Patients

The list updates by itself once you stop typing. You can type the phone any way you like: “060 123 456” also finds “+37360123456”. The ✕ at the end of the box (“Clear the search”) clears the search.

Below the box you see how many patients were found. The list loads a hundred at a time: as you scroll to the end, the next ones load by themselves (or click “Încarcă următorii” (Load next)). Each row shows the phone, the attending doctor, “📅 Următoarea” (Next) with the date of the next appointment and, on the right, the allergies (“⚠ Penicillin”).

Clicking the open patient a second time closes the record.

The record opens right away. “Attending doctor” matters: a doctor who sees only their own patients sees exactly the patients they are the attending doctor for.

Less-used fields:

• “Address”, “Second phone”, “Emergency contact” (“Person” and “Telefon” (Phone)).
• “Status (CNAM)” (“Asigurat” (Insured) / “Neasigurat” (Uninsured)) and “Workplace / studies” — printed on the official forms; left empty, they print empty. CNAM is Moldova's National Health Insurance Company.
• “IDNP” — 13 digits (Moldova's personal ID number); the app checks the check digit and refuses an IDNP that is already on another record.
• “Source” — how the patient heard about the clinic (the list: tags and sources).
• “Preferred channel”, “Preferred language” — the language decides which language documents to sign are offered in.
• “Etichete” (Tags) — VIP, debtor and so on, if the clinic has tags.
• “Recalls” — “Cleaning every (months)” (empty means the clinic's interval, six months) and, for aligners, “Aligner start”, “Days per set”, “How many sets”. The automatic recall messages depend on them.

The “Medical” section — “Blood type”, “Alergii” (Allergies), “Alert”, “Observations” — is visible in the form only to those with permission to write the clinical record (the doctor). Reception sees a message instead saying the doctor fills it in.

A role without permission to view the clinical record lands on the “Treatment · Name” page after saving.

On “Add patient” the app looks for records with the same IDNP, the same phone, or the same name with the same date of birth. If it finds one, it creates nothing until you choose.

A duplicate costs a lot later: one person's appointments, payments and radiographs end up split across two records. If one was made anyway, see How do I merge two records.

On the “Treatment · Name” page (reception), the button is called “The patient's details”.

Each person sees and edits only their part: reception the contact details and the rest of the card, the doctor the “Medical” section. Fields you can't change are grayed out. If the role is not allowed to see the phone and address, they show “Ascuns pentru rolul tău” (Hidden for your role) instead. The attending doctor can only be changed by someone with permission to edit patient details — a doctor can't assign patients to themselves.

Only changed fields are sent. If someone else changed the same field in the meantime, the app refuses to save so you don't wipe out their change — reopen the window and try again. Every change is kept in Changes in the record.

The button appears only if the patient has a phone and the role has permission to send SMS from the clinic. By default the administrator, the owner and reception have it — reception finds it on the “Treatment · Name” page, next to “The patient's details” (see How do I find a patient) — and the doctor doesn't have the permission. Under the text you see how many SMS the message takes: with diacritics, one SMS is 70 characters, not 160.

The message goes out through the clinic's sender, not from a personal phone, and stays in History → “Comunicare” (Communication). If the patient said “Nu” (No) to service messages by SMS, the window says so and doesn't send. After sending, the window says “Trimis.” (Sent.) or why it didn't go out.

The rest is in the Calendar section. On the “Patient data” tab, the “Upcoming appointment” card shows the next booking; “request from the portal” means the patient asked for it and the clinic hasn't confirmed it yet.

Each button and each tab appears only if the role has the matching permission (“Payments” — permission to see collections; “Imaging” — the clinic's module).

On “Patient data”, when the patient has debts or an advance, a band at the top shows “To collect”, “Overdue” and “Available advance”; “See the payments →” leads to “Payments”. If the clinic has a lab, the first card shows the patient's cases sent to the lab.

“Personal details” shows only the rows that are filled in: “Nr. fișă” (Record no.), the phones, the date of birth with age, “Medic curant” (Attending doctor), “Sursă” (Source), “Ultima vizită” (Last visit), the recall, aligners, tags, observations. “Medical summary” gathers the appointments, no-shows, the accepted plan, the amount owed, the medical history, blood type and allergies.

