The Patients screen is your central hub for finding and reviewing patient records in the clinical portal.
Finding a patient
Use the search bar at the top of the Patients list to look up a patient by:
- Name (first or last)
- Email address
- Date of birth
Results update as you type. Click any row to open the patient record.
Patient record sections
Each patient record is divided into tabs:
| Tab | What you'll find |
|---|---|
| Overview | Demographics, contact details, emergency contact, Medicare/insurance details |
| Appointments | Full appointment history — past and upcoming |
| Notes | Consult notes and ad hoc clinical notes |
| Pathology | Lab results and clinical correspondence |
| Prescriptions | Prescription history, including PDFs |
| Forms | Completed and outstanding intake/consent forms |
| Consents | Signed consent documents |
| Wearables | Connected device data — coming soon |
| Messages | Portal message history between patient and clinic |
Editing patient details
Practitioners can update both clinical and demographic fields directly from the Overview tab. Click Edit to make changes, then Save. An audit log records who made each change and when.
Creating a new patient record
Click + New Patient in the top-right of the Patients list. Fill in the required fields (name, date of birth, email) and save. The patient record is created immediately. You can invite them to the patient portal from the record.
Duplicate patient detection
If you create a patient and Qliva finds an existing record with a matching name and date of birth, a merge suggestion banner appears on both records. Duplicate resolution is handled by a clinical admin — they can merge the records without data loss. Until resolved, both records remain active.
Clinical admins can see the patient list and demographic details but cannot view clinical data — this includes notes, prescriptions, diagnoses, and pathology results. This separation is by design for privacy compliance. If an admin needs clinical information, a practitioner must retrieve it.
Patient portal status
The Overview tab shows whether the patient has a portal account:
| Status | Meaning |
|---|---|
| None | No portal account — patient has never been invited |
| Invited | Invitation email sent, patient hasn't activated yet |
| Active | Patient has set up their account and can log in |
To invite a patient, click Invite to Portal from the Overview tab.
Sending forms and consents
From any patient record you can send a form or consent document directly without waiting for an appointment:
- Go to the Forms or Consents tab
- Click Send Form or Send Consent
- Select the document and confirm
The patient receives an email notification with a link to complete it in their portal.
Patient-level notes
The Notes tab contains two types of notes:
- Consult notes — structured clinical records tied to (or independent of) an appointment. See Consult Notes
- Admin notes — quick, free-text notes visible only to clinic staff. These are not part of the formal clinical record and are not shared with the patient.
Use admin notes for things like "patient prefers afternoon appointments" or "call before sending reminders" — brief operational reminders that don't belong in the clinical record.