Patient Management¶
This page explains how to find patients, add new patients, view and update their details, and manage diagnoses and treatments.
Note
The actions available to you depend on your permissions. If a button described here is not visible, contact your administrator.
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The Patient List¶
The Patients page is your main starting point. Click Patients in the navigation menu to open it.
Searching and Filtering¶
Use the Search Patient by Name or ID box to find a specific patient — start typing and select from the dropdown. The list updates immediately.
You can also narrow the list using these filters:
Institution — Show only patients from a specific institution.
Gender — Filter by gender.
Questionnaires — Filter by how many questionnaires a patient has assigned (None, 1–5, 6–10, 10+).
Diagnosis — Filter by a diagnosis name.
Treatment Type — Filter by a type of treatment.
Sort By — Sort the list by name (A–Z or Z–A) or by number of questionnaires assigned.
Any combination of filters can be applied at once. The list shows 25 patients per page with pagination controls at the bottom.
Project Filtering and Patient-Project Relationships¶
Project Filter
The Project filter allows you to view patients who are assigned to specific research projects or clinical studies. This is particularly useful when you need to:
Focus on patients participating in a particular study
Review progress for a specific research cohort
Export data for project-based reporting
Manage questionnaires for targeted patient groups
To use the project filter:
Select a project from the Project dropdown (shows “All Projects” by default)
The patient list will automatically update to show only patients assigned to that project
The filter persists across pagination and works with other filters
Understanding Patient-Project Relationships
Each patient can be associated with multiple projects simultaneously. The system tracks these relationships through:
Project Assignments - Direct links between patients and projects
Project Display - Patient cards show all assigned projects as teal-colored badges
Project-Based Filtering - Quick access to project-specific patient cohorts
Visual Indicators
In the patient list, you can see project information in two ways:
Filter Dropdown - Shows all available projects with patient assignments
Patient Cards - Display project badges for each patient:
Teal badges indicate project assignments
Multiple badges show when a patient is in several projects
“No projects assigned” appears when a patient isn’t in any project
Use Cases
Project filtering is commonly used for:
Research Studies - Focus on participants in specific clinical trials
Quality Improvement - Review patients in particular care programs
Data Export - Generate reports for specific project cohorts
Follow-up Management - Track patients who need project-specific care
Note
Only projects that have patient assignments will appear in the filter dropdown. If you need to assign patients to a new project, contact your administrator.
Actions from the Patient List¶
Each row in the patient table has two action buttons:
View Patient — Opens the patient’s detail page.
Manage Questionnaires — Opens the questionnaire management page for that patient directly (only shown if you have the required permission).
The top of the page also has:
Schedule Calendar — A calendar view showing all scheduled questionnaire dates across all patients.
Add Patient — Opens the form to register a new patient (requires permission).
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Adding a New Patient¶
Click the Add Patient button on the Patients page. You will need to fill in:
User Account Information
Username — A unique login username for the patient. Must not already exist in the system.
Email — The patient’s email address. Must not already be registered.
Password / Repeat Password — Set the patient’s initial login password.
Patient Information
Name — Full name of the patient.
Patient ID — Your institution’s internal identifier for the patient.
Age — Patient’s age (0–150).
Gender — Select from: Male, Female, Transgender, Non-binary, Prefer not to say, Other.
Institution — The institution this patient belongs to. If you are a provider, this will be pre-set to your institution.
Date of Registration — Select from the date picker.
Preferred Language — The language the patient’s questionnaires will be displayed in.
User Groups
Tick the appropriate groups to control what the patient can access in the system.
Diagnosis & Treatment Information
Note
This section is only visible if you have the add_diagnosis permission. Contact your administrator if you need to record diagnoses during patient registration but cannot see this section.
If available, you can add one or more diagnoses for the patient during registration:
Diagnosis — Select from the pre-configured diagnosis list (searchable dropdown).
Date of Diagnosis — When the diagnosis was made.
To add another diagnosis, click Add Another Diagnosis. Each diagnosis can have associated treatment information:
Treatment Type — Select one or more treatment types (e.g., Surgery, Chemotherapy). Multiple types can be selected if treatments were delivered synchronously.
