Patient Management

The Patient module is the central foundation of Medaius. Every clinical encounter, laboratory order, appointment booking, prescription, and billing invoice links directly to a centralized patient master index. This guide covers registering new patients, searching the directory, navigating the patient profile workspace, managing longitudinal charts, and enforcing data privacy.

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Registering a New Patient

To register a patient in your clinic workspace:

1. Click Patients in the left sidebar navigation.
2. Click the New Patient button in the top right corner.
3. The registration modal is organized into four intuitive tabs:

1. Personal Details Tab

• Full Name: Enter the patient's legal primary name.
• Local Script Name (patient_name_local): Enter the patient's name in native Burmese or local script for local identity verification.
• Gender: Select from your clinic's configured gender options (Male, Female, Other/Non-binary).
• Date of Birth or Age:
  • Enter the exact birth date using the calendar picker, or
  • Toggle Age Input to specify age numerically in Years, Months, or Days (the system automatically estimates the birth date).
• Preferred Language: Choose the patient's primary spoken language (Burmese, English, Chinese, Shan, Karen, etc.) for personalized care instructions.
• Government Identifiers: Click + Add Identifier to record government identity cards:
  • Select ID Type: National ID, Passport, Driver's License, or Other (with a custom label such as Monk ID or Military ID).
  • Enter the ID Number and Issuing Country.
  • All identifiers are securely stored and masked by default in clinic views.
• Legacy Chart ID: If your organization transitions from paper charts, toggle Legacy ID and enter your existing physical chart number.

2. Contact Information Tab

• Phone & Email: Primary telephone and email address.
• Physical Address: Country, State/Division, City/Township, and Street address.
• Social Messaging Channels: To communicate directly with patients via popular regional messaging apps, configure:
  • Telegram: Phone number or Telegram username.
  • Facebook / Messenger: Profile ID or Messenger handle.
  • Preferred Channel: Select whether the clinic should prioritize SMS, Phone, Telegram, or WhatsApp for reminders.

3. Clinical & Bio-Data Tab

• Blood Group & Rh Factor: Record blood type (A, B, AB, O) and Rh factor (+ or -).
• Vitals Baseline: Baseline Height (cm) and Weight (kg). The system automatically calculates Body Mass Index (BMI).
• Emergency Clinical Notes: Important triage flags (e.g., "Pacemaker implanted", "Diabetic").

4. Safety & Emergency Tab

• Emergency Contact: Name, relationship to patient, phone number, and residential address.
• Initial Allergies: Record known allergies directly during intake:
  • Specify the allergen substance (drug, food, environmental).
  • Select severity: Mild, Moderate, or Severe.
  • NKDA Toggle: If the patient has no known allergies, check No Known Drug Allergies (NKDA) to establish a clinical all-clear.

4. Click Register Patient (or Save Changes when editing).

[!NOTE] Dynamic Validation: Required fields are dynamically enforced based on your organization's configuration set in Admin > Config > Patient Settings. If a required field is missing on another tab, the form automatically navigates to the offending tab and displays a summary banner.

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Searching & Filtering Patients

Medaius features a high-performance search bar with phonetic and multi-field matching so front-desk staff can retrieve records in seconds:

Search Methods

• Fuzzy Phonetic Search: Resolves common phonetic misspellings (e.g., typing "Aung" matches phonetic variants).
• Direct Matching: Search instantly across:
  • Patient Full Name and Local Script Name.
  • System Patient ID and Legacy Chart ID.
  • Phone Number and Telegram Handle.
  • Government ID numbers (National ID, Passport).
• Organization Isolation: Search queries strictly filter to patients registered within your active clinic organization.

Filter Controls

On the Patients directory page:

• Filter patient lists by Gender, Age Bracket, or Registration Date.
• Switch between Table View (desktop clinic stations) and Mobile Card View (tablets and smartphones).

