Help Center Membership Management: Patients and memberships Add a patient by hand (+ Add patient manually)
Add a patient by hand (+ Add patient manually)
Where: Members → + Add patient manually. Who: people with Add / edit manual patients, review Zenoti matches.
Use this for patients your EMR does not send to the portal, or if your clinic has no EMR connection. The form says: "For clinics or patients without an EMR connection: enter the patient and their first membership here. Everything can be edited later on the patient page, where you can also add further memberships (e.g. HRT and Tirzepatide) for the same patient. Zenoti-synced patients appear automatically after the daily sync."
You may also land on this form already filled in: Pharmacy → Shipping → Add as patient opens it with the name and e-mail filled and No membership picked.
The fields
| Field | Required? | What it does |
|---|---|---|
| Full name | Yes | First and last name, for example "Jane Example". The portal splits it into first and last name for the pharmacy. |
| Membership type | Yes | Pick one of your clinic's types, or No membership, patient record only. The first type in your list is picked to start. |
| Membership start date | Yes (hidden for No membership) | The day the membership began. Reorders and follow-ups count from it until other dates take over. |
| Membership status | Hidden for No membership | Active (default), Paused or Canceled. Only Active memberships open reorders and get follow-ups. |
| Next autopay date (drives the reorder date, "when they pay, we order") | No (hidden for No membership) | The next payment day. If your clinic's reorder rule is "the autopay date", the reorder date follows it. |
| Autopay repeats | Hidden for No membership; greyed out until you enter an autopay date | Monthly (same day each month), Every reorder interval (e.g. 28 days), or One-time / banked, no recurring autopay. Tells the portal how to move the autopay date forward after it passes. |
| Autopay amount ($, optional) | No (hidden for No membership) | The payment amount. |
| Next reorder date (optional, follows the autopay date, else start date + interval) | No (hidden for No membership) | Leave blank and the portal works it out (see below). |
| Phone | No | Any format. |
| No | Must look like an e-mail address. | |
| Date of birth (needed for pharmacy orders) | No, but needed to order | The pharmacy matches patients by last name and date of birth. |
| Street address (needed for pharmacy shipping) | No, but needed to ship to the patient | |
| City, State, ZIP | No | State is two letters (it turns them into capitals for you). |
(The add form has no "Sex" or "address line 2" boxes. You can add them afterwards with Edit patient & membership on the patient page.)
Click Add patient. The portal saves the patient and opens their new patient page right away. If something is wrong, a red message shows above the form.
How the first reorder date is chosen
If you leave Next reorder date blank:
- If your clinic's reorder rule (Admin → Settings → Schedules → Next reorder date comes from) is the [EMR] autopay date and you entered an autopay date, the reorder date is the autopay date.
- Otherwise the portal starts at the membership start date and steps forward by the membership type's reorder interval (or the clinic default) until it reaches today or later.
The first follow-up date is worked out the same way, using the nurse follow-up interval.
"No membership: patient record only"
Pick this for someone who is a patient but not a member, for example, a one-time prescription. They:
- keep a full patient record (name, contact, prescription, orders, faxes, shipping);
- are not counted as members;
- get no automatic reorders, autopay, follow-ups or auto-prepared prescriptions;
- show on the Members page only under Non-members (no membership).
You can still send them a prescription with Order (one-off) on their patient page.
When you pick No membership, the Membership start date box goes away. You do not need it. The portal sets the start date to today by itself when you save.
Questions people ask
Q: I added a patient and the reorder date looks wrong.
A: Open the patient and use Adjust next reorder date, or set the Next reorder date in the form next time. If your clinic uses "the prescription" rule, the date changes by itself once the first order is placed.
Q: Why is "Autopay repeats" greyed out?
A: Enter a Next autopay date first.
Q: Do I need the date of birth?
A: Not to save the patient. But you cannot e-order from the pharmacy without it, because the pharmacy matches patients by last name and date of birth.
Q: The patient is also in our EMR. Should I add them by hand?
A: Usually no. Synced patients appear by themselves after the EMR sync. If you already added them by hand, the sync may show a Possible [EMR] match box on the patient page so you can link the two.
Q: I added a patient as a member by mistake. How do I make them a non-member?
A: Open the patient → Edit patient & membership → Membership type → No membership, patient record only → Save changes. If a reorder is open, delete or finish it first.
Q: Can I add a second membership in the same form?
A: No. Save the patient first, then on their page use + Add another membership.