The Patient Profile is your central hub for everything related to an individual patient. From here, you can view their personal details, communicate with them, review their clinical history, manage treatment plans, and much more.
You can open a patient's profile by:
Searching for their name, date of birth, or contact number using the search bar at the top of any page.
Clicking on a patient's name from the Timeline, Receptionist Dashboard, or any appointment card.
Navigating to the Patients tab in the sidebar and selecting a patient.
Contents:
Profile & Interaction Timeline
At the top of the Patient's Profile you'll see The patients key details. By clicking on the three dots beside the profile you can perform a variety of quick actions relating to the patient, including editing the patient's details.
Any sections with a * is a required field and must be filled in before you can save any changes (These required fields are configurable within your Practice settings).
At the left of the profile, there are a variety of quick options relating to the patient, such as;
Leaving a call note based on your call interaction
Emailing the patient
Editing the patients details
Start a Conversation with the patient
SMS the patient
Leave a note
Schedule a new appointment.
Each of these interaction will be displayed within the Interaction Timeline automatically.
Below these quick options will show the patient's Recall Settings. These settings are based on your Practice's Recall treatments and can be altered per patient. Simply click on the pencil icon to manually update the patients settings:
Further down the left side will display any upcoming appointments before the patient's relationships are displayed. Here, you can add and edit the patient relationships.
The first space in the Patient Relationship will be left for the patients Primary Contact. Having a patient entered in this first space will allow invoices to be address to the primary contact.
If this isn't required, simply leave this space blank and add your patients relationships in the additional spaces.
Next, any social notes relating to the patient can be displayed. Social notes are notes that live with the patient and are not specific to the appointment. These are notes which help build rapport with the patient
Next you can store any card details relevant to the patient.
Lastly, any Marketing Campaigns the patient is part of will be displayed here. To see any Past Campaigns, click the 'see more' option. This will show a timeline of the patients journey within any campaigns.
The Interaction Timeline
The Interaction Timeline is the centrepiece of the patient profile. It displays a chronological feed of all interactions with the patient, including:
Appointment bookings and status changes
SMS and email communications (sent and received)
Invoice and payment activity
Clinical notes
Form submissions
Automation triggers
You can filter the timeline by interaction type and 'Tags' (e.g. show only invoices, or only SMS messages) to quickly find what you need.
Pinned notes remain prominently displayed so important information is never missed.
Account
The Account tab provides a complete financial overview for the patient.
From the main account page you can view all past and current invoices, including:
Invoice number and status.
Invoice Issued, Due and Paid dates.
Deposit, Treatment & Discount amounts relating to the invoice.
The invoice total and remaining balance.
Click on any invoice number to view its full details, including line items and transaction history.
Account Credits
Any deposits and credit balances held on the patient's account are displayed here. Credits can be applied to future invoices during the checkout process.
Creating an invoice
Click the 'Create Invoice' option at the top right of the Accounts page to create and issue an invoice.
This will allow you to create a Products, Cancellation Fee or Deposit invoice only.
💡Tip: Invoices with Treatments and Item Codes can only be generated from an appointment
Refunding and Transferring Account Credits
Clicking the downward arrow at the top right will display two options; Refunding an Account Credit, or Transferring an Account credit from this patient to another.
💡Tip: Any Account Credit/Deposits must be refunded by this method to accurately settle the account. Refunding an account credit from the invoice directly will end up putting the patients account in an outstanding (owing) amount.
Forms
The Forms tab displays the patient's generated and submitted forms.
Patient Details Form
A form the patient completes with their personal information, contact details, emergency contacts, and other demographic data. When submitted, this information populates directly into the patient's profile.
Medical History Form
The patient's medical history, including conditions, allergies, medications, and relevant health information. Key details include:
The form can be sent to the patient via a link (SMS or email) for them to complete before their appointment
Once submitted, the form needs to be reviewed and confirmed by a staff member
Medical alerts from the form are displayed prominently throughout the system (on appointment cards, in-appointment workflow, etc.)
Forms can be re-issued periodically via automations to keep medical history up to date
Generating a Custom Form
Custom Forms can be created within your Principle workspace. These may be forms such as consent forms or patient notices.
To generate a form, click the '+ Generate Form' option at the top right.
