The patient profile

The patient profile brings everything about one patient onto a single page: contact details, appointments, medical history, bills, family links, documents and care journeys. This page explains each part of the profile and who can see or change it. It is for front-desk staff, doctors and administrators.

Opening a profile

Open All Patients, find the patient and click their name or View Details. See Finding and registering patients. The page is titled Patient Profile.

The header

The header shows the patient's initials and name, their visit type, and:

• Mobile, Email, Age, Gender and DOB;
• First Visit, Last Visit and Doctor (the doctor they last saw);
• a family dropdown listing linked family members. Choose a name to open that person's profile.

For staff who can merge journeys, a three-dot menu at the top offers Merge journeys into another patient… (see the end of this page).

Insurance

The Insurance section lists the patient's insurance policies, each with its payer, policy number and validity dates. Policies that are no longer active are marked Inactive.

To add one, click Add policy, choose the Payer, enter the Policy number, Valid from and Valid to, and click Save. Payers must exist first; if none are set up, the Payer list says so. See Payers and tariffs.

IVY says

The IVY says panel on the profile page shows a "coming soon" preview. IVY's AI summaries are available in the doctor's consultation view and on individual medical-history documents instead. See IVY AI insights and dictation.

Tabs

Case Records

Lists the patient's appointments, newest first. Use the chips to filter: All, Upcoming (confirmed), Pending (draft or checked in) and Completed. Each appointment card links to its report, vitals and prescription when they exist. Click an appointment to see its details.

To cancel or reschedule an appointment, use All Appointments.

Medical History

A combined feed of test reports, vitals snapshots and uploaded documents, newest first. Search with Search reports & vitals and click Load more documents to see older items. Click an item to open it in the viewer; where IVY has summarised a document, its findings show alongside.

To add a document, click Upload Document above the tabs. You can drag in PDFs, images or office documents up to 25 MB each, several at once, or use Take photo on a device with a camera. Give the document an optional name and description, and choose its category from your hospital's document checklist.

Logs

A day-by-day timeline of what has happened for the patient, such as appointments created, check-ins and prescriptions issued or dispensed. Some entries have a button to open the related prescription or details.

Journeys

Shows the patient's live care journey (Where this patient is now, Milestones, Next up and History), past journeys and linked journeys. From here you can Enrol in a journey or Link a journey. See Running journeys: the Patients tab and actions.

Family

Lists every family member linked to this patient, with their relation. Click Open to go to their profile, or Remove to remove the link.

To add someone, click Add relation and choose the Relation: Husband, Wife, Son, Daughter, Father, Mother, or Same person for a duplicate profile. Then either:

• choose Existing patient and search for them (patients at the current centre only), or
• choose New patient and enter their Name, Phone, Gender and Date of birth.

Click Add. If the link already exists you see This relationship already exists.

Removing a relation only removes the link. Both patient records stay as they are.

Billings

A summary of Total Paid, Pending and Next Amount, followed by the patient's bills grouped by day with their status. Click View Invoice to open a bill. Draft bills are not shown. See Bills, bill types and line items.

Profile & Documents

This tab has four sub-tabs.

Profile Info

Three cards, each with an edit button:

Click the edit button on a card, change the fields and click Save changes.

Language for messages is the language your hospital uses for this patient's WhatsApp and other messages, so set it when the patient prefers a language other than your default.

Only the patient's main address can be edited here.

Below the cards, Related Profiles lists family members and linked patients. Click Link a profile to search by phone and link an existing patient, or create and link a new one. Relations are grouped as Spouse / Partner (Husband, Wife), Parent (Father, Mother) and Child (Son, Daughter).

KYC

A checklist of the identity and medical documents your hospital requires, grouped as KYC, partner KYC and medical. Each item shows a status:

Use the buttons on each row to view, download, replace or upload a document. Which documents appear is set by your administrator; see Document requirements and verification.

Consent Forms

The consent forms your hospital requires, with counts of signed, awaiting and missing forms. See Document checklist and consents.

Financial

Invoices and receipts from the last 30 days, with view and download buttons. For older bills, use the Billings tab.

Merging journeys from a duplicate patient

If a patient was registered twice and both profiles have care-journey activity, you can move the journeys onto one profile.

What merging does not do:

• It does not merge the patient records. Appointments, bills, reports, documents and demographics stay on their original profiles, and both profiles remain.
• It does not delete the duplicate. Link the two with the Same person relation so staff know they belong together.

Who can do this: staff with the Update permission on Patients and the Override permission on Journeys. See Roles and permissions.