Before you begin
There are three different methods you can use within Genie to mark records as inactive. To determine which method is the most appropriate for your clinic, you should establish at what stage you wish to mark patient records as inactive.
For example: Do you wish to do so on an individual basis as patient's advice they won't be returning? Or do you prefer to identify all patients who haven't been seen at the clinic for a duration of time and use that as your basis? Is there some other criteria you wish to use to determine which records you will mark as inactive?
Patient's marked as inactive can be excluded from searches in the patient list by ticking the box Hide inactive records in the search window. They can be excluded from QuickReport searches by adding a query based on the Inactive status.
Individual patients
If you prefer to update your patient list on a case-by-case basis, you can do so by following the below instructions:
- Navigate to Open > Patients.
- Search for the patient you wish to mark as inactive.
- Highlight their name and select the
demographics icon. - Within the patient's demographic window, tick the Inactive box, then click Save.
If the patient has any appointments or procedures booked in the future, after ticking the Inactive box, you'll see an additional prompt appear asking if you'd like to delete the appointments and any associated procedures:
Click Delete to delete the appointments, or click No to keep the appointments. The patient records will be marked as inactive regardless of the button clicked.
If you choose to keep the appointments, Genie will still send SMS reminders for those appointments, unless the No SMS box has been ticked next the Mobile number of the patient.
In bulk: Find Inactive Records
This method is most appropriate for those clinics that wish to mark old patient records as inactive. This method uses the Last Seen date that is recorded against a patient records. To utilise this method, follow the below instructions:
- Navigate to Open > Patients and cancel the Search box, then navigate to Patients > Find Inactive Records.
- A Request window will be presented where you can enter the length of time you wish to use in identifying inactive records:
- Enter the number of months you want Genie to search on - e.g. 60 (5 years), 84 (7 years).
- Click OK. A confirmation window will appear advising how many records were found and asking you to confirm whether you wish to make the records inactive or not:
- Click Make Inactive. These patient records will now be marked as inactive.
In bulk: Replace Field Contents
These instructions will need to be completed by the Genie Administrator. These steps are irreversible, so we recommend taking a backup before proceeding.
This method can be used when you wish to identify a particular group of patients (e.g. all those who share the same Usual Provider) and mark those patients as inactive in bulk.
In order to utilise this method, you will need to have your desired patients on display in the Patient list. Yo may wish to perform a search to populate this list, or else use the Ctrl+Click method to select multiple records, then navigate to Records > Use Selected to only leave those patients on display. Once you have your desired list of patients on display, you can follow the below instructions:
- Navigate to Records > Replace Field Contents.
- From the in field... drop down menu select Inactive.
- Select the True radio button, then click Replace:
You will receive a prompt to confirm "Replace the contents of the field 'inactive' with 'True'?" Click Replace to this prompt. These patient records will now be marked as inactive.
Deceased patients
In the event that a patient has passed away, it's always best to mark their record Inactive. However, the method for this is slightly different. Next to the Inactive box in a patient's demographic window, you'll see there is also a box labelled Deceased.
Ticking the Deceased box will automatically mark the Inactive tickbox as well. Click Save to store these changes.
