Documentation / Guides
Adding and managing patient records
This guide covers the day-to-day work of a patient record: adding one, keeping demographics and status current, tagging for quick filtering, and writing clinical notes that hold up if they're ever questioned later.
Add a patient
Create a patient record with their contact details, country and postcode. This is the minimum needed before anything else — an appointment, a form or a note — can be attached to them.
Keep status current
A patient carries a status such as active, in recall or completed, with a timestamp recorded on every change. Use status to separate people you're actively treating from people you aren't, rather than relying on memory.
Tag for fast filtering
Colour-coded tags can be applied to one patient at a time or in bulk across a filtered list. Tags and status both work as filters on the patient list, so a group — everyone due for recall, say — can be found without searching name by name.
Write a note that lasts
A clinical note keeps its full revision history: editing a note adds to the record rather than overwriting what was there, so an entry from months ago can still be traced to who wrote it and when. A note can also flag a patient's next appointment directly.
Set how a patient hears from you
Each patient has their own notification preferences for email and SMS. Set these once on the record and the reminders system respects them everywhere a message would otherwise be sent, rather than asking again per appointment.
Related
Appointments
Book directly against a patient record and see their history alongside the calendar.
Forms
Send an intake or consent form whose answers write back to the patient record.
Patient records — features
The marketing overview of the same record system.
Common questions
Patient records are encrypted in transit and at rest, files are stored privately and served through short-lived signed links, and every change is written to an audit log. Staff accounts sign in with passkeys rather than shared passwords.
HyperCRM suits appointment-based practices that keep clinical records: dental, medical, surgical, physiotherapy and aesthetic clinics. They all run the same system, using the words their own field uses — and dental practices additionally start from a service catalogue that is already filled in.
No. Every edit is kept as part of the note's revision history rather than replacing what was there, so a note written months ago can still be traced back to the person who wrote it and the time it was written, even after later edits.
Use tags and status together as filters on the patient list. Colour-coded tags can be applied individually or in bulk, and combined with a status such as active or recall, so a group of patients can be found without searching one name at a time.