Help Center Clinic Manager All patients
All patients
What it is
Membership Management shows the patients who have a membership, plus anyone your staff add by hand. With All patients, the portal also brings in every patient your EMR knows, even people with no membership. (An EMR is the system your clinic keeps patient charts in, like Zenoti or OptiMantra.)
A patient with no membership shows on Members with the chip No membership. You can search for them, open their page, add notes, order a prescription for them, and fax for them, just like any patient. They are left out of every membership count, the reorder queues and the daily summary's membership numbers.
Who can see it
Everyone who can see Members. All patients is set up by Prescripta; if you do not see these patients, contact support.
Where patients come from
| Your EMR | How patients arrive |
|---|---|
| Zenoti | Every morning, right after the membership sync, the portal reads Zenoti's whole guest list and adds anyone who is not in the portal yet. Admin → Settings → EMR connection → Sync now does the same right away. |
| OptiMantra | A patient arrives the first time OptiMantra tells the portal about them (a booking, a check-out, a tag change). To bring in everyone at once, use a CSV import (Admin → Settings → Data). |
| No EMR | Add patients by hand or by CSV import, as before. |
What you see after a sync
Under Last sync (Admin → Settings → EMR connection) a line reads like All patients: 2,219 in the EMR · 1,815 added · 4 updated. Other words you may see:
- now members: patients who got a membership. Their membership record is now the patient; the old "No membership"
record is archived (hidden, never deleted).
- no longer in the EMR (archived): patients the EMR does not list any more. Their record is archived, not deleted.
If they come back in the EMR, the record comes back too.
- continues next run: the list was long and the portal ran out of time. The next sync carries on.
- not added yet: the EMR listed someone without a name. The portal tries again next time.
Patients you already added by hand (for example from the pharmacy)
Patients added by hand or from the pharmacy are usually already in your EMR (they were booked there first). The portal never links the two by itself, a person decides, but it makes sure you are never left with two records:
When the EMR patient arrives first (the patient list sync): before adding an EMR patient, the portal looks for a patient you added by hand who is not linked to the EMR yet and has the same name, with a date of birth that does not disagree. When it finds one, it does not add a second record. Your hand-added patient goes on the dashboard card EMR differs, review, saying what matched (for example "name, date of birth, e-mail").
When the hand-added patient came first (added before 10/31/2026, or added later for a patient the EMR already sent): every patient list sync compares each hand-added patient with no membership and no EMR link against the EMR's patients. When exactly one EMR patient has the same name and the date of birth does not disagree, the patient goes on the same card. If a second "No membership" record from the EMR already exists, it is retired on the next sync after you accept.
On the card, open the patient (or use the button above the list):
- Accept, link to (your EMR): your record is linked to the EMR patient. Its orders, notes, follow-ups, tasks and
history stay. From then on the EMR fills in name, contact and membership. The patient is counted once.
- Accept all exact matches (N) (above the list; needs Add patients): links every waiting patient whose name
plus date of birth, e-mail or phone agree, all at once (it asks first). Matches on name only stay for a person. The button shows only while something is left to accept.
- Not the same person: the EMR's record is never suggested for this patient again, and the next sync adds the EMR
patient as its own record.
- Archive this record: for a record made by mistake.
The remaining pairs, a hand-added patient the rules could not match on their own, are on Patients → Find duplicates with Only records not linked to the EMR ticked; Compare shows the EMR's record next to yours and Merge into one record makes them one (see Patients → Duplicate patient records).
The EMR stays in charge
For these patients the EMR owns the name, phone and e-mail. If your staff change one of those on the patient page, that field is locked and the sync leaves it alone (the same rule as for members).
If your clinic goes back to Membership Management
The portal stops bringing in new patients. Every patient already brought in stays, with their notes, orders and faxes.
Questions people ask
- Q: Why do I suddenly have so many more patients? A: All patients is on. Everyone in your EMR is now in the
portal. Use the Show drop-down on Members to narrow the list (for example Active for members only).
- Q: Do these patients change my membership numbers? A: No. Patients with no membership are left out of every
membership tile, queue and count.
- Q: A patient got a membership. Do I have two records now? A: Only until the next sync. Then the membership record
is the patient and the "No membership" record is archived.
- Q: I see the same person twice. A: That can happen when someone was added by hand without the EMR's patient id.
Use Members → Find duplicates to merge them.
- Q: Can I delete one of these patients? A: No, nothing is deleted. You can archive a patient; the EMR is the
source of who your patients are.
- Q: OptiMantra patients are missing. A: OptiMantra only tells the portal about a patient when something happens to
them. Import the rest once with a CSV file.