Creating, Searching and Editing a Patient Record - video

You can start by looking at a video on using the patient record page:

Patient Record in Detail

When you select a patient, a detailed page is displayed. The top half is the most important part of the page, and it looks as follows. (If the blue tabs (Patient Details, Communications, etc.) do not appear, press the “View Full Record” button which will appear instead. Patient records can contain a great deal of information so the full record is loaded only when you need it.)

Top half of the full patient record.

You can hover over the question mark icon next to many of the fields to get more information.

The bottom half of the page will be discussed later.

Edit and Live Edit

If you have sufficient permissions in the system, you can press the Edit button to edit the record.

Alternatively, you can double-click a field to edit it directly on the patient record page. Each field that can be edited in this way is marked with a pencil icon when you hover over it. Fields that cannot be “live edited” (at all, or by those with insufficient permissions) are marked with lock icons.

Cloning Records

The Clone button is useful for handling families where common details such as surname and address are shared. The Clone button creates a new patient with exactly the same values in the surname, contact and address fields. This saves time when entering a set of patients.

Home Country

If you want the Country field automatically populated with your home country you can check the 'Home Country' checkbox on the Countries table which is accessed from the Inca Adaministration tab. See Setting a Home Country


The Chatter bar above the patient's name allows you to collaborate with your colleagues, post comments, attach files, web pages links and more. Think of Chatter as being something similar to your own internal/private clinic Facebook. For example, clicking Follow will send you a notification any time something changes on the patient's record; for example, if a new file is linked to the record you will receive a notification in your Chatter feed. You can also add comments and respond to comments associated with the record. NOTE: comments are visible to all users so do not add confidential information or medical notes to the Chatter feed. Chatter is a feature of the Salesforce platform; to learn more about Chatter see this introduction.

 Chatter Feed

Duplicate Check

This button checks for possible duplicate records by searching Inca Clinic using the patient's first name, surname and date of birth. Possible matches are then displayed. If you find a duplicate record you can change the Record Status to Inactive. From Summer 12, you cannot run consultations or create invoices for Inactive records.

Patient Summary Report

The Patient Summary Report button allows you to create a PDF document detailing that patient's complete vaccine and medical history. When creating the report a dialog appears asking you to choose what information to display on the report, allowing you to customise the content for different recipients.

To create a Patient Summary click the View Full Record button. The Patient Summary Report button is locate on the right of the Patient Details tab.

The Winter 2014 release allows you to email the patient summary as a PDF attached. The cover email uses and email template called Patient Summary. The content of the cover email can be edit in the Email Templates in Setup

Record Status

Changing the Record Status of a patient to Inactive disables the ability to run a consultation for the patient, add the patient to the Waiting Room or create an invoice.

Tabs on the patient page

There are nine tabs along the top of a patient's page:

