How do I edit patient data?

Sometimes you have entered a patient in the system and need to add more patient data information at a later time. This article will explain how you can edit patient data.

Step-by-step instructions

  1. Search for the patient and click on their name.
  2. Select the patient data tab on the top right.

  3. Here you can add, change and also remove information about this patient. You will find more information below about the different options.
  4. When done editing, click Save at the bottom.
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When you edit an existing patient you have to save changes to patient identification section separately. So ensure that you click Save before and after editing identification information, otherwise, the system will give priority to the identification information and will forget any other information you updated.

More about this

How do I add patient identification information?

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Please add or adjust identification of a patient first when you edit an existing patient, and save the changes before entering other information.

  1. In the patient data tab, scroll down to the “identification” box.
  2. Click to add new identification information for this patient, such as a chip number, tattoo or passport.
  3. In the pop-up screen, click the dropdown under “description” first and select the type of identification that you are adding.

  4. Add the date that the identification was created. For example, if you selected “microchip number”, the date refers to the date the microchip was injected. If you selected “passport”, the date refers to the date the passport was given out by the veterinarian to the first owner.
  5. “Number” refers to the actual identification number.
  6. “Position” is used to reflect where specifically on the patient´s body the identification mark is present.

Explanation of all the patient data fields

Field NameInformationIn patient box?On invoices?
Patient numberAnimana's unique patient ID number. This is fixed, it cannot be edited.YesNo
NameThe name of the patient.YesYes
ClassSelect the correct class. The class you select will determine the options for species in the next field.NoNo
SpeciesEnter at least two characters to start a search. You can only choose from search results; you cannot create new species. Alternatively, if you do not remember the species, press the spacebar twice and a list of species belonging to the selected class will appear. The species you select will determine the options for breed (the next field).YesYes
BreedEnter at least two characters to start a search. You can only choose from search results. Alternatively, if you do not remember the breed, press the spacebar twice and the list of breeds belonging to the selected species will appear. You can also create a custom breed for this patient (however, it will not be added to the list for next time). Before you add a new breed, please double check your spelling, (all breeds should be on the list)YesNo
Crossbreed Select "yes" if the patient is a crossbreed, the default value is "no". Yes
(If it's a crossbreed)
No
GenderSelect the correct gender from the list.
= male
= neutered male
= female
= neutered female
= unknown
YesNo
Born onEnter the patient's date of birth, either manually or by clicking the calendar icon and picking a date.Yes
(Current age is displayed)
No
Died onIf the patient has died, enter the appropriate date the patient died. Entering a date here will automatically set the patient as "inactive".Yes
(Deceased icon is displayed)
No
Visible notesEnter notes which you'd like to be clearly visible in the patient box in the left sidebar. This can be used for important information and warnings such as patient allergy information.YesNo
Hidden notesEnter additional information of this patient, such as travel history.Yes
(Displayed as exclamation mark icon, hovering over it will show the notes)
No
IdentificationEnter an identification of the patient by clicking on the '+' icon. In the pop-up screen, click on the dropdown below “description” first, then select the type of identification that you are adding. The “date” field represents the date that the identification was created. “Number” refers to the actual identification number. “Position” is used to reflect where specifically on the patient's body the identification mark is present.YesYes
(Only microchip number is displayed)
SubscriptionEnter a subscription by clicking on the '+' icon.NoNo
VeterinarianSelect a preferred veterinarian from the list. When set, creating a new appointment will automatically select this veterinarian.NoNo
CaretakerSometimes horses or herds have a caretaker - someone other than the owner who takes care of the animal. If applicable, select a caretaker from the dropdown. If they are not in the list, go to the relevant caretaker's client data tab and mark them as a monthly account holder (in the "Financial" tab). The caretaker will then be displayed at the top of the patient file.NoNo
ColourEnter at least two characters to start a search. Choose a colour from the search results. Alternatively, press the spacebar twice and the list of colours will appear. You can also create a custom colour.YesNo
FurEnter at least two characters to start a search. Choose a fur type from the search results. Alternatively, press the spacebar twice and the list of furs will appear. You can also create a custom fur for this patient by selecting the option "custom fur" and entering a fur type between the brackets. Before you do, first double check the spelling, because all fur options should be in the list. The custom fur will not be added to the list for future use.NoNo
Usage of animalEnter at least two characters to start a search. Choose an animal usage type from the search results. Alternatively, press the spacebar twice and the list of usages will appear. You can also create a custom usage for this patient by selecting the option "custom usage" and entering the usage between the brackets. Before you do, first double check the spelling, because all usage options should be in the list. The custom usage will not be added to the list.NoNo
DescentEnter the name of the parents of this patient in this field. Relevant for pedigree dogs and horses.YesNo
HeightEnter the height of the patient. Select 'cm' or 'm' in the dropdown.NoNo
Separate invoiceSelect if you want a separate invoice for this patient by default. If the client has a consultation with multiple animals, this patient will receive a separate invoice. This option is recommended for patients with insurance.NoNo
Exclude from monthly invoice runSelect if you want this patient to be excluded from your monthly invoice runs. NoNo
InsuranceSelect an insurance company and the policy number.Yes
(Displayed as umbrella icon, hovering over it will show the information)
Yes
StatusBy default, the patient status is "normal". You can change the status manually, for instance, if a patient is missing or has moved.YesNo
Start dateThe date the patient file was first created.NoNo
ActiveBy default, "yes" is selected to indicate that the patient is current. Select "no" if you want to deactivate the patient. Note that mailings or reminders are not generated for inactive patients.NoNo
Button: Add Picture of PatientClick the button to add a picture of the patient.YesNo
Button: Health PlanClick the button to add a health plan to this patient. You can choose from health plans that you have set up in your account in Extra > Products > Health Plans.YesNo
Button: Move PatientClick the button to move the patient to a new owner. Follow the simple instructions to link the patient to the new owner.Yes
(Displayed as hidden note)
No

How do I delete a patient?

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You need permission to be able to delete a patient. Permissions can be adjusted by practice administrators in cog  > General Settings > Role Management.

Should you have accidentally created a patient, and you have not added any information to the patient file, you can delete that patient by going to the Animals tab and clickingDeletebehind its name.

To ensure data integrity, deleting a patient that has information added to the patient file, is not possible. Alternatively, you can deactivate the patient by going into the Patient Data tab and selecting no next to the field “active” (on the right).

How do I add a picture of a patient?

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Images need to be in a .JPG format.

  1. Go to the Patient Data tab.
  2. Scroll down and click the button Add Picture Of Patient.
  3. Click Choose file (or Browse – depending on your browser).
  4. Selecte the patient image from your computer that you wish to upload.
  5. Click Open.
  6. Click Add.

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Updated on 7 November 2022

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