Module guide · Clinical

Patient Records

Everything about registering, finding, and reviewing a patient, from the front-desk sign-up form to the full 360° clinical picture.

Overview Dashboard Patient list Register a patient Patient chart Advanced search Analytics 360° records Good practices

What this module is for

Patient Records is the front door of Medi360. It's where every patient's identity, contact details, insurance and core clinical facts live, and it's the record that every other module, appointments, billing, labs, surgery, points back to.

Who uses it

Front-desk and registration staff sign patients up. Nurses and clinicians read and update the chart during care. Billing staff rely on the insurance on file. Administrators use the dashboard and analytics to see patient volume at a glance.

Where to find it

Open Patients from the main sidebar. That takes you to the module dashboard; from there, every screen in this guide is one click away.

This guide covers seven screens, in the order you'll typically use them:

1
Dashboard
Snapshot of how many patients you have and how many were added recently.
2
Patient list
Search, filter and manage every patient on record.
3
Register a patient
The sign-up form used to add someone new to the system.
4
Patient chart
One patient's full record: demographics, vitals, insurance, flags, consents, portal, labs and imaging.
5
Advanced search
Find a patient by combining several criteria at once.
6
Patient analytics & 360° records
Two visual, clinically-focused views of a single patient's history.

Patient Dashboard

The landing page of the module: a quick read on patient volume, who was added most recently, and one-click shortcuts to common tasks.

patients · dashboard

The four stat cards

Field	What it means
Total Patients	Everyone ever registered in the system, active or not.
Active	Patients currently receiving or eligible for care. Click through to the filtered patient list.
Inactive	Patients deactivated, for example because they've transferred care elsewhere or haven't been seen in a long time.
Deceased	Patients marked deceased. Kept on record for legal and historical purposes, but excluded from active-care workflows.

Recently Registered

The ten most recently added patients, with name, MRN, age, gender and status. Click any row to open that patient's chart. "View all" opens the full patient list.

Quick Actions

One-click shortcuts to Register New Patient, Patient Records, Appointments and ADT / Census, the four things staff reach for most often from here.

Your Access

A small panel lists the roles assigned to your account (for example, Nurse or Front Desk). It's informational, if a screen or button seems to be missing, this is a quick way to confirm what your role is allowed to see.

Patient List

The master list of every patient, with search, filters, bulk actions, and CSV import/export.

Columns (list view)

Field	What it means
Patient	Avatar initials, full name and, in parentheses, preferred name if one is on file.
MRN	Medical Record Number, the unique ID assigned automatically when a patient is registered.
DOB / Age	Date of birth, with the calculated current age alongside it.
Gender	As recorded on the patient's demographics.
Status	Active (green), Inactive (amber) or Deceased (gray) — see the legend below.
Phone	The patient's primary phone number, if one is on file.

Search & filter

The search box matches name, MRN or phone as you type. The Active / Inactive / Deceased / All pills filter the list further, and the list/grid toggle switches between a table and patient cards.

Bulk actions

Tick the checkbox on multiple rows to reveal a bulk action bar for activating or deactivating several patients at once, useful after a data cleanup.

Row menu actions (⋯)

Field	What it means
View Details	Opens the full patient chart.
Deactivate	Marks an active patient inactive. Shown only for Active patients.
Reactivate	Restores an inactive patient to Active. Shown only for Inactive patients.
Mark Deceased	Records the patient as deceased. Shown for any patient not already marked deceased, and asks for confirmation first.

Deactivate, Reactivate and Mark Deceased all ask for confirmation

None of these happen instantly on click, a confirmation dialog names the patient and the action before anything is saved. Marking someone deceased is the only one of the three that can't later be undone from this screen.

Import & export

Field	What it means
Export CSV	Downloads a spreadsheet of MRN, name, DOB, age, gender, blood type, status, phone and email. Exports your current selection if you've ticked rows, otherwise your current search/filter results.
Import CSV	Bulk-registers patients from a spreadsheet. Rows that fail validation are skipped and reported, valid rows are still imported.

Active — currently receiving or eligible for care

Inactive — deactivated, not currently in active care

Deceased — patient has died; record retained

Register a New Patient

A six-section form. Only Identity and Address are required to save a record, everything else can be added later from the patient chart.