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The Patient Profile Workspace

Opening any patient file launches the comprehensive Patient Profile Workspace. The workspace consists of a rich patient header and six functional workflow tabs:

1. Header & Identity Tools

The top header provides critical clinical context at a glance:

• Profile Photo: Click the avatar photo to capture from a camera or upload a picture.
• Dual Identification (PatientIdPair): Shows the system-generated shorthand ID alongside the clinic's legacy paper chart number.
• Demographic Badges: Age, gender icon, blood group with emoji (e.g., 🩸 O+), baseline height and weight, and preferred language pill.
• Allergy Hazard Bar:
  • Severe allergies display in prominent Red.
  • Moderate allergies display in Amber.
  • Confirmed absence of allergies displays as a clean Teal NKDA badge.
• Masked Government IDs: Shows ID type and masked digits (••••5678). Click any badge to temporarily reveal the full number.
• Patient Sticky Notes: A yellow digital notepad pinned to the header. Staff can jot down critical behavioral or administrative notes (e.g., "Requires wheelchair assistance at entrance").
• Printable ID Card Modal: Click ID Card to open and print a wallet-sized patient identity card complete with demographic barcode and QR identifier:

• Access Circle Trigger: Indicates access classification (Standard or Restricted). Clinicians without circle assignment can request break-glass temporary access with logged audit reasons.
• Edit & Delete Menu: Click the pencil icon to edit demographics, or open the kebab menu (⋮) to access Delete Patient.

[!WARNING] Patient Deletion Safety: Deleting a patient requires the patient.delete permission (Admin/Superuser). To prevent accidental loss, the user must explicitly type the confirmation word DELETE. Deletion performs a compliant soft-delete: the patient is removed from active searches, but existing encounters, billing ledgers, and signed documents remain permanently archived for legal audits.

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2. Workspace Navigation Tabs

Below the header, the patient file is divided into six dedicated tabs:

A. Profile Tab

The clinical landing overview of the patient's health status:

• Quick Action Launchers: Direct one-click access to Documents (/documents), Labs & Trend Charts (/charts), and Forms (/forms).
• AI Patient Summary: Generates a natural language clinical synopsis summarizing active conditions, current medications, allergy risks, and historical encounter findings.
• Clinical Summary Section: Live summary panels for active Allergies, active Medications, ongoing Conditions, and Immunizations.
• Active Care Section: Tracks open Service Requests (laboratory/imaging orders) and scheduled Procedures.
• Activity Timeline: A chronological audit feed logging every appointment booked, encounter finalized, document uploaded, or note saved.
• Patient Information Card: Expandable card displaying verified contact details, addresses, and emergency contacts.

B. Encounters Tab

Displays the complete visit history for the patient:

• Filter visits by Documentation Status (Draft, Finalized, All) or Encounter Class (Ambulatory, Emergency, Inpatient, Virtual).
• Click any encounter to open the full SOAP note or launch the Encounter Workbench.

C. Appointments Tab

Displays all upcoming scheduled visits and historical bookings:

• See assigned practitioner, date, time slot, and check-in status.
• Click New Appointment to book a new visit directly pre-filled for this patient.

D. Care Teams Tab

Lists the assigned healthcare team:

• Displays primary care physicians, consulting specialists, and assigned nursing staff responsible for the patient's care plan.

E. Packages Tab

Manages pre-paid clinic services and subscription packages:

• Displays active service packages purchased by the patient.
• Tracks remaining prepaid session credits (e.g., "5 of 10 Physiotherapy sessions remaining").

F. Patient Portal Tab

Manages connected digital portal credentials:

• View linked patient identity records and third-party patient portal credentials via PatientConnections.

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Longitudinal Clinical Subroutes

For in-depth specialty charting and diagnostics, Medaius provides dedicated subroutes accessible directly from the patient file:

Observations & Vitals Charts (/charts)

Interactive trend line graphs tracking Blood Pressure, Heart Rate, Temperature, SpO2, and BMI over time:

Allergy Registry (/allergies)

Manage food, medication, and environmental allergies with severity levels and reaction notes:

Problem List & Diagnoses (/conditions)

Track acute and chronic conditions using standardized ICD-10 codes with clinical status (Active, Resolved, Remission):

Prescription History (/medications)

Review active, completed, and discontinued medication regimens:

Vaccination Records (/immunizations)

Log vaccine doses, lot numbers, administration dates, and booster schedules:

Document Archive (/documents)

Upload and view patient scans, PDF summaries, clinical photographs, and external records stored securely on Cloudflare R2:

Custom Form Responses (/forms)

Review completed intake questionnaires, screening assessments, and specialty evaluation forms: