Patients: List, Search, Sort, Filter, and Add

In this article

• How to view your Patient List
  • Patient List on mobile app
  • Patient list on web app
• How to search for a Patient
• How to sort your Patient list
• How to filter your Patient list
• How to add a new Patient
  • Adding a Patient on mobile app
  • Adding a Patient on web app
• Adding a Patient from an existing document
• Managing Patient status: Active and Inactive
• How to find and activate deactivated Patients

How to View Your Patient List

On Mobile App

1. Open the patient list — After signing in, you'll see all your patients displayed with:
   • Patient name
   • Date of birth
   • Age
   • Last consultation date

2. Default view — The list is sorted by Last Name (A to Z) and shows active patients only

   Quick access — Swipe left on any patient entry to reveal quick action buttons:

   • History — Opens the patient's consultation history
   • Summary — Goes to the patient's record summary
   • Profile — Opens the patient's full profile
   • Start — Begins a new consultation for that patient

💡 Tip: The mobile app provides a streamlined view perfect for quick lookups and starting consultations during appointments.

On Web App

1. Navigate to the patient list — Access the main Patients section from the dashboard

   View detailed information — The table displays comprehensive patient data:

   • Last Name, First Name, Middle Name
   • Date of Birth (with age calculation)
   • Email
   • Phone Number
   • Last Consultation Date
2. Default view — Active patients are shown by default

💡 Tip: The web app provides a full-screen table view with more detailed information, making it ideal for administrative tasks and comprehensive patient reviews.

How to Search for a Patient

Both the mobile app and web app include a search bar to quickly locate specific patients.

Search Options

You can search by:

• Patient name (first or last name)
• Email address
• Phone number

How to Search

1. Tap or click the search bar at the top of the patient list
2. Type what you're looking for — Start typing the patient's name, email, or phone number
3. Results update in real-time — The list filters as you type, showing only matching patients

💡 Quick Tip: If you're not sure of the exact spelling, just type the first few letters and matching results will appear automatically.

How to Sort Your Patient List

Organizing your patient list by different criteria helps you find information quickly.

Available Sorting Options

By Name:

• A to Z (alphabetical)
• Z to A (reverse alphabetical)

By Last Consultation Date:

• Earliest to Latest
• Latest to Earliest

How to Sort

On Mobile App

1. Click the filter/sort icon next to the search bar
2. Select your sorting preference from the available options
3. The list reorganizes immediately based on your selection

On Web App

1. Click any column header in the patient table (Last Name, First Name, Date of Birth, etc.)
2. The list sorts by that column
3. Click again to reverse the sort order

💡 Best Practice: Most practices find sorting by "Last Name A to Z" most helpful for quick patient lookup. For follow-ups, sorting by "Last Consultation Date — Latest to Earliest" helps you see recently seen patients first.

How to Filter Your Patient List

Filtering allows you to narrow down your patient list to find specific groups of patients based on criteria like age, consultation history, or status.

Available Filters

Patient Age Range

• Set minimum and maximum ages to find specific age groups

Last Consultation Date Range

• Choose consultations between specific dates
• Helpful for finding patients due for follow-ups

No Consultation

• Display only patients who have never had a consultation (mobile app only)

Patient Status

• Active — Currently active patients
• Inactive/Deactivated — Previously deactivated patients

How to Apply Filters

On Mobile App

1. Click the Filters button (usually looks like a funnel icon) next to the search bar
2. Select your filter criteria:
   • Choose an age range
   • Select a date range for last consultation
   • Check "No Consultation" if needed
   • Select status (Active or Inactive)
3. Tap the checkmark in the top right to apply your filters
4. The list updates to show only matching patients

On Web App

1. Click the Filters button
2. Select your desired filter criteria (Age Range, Consultation Date Range, and/or Status)
3. Click Apply to display filtered results
4. The filter button turns blue when filters are active, indicating filters are applied

Filter Indicators & Controls

When filters are active:

• The filter button appears in blue
• A "Clear All" button appears next to the Filters button

How to Update Filters:

1. Click the Filters button again
2. Modify your selections
3. Click Apply to update results

How to Remove Filters:

Option 1: Click the "Clear All" button (easiest method)

Option 2: Click the Filters button, then click Clear inside the popup to remove all selections

💡 Helpful Example: If you want to find all patients aged 30-50 who haven't been consulted recently, you can apply both age range and consultation date range filters together for precise results.

How to Add a New Patient

Adding patients to your system is straightforward on both platforms.

Required Information

When adding a new patient, these fields are required:

• First Name
• Last Name
• Date of Birth (MM/DD/YYYY format)

Optional Information

These fields are optional but recommended:

• Middle Name
• Title (Mr., Ms., Dr., etc.)
• Gender Identity
• Phone Number
• Email
• Patient Summary (web app only)

Adding a Patient on Mobile App

1. Tap the "+" button at the bottom right of the screen
2. Fill in the Add Patient form:
   • Enter First Name (required)
   • Enter Last Name (required)
   • Enter Date of Birth in MM/DD/YYYY format (required)
   • Add optional information as needed
3. Tap Save to add the patient to your list
4. Or tap Cancel if you change your mind

⚠️ Important: If the system detects a duplicate patient name already exists, you'll receive a notification. Review carefully to avoid adding duplicate patient records.

