Before you can create encounter notes, prescriptions, etc. the patient must be added to your system.

💡 Tip: if you have a health card swipe reader, you can swipe the patient’s card to add a new patient. See Using a swipe card reader for more information.


1. Select Patients to open the patient dashboard.

2. Click New Patient at the top right of the window.

3. The patient demographics window opens where you can add all of the pertinent information for this patient. First Name, Last Name, Date of Birth, Sex, and an Identification are required.

📌 Note: The patient age, date of birth and sex/gender also appear at the top of the patient chart. These items can be copied to your clipboard with one single click and then pasted where you need it using Ctrl{Cmd}+P on your keyboard.

Most of the fields are self-explanatory, with the following clarifications:




Read-only; updates when you select a Prefix.

If you do not specify a prefix, the title defaults to Mr., Ms., or Mx. based on the gender identity or sex selected.

📌 Note: The CHR uses the Title as a patient variable in patient notifications.


Select from a variety of titles, such as Dr, Miss, Rev. The prefix is added as the patient’s Title.

If you do not specify a prefix, the default titles Mr., Ms., or Mx. are used according to the patient’s gender identity or sex.

📌 Note: The CHR uses the Title as a patient variable in patient notifications.


Select the method in which the patient prefers to receive communications such as appointment notifications and Qnaires.

Options are None, Email and SMS, Email Only, SMS Only. This can be changed at the time of sending the notification.

Primary practitioner

The provider who cares for this patient in your practice.

Primary location

If you have more than one location set up, select the primary location this patient will be seen at.

Referring practitioner

If your clinic is a specialist clinic, or if you send consult letters to the referring provider, filling this field is important. Your bills will automatically insert the referring provider information, which is required by many provincial insurers in order for the provider to get paid.

In addition, when you fax a signed encounter letter, when you click the Letter button in the top-right corner, the Referring practitioner's fax number (if entered in your contacts list) is automatially inserted.


Generally the patient's provincial health number. Do not include spaces, hyphens, or slashes.

You can add multiple identifications - for example, a patient recently moved from another province and is still covered under the old card until the new card becomes effective.

💡 Tip: Click the gear icon to change the default identification type.

💡 Tip: If there is an identifier you frequently use but it is not in the list, you can add new identifiers in Settings. See Adding additional patient identifiers for more information.

📌 Note: The primary patient ID also appears at the top of the patient chart. This identifier can be copied to your clipboard with one single click and then pasted where you need it using Ctrl{Cmd}+P on your keyboard.

4. Click the Address & Extra tab to record the patient's address, emergency contact information, third party insurance, and language.

5. From the Portal tab, select whether the patient has access to the patient portal and e-booking for appointments. For more information, see Enabling Patient Portal.

6. Click Save when you are finished adding the patient.

📌 Note: If the last name, first name, and identifier match an existing patient's, a duplication warning appears asking if you'd still like to create this patient.

7. The patient dashboard opens.

💡 Tip: Patient avatars can be gender-specific or gender-neutral. (See Setting default patient avatars for more information). If the avatars are set to be gender-specific, a patient's avatar is determined by their Gender Identity. If the Gender Identity is not selected, the avatar is determined by the sex.

The following avatars are available in the CHR.


Gender Identity


Female, Transgender female


Male, Transgender male


Non-binary, Prefer to describe


For more details on patient avatars, see Updating patient avatars (chart images).

Updated August 21, 2021

Did this answer your question?