When a patient has been sent the 'Patient Forms Link', the patient can access any forms which have been generated from their profile within their Patient Portal.
You can view past submissions, re-send form links, and track whether a form has been submitted or is still pending from the Forms tab.
Charting History
The Charting History tab provides access to all past clinical charts completed for the patient.
Here you can:
View previous charts in chronological order
See conditions that were recorded (e.g. caries, restorations)
View treatments that were charted and completed
Switch between Adult and Deciduous chart views
Access the Periodontal chart
Filter the chart by condition type (prior/existing, resolved, Current etc)
To view a specific Chart, select the date/time from the column on the left side of the page.
Clicking on the tooth number will show a chronological history of the charted conditions for the tooth.
A new chart is automatically created when a new appointment is created, and older Charts are locked once a new Chart is available.
Appointments
The Appointment tab shows a complete record of all past and scheduled appointments.
Similar to an appointment card, each appointment will show:
Treatments
The Invoice overview
Automations related to the appointment
Pre and Post checklist items
Clinical and Scheduling notes.
You can click into any past appointment to view its full details or make any changes to the appointment if needed.
To view a specific appointment, select the date/time from the column on the left side of the page.
Treatment Plans
The Treatment Plans tab is where all current and past treatment plans live.
From here you can:
View Existing Plans
Clicking into each Treatment Plan will display:
Plan name (e.g. "Crown Treatment", "Invisalign Full")
Each treatment step
Status of the treatment step (In Progress, Completed etc)
Total cost
Create New Treatment Plans
You can create a new treatment plan from the Treatment Plan tab by:
Clicking "Create Treatment Plan".
Adding treatment steps from flagged treatments or manually.
Adjusting durations, fees, and appointment order using drag-and-drop.
Manage Treatment Steps
Within each plan, you can:
Reorder steps by dragging and dropping
Move treatments between steps
Adjust pricing for individual items
Enable scheduling for steps that are ready to be booked
Delete steps that are no longer needed
Print Treatment Plans
Click the three dot menu within the treatment plan to Print the plan. The printed plan shows every appointment listed with duration, fees, and a total amount, which is useful for patient case acceptance.
Automations
The Automations tab shows all SMS, email and Task automations that are specific to this patient.
These can include:
Confirmation SMS/emails (sent before the appointment)
Reminder notifications (e.g. 2 days before)
Post-appointment communications (e.g. aftercare instructions, Google Review requests)
Recall notifications (e.g. 6-month check-up reminders)
Form requests (e.g. Medical History Form updates)
For each automation, you can see:
The automation title and type (SMS or email)
Trigger timing
Status: Sent (green), Pending (grey), Cancelled (red)
You can manually cancel or restore individual automations. For example, if a patient has already left a Google review, you can cancel that automation so they aren't asked again.
Documents
The Documents tab allows you to create, store, and manage patient specific documents.
This can include:
Medical certificates
Consent forms
Custom correspondence
Creating a Document
Click the Create button in the top right.
Enter the document name.
Select a template from your saved document templates.
The template will auto populate with the patient's details if using variables (name, DOB, address, etc.)
Edit as needed and save or generate PDF
Documents can be printed or saved as PDF directly from this tab.
Prescriptions
Create and manage prescriptions directly from this page.
If your Practice uses ePrescriptions through Parchment, you can create these directly from this tab too.
Files
The Files tab stores all images, radiographs, and uploaded files for the patient. Files are organised chronologically by date and can include:
X-rays and radiographs
Intraoral and extraoral photos
Uploaded documents (PDFs, scanned forms, etc.)
Key Features
Drag and drop files directly into the tab to upload
Tag files for easy categorisation and searching
Imaging integration: If your practice uses a supported imaging software, images are automatically saved to the patient's profile when captured
Expiration dates: Set expiry dates on images (e.g. X-rays due for renewal) so staff are prompted when they're overdue
Files can be inserted into clinical notes
Sterilisation & Referrals
Sterilisation
Similar to the Sterilisation tab from the left sidebar, this tab will show any sterilisation records specific to this patient.
Clicking into the record will show further details
Referrals
Similar to the Referrals tab from the left sidebar, this tab will show any referrals which have been created and relate specifically to this patient.
You can create a new referral, or click into an existing referral to review it's details.