Adding Patients Manually

What you'll learn: How to add new patients to your system by entering their information directly.

When to Add Patients Manually

You'll add patients manually when:

• A new patient contacts you outside of phone calls
• You're entering records from another system
• Someone walks in without an appointment
• You're setting up your practice for the first time

Note: Patients who call your AI phone assistant are often added automatically when they book appointments.

Starting the Add Process

1. Go to Clients (or Patients)
2. Click the Add button (usually a plus icon or "Add Patient" button)
3. The new patient form opens

Required Information

These fields must be filled in:

First Name

• The patient's given name
• Enter exactly how they prefer it

Last Name

• The patient's family name

Email Address

• Must be a valid email format
• Used for communications and notifications

Phone Number

• Enter with or without formatting
• The system will format it automatically

Optional Information

Title/Prefix

Choose from:

• Mr.
• Mrs.
• Ms.
• Dr.
• Prof.
• Rev.
• Hon.

Middle Name

• Include if the patient uses it regularly

Address

• Enter their primary address
• You can add multiple addresses later through editing

Date of Birth

• Select from the date picker
• Used for age calculations and birthday reminders

Status

Choose the patient's current relationship:

• Active — Current patients receiving care
• Inactive — Former patients or those on break
• Prospect — Potential patients who haven't started yet
• Lead — Initial contacts exploring your services

The default is usually "Active" for new entries.

Tags

• Enter labels separated by commas
• Example: "VIP, Referred, Insurance A"
• Tags help you organize and find patients later

Saving the Patient

1. Review all entered information
2. Click Add Patient (or similar button)
3. A success message confirms the patient was added
4. The patient appears in your list

What Happens Next

After adding a patient:

• They appear in your patient list immediately
• You can book appointments for them
• Your AI phone assistant can recognize them by phone number
• You can add more details by editing their profile

Adding Multiple Patients

If you need to add many patients at once:

• Use the import feature in Settings
• This allows bulk upload from spreadsheets or other systems

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Next: Editing Patient Information | Previous: Patient Profiles