> ## Documentation Index > Fetch the complete documentation index at: https://mintlify.com/appertafoundation/openeyes/llms.txt > Use this file to discover all available pages before exploring further. # Patient Management > Add, search, and manage patient records in OpenEyes ## Overview Patient management in OpenEyes provides comprehensive tools for maintaining accurate patient demographics, medical history, and identifiers. The system supports both manual patient entry and integration with Patient Administration Systems (PAS). OpenEyes is designed specifically for ophthalmology, with specialized fields for eye-related conditions, visual acuity, and ophthalmic diagnoses. ## Searching for Patients ### Search Methods OpenEyes supports multiple search approaches: Search by local hospital identifier: ``` 12345678 ``` * Most accurate method * Unique within institution * Preferred for PAS integration Search by national health service number: ``` 123 456 7890 ``` * 10-digit format * Spaces optional * Provides national patient tracking Search by demographics: ``` Smith, John 01-01-1970 ``` * Useful when identifiers unknown * May return multiple results * Requires date of birth for accuracy Institution-specific identifiers: * Clinic numbers * Research IDs * External system references ### Search Results When searching: * **Single match**: Automatically navigate to patient summary * **Multiple matches**: Display results page for selection * **No match**: Option to search external PAS or add new patient * **Merged patients**: Automatic redirect to primary record with notification If a patient identifier was merged into another record, you'll see a message indicating which record is now primary. ## Adding New Patients ### Required Information To create a patient record, you must provide: * First name * Last name * Date of birth (format: DD-MM-YYYY) * Gender At least one identifier: * Hospital number (auto-generated or manual) * NHS number (if available) * Local institutional identifiers Optional but recommended: * Primary phone number * Email address * Postal address Associate with: * General Practitioner * GP Practice * Commissioning body ### Patient Creation Workflow 1. Navigate to **Add Patient** from the dashboard 2. Complete required demographic fields 3. Add patient identifiers 4. Enter contact information 5. Assign GP and practice if known 6. Select ethnic group (for demographic reporting) 7. Click **Save** to create the record The system performs duplicate checking based on identifiers and demographics to prevent duplicate records. ## Patient Demographics ### Core Fields The patient model includes: | Field | Type | Required | Notes | | ----------------- | ------ | -------- | ------------------------- | | **Title** | String | No | Mr, Mrs, Ms, Dr, etc. | | **First Name** | String | Yes | Legal first name | | **Last Name** | String | Yes | Legal surname | | **Date of Birth** | Date | Yes | DD-MM-YYYY format | | **Gender** | Select | Yes | Male, Female, Other | | **Ethnic Group** | Select | No | For demographic reporting | | **Date of Death** | Date | No | If deceased | | **Primary Phone** | String | No | Contact number | ### Deceased Patients For deceased patients: 1. Check the **Deceased** checkbox 2. Enter **Date of Death** (required when deceased) 3. System validates death date is: * After date of birth * Not in the future * After 01-01-1900 Date of death must be provided when marking a patient as deceased. The field becomes mandatory. ## Patient Identifiers ### Identifier Types OpenEyes supports multiple identifier types: * NHS Number * National patient identifiers * Unique across entire system * Hospital numbers * Clinic-specific IDs * Site-specific references ### Identifier Management **Adding Identifiers:** * Navigate to patient record * Click **Edit Demographics** * Add identifier with type and value * Save changes **Identifier Status:** Identifiers can have status indicators: * ✓ Verified * ⚠ Unverified * ⚠ Temporary * ❌ Invalid Identifier status helps track data quality and PAS synchronization state. ## Medical History Management ### Allergies Manage patient allergies: 1. Navigate to patient summary 2. Find **Allergies** section 3. Click **Add Allergy** 4. Select allergy from dropdown or enter "Other" 5. Add reaction details and comments 6. Save entry **No Known Allergies:** * Check "No Known Allergies" to record absence * Date-stamped for audit trail * Requires explicit confirmation Allergy information displays prominently in the patient banner. Always verify allergies before prescribing. ### Clinical Risks Record patient risks: * **MRSA Status**: Methicillin-resistant Staphylococcus aureus * **Diabetes**: Type 1 or Type 2 * **Anticoagulation**: Warfarin, NOACs, etc. * **Other Medical Risks**: Custom entries ### Ophthalmic Diagnoses Add other ophthalmic conditions: 1. Click **Add Diagnosis** in patient summary 2. Search for disorder (SNOMED-coded) 3. Select affected eye: Right, Left, or Both 4. Enter diagnosis date (can be fuzzy: year only, year-month, or full date) 5. Save diagnosis Ophthalmic diagnoses are separate from episode-specific diagnoses. These are conditions the patient has outside the current clinical episode. ### Systemic Diagnoses Record non-ophthalmic conditions: * Hypertension * Diabetes * Cardiovascular disease * Other relevant medical history ### Previous Operations Track surgical history: 