Required fields are marked with *

First Name, Last Name, Date of Birth, and the full Address (street, city, 2-letter state, ZIP) must be filled in before the form will save.

1 · Identity

Field	What it means
First Name*	Patient's legal first name.
Last Name*	Patient's legal last name.
Middle Name	Optional.
Preferred Name	What the patient likes to be called, shown alongside their legal name throughout the chart.
Date of Birth*	Used to calculate age everywhere in the system.
Gender	Male, Female, Other or Unknown.
Marital Status	Single, Married, Divorced, Widowed, Separated, Domestic Partner or Unknown.

2 · Address (required)

Field	What it means
Street Address*	e.g. "123 Main St".
Apt / Suite / Unit	Optional unit or suite number.
City*
State*	2-letter code, e.g. "CA".
ZIP Code*	5 digits, or ZIP+4 (e.g. 90210 or 90210-1234).
Address Type	Home, Work, Billing, Mailing or Other.

3 · Phone Numbers (optional, add as many as needed)

Field	What it means
Number	Include country code if known, e.g. +15550001234.
Type	Mobile, Home, Work, Fax or Other.
Primary	Check to mark this as the main number the front desk should call first.

4 · Emergency Contacts (optional, add as many as needed)

Field	What it means
First / Last Name*	Required if you add a contact at all.
Phone	Optional but recommended.
Email	Optional.
Relationship*	Spouse, Parent, Child, Sibling, Guardian, Emergency Contact, Employer, Friend, Caregiver or Other.

5 · Insurance (optional, add as many plans as the patient carries)

Field	What it means
Payer / Insurer Name*	The insurance company, required if you add a plan at all.
Member ID*	The patient's ID with that insurer.
Group Number	Optional employer/plan group number.
Priority*	Primary, Secondary or Tertiary, order in which plans are billed.
Plan Type*	PPO, HMO, EPO, POS, HDHP, Medicare, Medicaid, Tricare, CHAMPVA, Workers' Comp, Self-Pay, Uninsured, or Other.

6 · Clinical (optional)

Field	What it means
PCP NPI	The primary care provider's National Provider Identifier, exactly 10 digits if entered.
PCP Name	The primary care provider's name, e.g. "Dr. Jane Smith".
Height (cm) / Weight (kg)	Used to auto-calculate BMI below.
BMI (auto)	Calculated automatically from height and weight; not editable directly. Labeled Underweight, Normal, Overweight or Obese.
Blood Type	A+/A−, B+/B−, AB+/AB−, O+/O−, or Unknown.
Electrophoresis	Hemoglobin genotype (AA, AS, SS, AC, SC or CC), relevant for sickle-cell screening.

The Patient Chart

Open any patient from the list or dashboard to reach their chart: identity and status up top, then eight tabs covering everything known about them.

The header shows the patient's name, a status badge, and MRN · date of birth · gender underneath. A back arrow returns to the list, and an Analytics button jumps to the clinical Patient Analytics view (see section 7).

Active — green badge across the chart

Inactive — amber badge

Deceased — gray badge

Tab 1 · Demographics

The patient's personal information and contact details, in one place. Click Edit to turn any field into an editable box or pill-selector; Save writes the change immediately and Cancel discards it, no confirmation is asked for edits.

Field	What it means
Personal info	Name(s), date of birth, gender, race, ethnicity, preferred language, marital status, blood type, height/weight, auto-calculated BMI, and electrophoresis, the same fields captured at registration, all editable here.
SSN (masked)	Shown partially hidden for privacy; view-only.
Portal Enabled	Whether this patient has patient-portal access; view-only here, managed from the Portal tab.

Phones — add with the Add Phone button; each entry can be deleted with its trash icon; one number can be marked Primary.

Emails — same pattern as phones, with a Primary flag.

Addresses — shown read-only on this tab (added during registration).

Emergency Contacts — add with Add Contact; same fields as at registration.

Tab 2 · Vitals

A table of the patient's last 20 recorded vital-sign checks, most recent first. Record Vitals opens a form to add a new reading, all fields are optional so you can record just what you measured.

