 patients who joined in March 2026. Click the tile again, or the Clear link, to drop the filter.

The tile counts obey the status chip. On Active Only you are seeing active registrations only; switch to All Patients and the numbers include deactivated accounts. It is the fastest read you have on whether new-patient flow is going up or down — for the fuller picture see Reports.

What a patient card tells you

• Name, a Patient chip and the HH-00000 number.
• An Active or Inactive pill on the right.
• Email and phone.
• {n} appointments — everything ever booked for them, in any status.
• {n} medical records — click it to read them without leaving the page.
• Records and View Profile buttons along the bottom.
• Hover the card and two icons appear top-right: the pencil to edit, and a red circle-X to deactivate (or a green tick to reactivate).

Reading case notes without leaving the list

1. 1

   Click {n} medical records on the card, or the Records button.

   A Medical Records panel opens with one row per consultation, newest first, each headed by the diagnosis and stamped with the date and the doctor's name.

2. 2

   Click a row to expand it.

   You get Chief Complaints (with onset and duration), Diagnosis (provisional and final), Vital Signs, History of Present Illness, Past History, Family History, Treatment Plan, Follow-up Instructions and Doctor's Notes — whichever the doctor filled in.

3. 3

   Click Close when you are done.

Editing a patient

1. 1

   Hover the patient's card and click the pencil icon.

2. 2

   The Edit Patient panel opens.

3. 3

   Correct what you need and click Update.

Email

Greyed out. Email cannot be changed — it is the patient's login and the key that stops duplicate records. If a patient genuinely changes address, the honest fix is a fresh record and deactivating the old one.

Full Name

Fix spellings, add a surname.

Phone

Must be a valid number with its country code. This is the number WhatsApp reminders go to, so it is worth getting right — see WhatsApp messaging.

Account is active

The same switch as the deactivate button. Untick it and the patient can no longer sign in.

Deactivating and reactivating

Deactivating is Hello Homeo's version of removing a patient. Nothing is deleted — the account is simply switched off and hidden from the default view.

1. 1

   Hover the card and click the red circle-X.

   A Deactivate Patient confirmation appears: they will no longer be able to log in. Click Deactivate.

2. 2

   To bring them back, switch the status chip to Inactive Only.

   The deactivated patients appear. Hover the card, click the green tick, and confirm Reactivate.

The patient profile

Click View Profile on any card — or pick a patient from the Search patients… box on the Dashboard — to open their full record. The breadcrumb at the top reads Patients / {name} and takes you back.

The header carries the name, the HH- number, the Active / Inactive pill and whatever contact and clinical details exist: email, phone, date of birth with the age worked out, gender, blood group, address, and Registered {date}. If the patient has recorded allergies, they are called out in amber right below — read that line before every visit.

Under the header sit four tiles: Appointments, Total Billed (with either ₹X outstanding or Fully paid beneath it), Prescriptions and Lab Orders. Together they tell you in one glance whether this patient owes you money and how heavily they use the clinic.

The six tabs

On the Appointments tab, any visit marked Completed shows a View Medical Record link. It opens the full case sheet — Vital Signs, Chief Complaints, History, Constitution & Mental State, Examination Findings, Investigations, and Diagnosis & Treatment Plan — exactly as the doctor wrote it.

Common questions