With a record open, the button next to the “Patients” title (“Hide the patient list”) gives the record more room — see How do I hide the list.

The “Activi” (Active) and “Noi” (New) pills at the top of the list show how many patients the clinic has in each group. “All doctors” lists those checked in Settings → Team to appear in the calendar and in doctor lists.

What the checkboxes mean:

• “Legal representative” — signs on behalf of a minor;
• “Can be informed” — reception may discuss the patient with them (the names also show in the appointment window in the calendar);
• “Payer” — pays for the patient;
• “Receives the reminders” — instead of the patient.

For a link that lasts a set time (a power of attorney), fill in “Valid from” and “Valid until”; outside that time, the row is marked “outside the period”.

The pencil icon edits the person; the trash icon removes them, with a reason — the row goes to the recycle bin and can be restored. Adding and editing require permission to edit patient details. Reception finds the card on the “Treatment · Name” page, under “Administrative details”.

It saves on click. Under the choice you see the date and where the decision came from (“at reception”, or “from the portal” when the patient chose it themselves).

• “Service messages” — reminders, confirmations, instructions. Sent unless the answer is “Nu” (No).
• “Marketing messages” — greetings, review requests. Sent only with “Da” (Yes).

“Nedecis” (Undecided) is not “Nu” (No). The clinic's notification rules follow this table. Changing it requires permission to edit patient details; others see the table but can't change it. The patient can change their own consents in the portal. Reception finds the card on the “Treatment · Name” page, under “Administrative details”.

The notice tells the patient what the law requires (Legea nr. 195/2024, art. 13 — Moldova's personal data protection law): who processes the data, why, who receives it, where it is stored, how long it is kept and what rights the patient has. It replaces the old “Acord GDPR” (GDPR consent): treatment no longer rests on consent but on the clinic's duty to keep a medical record. Consent is asked only for marketing messages, as separate checkboxes.

The checkboxes on the notice don't change the consents in the record by themselves — you copy them over, and the choice will read “at reception”. If the clinic marked the notice as a standard document, it appears under “Standard documents:” and is issued in one click. The text can be adapted in Settings → Personalization → Documents (for instance, the data protection officer).

The statement puts on one sheet the debts of every patient for whom this person is listed as “Payer”. The icon appears only for those who see all patients and collections. If nothing opens, allow pop-up windows in the browser.

Documents are issued by whoever can write the clinical record (by default, the doctor).

Templates are grouped by language, with the patient's preferred language first. If you pick the plan row first and the service has a linked consent, the template is chosen for you. The window shows the text already filled in; fields the template couldn't fill are named (“— to be filled in by hand”). Templates are written in Settings → Personalization → Documents.

Documents marked standard appear on the card under “Standard documents:” — clicking the name issues them right away, with no window. While unsigned, the document is marked “draft” or “sent to the patient” (in the portal, where they sign it from home).

For a minor under 16, only the legal representative signs; if none is listed, the window sends you to “Linked people”.

The document gets the “semnat” (signed) badge, and the app keeps the PDF of that moment on the spot. Opened (click the name), the document shows the proof of signature: who signed, who checked their identity, and the “Text fingerprint (SHA-256)” — proof that the signed text hasn't changed since. The doctor signs too, with “Sign as the doctor”.

If the PDF couldn't be kept, the app says so: open the document and click “Keep PDF”.

The document stays unsigned, with the refusal recorded. Under the refusal, the director, the head of department and the doctor sign, each from their own account, with “I sign as …”; the badge shows how many signatures it has (“refuzat · 1/3 semnături” (refused · 1/3 signatures)). If the patient changes their mind, issue a new document.

“Print” outputs the text with the proof of signature. “Open the kept PDF” shows the PDF made at the moment of signing — the one that counts if the template text has changed since. Printing is written to the access log.

The document leaves the file and the portal. Only an unsigned, unrefused document can be withdrawn; a signed one stays.

