Patients list
Find, filter, create and merge the contacts your clinic works with.
The patients list — labelled Contacts in the interface — is the entry point to every patient file. It is built for finding one person fast among thousands, with a category-aware search box, filters for ownership and status, and a merge tool for the duplicates that inevitably arrive from online forms and imports.
What you can do here
- Search by all fields, name, email, phone or date of birth
- Filter by contact owner, creation date and deal status
- See when each patient was last contacted, and on which channel
- Switch the list between a CRM and a medical priority view
- Create patients one at a time or in bulk
- Merge duplicate records without losing history
Searching for a patient
The search box has a category selector next to it. Choosing a category narrows what is searched, which matters when a name also appears inside an email address.
- 1
Pick the category
Select the icon or label beside the search box and choose the field you want to search.
- 2
Start typing
Results refresh as you type; there is a short pause built in so the list is not rebuilt on every keystroke.
- 3
Open the record
Select the row to open the patient file. It is added to your patient tabs so you can come back to it.
| Category | Use it for |
|---|---|
| All fields | The default. Searches name, email, phone and date of birth at once. |
| Name | First or last name. Tolerant of small spelling differences. |
| A full or partial email address. | |
| Phone | A full or partial number, useful when a call comes in. |
| Birthday | A year or a full date, for example 1990 or 15/03/1990 — the usual way to confirm identity on the phone. |
Tip
Name search is fuzzy, so Mueller will still find Müller. If you are sure of the spelling and get too many results, switch to a narrower category.
Filters
Filters combine with search, so you can look for a name only among your own recent contacts.
- Contact owner
- Show everything, or only the patients you own. Useful for advisors working their own list.
- Created
- Today, the last 7 days, the last 30 days, or all time — the quickest way to review new arrivals.
- Status
- New patient, has a deal, or has no deal. Use has no deal to find enquiries nobody has converted yet.
- Priority view
- Switches the columns between a CRM emphasis (ownership, lifecycle, last contact) and a medical emphasis, so reception and clinical staff each see what they need.
The last contact column
Each row shows when the patient was last contacted and through which channel — email, WhatsApp, SMS or a call — as a relative time such as 3d ago.
- Spot patients who have gone quiet without opening every file
- Avoid two colleagues contacting the same person on the same day
- Combine with the has no deal filter to build a follow-up list
Creating patients
- 1
For a single patient, use Add patient
Enter name, email, phone and date of birth. Only enough to identify the person is required — the rest of the file can be completed during the consultation.
- 2
For a batch, paste the list
The Add patient screen accepts several people at once and shows what will be created, with email, phone and creation date, before you commit.
- 3
For a marketing list or an export from another system, use Lead import
CSV import maps columns, reports what it did and keeps a history you can review later.
Note
Patients created by online booking, embedded forms, intake questionnaires or the patient app appear here automatically — you do not create those by hand.
Merging duplicates
The same person books online, fills in a form and later calls the clinic, and you end up with two or three records. Merging consolidates them.
- 1
Find the duplicates
Search by surname or by phone number so all variants of the person appear together.
- 2
Select the records
Tick the rows that are the same person.
- 3
Open the merge dialog
Choose the merge action and review which record will be kept as the primary one.
- 4
Confirm
History from the other records is brought across so appointments, invoices and notes are not orphaned.
Careful
Check the dates of birth before merging. Family members often share a surname, an address and even a phone number.
How the list is loaded
- The list is paginated in blocks of 50 so it stays fast on large databases
- Filters and search are applied on the server, so paging through results keeps them applied
- The total number of matching patients is shown alongside the current page
Frequently asked
- A patient called and I only have their number. How do I find them?
- Switch the search category to Phone and type any part of the number. If nothing is found, the call may be from someone not yet in the system — check Missed calls, which records inbound numbers.
- Why can I not see a patient a colleague just created?
- Check your filters. The contact owner filter set to your own name, or a Created filter of Today, hides records that do not match.
Related pages
Last updated September 2025. Screens may differ slightly depending on your plan and role.