Patient Masterlist

Introduction

The Patient Masterlist is the central registry of every patient ever seen at your facility. It is the starting point for all clinical activity — you must locate or register a patient here before opening an encounter, recording a consultation, or processing a bill.

Patient Masterlist list view

Key Concepts

Patient Record Structure

Opening a patient from the masterlist takes you to their record, organized into tabs:

Tab	Contents
Encounter	The patient’s current or most recent visit — vitals, notes, and diagnoses. See Active Encounters and Vitals & Clinical Notes for the full detail.
Documents	Files attached to the patient record — referrals, imaging, lab results. See Patient Documents for the full detail.
Historical Records	Every past encounter for this patient, read-only.

Patient Status Lifecycle

Every patient record carries a status that reflects their relationship to the facility over time:

Active (default) ──▶ Inactive (moved, transferred, or duplicate)
                  └─▶ Deceased (date of death recorded)

A record doesn’t have to pass through Inactive to become Deceased — either transition happens directly from Active. Deceased records are shown with a gray badge and are excluded from the Active Patients count on the Dashboard.

Use Cases

Searching for a Patient

Use the search bar at the top of the list to find a patient. Search is performed across:

Field	Notes
Full name	Partial match; case-insensitive
PhilSys Reference Number (PSN)	Exact match
PhilHealth Number	Exact match
Date of birth	Enter as DD MMM YYYY (e.g., 15 Mar 1985)
Case number	Searches across all encounters for that patient

Results are returned instantly as you type. If the list is empty after searching, the patient is not yet registered — proceed to registration below.

Registering a New Patient

Click New Patient in the top-right corner to open the registration form.

Required fields:

Field	Notes
Last name	Family name as it appears on government ID
First name
Date of birth	DD MMM YYYY
Sex	Male / Female — used for clinical decision support
Civil status	Single / Married / Widowed / Separated

Optional but strongly recommended:

Field	Why it matters
PhilSys number (PSN)	Required for PhilSys-linked benefits; prevents duplicate records
PhilHealth number	Required for PhilHealth billing
Mobile number	Used for appointment reminders and discharge instructions
Address	Required for contact tracing and DOH reporting
Emergency contact	Name, relationship, and mobile number
Blood type	Critical for emergency transfusions
Known allergies	Displayed as a red banner on all encounter screens

Before saving, Aevora checks for potential duplicates by matching name + date of birth and by PhilSys/PhilHealth number. If a possible duplicate is found, a warning dialog shows the matching records — review them before proceeding, since creating a duplicate fragments clinical history and complicates billing.

Patient registration form

Click Save to complete registration. The patient record opens immediately.

Viewing a Patient Record

Click any row in the masterlist to open the full patient record — see Patient Record Structure above for what each tab contains.

Editing a Patient Record

Click Edit on the record to modify patient information. All changes are logged with the editing staff member’s name and timestamp for audit purposes.

You cannot delete a patient record. If a record was created in error, mark it as Inactive and add a note in the remarks field explaining the reason.

Merging Duplicate Records

If two records exist for the same patient, an administrator can merge them from the patient record using Actions → Merge Records. The merge:

Combines encounter history onto the primary record
Retains all documents and billing history
Marks the secondary record as Merged and links it to the primary
Cannot be undone — use with caution

Updating Patient Status

From the patient record, go to Edit → Status and choose:

Status	When to use it
Active	Default — the patient is known to the facility
Inactive	The patient has moved, transferred to another facility, or the record was created in error
Deceased	The patient has passed away — enter the date of death when prompted

Reference

Masterlist Columns

Each row in the masterlist shows:

Full name (Last, First Middle format)
Date of birth and computed age
Sex
PhilSys number (if recorded) — displayed in monospace
PhilHealth number (if recorded)
Last visit date
Status badge — Active, Inactive, or Deceased

Privacy, Compliance & Access

Patient records are protected under RA 10173 (Data Privacy Act of 2012). Access is limited to staff with the patient → view permission. All record views, edits, and exports are logged.

Do not share patient information verbally or in writing outside of authorized clinical channels. Photographs of screens containing patient data are a violation of facility policy and may constitute a data privacy breach.