Patient Search and Filtering

The Patient Database page lists every patient of the practice team as a card. It opens from Patient Database in the sidebar or from the Patient Database quick action on the Summary page. The header carries Create Patient, which requires an active license, and a refresh control; the Filter and Search panel below it holds the search field, the sort options, and the filters.

Patient Database page showing the header with Create Patient and Refresh buttons and the Filter and Search panel expanded — The Patient Database page with the Filter and Search panel expanded.

Patient Cards

Each card shows:

Unique ID: a button that opens the patient's details
Full name, when one is recorded
Last Visit: the latest appointment date among the patient's entries, or the date the record was created when it has no entries
Tags: assigned and inherited, in their category colors
Sessions, Images, and Entries: the counts of full body sessions, images, and entries
Modified: the time of the most recent change to the record, shown as a time for today, "yesterday", a month and day earlier this year, or a full date for earlier years
Record ID: the identifier Atlas gives the record, also shown under View Details
Thumbnails: up to nine recent images, with a "+N" badge when the patient has more

Three buttons along the bottom of the card open the patient's Full Body page (the icon button), Pool, and Entries.

Searching

The Search items field at the top of the panel matches the unique ID, the full name, the record ID, and the names of every tag assigned to or inherited by the patient. Case is ignored and part of a word matches, so "pt-00" finds every patient whose unique ID contains that text. The field takes up to 32 characters, and the results update as the text is typed.

A tag name and then a partial unique ID narrow the results to the matching records, and the clear control restores the full patient list.

Illustrative demo with synthetic data. Learn more

Search input field with a search term entered and filtered patient results displayed below — Search results update as the term is typed.

Creating a Patient from a Search

When a search matches no patient, a New Patient Record prompt shows the search text as a unique ID, with the question "No matching records found. Create a new patient?". Create Patient opens the Create Patient page with that ID filled in. Characters that a unique ID cannot hold become hyphens, and the prompt then reads "Original ID modified to match requirements" above the original text. Creating the record is described in Managing Patients.

Quick patient creation prompt below the search field showing the suggested unique ID and Create Patient button — A search with no match offers to create a patient with the searched ID.

Sorting

The Sort by: section orders the cards by one of four options, and the direction control switches between ascending and descending:

Last Modified: the most recent change anywhere in the patient's record, including its details, tags, entries, images, zones, lesions, and full body sessions. This is the default, newest first.
Last Appointment: the latest appointment date among the patient's entries, or the creation date for a patient with no entries
Unique ID: alphabetical by unique ID
Name: alphabetical by full name

The list refreshes on its own when a colleague changes a patient, so under Last Modified the patient a colleague is working on moves to the top while the page is open.

The patient list is reordered by last appointment, name, and unique ID, with the direction toggle reversing the selected order.

Illustrative demo with synthetic data. Learn more

Sort by section expanded showing the four sorting options with one selected and the ascending/descending toggle — The Sort by section with its four options and the direction toggle.

Filters

Filters combine with the search and with each other: a patient is listed only when it matches all of them.

Date Range

The Date range: section limits the list to patients whose last appointment falls between a start and an end date. It spans every patient by default, the active range is shown beside the section title, and Reset to full date range restores the full span.

A start and end date narrow the results to the patients whose last appointment falls within a single month, and the reset control restores the full span.

Illustrative demo with synthetic data. Learn more

Date range section expanded showing the start and end date inputs with a selected range and the reset button — The Date range section with a selected range and its reset control.

Members

On a team with more than one member, the Filter by members: section lists one chip per member and an Unassigned chip, and selecting chips lists the patients assigned to any of them. Assignment, this filter, and the preference that sets which list the page opens on are described in Assigning Patients and Team Views.

Member chips narrow the patient list to the records assigned to the selected members, and the Unassigned chip adds the records that carry no assignment.

Illustrative demo with synthetic data. Learn more

Attributes

The Filter by attributes: section holds three filters, Entries, Images, and Sessions. Each cycles through three states when selected:

Any: the attribute is not considered (the default)
With: only patients that have at least one
Without: only patients that have none

The section title shows how many attribute filters are active. Entries set to Without, for example, lists the patients created without a first visit on record.

The Sessions filter is cycled from Any to With and then to Without, first showing only the patients with full body sessions and then only those without.

Illustrative demo with synthetic data. Learn more

Filter by attributes section expanded showing the Entries, Images, and Sessions filter buttons with one set to With and the others set to Any — Attribute filters cycle through Any, With, and Without.

Clearing the Search and Filters

The Clear Search button beside the search field is enabled whenever a search or a filter is active. It clears the search text, the selected tags and members, and the attribute filters, and restores the full date range, in one step. On a phone it appears as an icon button. When the search and filters leave no patient to show, the results area reads "No matching results" and offers a Clear Search and Filters button with the same effect.

Results and Pages

The results line reads, for example, "Showing 1 to 20 of 47 results". Items per page sets 5, 10, 20, 50, or 100 cards per page, 20 by default, and the page controls sit at the bottom of the list. Changing the search, a filter, the sort, or the page size returns the list to its first page; a refresh caused by a colleague's change keeps the current page.

Results count and items-per-page selector showing the current range, total count, and page size dropdown — The results line and the items-per-page selector.

Page Preferences

Three cards on the Preferences page shape how the Patient Database opens for each account:

Patient Database Sort: the default sort option, direction, and items per page. With Remember Selection, the default, the page opens on the sort and page size last chosen there; with Re-initialize Defaults, it opens on the values set on the card.
Database Sections: which sections of the Filter and Search panel open expanded, on the Patient Database and on the entries list alike. By default Filter and Search, Sort by, Filter by tags, and Filter by members open expanded, and Date range and Filter by attributes open collapsed. With Re-initialize Defaults, the default, sections opened or closed on the page return to these settings on the next visit; with Remember Selection, they open as they were left.
Patient Database: the list the page opens on, on a team with more than one member, described in Assigning Patients and Team Views.

Related Resources

Managing Patients for creating and editing a patient record
Assigning Patients and Team Views for assignment and the Members filter
Tag Management for the tag library and tag assignment

Patient Cards

Each card shows:

Unique ID: a button that opens the patient's details
Full name, when one is recorded
Last Visit: the latest appointment date among the patient's entries, or the date the record was created when it has no entries
Tags: assigned and inherited, in their category colors
Sessions, Images, and Entries: the counts of full body sessions, images, and entries
Modified: the time of the most recent change to the record, shown as a time for today, "yesterday", a month and day earlier this year, or a full date for earlier years
Record ID: the identifier Atlas gives the record, also shown under View Details
Thumbnails: up to nine recent images, with a "+N" badge when the patient has more

Three buttons along the bottom of the card open the patient's Full Body page (the icon button), Pool, and Entries.