Every appointment, payment and note in Maxillo hangs off a patient record. This article shows you how to create one and how to find one again quickly.
Before you start
- You need a first name and last name to save a patient. Email, phone and date of birth are optional, but add a mobile number or email if you have one, so the practice can send reminders and the Welcome form.
- Before you add anyone, search first. A duplicate record splits a patient's history in two.
Steps
Find a patient
- In the Reception workspace, open Patients from the navigation, or press Find patient on the Today page.
- Type into the box labelled Search by name, email or phone… and press Search. You can type part of a surname, a full name, an email address or a phone number. The search does not look at addresses or dates of birth.
- Click the patient's name in the list to open their record. Press Clear to go back to the full list.
- You can also use the search box at the top of every page, labelled Search patients or jump to…. Results appear under Patients as you type.
Add a new patient
- On the Patients page, press Add patient. On the Today page the same button sits with the quick actions.
- In the New patient window, fill in First name and Last name. Add Email, Phone and Date of birth if you have them.
- Press Save patient. The window closes and the new record appears at the top of the list.
Add a patient while booking
- If you are in the diary and the caller is new, use the Create new patient button under the patient search in the appointment form.
- Enter First name, Last name and any of date of birth, Phone or Email, then press Create & select. The new patient is attached to the appointment straight away.
Complete their details later
- Open the patient's record and press Edit in the header.
- In Edit patient you can add Title, NHS number, Patient type (Private, NHS or Mixed), Address, City and Postcode, and correct any contact details.
What happens next
The patient record opens on the Overview tab. From the header you can Book appointment, Send Welcome or Edit the details. New patients created by Concierge or by the Welcome form arrive marked as provisional and are completed under Welcome & forms once you have reviewed what they submitted.
Common problems
- The patient is not found — try a shorter search, such as the surname only, or the last few digits of their phone number. Check you are working in the right practice if you have access to more than one.
- Two records exist for one person — records cannot be merged from the desk. Add a note to the record you want to keep and ask a manager to tidy up the other.
- Add patient is greyed out — your role may not allow creating patients. Ask a manager to check your access under Staff & access.