Example app - Hospital and clinic patient administration

How to build a patient administration app in FileEazy for a hospital or clinic - patients, appointments, visits and consent forms - with record-level permissions, protected fields and signed consents.

A hospital or clinic handles a steady stream of patients, appointments and paperwork. A patient administration app keeps the administrative side in one place: who the patient is, when they are coming in, what happened at each visit and which forms they have signed.

This guide covers administration and record keeping. It is not a clinical system, and it does not replace the tools your clinicians use for diagnosis and treatment. Check your own legal and regulatory requirements before storing patient information in any system.

What the app does

Keeps one record for each patient, with their consent forms and referral letters attached.
Books appointments and shows each doctor's schedule.
Records every visit or admission, with the department and the outcome.
Limits who can see each record, so staff only see the patients they work with.
Keeps a trail of who opened or changed a record.

The lists

Patients is the primary list. Appointments and visits are secondary lists, each linked to a patient.

Patients (primary)

Field	Type	Notes
Patient ID	Text	Master Field and Unique.
Full Name	Full Name	Also a Master Field.
Date of Birth	Calendar
Gender	Dropdown
Phone	Phone Number
Address	Address
Insurance Provider	Dropdown
Primary Doctor	User	A system field, so doctors are real FileEazy users.
Signed Consent Form	File	Stored in the File Manager.

The Patients list form with patient ID, name, date of birth, gender, phone, address, insurance provider, primary doctor and consent form fields

Appointments (secondary)

Field	Type	Notes
Patient	Record	Links the appointment to a patient.
Doctor	User
Department	Department
Date, Time	Calendar, Time
Reason	Text Area
Status	Dropdown	Booked, Checked in, Completed, Cancelled.

Visits (secondary)

Field	Type	Notes
Patient	Record
Visit Type	Dropdown	Outpatient, Inpatient, Emergency.
Admitted On, Discharged On	Calendar
Department	Department
Summary	Text Area	Administrative notes only.
Referral Letter	File

What the data looks like

Each list shows its records in a table that you can search, sort and filter. The sample records below are fictional.

The Patients list in the Patient Administration app, showing patient ID, name, date of birth, department and status

The Appointments list showing patient, doctor, date, time and status for each booking

Build the app

Open Apps and select New App. Name it "Patient Administration".
On the Lists step, add the three lists. Make Patients primary.
On the Relationships step, add One To Many relationships from Patients to Appointments and from Patients to Visits.
On the Permissions step, decide who can view and change the app.

See Build a custom app for each step in detail.

Who can do what

Role	Patients	Appointments	Visits
Front desk	Create, read, update	Create, read, update	Read
Doctor or nurse	Read (own department)	Read, update	Create, read, update
Records officer	Full access	Full access	Full access
Management	Read	Read	Read

Create these in User Roles (see Roles and permissions). Two settings matter most here:

Record Scope. Set each list's Data Permission to a scope such as My Branch & Department, so staff only see the patients in their own department or site.
Field permissions. Open sensitive fields, such as the insurance provider or the consent form, and use Data Permission to allow View only for the roles that need them.

Store the blank consent form in the File Manager.
Open it and choose Request for Sign, then add the patient as the signer. A one-time code can confirm who is signing.
When the form is signed, attach the signed copy to the patient's Signed Consent Form field.

See Send a document for signature and Track signature status. Referral letters and other documents live in file fields in the same way.

Reports and reminders

Today's appointments. Filter Appointments by Date and save the search for each doctor or department. See Saved searches.
Patients to follow up. Filter Visits by Discharged On to find recent discharges.
A patient at a glance. Use Data Explorer to open a patient beside their appointments and visits. See Data Explorer.
Reminders. Send a notification when an appointment is created or its status changes. See Build a workflow and Notifications.
Who looked at what. The Audits view shows who opened or changed a record.

Getting your existing data in

If your patient list lives in a spreadsheet, import it as CSV instead of retyping it. See Bulk upload.

Tips

Start with Patients and Appointments. Add visits once the front desk is comfortable.
Keep it administrative. Store only what your administration team needs.
Restrict by default. Give each role the least access that lets them do their job, and review access regularly.