  1. Patient Details: this tab shows basic details of the patient. When the page is first loaded, this tab is active.
  2. Communications: this tab lists the communications that Inca Clinic has sent to the patient, and those communications that are scheduled to be sent out later. It also allows you to generate new reminders, that is to schedule future communications.
  3. Vaccine Cover: this tab can be used to view the patient's vaccine cover. It can also be used to enter vaccines given before you started to use Inca Clinic, or to add vaccines that the patient has received more recently in a different clinic. This tab is very similar to a step in many of the care pathways that are used to do a full travel medicine consultation. It is documented here. (Please note that new vaccines should be recored using the Vaccine_scheduler step in a consultation, which can be started using the Start Consultation button at the top of the page. New vaccines should not be recorded using the vaccine history feature.)
  4. Consultations: This tab lists the consultants with this patient. Users with sufficient permissions can View (which also allows a consultation summary to be printed) and Edit a consultation.
  5. Patient Conditions: This tab lists the medical conditions that have been recorded for this patient. It also allows new ones to be added. This tab is similar to a step in many of the care pathways that are used to do a full travel medicine consultation, and is documented here.
  6. Prescriptions and Lab Orders: This lists the prescriptions and laboratory orders for this patient. Note, to add a new prescription or laboratory order, you should start a consultation (using the Start Consultation button at the top of the page). There are separate help pages for the prescriptions and laboratory orders steps in a consultation.
  7. Accounts: This displays Invoices and Credit Notes associated with this patient. It also allows you to create new invoices and credit notes.
    • For each invoice listed you can
      • Click Print to print or email the invoice
      • View/Edit the Invoice. This allows you make changes to the invoice and fix mistakes
      • Accept Payment allows you to record payments for outstanding invoices
    • This tab also allows you to associate an Account with this patient. The screenshot below shows that three invoices have been created for this patient, and that one is still outstanding. It also shows that the patient is associated with two accounts. The first is a Corporate account; the second is the normal personal account created for each patient.
    • Note the Prevent Invoicing tick-box. This can be used to prevent this particular patient being able to charge further invoices to this account. You might use this, for example, to record that the individual is no longer employed by that corporate (but you want to retain the association between the patient and the account for historical purposes) or that the corporate has advised you that this particular patient can no longer charge invoices to it. Note that you can navigate to the account details by clicking the account name. (One of the options on the Account details page is to put an account On Hold, indicating that no further invoices should be chargeable to it, perhaps because of outstanding unpaid invoices.)
  8. Insurance Policies: Allows you to link the patient with health insurance companies. Accounts created as Health Insurers can be added to this tab.
  9. Identifiers: This tab allows you to link this patient to a special type of account, namely to Accounts that are of the type 'Patient Service Provider'.
    • For example, you can link this patient with an external laboratory used by your clinic, and you can record details such as the patient's identifier used by the lab. The screenshot below shows that there is only one Identifier recorded for this patient; it gives the unique identifier used by Claymon Labs to identify this patient (Claymon Labs has been created as an Account of type 'Patient Service Provider').
    • Identifiers provide a useful place for you to record such information, and they also allow you to create reports based on the patients handled by this laboratory. Other uses of identifiers include social security numbers, id's from other health applications, and so on.

Patient Account tab screenshot:

Patient Identifier tab screenshot:

Bottom Part of the Patient Detail Page

The bottom part of the Patient Detail tab mostly contains features that are provided by the underlying platform - Salesforce - on which Inca Clinic runs. It looks as follows:

Patient Page - bottom half

This part of the page contains the following sub-headings (note that these are also available via links just above Edit and Clone on the top half of the page):

  • Record Information: this tells you who created the record (and when), who owns it, who last modified it (and when) and at what medical centre the record was originally created in.
  • Notes & Attachments: you can add a text note to the record, using the New Note button; or attach a file using Attach File. If you plan to use notes and attachments extensively please talk to us so that we can help you assess your storage needs; each clinic has a storage allowance, but this can be increased.
  • Open Activities: Activities come in two types: tasks and events.
    • A task is like a “to do” item that you can associate with a patient (and a few other object types). It can have a due date, a priority and so on, and it can also be used to send emails to remind people of the task or when the task's status changes. You can experiment with this feature simply by creating a few sample tasks, and you can learn more about it from the Salesforce website.
    • An event is a calendar entry. It can be of importance just to you, or you can also invite other people to that event. By default, the system creates an on-screen reminder 15 minutes before the event is due to start.
    • Recurring tasks and events can be created, for example to remind someone to check stocks levels each week.
  • Activity History: this panel lists recent activity with this patient. The Log a Call button allows you to make notes of an activity (such as a phone conversation); such activities are automatically marked as completed. A follow on task can also be created when using the Log a Call interface, for example to remind you to call that person again or to send him or her some information.
  • Patient History: this lists recent changes to the patient's record.

Advanced Features

Administrators can rearrange, hide and display fields that appear on the patient record page. They can also add and remove the related lists that appear in the bottom half of the page. This is achieved using the Page Layout Editor.

Related Topics

patient_page.txt · Last modified: 2016/03/18 11:19 by richard
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