Changing a patient’s details

1Where you change a patient’s details

Anyone with Full patient record access can edit a chart. By default that is owners, managers, physicians, medical directors and nurses. Front desk, medical assistants and billing need that permission added to edit.

This is the patient’s own email address. The emails your clinic sends (reminders, receipts and the rest) are a different screen: Settings → Emails.

1. 1Open the patient’s chart and go to the Health Profile tab. Or open the ⋯ menu and choose Edit Profile.
2. 2Press Edit Profile. The cards turn into boxes: Personal Details (name, preferred name, previous names, date of birth), Care Team (preferred pharmacy), Contact Information (email, phone, phone type, address), Emergency Contact and, when one is set, Guardian / Responsible Party.
3. 3Make the change and press Save Changes. Cancel throws the edit away.

2Change a patient’s email address, and what happens

What changes at once: every email from now on goes to the new address: appointment reminders, receipts and bills, forms, and the codes for activating the app or resetting a password. Messages already sent stay as they were. Activating the app and resetting a password both need the code sent to this address, so a wrong email blocks both.

What the patient receives: a short “Your email was changed” notice at the new address, and one at the old address saying emails will now go somewhere else. Neither is sent when the patient asked not to be contacted, turned off email, is marked deceased, or when Account security is switched off in Settings → Notifications. When the chart had no email before, nothing is sent.

What does not change: signing in to the patient app. Patients sign in with the clinic code, their User ID (AMN-…) and their password, never their email, so they keep signing in exactly as before.

It is logged: the audit trail records who changed it, with the old and new address partly hidden.

What is refused: an address that isn’t a real email (“That email address doesn’t look right”), and one another patient at your clinic already uses (“Another patient at this clinic already uses this email”). For family members who share one inbox, put it in Guardian email instead.

A likely typo, like gmial.com, shows “Did you mean …?” with Use it. A shared address such as info@ is saved, but gets care emails only, not marketing.

Online booking finds a returning patient by email, or by phone and date of birth. A patient who books with an old address is still found by phone and date of birth.

The practice patient keeps its sample email: the change is not saved, and the chart says so.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Contact Information, change Email and press Save Changes.

3Change a patient’s phone number, and what happens

What changes at once: if your clinic sends texts, every text from now on (reminders, confirmations, “new message” alerts) goes to the new number. Replies from the new number land on this chart.

Phone Type matters: a number marked Home or Work gets no texts. Mark a cell phone as Mobile.

What does not change: a patient who texted STOP, or turned off text messages in their app, stays opted out after the number changes. Their email and app sign-in are not affected.

What the patient receives: nothing. There is no security notice for a phone change.

Online booking matches a returning patient by phone together with date of birth, so an up-to-date number helps it find the right chart.

Patients can also update their own phone number in the app.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Contact Information, change Phone, check Phone Type, and press Save Changes.

4Correct a patient’s date of birth, and what happens

Why it matters: a returning patient booking online types their User ID and date of birth, and online booking also finds a chart by phone and date of birth, so after a correction they must use the new date. Lab results are matched to a chart by name and date of birth.

What it does not affect: signing in to the app, activating it, or resetting a password. Those use the User ID and a code sent to the email on the chart, not the date of birth.

It is logged: the audit trail records who changed it, from what and to what.

What else happens: lab results waiting for a chart are compared again, so a result that did not match before may now be suggested for this patient. Nothing is filed for you. If the chart had no portal ID because its date of birth and email were missing, adding the date issues the ID, and an importer’s “Needs details” tag comes off once the chart has what it needs.

What is refused: a date in the future, a day that doesn’t exist, or one more than 120 years ago.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Personal Details, type or pick the Date of Birth and press Save Changes.

5Change a patient’s name, and what happens

Full Name is the legal name. From now on it is the name on new prescriptions, lab orders and claims, and the first and last name follow it.

Preferred Name is shown beside the legal name on the header, the schedule, the front desk and search. Prescriptions, labs and claims keep the legal name.

Previous names let a lab result printed under an old surname match this chart, and let the front desk find the chart by that name. A change to them is logged.

After a rename, lab results waiting for a chart are compared again. A match is only suggested; a person still files it.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Personal Details, change Full Name. Put the name they go by in Preferred Name, and an old or maiden name under Previous names.
3. 3Press Save Changes.

6Change a patient’s provider, and what happens

When the primary is replaced: upcoming visits (not canceled, completed or no-shows) move to the new provider’s schedule, and so do active protocols and treatment plans that are not completed. Past visits stay with the provider who saw the patient.

What the patient receives: a notice in their app, “Your care provider has changed”, saying what moved over.

Adding a provider alongside, or changing the order while the old primary stays on the team, moves nothing.