Field	What it means
Temp / BP / HR / RR / SpO2 / Pain	Temperature, blood pressure, heart rate, respiratory rate, blood-oxygen saturation and a 0–10 pain score.
Height / Weight	Recorded at the time of this check, separate from the demographics values.
NEWS2	National Early Warning Score 2, an automatically calculated risk score built from the readings above. A score of 5 or higher is shown in bold red as an early sign the patient may be deteriorating and needs review.

Tab 3 · Insurance

Every insurance plan on file, with the same fields captured at registration. Add Insurance adds a plan; the pencil icon edits one; the trash icon removes one, after a confirmation dialog since removing a plan is permanent.

Field	What it means
Priority badge	Primary, Secondary or Tertiary, shows billing order.
Eligibility Status	Green badge shown when a coverage check has been run and confirmed active.
Inactive badge	Shown in gray if the plan is no longer active.

Tab 4 · Flags

Clinical alerts staff need to notice at a glance, allergy alerts, fall risk, isolation precautions, and similar. Add Flag adds one (no confirmation); the checkmark button on an active flag resolves it, after confirming.

Field	What it means
Flag Type	Allergy Alert, Fall Risk, Infection Control, Violence Risk, Elopement Risk, Latex Allergy, DNACPR (Do Not Attempt CPR), VIP, Substance Abuse, Organ Donor, Advance Directive, Interpreter Needed, Isolation, Legal Hold, or Custom.
Severity	Low, Medium, High or Critical, see the color legend below.
Reason	Free-text explanation.
Added / Resolved	Who added the flag and when; once resolved, who resolved it and when.

Critical — red, needs immediate attention

High — orange

Medium — amber

Low / Resolved — gray

Tab 5 · Consents

Record Consent logs a new signed consent (date defaults to today). Active consents show a Revoke button, revoking always requires typing a reason, the form is blocked without one.

Field	What it means
Consent Type	General Treatment, HIPAA Notice of Privacy Practices, Release of Information, Telehealth, Research, Advance Directive, DNR, Organ Donation, Financial Responsibility, Photography/Video, or Other.
Consent Method	In Person, Electronic, or Verbal.
Status	Active (green) or revoked/expired (gray).
Expiry Date	Optional, for consents that lapse after a set period.

Tab 6 · Portal

Controls whether this patient can log into the patient portal.

Field	What it means
Activate Portal	Requires an email and a username; grants the patient portal access.
Reset Password	Sends a password-reset email to the patient's portal address, asks for confirmation first.
Deactivate Portal	Revokes portal access; asks for confirmation, this is a destructive action.

Tab 7 · Lab Results

Read-only. Test, value, unit and reference range, result date, and a status badge (Final in green, Critical in red with an alert icon, or other in gray). Orders and detailed results are managed from the Laboratory module.

Tab 8 · Imaging

Read-only. Study type, modality, body part and date, plus the radiologist's impression when available. Status badge shows Final (green), Pending (amber) or other (gray). Full studies live in the Radiology module.

Advanced Search

For when a name or MRN isn't enough, combine any of these criteria to narrow down to the right patient.

Field	What it means
First / Last Name, MRN	Partial matches are supported.
Date of Birth, Age From / To	Search an exact birth date, or a range of ages.
Gender, Status	Pill selectors, same options as elsewhere in the module.
PCP NPI	Find every patient assigned to a given primary care provider.
City, State	Location-based search.
Insurance Payer, Insurance Member ID	Find a patient by their coverage details.

At least one field is required

Enter at least one criterion before searching, results are paginated and each row links straight to that patient's chart.

Patient Analytics

A single patient's clinical snapshot: vitals, risk score, problems, medications and appointments on one screen. Reach it from the Analytics button on the patient chart, or search directly.

patient analytics

Always-visible profile panel

Photo, name, age, gender, a click-to-copy MRN, height/weight/BMI, blood type, and a Clinical Risk Score gauge, the same NEWS2 early-warning score from the Vitals tab, shown as a circular dial colored by risk band (normal, warning, critical).

