Patients (Admin)
The admin patient view lets you manage patient records, send invites and forms, and keep your patient list clean — without exposing any clinical data to non-clinical staff.
Admin view vs clinical view
The Admin Portal patient list is for administrative management only. Clinical data — notes, prescriptions, diagnoses, pathology results, and medication history — is not visible to admin staff here. Only practitioners with clinical access can see this information in the clinical portal.
What admin staff can see and edit:
- Personal and contact details
- Medicare card, DVA, health fund
- Individual Health Identifier (IHI)
- Emergency contact
- Appointment history (dates, types, practitioners, statuses)
- Portal account status
- Forms and consents sent
Searching the patient list
Go to Admin Portal → Patients. Search by:
- First name
- Last name
- Email address
Results update as you type.
Patient detail — tabs
When you open a patient record in the Admin Portal, you'll see two tabs:
Details tab
Edit any administrative field:
- Full name and date of birth
- Email, phone, address
- Medicare card number and reference number
- DVA number
- Health fund name and membership number
- Individual Health Identifier (IHI)
- Emergency contact name and phone
Activity tab
A read-only timeline of the patient's appointment history: date, appointment type, practitioner, and status (Booked, Completed, Cancelled, No Show).
Adding a new patient
From the patient list, click Add Patient and fill in the required fields (first name, last name, date of birth, and email). You can complete the rest of the profile later.
Actions from a patient record
| Action | What it does |
|---|---|
| Send Form | Sends a selected intake form or health questionnaire to the patient via email |
| Send Consent | Sends a selected consent document to the patient via email |
| Send Portal Invite | Sends a magic link so the patient can create or access their patient portal account |
| View Clinical Record | Opens the patient's full clinical record in the clinical portal (clinical practitioners only) |
Send Portal Invite sends the patient a personalised link to set up their portal account. The link expires after 24 hours. If the patient misses it, send another from the same screen.
Portal account status
Each patient in the list shows their portal account status:
| Status | Meaning |
|---|---|
| None | No portal account and no invite sent |
| Invited | Invite sent but patient hasn't activated their account yet |
| Active | Patient has an active portal account |
Duplicate patient detection
Duplicate detection currently only runs at one point: public booking checkout. When a new patient books through the public booking page and their first and last name match an existing patient record (with no matching date of birth or email to confirm it's the same person), Qliva creates a new record but flags it as a possible duplicate of the older, existing record. This check does not run as a general background scan, and it isn't triggered by manual patient creation in the Admin Portal or by Squarespace order imports.
How you're notified: a banner appears on the Admin Portal dashboard whenever there are pending duplicate flags, linking to a centralised Patients → Duplicates review page (/admin-portal/patients/duplicates) that lists every pending pair together. There is no per-patient badge in the patient list itself.
From the duplicates review page you can:
- Merge — reassigns appointments, intake form assignments/responses, portal accounts, consult notes, prescriptions, pathology results, memberships, and communication logs from the secondary record to the primary record. The secondary record is then soft-deleted.
- Dismiss — marks the pair as reviewed and removes it from the pending list.
Merging does not move invoices or consents — these remain attached to the secondary (now inactive) record. If invoice or consent history matters for a merged patient, check both records rather than assuming everything followed the merge.
Merging patient records is irreversible. All moved data is reassigned to the primary and the secondary is soft-deleted from the active patient list. Review both records carefully before confirming.
If you're unsure which record to keep as the primary, choose the one with the more complete details or the longer appointment history.