Clinics: patients and their files

With the Clinics add-on, every patient has a file: their details, their visits and attachments, appointments, conversations, and the deposits on their appointments. A file is only ever opened by hand, so Hadir Chat never creates one for everyone who writes to you.

Before you start

• The Clinics add-on is switched on. See Add-ons.
• You are an administrator, or your role has "Clinic: view the patients list", plus "Clinic: open patient files" to open files and "Clinic: add patients, edit files, upload attachments" to add and edit.

The patients list

Open Patients in the sidebar. You see everyone with a file at the clinic, with their File no., Last visit and Next appointment. Search in the box (1) by name, phone or file number.

Add a new patient

Use this for a patient who has never written to you.

1. On Patients, select Add patient (2).
2. Enter the Name and Mobile number with its country, and the Email (optional) if there is one.
3. Fill in what you need: Date of birth (or Enter the age instead of the date), Gender, ID type (optional) and ID or passport number (optional).
4. Select Add. A new contact and its file are created, and the file gets a number automatically.

If the mobile number belongs to an existing contact, no duplicate contact is created. A message explains this, with Open their file if they have one, Create a file for them if they do not, or Change the number if you mistyped it.

Create a file for someone who wrote to you

1. Open the conversation or the contact's page, then the Patient file section or tab.
2. You see "This contact has no patient file." Select Create patient file.
3. Select Open full file to go to the file's page.

The file page

At the top of the file (1): File number, Age, Gender, Last visit, Next appointment and Deposit due, with Book appointment, Message and a copy-phone button. Below are the tabs (2): Overview, Visits, Trends, Appointments, Conversations, Deposits.

• On Overview, select Edit details to change the details or the File number, such as B-77. A number is unique within the clinic. Overview also holds the Medical info, and More details from your contact custom attributes.

Record a visit

1. On the Visits tab, select Add visit (3).
2. Choose the Visit date and the Doctor, write a Title and Notes, and fill in the visit fields if your clinic has any. Then Save visit.
3. To attach files, select Attach images or PDF: images (JPG, PNG, WebP or HEIC) or PDF, up to 10 MB each and 10 per visit.

Deleting a visit deletes its attachments too, and cannot be undone.

Note: every time a file is opened or edited, or an attachment downloaded, it is recorded in the activity log under the person's name, without the data itself.