Clinical Entries and Appointment Notes

A clinical entry documents one visit: its appointment date, notes, and tags, the photographs used at the visit, and the comparisons built from them. Every entry belongs to a patient record, described in Managing Patients.

Creating an Entry

1. Open the patient's entries, from Entries in the sidebar while the patient is open or from Entries on the patient's card.
2. Select Create Entry.

The entry opens with its appointment date set to the current date and time and its sections empty. Creating an entry, and editing its appointment date, tags, and notes, requires an active license.

Illustrative demo with synthetic data. Learn more

The Entry Page

The header holds a back control to the patient's entries, titled "Back to All Entries", the sync status pill, a refresh control, and the More Options menu. The menu holds View Details and, for Clinician accounts, Export Entry and Delete Entry. Export Entry opens the PDF Export Options drawer, described in Generating PDF Reports.

Beside the page title sits the appointment date. Below it come the patient's clinical image consent, when consent is recorded or requested, and the Image Pool card, which opens the pool with Open Image Pool and, while the pool is empty, uploads a first photograph with Add First Image. Three collapsible sections follow: Workspace, Comparisons, and Tags & Notes. Each entry remembers which of its sections are open.

There is no save button. Every change to an entry saves as it is made and appears on every device where the entry is open, and the sync status pill reports the save state. Both are described in Real-Time Synchronization Across Devices.

Appointment Date

The appointment date is a date and time picker beside the page title and can be changed at any time. It orders the entries list, and the latest appointment date among a patient's entries is the Last Visit shown on the patient's card.

Workspace

The workspace holds the photographs from the patient's Image Pool that belong to this visit.

• Adding images: each card in the Image Pool carries an Add toggle that places the image in the workspace and takes it back out. An image can be in the workspace of several entries.
• Viewing: images are grouped by date, one group per day, in the Image Pool's date order. Card View and List View switch between cards and compact rows.
• Provenance: an image that came from a zone or a full body session carries a chip naming it, such as "Zone: Left forearm" or the session date and pose.
• Removing images: Remove from Workspace on the workspace card takes the image out of this entry and leaves it in the Image Pool. An image that belongs to a comparison is removed from the comparison first; until then, Atlas shows "Cannot remove from Workspace".

Uploading and organizing the pool itself is described in Uploading and Organizing Images.

Comparisons

1. Select the Select toggle on each workspace image to compare. A toolbar appears once an image is selected.
2. Select Create Comparison. It needs at least two images; with one selected, the toolbar reads "Select at least 2 images".

The comparison appears in the Comparisons section with its images in date order. The same set of images cannot be grouped twice, and an entry holds up to 100 comparisons. Selecting a comparison opens it in the split and overlay views, described in Comparing Images in Split and Overlay Views.

Illustrative demo with synthetic data. Learn more

Tags and Notes

The Notes field in the Tags & Notes section holds the clinical observations of the visit as plain text.

Illustrative demo with synthetic data. Learn more

Assign Tags opens the Entry Assigned Tags drawer, where tags are added to or removed from the entry. Inherited tags, labeled "Auto-inherited from images in Workspace", come from the images currently in the workspace; they are read-only and follow the workspace as images are added or removed. The tag library is described in Tag Management.

Finding Entries

The All Entries page lists the patient's entries as cards. Each card shows the appointment date, the workspace image and comparison counts, the tags, the start of the notes, the time of the last change after "Modified", and up to nine workspace thumbnails. Open Entry opens the entry.

• Search items matches the notes and the tag names of each entry.
• Sort by: offers Last Modified, the default, and Appointment Date. An entry counts as modified by any change to its date, notes, tags, workspace, or comparisons, and by a change to an image in its workspace or comparisons, such as an edited caption, an annotation, or a tag. Opening or closing a section does not count.
• Filters: Date range: filters by appointment date, Filter by tags: by tag, and Filter by attributes: by Workspace Images and Comparisons, with the Any, With, and Without states.

The list refreshes on its own when a colleague changes an entry. The Clear Search button, the page size, and the section preferences work as on the Patient Database, described in Patient Search and Filtering; the default sort and page size are set on the Entries Database Sort card on the Preferences page.

Deleting an Entry

Only Clinician accounts can delete an entry.

1. Select Delete Entry in the More Options menu of the entry.
2. Type DELETE ENTRY, or PERMANENTLY DELETE ENTRY when the practice deletes records permanently.
3. Select Delete Entry.

The entry, with its notes and comparisons, is deleted and Atlas returns to the patient's entries. The patient's images stay in the Image Pool, and the patient's Last Visit moves to the latest remaining entry. Under the Standard and Recoverable deletion policies the entry can be restored until the retention period ends, as described in Recovering Deleted Records.

Related Resources

• Uploading and Organizing Images for the Image Pool that feeds the workspace
• Comparing Images in Split and Overlay Views for working with a comparison
• Real-Time Synchronization Across Devices for saving and colleagues in the same entry
• Generating PDF Reports for exporting an entry