If something could not be moved, the chart says what, and it stays with the previous provider until you move it by hand. Both kinds of change are logged.

1. 1On the chart, open the ⋯ menu and choose Assign Provider. Or hover Provider on the strip under the name and press the pencil.
2. 2Tick the providers on this patient’s care team. The one marked Primary is the default for bookings, claims and the app. Press Make primary to change it.
3. 3Press Save. If the old primary is leaving the care team, it is a switch: press Continue, read what moves, and confirm.

7Turn off a patient’s app access

There is no separate on/off switch for one patient. App access closes when you Archive Patient, or when you Discharge / Transfer them or mark them deceased (⋯ menu).

What happens at once: they can no longer sign in, and every remembered phone and passkey is revoked, so Face ID or fingerprint sign-in stops too. The patient is not sent a message about it.

To open it again: set them back to Active or Inactive with Change Status, or press Reactivate on the discharge banner.

To stop just one phone or passkey and leave the rest of their access alone, open the ⋯ menu, choose Devices & passkeys and press Revoke.

If closing access for one patient without archiving them is something you’d like Aminova to support, send it through Suggestions (bottom of the sidebar) with a bit more detail and we’ll consider it.

8Archive a patient, and what happens

What happens: the patient leaves the active list, their app access closes and their remembered devices and passkeys are revoked. Automatic messages to them stop: workflows, refill and dose reminders, campaigns and texts.

What does not change: nothing is deleted. The chart, notes, labs, prescriptions and bills all stay. Visits already booked are not canceled for you.

To find or restore them: on Patients, open the … menu and choose Archived Patients. Open the chart, choose Change Status → Active, and confirm. Their app access opens again.

Discharge, transfer of care and deceased are separate, from Discharge / Transfer, and only owners, managers and physicians can set them.

1. 1Open the chart, open the ⋯ menu and choose Archive Patient. Or choose Change Status → Archived and confirm.

9Merge two charts, and what happens

Only owners and managers can merge (⋯ menu → Merge duplicate…, or Patients → … → Possible duplicates).

What happens: everything on the other chart moves to the one you keep: visits, notes, labs, prescriptions, bills, files and messages. The kept chart’s own details win; only its blanks are filled from the other one, and allergy lists are combined.

The other chart is archived, marked as merged into the kept one, and its app access is closed. Nothing is deleted.

Two app logins: you are asked to confirm. The kept chart’s login stays; the other login stops working and the patient uses the kept one.

10Change a guardian’s email or phone

A family inbox shared by several patients goes in Guardian email. Unlike a patient’s own email, the same guardian email can be on several charts.

A change to the guardian email is logged. No notice is sent for it.

Automatic emails and texts still go to the patient’s own Email and Phone, not to the guardian’s. The guardian is who letters and handouts for a minor are addressed to.

For a parent who is also a patient here to open the child’s chart from their own app login, link their chart in the same card. Every link and unlink is logged.

If sending reminders to the guardian is something you’d like Aminova to support, send it through Suggestions with a bit more detail and we’ll consider it.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Guardian / Responsible Party, change Name, Relationship, Phone or Email, and press Save Changes.

11Change a patient’s preferred pharmacy, and what happens

On the next new e-prescription: Aminova looks for that pharmacy near the patient. When exactly one store matches, it is picked for you, ahead of the clinic’s default. When several or none match, a hint asks you to choose, and nothing is picked.

Once a store is picked, it is remembered for as long as the chart says the same pharmacy. Changing the text makes Aminova look again.

What does not change: prescriptions already sent, and drafts, templates and refills that already name a pharmacy. A pharmacy you picked by hand is never replaced.

1. 1On the chart, open Health Profile and press Edit Profile.
2. 2In Care Team, change Pref. Pharmacy (the store’s name, and its town or street helps) and press Save Changes.

12Update allergies and medications, and what the safety check sees

What the check reads: when a prescription is signed or sent, the safety check reads the saved allergy and medication lists from the chart, plus the patient’s active prescriptions. A change counts from the moment it is saved.

“NKDA” or “none known” is saved as no known allergies, not as an allergen.

When the chart lists no allergies or medications, the check uses the patient’s intake answers instead. A medication marked stopped no longer counts.

If the chart could not be read, the check says so; it never shows a clean result it did not get.

If someone else changed the lists while you had the chart open, the save stops: “Allergies or medications were changed by someone else since you opened this.” Reload the chart and make your change again.

1. 1Allergies: on the chart, open Health Profile, press Edit Profile, change Allergies in the Health Profile card and press Save Changes.
2. 2Medications: under Current Medications & Supplements, press Add medication, or open the menu beside one and choose Stop (discontinue). These save on their own.