Add a patient

Adding a patient creates their record in Clinicify and sends them an invitation to your patient portal. You only need their email address to get started.

Before you start

• Owners, practitioners and receptionists can all add patients.
• You need the patient’s email address. It becomes the address they sign in to the portal with, and it can’t be changed later from the patient record.
• Each email address can belong to only one patient in your clinic. Capital letters don’t make a different address: [email protected] and [email protected] are the same patient.

Steps

1. Select Patients in the left sidebar.
2. Select Invite patient.
3. Enter the patient’s Email address.
4. Enter their First name and Last name. These are optional, but emails greet the patient by first name when you add one.
5. If you want the invitation sent by text as well, enter a UK mobile number in Phone (for SMS invitation). You can type it as 07… or +44…, and Clinicify formats it for you.
6. Select Send invitation.

What happens next

• You see Invitation sent! and are taken to the new patient’s record.
• The patient receives an invitation email from your clinic, and a text if you added a mobile number. It explains what the portal is for and that they sign in with a six-digit code rather than a password.
• The email’s Set up your portal button, and the link in the text, open your portal’s sign-in page. There’s nothing else to set up: the patient enters their email address, and Clinicify emails them a code to sign in with. They can type the address with or without capital letters.
• The patient appears in your Patients list straight away, and you can book appointments for them.

Good to know

• If the email already belongs to one of your patients, you see “A patient with this email already exists in this clinic”. Search the Patients list for them instead.
• Only UK mobile numbers are accepted. See Patient phone numbers and text messages.
• New patients are also added when they book a first appointment on your online booking page, and owners can add many at once by importing a spreadsheet.
• A patient who never becomes active is removed automatically. A patient added by invitation or online booking is scheduled for removal 90 days after they were added. Any appointment that isn’t cancelled (upcoming, completed or a no-show), or any clinical record (such as a treatment record, lab result, signed consent or note), stops this for good. Otherwise the patient is emailed 30 days and 10 days before the date, and always gets at least 14 days’ notice. Until then, their record shows a Deletion scheduled badge with the date.
• On a paid plan, you can’t add new patients once you reach your plan’s patient limit. See Patient limits on your plan.