Patient Management

Manage patient records, assign forms, and generate patient portal links.

Access

Admin Portal → Patients (sidebar)

Main View

Header:

  • Title: “Patient Management”
  • Subtitle: “Manage patient records and form assignments”
  • “Add Patient” button (top right, teal)

Search and Filters:

  • Search box: Search by name or email
  • Real-time filtering as you type

Patient Table:

  • Full name
  • Email
  • Date of birth
  • Phone
  • Date added
  • Actions (3 dots menu)

Add Patient

Click “Add Patient” button (top right).

Modal opens with form:

Required fields:

  • First name
  • Last name
  • Date of birth

Optional fields:

  • Email (needed for sending forms)
  • Phone (for SMS links)
  • Medical record number
  • Contact preferences

Click “Save” to create patient.

Patient appears in table immediately.

Edit Patient

Click 3-dot menu on patient row → Edit

Same modal as Add Patient, pre-filled with current data.

Update any fields.

Click “Save” to update.

Patient Actions Menu

Click 3-dot menu on any patient row:

Assign Form

Opens form assignment modal.

  1. Select form template:
    • TMS Intake (default)
    • PHQ-9
    • GAD-7
    • Other forms
  2. Click “Assign”

Patient can now access this form via their portal link.

Creates unique portal link for this patient.

Modal shows:

  • Full URL to patient portal
  • Copy button
  • QR code (scan with phone)
  • Send via email button
  • Send via SMS button

Copy and send link to patient:

  • Email it
  • Text it
  • Print QR code

Patient clicks link → fills out assigned forms.

Link is unique per patient. No login required.

View History

See patient’s full intake history:

  • Forms assigned
  • Forms completed
  • Submission dates
  • Statuses

Timeline view of all interactions.

Delete Patient

Click 3-dot menu → Delete

Confirmation prompt: “Are you sure you want to delete patient [Name]? This action cannot be undone.”

Only delete if patient was added by mistake.

Deleting patient removes all their data (GDPR right to be forgotten).

Type in search box to filter patients by:

  • First name
  • Last name
  • Email
  • Any part of name

Results update in real-time.

Patient Count

Bottom of table shows total number of patients.

Back Navigation

“Back” button returns to Admin Portal home.

URL

https://intakepilot.com/admin (select Patients from sidebar)