Each Patient has one Clinic Patient Record at your Clinic, which no other Clinic can see.
Find a Patient
Open Patients and search by name, email or the last digits of a mobile. Each row says Claimed or Unclaimed: an Unclaimed Patient is one the Clinic added who has not yet taken over their record.
Searching is not logged, but opening a record, and each clinical screen inside it, writes to the Access Log, so the Clinic can always show who read a Patient's record. A Visiting Prescriber sees only their Consult Patients: the whole record until seven days after the Visit Day, then only what they wrote or prescribed.
Add a Patient
Choose New Patient, enter the name and an email or UK mobile, then Create Patient. The date of birth can wait until the first Booking. Clayform sends a claim invitation so the Patient can take over their record.
An email already on a record here opens that record rather than making a second. A record's email can't be changed to an email another record here holds. A mobile belongs to one Patient at a Clinic, so one number means one Thread: if it is someone else's, choose Open their record, or Save without a mobile when you have entered an email.
At an Ordering-only Clinic a new Patient needs a date of birth and home address instead, because both go on every Prescription.
The Patient's page
Call and New Sale sit beside the name. An Appointment today shows its next step: Checkout, Resume record or Open booking. While the record is unclaimed, Resend claim invitation sends the link again.
- Details: Contact details and the home address, needed on every Prescription and home-delivered Pharmacy Order; choose Save contact details. Clinic Credit, Plans and Courses sit beside them.
- Timeline: this Clinic's Messages, Calls, Inbox Items and Bookings with the Patient, never clinical content. Send a message opens their Thread.
- Clinical: Treatment Records, Prescriptions, Consents, Adverse Events, Patch Tests and Medical History versions. The Safety line under the name sums them up; tap a flag to jump there.
For Treatment Records see The Treatment Record, and for Prescriptions see Prescriptions and prescription-only medicines.
Who sees the clinical parts
Of the Clinic's staff, only Owners, Managers and Practitioners see the Clinical tab, the Safety line, Clinical Photos and Medical History. The Front desk books, checks in and takes payment but does not treat, so it sees Details and Timeline only. A Visiting Prescriber sees Clinical for their Consult Patients but never the Timeline: they are not the Clinic's staff.
Clinical Photos
On Clinical, choose Photos. Tap two thumbnails under Across visits to compare them Side by side or with the Slider. Doses over time shows each Treatment's Injection Map units by site. Use as reference on a before photo makes it the overlay the next time that view is taken. The Patient never sees Clinical Photos.
Medical History
The Medical History card lists every version; open one to read its answers and any Clinical Flags. A version is never edited: a change makes a new one, and Consents signed against the old one must be signed again.
Export or retain the record
Only the Owner sees Record and data protection. Access Log lists every opening, with who and under which Role. For a subject access request, choose Export record, then Prepare export; the zip is usually ready within a minute. Download it within a few hours, before it is deleted. Both steps are written to the Access Log.
For an erasure request, Retain record freezes the record instead of deleting it, because clinical content is kept for eight years after the last Appointment. It cancels upcoming Bookings, revokes Marketing Opt-ins and cannot be undone.