Adding a Patient on Web App

1. Click the Add Patient button in the patients section
2. Fill in the patient entry form:
   • Enter First Name (required)
   • Enter Last Name (required)
   • Enter Date of Birth in MM/DD/YYYY format (required)
   • Add optional information including phone, email, and patient summary
3. Click Save to add the patient
4. Or click Cancel to discard without saving

⚠️ Important: The system will notify you if a duplicate patient already exists in your practice's patient list. Take time to verify you're not creating a duplicate.

Adding a Patient from an Existing Document (Mobile App Only)

Available on mobile app only

If you have a patient's information in a photo or document, you can use it to fill in the Add Patient form automatically — no manual typing needed.

How It Works

1. Tap the ··· button in the top right corner of the Add Patient screen
2. Choose how you'd like to capture the document:
   • Take Photo — Point your camera at a physical document or screen
   • Choose Photo — Select an existing photo from your phone's gallery
   • Scan Document — Scan a physical document for a cleaner result
3. Preview the captured image and tap "Use Photo" when you're satisfied
4. The form fills automatically with visible patient information such as:
   • Name
   • Date of birth
   • Phone number
5. Review the details, make any corrections if needed, and tap "Save"

💡 Good to know: Not all fields may be filled automatically — it depends on what information is visible in the document. Always review the form before saving to make sure everything looks correct.

Managing Patient Status: Active and Inactive

What is Patient Status?

Patients in your system can be either:

• Active — Currently in your practice
• Inactive/Deactivated — No longer active patients

Deactivating a patient hides them from your default view but preserves all their consultation records and information.

How to Deactivate a Patient

On Mobile App

1. Navigate to the patient's Profile tab
2. Tap the ··· (more) menu in the top right corner
3. Select "Deactivate"
4. Review the confirmation message confirming the action is reversible
5. Tap "Confirm" to proceed (or "Cancel" to go back)
6. The patient status changes from Active to Deactivated

On Web App

1. From the patient list: Click the ··· (more) button on the patient's row, then select "Deactivate"
2. Or from the patient's page: Click the ··· (more) button in the top right, then select "Deactivate"
3. Review the confirmation message
4. Click "Confirm" to proceed (or "Cancel" to go back)
5. The patient's status badge changes from "Active" to "Deactivated"

✓ Good news: This action is fully reversible — you can reactivate the patient record at any time.

How to Find and Activate Deactivated Patients

Viewing Deactivated Patients

On Mobile App

1. Go to the patient list
2. Click the Filters button next to the search bar
3. Under "Status," check the "Inactive" option
4. Tap the checkmark in the top right to apply
5. View all deactivated patient records

On Web App

1. Go to the patient list
2. Click the Filters button
3. Under "Status," select "Deactivated"
4. Click "Apply"
5. View all deactivated patient records

How to Reactivate a Patient

On Mobile App

1. Filter for deactivated patients (see steps above)
2. Select the deactivated patient from the filtered list
3. Click the ··· (more) menu in the top right corner of the Profile tab
4. Select "Activate"
5. Review the confirmation message
6. Click "Confirm" to proceed (or "Cancel" to go back)
7. The patient status badge disappears — the patient is now active again

On Web App

1. Filter for deactivated patients (see steps above)
2. Click the ··· (more) button on the deactivated patient's row
3. Or navigate to the patient's page and click the ··· (more) menu in the top right
4. Select "Activate"
5. Review the confirmation message
6. Click "Confirm" to proceed (or "Cancel" to go back)
7. The patient status badge changes from "Deactivated" to "Active"

💡 Helpful Tip: You can filter by "Deactivated" status whenever you need to find or reactivate patients. This keeps your main patient list clean while preserving all historical data.

Tips and Best Practices

Keep Your Patient List Organized

✓ Review regularly — Periodically review your patient list to ensure all information is current

✓ Use clear naming — When adding patients, use consistent formatting for names

✓ Update contact info — Keep phone numbers and emails current for appointment reminders

✓ Deactivate carefully — Only deactivate patients who are no longer active; you can always reactivate them

Using Search, Sort, and Filter Effectively

✓ Search first — If looking for one patient, use search rather than scrolling

✓ Combine filters — Use multiple filters together (age range + consultation date) for precise results

✓ Sort for tasks — Sort by "Last Consultation Date" when following up with patients; sort by "Name" for administrative reviews

✓ Clear filters when done — Remember to clear filters when you want to see your full patient list again

Duplicate Prevention

⚠️ Pay attention to duplicate warnings — When adding a patient, the system alerts you if a similar patient exists

⚠️ Review before saving — Take time to verify you're not creating a duplicate entry

⚠️ Check middle names — Sometimes patients are listed by different names; check carefully

Common Questions

Q: Can I sort multiple ways at once?

A: No, you can sort by one column at a time. However, you can combine filters with sorting for better organization.

Q: Will my consultation history be deleted if I deactivate a patient?

A: No, deactivating a patient preserves all their consultation records. You can reactivate them anytime and all information remains intact.

Q: Can I search by partial information?

A: Yes, searching works with partial text. For example, typing "John" will find patients named John, Johnson, etc.

Q: What format should the date be in when adding a patient?

A: Use MM/DD/YYYY format (for example: 03/15/1985).

Q: Can I add a patient from a document on the web app?

A: No, the document capture feature is currently only available on the mobile app.

Summary

Need Help?

If you have questions about managing your patient list:

• Contact support at support@aesthetics360.com
• Visit aesthetics360.com for additional resources
• Check the knowledge base for related articles about patient management