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Archiving and Unarchiving Patients

Archiving lets you remove a patient from day-to-day view when they've finished with your service, without deleting their record. Archived patients drop out of your Patient List and dropdowns, lose access to the Patient App and Patient Web Portal, and can be reinstated at any time by unarchiving them.

📍 Where to Archive a Patient

Go to: Patient List

Then:

  1. Find the patient you want to archive.
  2. Click the ••• action button on their row.
  3. Select Archive.

🗄️ What Happens When a Patient Is Archived

  • They move from the Patient List to the Archived Patients tab, found under Patient Management in the left-hand menu.
  • They no longer appear in dropdown lists across the Staff Portal — for example, when booking Appointments or filtering by Patient Group.
  • They're instantly logged out of the Patient App and the Patient Web Portal, and can't log back in while archived. Their messaging channels aren't changed, but they can't read or send messages while archived.
  • Their record is retained. Team Members can still open the profile from the Archived Patients tab, with visibility following their usual permissions, and the patient can be unarchived at any time.

🚫 When a Patient Can't Be Archived

A patient can't be archived while they have unresolved Appointments. That includes:

  • Future Appointments that are still booked
  • Past Appointments that haven't yet been given a resolved status — Attended, Did Not Attend, or Cancelled

If you try to archive a patient with Appointments that need attention, a pop-up alerts you. Resolve or cancel those Appointments first, then archive the patient.

🔄 Unarchiving a Patient

  1. Go to Patient Management → Archived Patients.
  2. Find the patient in the list.
  3. Click the ••• action button and select Unarchive.

This reinstates the patient's access to the Patient App and Patient Web Portal, and returns them to the Patient List.

💡 Best Practices

  • Archive patients who have finished with your service rather than leaving them in the Patient List. It keeps your active list and dropdowns clean and prevents accidental bookings against inactive patients.
  • Resolve attendance statuses as part of your regular workflow, so patients are ready to archive when the time comes.
  • Archiving logs the patient out immediately, so let them know beforehand if they're expecting continued access to their app.

Next step: ➡️ See Patient Management Overview for the other areas under Patient Management.