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Overview

Patient profiles are the central hub for all patient information in AllCare. Each profile contains demographics, medical information, care plans, medications, visit history, and documents—everything you need to coordinate patient care.
Key Concept: A patient profile is a comprehensive record that follows the patient throughout their care journey. Keeping profiles accurate and up-to-date is essential for quality care delivery.

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Accessing Patient Profiles

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Finding a Patient

1

Navigate to Patients

Click Patients in the left sidebar navigation
2

Search for Patient

Use the search bar to find a patient by:
  • Full name or partial name
  • Date of birth
  • Patient ID or MRN
  • Room number
3

Click to Open Profile

Click on the patient row to open their full profile
Use the filters to narrow your search by facility, status, or service type.

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Quick Access Methods

MethodHow
Global SearchPress Ctrl+K (Cmd+K on Mac) and type patient name
Patient ListBrowse the full patient list for your facility
Recent PatientsAccess recently viewed patients from dashboard
Task LinkClick patient name in any task to open their profile

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Patient Profile Sections

A patient profile contains multiple sections organized by tabs or cards: 
┌─────────────────────────────────────────────────────────────┐
│  Patient Header: Name, Photo, Status, Quick Actions         │
├─────────────────────────────────────────────────────────────┤
│  [Demographics] [Medical] [Medications] [Visits] [Documents]│
├─────────────────────────────────────────────────────────────┤
│                                                             │
│                    Section Content                          │
│                                                             │
└─────────────────────────────────────────────────────────────┘

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Patient Header

The header displays at the top of every profile view:

Patient Identity

  • Full name
  • Profile photo (if uploaded)
  • Patient ID / MRN
  • Age and date of birth

Status & Location

  • Enrollment status (Active, Inactive, etc.)
  • Facility name
  • Room/unit number
  • Primary provider

Quick Info

  • Allergies (highlighted if present)
  • Primary diagnosis
  • Insurance status
  • Last visit date

Quick Actions

  • Edit profile
  • Schedule visit
  • Add note
  • Create task

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Demographics Tab

Personal and contact information:
SectionFields
Personal InfoFull legal name, preferred name, date of birth, gender, SSN (last 4), language
Contact InfoPhone number, email, preferred contact method
AddressFacility address or home address
Emergency ContactName, relationship, phone number(s)
POA/GuardianPower of Attorney or legal guardian information
InsurancePrimary and secondary insurance, policy numbers, group numbers

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Medical Tab

Clinical information and care details:
  • Primary diagnosis with ICD-10 code
  • Secondary diagnoses
  • Diagnosis history with dates
  • Active vs. resolved conditions
  • Medication allergies
  • Food allergies
  • Environmental allergies
  • Reaction type and severity
Allergies are prominently displayed and flagged throughout the system for patient safety.
  • Most recent vitals (BP, pulse, temperature, weight, O2 sat)
  • Vital sign history and trends
  • Graphs showing changes over time
  • Past medical history
  • Surgical history
  • Family medical history
  • Social history
  • Active care plans
  • Goals and interventions
  • Care team assignments
  • Review dates

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Medications Tab

Complete medication management:
SectionDescription
Active MedicationsCurrent prescriptions with dosage, frequency, prescriber
PRN MedicationsAs-needed medications with administration instructions
Medication HistoryPast medications, discontinued drugs, refill history
Administration RecordseMAR data showing when medications were given
Pharmacy InfoAssigned pharmacy, delivery schedule, contact info

Learn More

See the complete Medications guide

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Visits Tab

Provider visit information:
SectionDescription
Upcoming VisitsScheduled appointments with date, time, provider
Visit HistoryPast visits with outcomes and notes
Visit NotesClinical documentation from each visit
No-Show/CancellationsMissed appointments with reasons

Learn More

See the complete Visit Scheduling guide

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Documents Tab

Patient documentation and attachments:
Document TypeExamples
Clinical DocumentsAssessment forms, care plans, progress notes
Legal DocumentsConsent forms, HIPAA acknowledgments, POA documents
Insurance DocumentsInsurance cards, authorization letters
Medical RecordsLab results, imaging reports, hospital discharge summaries
OtherPhotos, miscellaneous uploads

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Tasks Tab

Task management for the patient:
SectionDescription
Active TasksCurrent tasks assigned for this patient
Completed TasksHistorical task completion records
Recurring TasksScheduled recurring services
Task HistoryFull audit trail of all tasks

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Notes Tab

Communication and documentation:
Note TypePurpose
Clinical NotesCare observations and clinical documentation
Care CoordinationCommunication between care team members
Family CommunicationNotes about POA/family interactions
General NotesMiscellaneous notes and reminders

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Creating a New Patient

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From the Patient List

1

Navigate to Patients

Go to Patients in the left sidebar
2

Click Add Patient

Click the + Add Patient button in the top-right corner
3

Select Facility

Choose the facility where the patient will be enrolled
4

Enter Required Information

Complete the required fields:
  • First Name (required)
  • Last Name (required)
  • Date of Birth (required)
  • Gender (required)
  • Facility (required)
  • Room/Unit (recommended)
5

Add Additional Details

Fill in optional but recommended fields:
  • Contact information
  • Emergency contact
  • Insurance information
  • Primary diagnosis
  • Allergies
6

Save Patient

Click Save to create the patient record

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From the Patients List

For new admissions, use the “Admit Manually” feature:

Patient Admission

Follow the complete patient admission workflow

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Required vs. Optional Fields

FieldRequiredNotes
First Name✓ YesLegal first name
Last Name✓ YesLegal last name
Date of Birth✓ YesMust be valid date
Gender✓ YesSelect from options
Facility✓ YesMust select assigned facility
SSNRecommendedRequired for insurance billing
PhoneRecommendedFor communication
Emergency ContactRecommendedCritical for emergencies
InsuranceRecommendedRequired for billing
AllergiesRecommendedImportant for safety

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Editing Patient Information

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Editing Demographics

1

Open Patient Profile

Navigate to the patient’s profile
2

Click Edit

Click the Edit button on the demographics section or in the header
3

Make Changes

Update the necessary fields
4

Save Changes

Click Save to update the patient record
Some fields may require additional authorization to edit. If you can’t edit a field, contact your administrator.

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Updating Medical Information

1

Go to Medical Tab

Click on the Medical tab in the patient profile
2

Select Section

Choose the section to update (Diagnoses, Allergies, etc.)
3

Add or Edit

  • Click + Add to add new entries
  • Click on existing entries to edit
  • Use the delete/remove option carefully
4

Save

Confirm and save your changes

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Adding Allergies

Allergy information is critical for patient safety. Always verify allergies with the patient or their records.
1

Navigate to Allergies

Go to Medical Tab → Allergies
2

Click Add Allergy

Click the + Add Allergy button
3

Enter Allergy Details

  • Allergen: What the patient is allergic to
  • Type: Medication, food, environmental, other
  • Reaction: What happens (rash, anaphylaxis, etc.)
  • Severity: Mild, moderate, severe
  • Notes: Additional context
4

Save

Click Save to add the allergy

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Patient Profile Functions

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Quick Actions

Available from the patient header:
ActionDescription
Edit ProfileOpen edit mode for patient demographics
Schedule VisitCreate a new appointment for this patient
Add NoteAdd a clinical or general note
Create TaskAssign a new task for this patient
Upload DocumentAdd a document to the patient’s file
Print SummaryGenerate a printable patient summary

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Uploading Documents

1

Go to Documents Tab

Click the Documents tab in the patient profile
2

Click Upload

Click + Upload Document or drag and drop files
3

Select File

Choose the file from your computer:
  • Supported: PDF, JPG, PNG, DOC, DOCX
  • Maximum size: 25MB per file
4

Categorize

Select the document type/category
5

Add Description

Enter a description or title for the document
6

Upload

Click Upload to save the document

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Adding Notes

1

Click Add Note

Click Add Note in the quick actions or Notes tab
2

Select Note Type

Choose the type of note (Clinical, Care Coordination, etc.)
3

Enter Note Content

Type your note in the text area
4

Save Note

Click Save to add the note to the patient record
Notes are timestamped and attributed to your user account. They become part of the permanent patient record.

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Viewing Activity History

The activity history shows all actions taken on a patient record:
  • Profile changes with before/after values
  • Notes added
  • Documents uploaded
  • Visits scheduled/completed
  • Tasks created/completed
  • Status changes
Access via: Patient Profile → Activity or History tab

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Printing/Exporting Patient Information

1

Open Patient Profile

Navigate to the patient you want to export
2

Click Print/Export

Click the Print or Export button in the header
3

Select What to Include

Choose which sections to include:
  • Demographics
  • Medications
  • Diagnoses
  • Visit history
  • Notes
4

Generate

Click Generate to create the PDF or printable view

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Patient Status Management

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Patient Statuses

StatusDescriptionActions Available
ActivePatient is actively receiving careFull access
InactivePatient is not currently receiving careView only, can reactivate
PendingEnrollment in progressLimited editing
DischargedPatient has been dischargedView history only
DeceasedPatient has passed awayView only, no scheduling

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Changing Patient Status

1

Open Patient Profile

Navigate to the patient’s profile
2

Click Status or Edit

Click on the current status badge or the edit button
3

Select New Status

Choose the new status from the dropdown
4

Enter Reason

Provide a reason for the status change (required for some changes)
5

Confirm

Click Save or Confirm to update the status
Status changes may trigger automated actions (cancel appointments, notify care team, etc.). Verify before confirming.

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Best Practices

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Troubleshooting

Solutions:
  1. Check spelling of the name
  2. Try searching by date of birth or ID
  3. Verify you have access to the patient’s facility
  4. Check if patient status is filtered out
  5. Contact your administrator if patient should exist
Possible Causes:
  • Insufficient permissions for your role
  • Patient status restricts editing
  • Record is locked for another process
Solution: Contact your facility administrator to verify permissions.
Solutions:
  1. Check file size (max 25MB)
  2. Verify file format is supported
  3. Try a different browser
  4. Check internet connection
  5. Try converting to PDF format
Solution:
  1. This is typically a data entry error
  2. Contact AllCare Operations to transfer the patient
  3. Do not create a duplicate record
Solution:
  1. Medication data often comes from pharmacy integration
  2. Contact the pharmacy for prescription issues
  3. Add notes documenting discrepancies
  4. Contact AllCare Support for system issues

Medications

Manage patient medications

Visit Scheduling

Schedule provider visits

Patient Admission

Admit new patients

Contact Support

Get help when needed