The seven tabs

Field	What it means
Overview	Heart-rate trend chart (toggle 1H/1D/1W/1M/1Y), an anatomy panel with live SpO2/respiratory rate/blood pressure callouts, the early-warning score gauge, up to 3 active medications, the next appointment, and any allergies or active flags.
Vitals	Six stat tiles (heart rate, blood pressure, SpO2, respiratory rate, temperature, pain) each flagged if outside normal range, plus the heart-rate trend chart and the full readings history table.
Health	Blood type, gender, date of birth and status, the active problem list (diagnoses with ICD-10 codes, flagged Chronic where relevant), and full allergy/flag detail.
Labs	Lab results from the last six months, with reference ranges and abnormal-result flags.
Medications	All active medications, with strength, form, frequency and instructions.
Appointments	The next scheduled appointment plus history for up to the last 20 visits.
Messages	Placeholder, patient messaging is handled in the Communication module and isn't linked from here yet.

Header actions

Search another patient switches patients without leaving analytics. 360° Records jumps to the visual view in the next section. Export PDF opens your browser's print dialog with a print-friendly layout, useful for referrals or handoffs.

Patient 360° Records (Bio-Scan)

The most complete view in the module: every hospital module's data for one patient, aggregated, charted, and mapped onto an interactive body.

patient 360° · bio-scan

Real Medi360 Bio-Scan 360° patient records view

Top summary tiles

Field	What it means
Total records	Every record for this patient, across every hospital module.
Modules with data	How many of the hospital's modules actually hold something for this patient.
Critical flags	Count of records marked critical; the tile turns red-tinted if greater than zero.
Last activity	The most recent dated record anywhere in the file.

The interactive body ("Holo-Scan")

A rotatable, scan-styled 3D body model sits at the center of the page. It's the fastest way to jump straight to a specific type of record.

Click and drag to rotate, or press auto-rotate to spin it continuously. Fullscreen expands it to fill the screen.

Switch between Skin / Organs / Vascular layers, and click any organ to jump straight to its module's card below.

Field	What it means
Brain	Decision Support (clinical safety alerts).
Lungs	Emergency & ICU visits.
Heart	Vital Signs.
Liver	Laboratory results.
Stomach	Pharmacy.
Pelvis	Surgery.
Kidneys (rotate to the back)	Blood Bank.

Small colored markers ("op-site" markers) also appear at realistic body locations for actual surgeries, wounds, imaging studies or infections on record, click one to jump to the matching module. A live monitor strip along the bottom refreshes every 15 seconds with current heart rate, SpO2, blood pressure, respiratory rate and temperature. Prefer a simpler view? Toggle to Illustration for the same information as flat, labeled callouts instead of an interactive 3D model.

Two side charts

Records by care area — a donut chart splitting all records into Clinical Care, Patient Journey, Diagnostics & Treatment, and Records & Administration. Activity, last 12 months — how many records were created each month, a quick read on how recently active this patient's file has been.

Busiest modules

A bar chart ranking the top modules by record count for this patient, useful for seeing at a glance whether their history is dominated by, say, Labs or Pharmacy.

Module cards, grouped into four areas

Below the visuals, every module with data for this patient gets its own flippable card. Click a card (or press Enter/Space) to flip it and see the patient's most recent records in that module; click again to flip it back. Each section header has a Flip all button to open or close every card in that group at once.

Field	What it means
Clinical Care	Diagnoses, vitals, allergies, clinical notes, CPOE orders, care plans, decision support.
Patient Journey	Appointments, encounters, admissions/ADT, emergency visits, ICU stays, visitors.
Diagnostics & Treatment	Laboratory, radiology, pharmacy, surgery, blood bank, immunizations, maternity, dietary, wound care, rehabilitation, home care, remote monitoring, infection control, palliative care.
Records & Administration	Documents, billing, insurance, communications, safety incidents, clinical trials, and the HIPAA chart-access audit trail.

Good practices

Search before you register

Run an Advanced Search (by name + date of birth, or MRN if known) before creating a new patient, it's the best way to avoid duplicate records for the same person.

Use Mark Deceased, not Deactivate

For a patient who has died, use Mark Deceased rather than Deactivate, it keeps the dashboard statistics and downstream reporting accurate.

Revoking a consent needs a real reason

The revoke form won't submit without one, and it becomes part of the compliance record, write something a reviewer could understand months later.

Watch the NEWS2 score

A vitals reading that pushes NEWS2 to 5 or above is highlighted in bold red on both the chart and the analytics view, treat it as a prompt to review the patient, not just a number to skim past.

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