Patient Management

Patient management is at the core of Genkō. This section covers everything you need to know about adding, managing, and organizing your patient records.

Accessing Patients

  1. Click Patients in the sidebar
  2. Or use the quick action “Add Patient” from the dashboard
  3. URL: /admin/patients

Patients Overview Page

The Patients page displays:

  • Header: Page title and action buttons
  • Search & Filters: Find patients quickly
  • Patient List: Table/card view of all patients
  • Pagination: Navigate through large patient lists

Adding Patients

Method 1: Manual Entry

  1. Click the Add Patient button (+ icon)
  2. Fill in the patient form
  3. Click Save

Patient Form Fields

Basic Information (Required): | Field | Description | |——-|————-| | First Name | Patient’s first name | | Last Name | Patient’s last name | | Date of Birth | Birth date for age calculation |

Contact Information (Recommended): | Field | Description | |——-|————-| | Email | Patient’s email address | | Phone | Primary contact number | | Address | Home address |

Medical Information: | Field | Description | |——-|————-| | Medical Record Number | Unique identifier (auto-generated if blank) | | Blood Type | A+, A-, B+, B-, AB+, AB-, O+, O- | | Gender | Male, Female, Other, Prefer not to say | | Preferred Language | Communication language preference |

Lifestyle Information: | Field | Description | |——-|————-| | Smoking Status | Never, Former, Current | | Alcohol Use | None, Occasional, Moderate, Heavy |

Insurance Information: | Field | Description | |——-|————-| | Insurance Provider | Name of insurance company | | Policy Number | Insurance policy number | | Group Number | Group number (if applicable) |

Method 2: CSV Import

For bulk patient imports:

  1. Click Import Patients button
  2. Download the template file (optional)
  3. Drag and drop your CSV file or browse to select
  4. Review the preview
  5. Choose duplicate handling:
    • Skip duplicates: Ignore existing patients
    • Update duplicates: Overwrite with new data
  6. Click Start Import

CSV Template Columns

Column Required Description
first_name Yes Patient’s first name
last_name Yes Patient’s last name
date_of_birth Yes Format: YYYY-MM-DD
email No Email address
phone No Phone number
medical_record_number No Existing MRN
gender No male, female, other
blood_type No Standard blood type codes
address No Full address
insurance_provider No Insurance company name
policy_number No Insurance policy number

Import Tips:

  • Clean your data before importing
  • Use consistent date formats (YYYY-MM-DD)
  • Remove special characters from phone numbers
  • Ensure unique identifiers are truly unique

Searching and Filtering

  • Type in the search box to find patients
  • Searches across: Name, Email, Phone, MRN

Advanced Filters

Click Advanced Filters to filter by:

  • Active/Inactive status
  • Gender
  • Age range
  • Insurance provider
  • Primary provider
  • Last visit date

Viewing Patient Details

Click on any patient to view their full profile:

Patient Profile Tabs

1. Overview Tab

  • Basic demographics
  • Contact information
  • Primary provider
  • Insurance details
  • Quick stats (conditions, medications, etc.)

2. Medical History Tab

  • Conditions: Active and historical diagnoses
  • Allergies: Allergen, severity, reaction
  • Medications: Current and past medications
  • Vitals: Historical vital signs

3. Appointments Tab

  • Past appointments
  • Upcoming appointments
  • Quick scheduling button

4. Documents Tab

  • Uploaded files
  • Lab results
  • Referral letters
  • Insurance documents

5. Emergency Contacts Tab

  • Primary emergency contact
  • Additional contacts
  • Relationship and phone numbers

Editing Patient Information

  1. Click the patient row to open details
  2. Click Edit button in the dropdown menu
  3. Make changes in the form
  4. Click Save

Editable Sections:

  • Basic information
  • Contact details
  • Medical information
  • Insurance details
  • Emergency contacts

Managing Medical Records

Adding Allergies

  1. Open patient details
  2. Go to Medical History tab
  3. Click Add Allergy
  4. Enter:
    • Allergen name
    • Severity (Mild, Moderate, Severe)
    • Reaction type
  5. Click Save

Adding Conditions

  1. Open patient details
  2. Go to Medical History tab
  3. Click Add Condition
  4. Enter:
    • Condition name
    • ICD code (optional)
    • Status (Active, Resolved, Chronic)
    • Severity
    • Onset date
  5. Click Save

Adding Medications

  1. Open patient details
  2. Go to Medical History tab
  3. Click Add Medication
  4. Enter:
    • Medication name
    • Dosage
    • Frequency
    • Start date
    • Status (Active, Discontinued)
  5. Click Save

Bulk Actions

Select multiple patients to perform bulk actions:

How to Select Patients

  1. Check the checkbox next to patient names
  2. Or click “Select All” in the header
  3. The bulk action bar appears automatically

Available Bulk Actions

Action Description
Activate Set selected patients to active
Deactivate Set selected patients to inactive
Delete Permanently remove patients
Export Download selected patient data

Caution: Delete actions cannot be undone. Patient data will be permanently removed.

Scheduling from Patient View

Quickly schedule an appointment from a patient’s profile:

  1. Click the patient row to view details
  2. Click the Calendar icon in the actions
  3. Or navigate to patient profile and click Schedule Appointment
  4. Complete the appointment form
  5. Click Save

Patient Status

Patients can have two status types:

Status Description Impact
Active Currently receiving care Appears in all lists
Inactive Not currently active Hidden by default

Deactivating a Patient

  1. Open patient profile
  2. Click the dropdown menu (⋮)
  3. Select Deactivate
  4. Confirm the action

Viewing Inactive Patients

  1. Go to Patients page
  2. Click Advanced Filters
  3. Change Status to “Inactive” or “All”

Best Practices

Data Quality

  1. Always verify patient information at check-in
  2. Keep contact information up to date
  3. Use consistent formatting for addresses and phones
  4. Record allergies and medications accurately

Privacy & Security

  1. Only access patient records when necessary
  2. Never share patient data outside the platform
  3. Log out when leaving workstations
  4. Report any suspicious access immediately

Organization

  1. Use medical record numbers consistently
  2. Assign primary providers to all patients
  3. Complete insurance information for billing
  4. Keep emergency contacts current

Troubleshooting

  • Check if the patient is set to “Inactive”
  • Try searching by a different field (email, phone)
  • Verify the patient was saved successfully

Duplicate Patients

  • Search for the patient before creating a new record
  • Use the CSV import duplicate detection feature
  • Merge duplicates by contacting support

Import Errors

  • Check date format (YYYY-MM-DD required)
  • Ensure required fields are present
  • Remove special characters from data
  • Check file encoding (UTF-8 recommended)

Role-Based Access

Different roles have different patient access:

Role View Edit Delete
Admin ✅ All ✅ All ✅ All
Provider ✅ All ✅ Assigned ❌
Nurse ✅ All ✅ Limited ❌
Staff ✅ Basic ❌ ❌
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