Adding patients
Adding a new patient to your system
Updated over a week ago

Before you can create encounter notes, prescriptions, and so on, the patient must exist in your system.

๐Ÿ’ก Tip: In Ontario, if you have a health card swipe reader, you can swipe the patientโ€™s card to quickly add them. For more information, see Using a swipe card reader (Ontario).

After you add a patient, you can upload a picture of the patient, or assign them an avatar. For more information, see Updating patient avatars (chart pictures).

๐Ÿ“Œ Note: for PEI users, add the patient from the provincial Client Registry instead of the steps below. See Adding a patient from the Client Registry to the CHR for more information.

๐Ÿ’ก Tip: You can also add patients from the patient search window, or when adding an appointment to the schedule.


1. From the main menu, click Patients.

2. In the top-right corner, click New Patient. The New Patient window opens, where you can add all the pertinent demographic information for the patient.

3. From the General tab, enter the patient demographic information. First Name, Last Name, Date of Birth, Sex, and an Identifications are required.

๐Ÿ“Œ 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.

๐Ÿ“Œ 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 patientโ€™s Title.

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

๐Ÿ“Œ 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. You can change this at the time of sending the notification.

๐Ÿ“Œ Note: Make sure to ask the patient what is their preferred method of notification. If they are fine with just email, select Email Only. You can send an unlimited number of email messages for free. Sending SMS messages can come at a cost. For more information, see SMS overage charges.

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 where this patient will be seen.

๐Ÿ“Œ Note: If you are using role-based access control to limit user access to patients based on location, you must select a location in this field. If a patient does not have a specified location, all users will have to "break the glass" to access the patient's chart.

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.

When you book an appointment, the referring practitioner is associated with the appointment.

๐Ÿ“Œ Note: The Referring Practitioner (RP) saved to an appointment does not change if it is updated in the patient chart after creating the appointment.

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.

โš ๏ธ Important: Do not include spaces, hyphens, or slashes. If you include other characters or spaces, in some provinces the health number may be seen as invalid by the billing provider (e.g. MDBilling in Ontario).

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

๐Ÿ’ก Tip: Click the gear icon to change the default identification type.

๐Ÿ’ก Tip: If there is an identification you frequently use but it is not in the list, you can add new identifications in Settings. See Adding additional patient identifications.

๐Ÿ“Œ Note: The primary patient identification also appears at the top of the patient chart. This identification 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. From the Address & Extra tab, record the patient's address, email address, emergency contact information, third party insurance, and language.

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

6. Click Save when you are done.

๐Ÿ“Œ Note: If the last name, first name, and identification match an existing patient's, you are warned that this may be a duplicate and are prompted to confirm whether you still want to create the patient.

The patient chart opens.

Updated June 30, 2022

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