The patient file
The cockpit, consultations, notes, invoices, appointments and everything else on one patient.
The patient file is where most work happens. It has two modes — CRM for the commercial relationship and Medical for clinical work — and a set of tabs behind each one, so reception and doctors can share a record without wading through each other's screens.
What you can do here
- Switch between CRM and Medical mode on the same record
- See a cockpit summary of the patient at a glance
- Record consultations, clinical notes and medication
- Review invoices with totals by status, filtered by payment method
- Store documents, photos and 3D scans
- Read intake answers and submitted forms
- Track appointments, calls and activity history
- See when a colleague is editing the same file
CRM mode and Medical mode
The toggle at the top of the file switches which set of tabs you see. Your choice is kept in the page address, so a link you share opens on the same view.
- CRM mode
- The commercial view: contact details, ownership, lifecycle stage, communication preferences, deals and activity.
- Medical mode
- The clinical view: cockpit, consultations and notes, medication and prescriptions, medical records, photos, 3D, documents, appointments and forms.
The cockpit
The default landing view in Medical mode. It gathers what a clinician wants before walking into the room: identity and age, insurance, recent consultations, current medication and outstanding items.
- Age is shown as a badge next to the name, calculated from the date of birth
- Insurance entries list the provider, the card number and the type of cover
- Language and clinic preferences are visible, so you write to the patient in the right language
The tabs
| Tab | What it holds |
|---|---|
| Cockpit | The summary view described above. |
| Consultations / Notes | Consultation entries and free clinical notes, in date order. |
| Medication | Current and past medication, prescriptions and the eMediplan medication plan. |
| Medical records | Structured medical record entries and notes kept separately from consultations. |
| Invoices | Every invoice for this patient with totals per status, filterable by payment method. |
| Photos | Clinical photography, including before-and-after comparisons. |
| 3D | Crisalix 3D scans and simulations for this patient. |
| Documents | Uploaded files organised in folders. |
| Appointments | Past and upcoming appointments for the patient. |
| Forms | Consent documents, instructions and questionnaires sent to the patient, with their completion status and submitted answers. |
| Patient information | The full identity, address, employment and source data. |
| CRM | Ownership, lifecycle stage, communication preferences and deals. |
Editing patient details
- 1
Select Edit details
Available from the patient header.
- 2
Update the fields you need
Identity, contact details, address, nationality, profession and employer, plus language and clinic preference and the source the patient came from.
- 3
Save
The change is recorded in the activity history, with your name against it.
Careful
If a colleague has the same file open, an editing indicator appears. Coordinate before saving, or the later save wins.
Invoices seen from the patient file
The invoice tab is a financial summary of this one patient, not just a list. Totals are computed per status so you can see instantly whether anything is outstanding.
- Totals for billed, paid, unpaid, overpaid, partially paid, cancelled and complimentary amounts
- Selecting a status filters the list to it; selecting it again clears the filter
- A payment method filter narrows the view to card, cash, bank transfer and so on
- Instalment sub-invoices are excluded from the totals so amounts are not counted twice
Activity, notes and mentions
- Activity history
- A chronological record of what happened on this patient: changes, communication, appointments and deals.
- Notes
- Free-text notes for the team, with @mentions to pull a colleague in.
- Call log
- Inbound and outbound calls associated with the patient, including AI agent calls.
- Intake answers
- Anything the patient submitted through an intake or pre-consultation questionnaire, presented as a card so the doctor can read it before the consultation.
Related pages
Last updated September 2025. Screens may differ slightly depending on your plan and role.