The patient record and timeline

Every patient in Clinicify has one record that brings together everything your clinic holds about them. You open it from the Patients list.

Finding a patient

Select Patients in the left sidebar. The list shows each patient’s name, email and the date they joined, with a count of patients above it.

• Search: type in Search by name or email… to filter by first name, last name or email address. Results update as you type.
• Sort: choose Surname (A-Z), First name (A-Z), Recently active (most recent appointment first) or Recently added.
• The list shows 50 patients at a time. Use Previous and Next to move between pages.

Select anywhere on a patient’s row to open their record.

The header

The top of the record shows the patient’s name, email address and the date they joined. It can also show:

• Deletion scheduled and a date, for a patient who has no clinical history yet. See Add a patient for how this works.
• A Right-to-erasure requested notice, if the patient has asked from the portal for their data to be erased. See Handling patient data and erasure requests.

The Patient actions menu (the three dots) has Export patient data (GDPR), which downloads a copy of the patient’s data for a subject access request (owners only), and Delete patient, which archives the record (owners and practitioners). Receptionists don’t see the menu. See Archive and restore a patient.

The tabs

The timeline

The Timeline tab lists the patient’s questions, newest first, with each answer that was actually sent to them. Answers show who they came from: Answered by and a named clinician, Automated answer for a general question, or Answered by the clinic for an automatic reply to an admin question. A question still waiting shows No answer sent yet. Drafts waiting for review in the Q&A queue don’t appear here, so the timeline only ever shows what the patient was really told.

Use Search questions, answers and notes… to find something in the patient’s history.

Patient questions switch

Owners and practitioners see a Patient questions section on the Profile tab, with the box Patient can ask questions in their portal. It’s ticked unless someone has turned it off. Clear it when a patient asks to opt out of asking questions: the change saves straight away, the patient’s portal asks them to contact the clinic directly instead, and their past questions and answers stay visible. See How patient questions work.

Good to know

• The Clinical notes on the Profile tab are encrypted and never visible to the patient.
• Every time someone opens a patient record, it’s recorded in your clinic’s audit trail.
• To learn how patients ask questions, see How patient questions work.