Patients

Add and manage every animal in your clinic.

Every visit, prescription, and invoice in Chartling is attached to a patient record. Patients are linked to one or more client (owner) accounts, and their full history — visits, medications, vaccines, weight — lives on their profile.

Adding a new patient

1. Search first

   From any screen, use the global search (top of the page) to look up the patient by name before creating a new record. Duplicate records are the most common data problem in PIMS — a quick search prevents them.

2. Go to Patients → New patient

   Click Patients in the sidebar, then + New patient in the top-right corner.

3. Fill in the patient details

   Enter the patient's name, species, breed, sex, date of birth (or estimated age), and color/markings. Microchip number is optional but recommended.

4. Enter the current weight

   Weight is entered in your clinic's display unit (lb or kg depending on your settings) and stored in kg. This becomes the first entry in the patient's weight history.

5. Link to a client

   Search for and select the owner. If the owner isn't in the system yet, click Create new client to add them inline. A patient can have multiple linked clients (e.g. both partners in a household).

6. Save

   Click Save patient. The patient profile opens immediately — you can book an appointment or start a visit from here.

Patient profile

Profile tabs

From the patient profile, use the tabs to navigate the record:

• Profile — species, breed, sex, date of birth, color/markings, microchip
• Medical — problem list, allergies, surgical history, and notes
• Reminders — upcoming vaccine and preventive care due dates
• Meds — all prescriptions, dispense records, and refill history
• Vaccinations — administered vaccines with lot numbers and expiry
• Billing — invoice history for this patient
• History — full visit history with signed SOAPs and discharge summaries
• Documents — uploaded files, consent forms, and signed agreements

Patient risk scoring

On Intelligence and Practice tiers, the patient dashboard shows an AI-generated risk summary — patterns pulled from the patient's own vitals, lab trends, and visit history that may warrant closer attention (e.g. a weight trending down across visits, or a lab value drifting toward an abnormal range). It's a summary layer on top of the same data behind clinical decision support, not a separate score you configure — there's nothing to turn on. It's informational only and never blocks or changes anything about the patient's chart.

Inpatient whiteboard

For hospitalized patients, the Whiteboard (Intelligence and Practice tiers, inpatient.manage permission) gives you an at-a-glance board across every admitted patient — cage/run assignment, treatment orders due, and status, in one view instead of opening each chart individually. Admit a patient to the whiteboard from their visit or profile; from there staff can create treatment orders, mark them complete as the shift progresses, and transfer or discharge the patient when they're ready to go home. It's built for the same continuous-care use case as boarding, but for medical hospitalization rather than a boarding stay — the two are separate modules.

Patient status

A patient's status can be set to Active, Inactive, or Deceased. By default the patient list shows only active patients — use the status filter to include inactive or deceased records.

• Active — default for all patients
• Inactive — for patients who haven't been seen in a long time or whose owners have moved away. Records are preserved; the patient just doesn't appear in default search results.
• Deceased — marks the record clearly without deleting anything. A closure reason, date, and note can be recorded.