Uploads are done by whoever can write the clinical record (by default, the doctor) or whoever can upload to Imaging (by default, the assistant too) — the latter only adds: they don't delete or change the photo consent. An image of type “Radiograph” or “Panoramic”, or a DICOM file, goes straight into Imaging as a study of the patient, if the clinic has the module and the role has permission to upload there.

Clicking the file name opens it. Links expire after an hour — that's why they aren't forwarded — and each file opened is written to the access log.

The trash icon on the row removes the file from the patient's file, but the file is kept: it can be restored from Journal → Deleted for 90 days.

The purposes are checked separately, because a “yes” for the file is not a “yes” for the clinic's website:

• “In the record and for the treating team”;
• “At courses and presentations, without face and name”;
• “On the clinic's page and in its materials”.

The badge then shows “photo consent”, “photo consent · marketing” or “without photo consent”. Written consent can also be given on the “Acord fotografiere înainte/după” (Before/after photo consent) document.

You need permission to edit patient details. “Redo” takes another picture; “Change the photo” appears on the circle when there is already one.

The card appears if the clinic has the patient portal and the role can edit patient details. In the portal, the patient sees their appointments, signs documents and can request a time. What they see is chosen in Settings → The patient portal. Reception finds the card on the “Treatment · Name” page, under “Administrative details”.

• “New password” — the old one stops working and open sessions are closed; the new password is shown only once.
• “Suspend the access” — the account and password stay, but the patient can't sign in. “Reactivate the access” brings it back.

The card also shows the patient's last sign-in.

The card appears only when the patient has active portal access. Shift+Enter starts a new line. If sending fails, the text stays in the box. The conversation also stays in History → “Comunicare” (Communication).

“Istoric programări” (Appointment history) shows all appointments, most recent first (the first ten; “Show all” brings in the rest). “Reset” clears the filters, and “Open the visit in Treatment” takes you to that visit.

Below it, on the same sub-tab:

• “Neprezentări” (No-shows) — appointments the patient missed, with the reason noted;
• “Proceduri efectuate” (Procedures done) — what was done, with the price, the doctor and the date;
• “Sterilizare” (Sterilization) — which kit was used on the patient (if the clinic has the inventory module);
• “Payments” — sends you to the “Payments” tab (“Open Payments”).

Here, newest first, are the reminders, notifications and SMS sent, with their status, and the portal messages (“written by the patient” / “the clinic's reply”). An SMS that didn't go out stays too, with the reason.

Each row shows the changed field, the old and the new value, who and when. It is written automatically, at the database level, however the change was made — it doesn't depend on anyone remembering to note it. The sub-tab appears for those who can see the clinical record.

Newest first: who opened the record, printed, exported, opened a file or shared something from it. The sub-tab appears only for those with access to the journal and to the clinical record.

An opening is written once every ten minutes per person, so the log doesn't fill up with every click; prints, exports and files are each written. The virtual assistant is logged too, with the name of whoever asked.

It answers the question “who has seen my data?”, which the patient has the right to ask, and it's the first place the clinic looks if information ended up where it shouldn't.

“What is requested”: “Access to data”, “Copy of the record”, “Rectification”, “Erasure”, “Restriction”, “Objection to processing”, “Portability”. “How they arrived”: at the front desk, by email, by post, from the portal, by phone.

“Received on” — empty means today; the response deadline (one month) is set automatically. Under “Submitted by”, write who filed it, if not the patient (a parent, a lawyer).

You need the “Ține registrul cererilor pacienților privind datele lor” (Keeps the register of patients' data requests) permission (by default, the administrator).

A request past its deadline is marked “overdue”. All of the clinic's requests are in Settings → Account → Data requests, with the “Deschise” (Open) / “Toate” (All) filter; a new request is still entered from the patient's record.

This is done for an access or portability request: the archive holds the medical history, treatments, payments, messages and the files from the patient's file. If a file couldn't be read, the app says so, and the list of them is in the archive, in FISIERE-LIPSA.txt.

