Archiving and Reactivating Patients

Archiving and Reactivating Patients

Archive patients who are no longer active at your practice to keep your patient list clean. Archived patients can be reactivated at any time.

Archiving a Patient

1. Open the patient's record
2. Click the Archive option from the patient actions menu
3. The system checks for any blocking factors (e.g. upcoming appointments, open invoices)
4. If there are no blockers, confirm the archive

Archived patients:

• Are removed from the default patient list view
• Retain all their clinical records, appointments, and documents
• Can still be found by searching with filters set to include archived patients
• Have their patient type changed to Archived

Validation Checks

Before archiving, the system checks for:

• Future appointments - patients with upcoming bookings cannot be archived until those appointments are completed or cancelled
• Open invoices - outstanding invoices should be resolved before archiving

If blockers are found, you will see a message explaining what needs to be resolved first.

Reactivating a Patient

1. Search for the archived patient (you may need to adjust your filters to include archived records)
2. Open their record
3. Click Reactivate from the patient actions menu
4. The patient type changes back to Active and they reappear in the default patient list

Audit Trail

Both archiving and reactivating are logged in the patient's audit history with the user who performed the action and a timestamp.

Tip: Archiving is a soft action - no data is deleted. The patient's full history is preserved and accessible at any time.