Patients is the list of everyone registered at this practice and the way into every patient record. From here you add a new person, find an existing one and send a message to the ones you select.
Records belong to the practice. The same person registered at two practices is two separate records — they have nothing in common and cannot see each other's data.
How to do it
Three places the steps below are about: 1 is Add Patient in the top right corner, 3 is the search field above the list, and 4 is the Status column with the values Active and Inactive.
Find the patient
The search field carries the hint Search by name, email or phone…. The list narrows as you type.
Before you type anything, Heltio shows Search for a patient and an empty list — a few thousand names opened for no reason serve nobody. The Show all patients button turns that restriction off.
Open the record
The list columns: Name, Email, Phone, Date of Birth, Status, Actions. Status has two values — Active and Inactive. The View button opens the patient record. At the bottom of the list there is Load more; the list pulls further pages on demand, not all at once.
Add a patient
Add Patient opens the New Patient dialog. Only First name and Last name are required — email, phone, date of birth and notes can be filled in later.
The Identity section takes the PESEL. Once Foreign patient is ticked, instead of the PESEL you give an ID type and an ID number. The save is confirmed by the Create Patient button and the message Patient created.
Send an SMS to many people at once
Select patients in the first column and choose Send SMS. The dialog tells you how many people are selected and warns you: the message will go only to patients with a current marketing consent for SMS.
The rest are skipped automatically. After the send you will see how many were skipped and why — no current SMS consent, an objection to marketing, or an SMS opt-out. The opt-out footer is added by itself, do not type it in by hand.
When something goes wrong
Failed to load patients. Please try again.
What this means: The list did not finish loading — usually a dropped connection or an expired session.
No patients found.
What this means: No record at this practice matches the phrase you typed.
Invalid PESEL checksum
What this means: The number you gave has eleven digits, but the last one does not agree with the others.
Invalid email format
What this means: The address has no “@” sign, or no domain after it.
First name is required
What this means: The **First name** or **Last name** field was left empty. These are the only two required fields.
Who has access
Clinic Admin Receptionist PractitionerEvery role with clinical access can see the list and the patient records — including the read-only roles.
A new record is created by the Owner, the Administrator, a Practitioner, a Coordinator and a Senior Physiotherapist. Assistant / Reception can browse and book, but does not create records.
Exporting patient data and requesting its deletion are reserved for the Owner and the Administrator. Every such action leaves an entry in the audit log.
Related
- Patient record — what you find once the record is open.
- Adding an appointment — how to book the person you found.
- Roles and permissions — who can do what in the practice.
Related features
Patient record
The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.
Visit card
A structured record of the examination — interview, physical examination, functional tests, hypothesis, therapy plan and coding, filled in during the visit and closed with a signature.
Adding an appointment
How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.
Roles and permissions
Thirteen roles: four in an ordinary clinic, eight more in a hospital facility and one on the patient side. What each one sees, what it can change, and why a role cannot be overridden with a single permission.