1. Navigate to **Previous Operations** section 2. Click **Add Operation** 3. Select operation type 4. Enter date and laterality (eye side) 5. Add any complications or notes 6. Save entry ### Medications Manage medication history: * **Current Medications**: Active prescriptions * **Stopped Medications**: Discontinued drugs * **Systemic Medications**: Non-ophthalmic drugs * **Eye Medications**: Topical eye treatments Medication management integrates with the prescription module for complete drug history tracking. ### Social History Record social factors: * Smoking status * Alcohol consumption * Occupation * Living situation * Driving status (important for DVLA reporting) ### Family History Track hereditary conditions: * Glaucoma * Macular degeneration * Retinal detachment * Other eye conditions with genetic components ## Contact Management ### GP and Practice Assign general practitioner: 1. Search for GP by name 2. Select from results 3. System auto-populates associated practice 4. Verify practice address is correct GP and practice must be linked correctly for correspondence generation and referral tracking. ### Additional Contacts Add other contacts: * **Family Members**: Next of kin, emergency contacts * **Care Providers**: Nursing homes, home care agencies * **Other Healthcare**: Specialists, therapists * **Informal Carers**: Family or friend caregivers ### Contact Assignment Process 1. Navigate to patient **Contacts** section 2. Click **Add Contact** 3. Search for existing contact or create new 4. Define relationship type 5. Save assignment ## Patient Summary Page The patient summary provides: * Name, DOB, age, gender * Patient identifiers * Contact information * Deceased status if applicable * Recent visual acuity * Active diagnoses * Current medications * Upcoming appointments * Allergies * Clinical risks * Special requirements * System flags * Last 3 clinical events * Recent correspondence * Last examination * Upcoming procedures ### Patient Banner The persistent patient banner displays: * Patient name and age * Primary identifier (hospital/NHS number) * Allergy alerts (highlighted in red) * Risk warnings * Deceased indicator if applicable The patient banner remains visible across all pages when viewing a patient record. ## Plans and Problems Manage ongoing clinical plans: ### Adding Plans 1. Navigate to patient summary 2. Find **Plans & Problems** section 3. Click **Add Plan** 4. Enter plan description 5. Plans auto-order by creation ### Managing Plans * **Reorder**: Drag and drop to prioritize * **Deactivate**: Mark completed plans as inactive * **Edit**: Update plan text * **View History**: See all plans including inactive Plans and problems persist across episodes and provide continuity of care tracking. ## Patient Merging When duplicate records exist: 1. System administrator initiates merge 2. Select primary (keeping) record 3. Select secondary (merging) record 4. Review and confirm merge 5. All data consolidated to primary record 6. Secondary record marked as merged Patient merging is irreversible. Only administrators with appropriate permissions can perform merges. ### Merged Patient Handling After merge: * Searches on old identifier redirect to primary record * Flash message indicates merge occurred * Historical audit trail maintained * All episodes and events transferred ## Patient Deletion For patients who should not be in the system: 1. Navigate to patient summary 2. Click **Delete Patient** (trash icon) 3. Confirm deletion warning 4. Patient marked as deleted (soft delete) **Patient deletion is a serious action:** * Requires OprnDeletePatient permission * Cannot be easily undone * Should only be used for data quality issues * Use patient merging instead for duplicates ## Best Practices Always confirm patient identity using at least two identifiers before updating records Keep GP and contact information current for correspondence and emergency situations Explicitly record either known allergies or "No Known Allergies" for every patient Select from SNOMED-coded diagnoses rather than free text for better data quality ## Common Tasks 1. Navigate to patient record 2. Click **Edit Demographics** 3. Update address fields 4. Save changes 5. Address history is maintained in audit log 1. Open patient record 2. Edit demographics section 3. Update primary phone field 4. Optionally add additional phone numbers as contacts 5. Save changes 1. Patient record → Edit Demographics 2. Enter NHS number in identifier section 3. System validates format 4. Save changes 5. Number available for future searches 1. Edit patient demographics 2. Check "Is Deceased" checkbox 3. Enter date of death (required) 4. Validate date is logical 5. Save changes 6. Red "DECEASED" indicator appears in banner ## Integration with PAS For institutions with PAS integration: * **Auto-Import**: Patient records sync from PAS * **Update Sync**: Demographics updated automatically * **Identifier Validation**: NHS numbers validated against national spine * **Duplicate Prevention**: System checks for existing records before import PAS integration settings are configured by system administrators. Contact your IT team for specific integration capabilities. ## Next Steps Learn how to create episodes and clinical events Add patients to worklists and manage clinics Record clinical examinations and visual acuity Prescribe medications for your patients