Treatment Intent — Preventive, Curative, Palliative, or Other.
Date of Start of Treatment — When treatment began.
Currently Ongoing Treatment — Tick if treatment is still in progress (hides end date field).
Date of End of Treatment — When treatment was completed (required if not ongoing).
Note
Treatment fields are only visible if you have the add_treatment permission. You can add treatments to a diagnosis later from the patient detail page if needed.
Project Assignment
Note
This section is only visible if you have the add_patientproject permission.
If available, you can assign the patient to a project during registration:
Project — Select the research project or clinical study.
Date Patient Enrolled in Project — When the patient joined the project.
Date Patient Exited from Project — When the patient left the project (optional).
Once all fields are filled in correctly, submit the form. You will be returned to the patient list with a success message.
Note
The patient’s name and patient ID cannot be changed after creation. Only age, gender, institution, registration date, and preferred language can be updated later.
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Viewing a Patient’s Details¶
Click View Patient on any row in the patient list, or click a patient’s name, to open their detail page.
The detail page shows:
Patient Information card — Patient ID, name, age, gender, institution, date of registration, and preferred language.
Diagnoses section — All diagnoses recorded for the patient, each with its associated treatments.
From the top of the detail page you can also:
Click Manage Questionnaires to assign or schedule questionnaires.
Click View PRO Review to see the patient’s questionnaire responses and outcome scores.
Click Edit Patient Details to update basic demographic information.
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Editing Patient Details¶
Click Edit Patient Details on the patient detail page. You can update:
Age
Gender
Institution
Date of Registration
Preferred Language
Click Save to confirm. You will be returned to the patient detail page with a confirmation message.
Note
The patient’s name and patient ID are not editable from this screen. Contact your administrator if these need to be corrected.
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Managing Diagnoses¶
Diagnoses are shown on the patient detail page. Each diagnosis card displays the diagnosis name, date of diagnosis, and any treatments linked to it.
Adding a Diagnosis
On the patient detail page, click the Add Diagnosis button (opens in a new tab).
Select the diagnosis from the Diagnosis dropdown (this is a list of pre-configured diagnoses in the system).
Enter the Date of Diagnosis using the date picker.
Click Save. The diagnosis will appear on the patient detail page.
Note
If the diagnosis you need is not in the dropdown, ask your administrator to add it to the diagnosis list.
Editing a Diagnosis
Click the Edit Diagnosis button on the relevant diagnosis card. Update the fields and save. You will be returned to the patient detail page.
Note
Diagnoses cannot be deleted from this interface. Contact your administrator if a diagnosis needs to be removed.
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Managing Treatments¶
Treatments are linked to individual diagnoses and appear inside each diagnosis card on the patient detail page.
Adding a Treatment
On the diagnosis card, click Add Treatment (opens in a new tab).
Fill in the treatment details:
Treatment Type — Select one or more treatment types from the list (e.g. Surgery, Chemotherapy). You can select multiple types if treatments were delivered at the same time.
Treatment Intent — Select Preventive, Curative, Palliative, or Other.
Date of Start of Treatment — Use the date picker. Cannot be a future date.
Currently Ongoing Treatment — Tick this if the treatment is still in progress. If ticked, do not enter an end date.
Date of End of Treatment — Required if the treatment is not ongoing. Cannot be before the start date or in the future.
Click Save. The treatment will appear inside the diagnosis card.
Editing a Treatment
Click the Edit button on the treatment entry. Update the fields and save. You will be returned to the patient detail page.
Note
Treatments cannot be deleted from this interface. Contact your administrator if a treatment entry needs to be removed.
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Managing Treatment Types¶
Treatment types are the options available in the Treatment Type dropdown when adding a treatment. This list is managed separately.
To view all treatment types, navigate to the Treatment Types page from the admin or navigation menu.
Adding a Treatment Type
Click Add Treatment Type on the Treatment Types page. Enter the treatment type name and save. The new type will immediately be available in treatment forms.
Editing a Treatment Type
Click the Edit button next to a treatment type, update the name, and save.
Note
Treatment types cannot be deleted from this interface. Contact your administrator if a type needs to be removed.