The export requires the “Exportă fișa completă a unui pacient” (Exports a patient's complete record) permission (by default, the administrator) and is written to the record's access log.

• “Obișnuit” (Regular) — active, new or inactive, calculated from visits (this is also how you unarchive a record).
• “Arhivat” (Archived) — the clinic no longer follows the patient: they drop out of recalls and cleanings.
• “Decedat” (Deceased) — no more messages of any kind, future appointments are canceled, the portal account is suspended.

You need permission to edit patient details. The window shows who last changed the status.

You need the “Unifică fișe duplicate” (Merges duplicate records) permission (by default, the administrator). The number on “Dubluri” (Duplicates) says how many pairs the app found. Each pair shows why the records look alike (IDNP, name and date of birth, phone) and how strong the match is.

The window puts the records side by side — “Kept” and “Merges into it and is hidden” — plus what moves to the kept record: appointments, payments, documents, the advance, the portal account. Empty fields of the kept record are filled from the duplicate. The kept record's name and attending doctor stay.

If the records have different dates of birth or IDNPs, they may be two people: the app asks you to type the patient's name to confirm. If the pair isn't the same person, click “Not the same person” and it won't show up again.

Both buttons ask first; for “Combină selectate” (Merge selected) the window shows how many pairs will be merged. At the end, the app says how many records it merged and how many it skipped.

Usually used after an import. Only pairs without differing dates of birth or IDNPs are safe; the others must be confirmed one by one. In a bulk merge, the more recently used record stays. Each merge can be undone for 30 days.

This works within 30 days of the merge. What was moved goes back to the hidden record, and it reappears in the list. The “Merges” row is visible to whoever has permission to merge records.

Deleting is for a record made by mistake, not for a patient who no longer comes — archive that one. For two records of the same person, use “Dubluri” (Duplicates): merging moves the history, deleting doesn't.

The window tells you what happens: the record disappears from lists and search, and future appointments are canceled (with their data) — the patient is not notified. Collections and the dental chart stay linked to it.

The record isn't fully deleted: it stays in Journal → Deleted for 90 days, from where someone with the permission can restore it. You need the “Șterge pacienți” (Deletes patients) permission (by default, the administrator).

The status is calculated automatically from visits:

• nou (new) — record opened in the last 60 days, no visit yet;
• activ (active) — had a visit in the last two years;
• inactiv (inactive) — no visit in over two years (or an old, unused record).

arhivat (archived) and decedat (deceased) are set by a person — see How do I archive a record. The colored dots next to the status are the patient's tags.

A role with the “Vede doar pacienții proprii” (Sees only own patients) permission (by default, the doctor) sees and opens only the patients for whom they are the “Attending doctor”. An orthodontist also sees the other orthodontists' patients if their role has the “Vede și pacienții colegilor de aceeași specializare” (Also sees the patients of colleagues in the same specialty) permission.

A record that isn't yours shows up nowhere — not in search, not through a link you received: the app answers “does not exist”, not “forbidden”, so as not to reveal even that the person is a patient of the clinic. The attending doctor can be changed by whoever has permission to edit patient details.

The choice is remembered on this computer.

The button is visible only to those who have both permission to add patients and permission to change settings (by default, the administrator).

The first line of the file is the table header. These columns are recognized, in any order: Nume (name, required), Telefon (phone), Email, Data nașterii (date of birth), Gen (gender), IDNP, Adresă (address), Note (notes). The app shows how many patients are new, how many already exist (these are skipped, not duplicated) and the rows to fix — nothing is skipped silently.

At most 1,000 rows at a time; split the file, and patients already imported are skipped on the second pass. For a full move from the old program (with appointments and payments), use Settings → Account → Data import.

All of the clinic's patients download as a CSV file, for Excel. The button is visible only to those with the “Exportă date pacienți” (Exports patient data) permission, and the export is written to the journal with the name of whoever made it.

Tags (VIP, debtor, needs attention…) and sources (“how they heard about us”) are chosen on the record and filter the patient list. You need permission to change settings.

A source with “Retrage” (Retire) is no longer offered but stays on the records that already have it; “Bring back to the list” restores it.