Patients#

The Admin Portal → Patients page gives clinic administrators a consolidated view of all patients registered with your clinic. Administrators can search and filter patients, edit contact and administrative details, send intake forms and consent documents, and invite patients to the patient portal — all without accessing any clinical records.

Patient list#

Navigate to Admin Portal → Patients to see a table of all active patients. Each row shows:

Searching patients#

Use the search bar at the top of the list to filter by first name, last name, or email address. Search is applied as you type and is case-insensitive.

Patient detail panel#

Click the Open button (or any row) to open the patient detail panel on the right side of the screen. The panel has two tabs:

Details tab#

Shows all administrative fields for the patient, organised into sections:

• Personal — name, preferred name, date of birth, sex
• Contact — email, phone, address
• Medicare — Medicare number, IRN, expiry date
• Emergency contact — name, phone, relationship
• DVA — DVA file number and card type
• Health fund — fund name, membership number, member reference
• IHI — Individual Healthcare Identifier and status

Activity tab#

Shows a summary of the patient's appointment history with your clinic — most recent appointment date, type, and status. For a full clinical history, use View full record to open the patient's record in the practitioner portal.

Editing patient details#

From the Details tab, click Edit to enter edit mode. All administrative fields become editable. Make your changes and click Save — changes are saved immediately via the API.

Actions#

The Actions section of the detail panel (at the bottom of the Details tab) provides shortcuts for common patient management tasks:

Adding a new patient#

Click + New Patient in the top-right corner of the Patients page to open the Add Patient form. Required fields are:

• First name
• Last name

Optional fields at creation:

• Email, phone, date of birth, sex

After creating the patient, open the detail panel to complete their administrative profile (address, Medicare, health fund, etc.).

Patient portal status#

The Portal column shows whether a patient has an active portal account:

• Active — the patient has logged in to the portal at least once
• Invited — an invitation was sent but the patient has not yet created their account
• — — no invitation has been sent

Use Portal invite from the Actions section to send or resend a portal invitation.

Clinical data boundary#

The Admin Portal patient view is intentionally limited to administrative information. The following data is never shown in the Admin Portal and can only be accessed through the Clinical Portal:

• Consultation notes and SOAP documentation
• Medical history, conditions, and diagnoses
• Prescriptions and medications
• Allergies and adverse reactions
• Pathology results and imaging reports
• Scribe transcripts and AI draft sections

This separation ensures that administrative staff with Admin Portal access cannot view sensitive clinical records unless they also have practitioner access in the Clinical Portal.