The Patients record type contains all patient records associated with your practice.

Patient records can originate from either:

• Your EHR/PMS

• Adit

Any patient record created in Adit is automatically synced to your EHR/PMS, and any patient record created in your EHR/PMS is automatically synced to Adit.

How are Patient Records created in Adit?

Patient records can be created automatically or manually from multiple areas within Adit.

Automatic Record Creation

Patient records can be automatically created from:

• EHR/PMS Sync – When a patient record is created in your EHR/PMS.

• AI Front Desk – When the AI Front Desk handles a scheduling call for new patients

• AI Webchat – When the AI Webchat handles a scheduling chat for new patients

• AI Care Coordinator – When the AI Care Coordinator handles scheduling for new patients

• Online Scheduling – When a new patient books an appointment online.

Manual Record Creation

Patient records may also be manually created by practice staff through:

• CRM

• Quick Actions

• Patient Forms 

Patient Sync Status

To help practices track synchronization between Adit and their EHR/PMS, CRM includes a Sync Status field. 

Patient Fields

In addition to PII like name, phone number, DOB, gender and email, Patient records will have the below fields

Stage

The Stage field helps track where a patient is in their journey with your practice.

Scheduled

The patient has:

• No completed appointments

• At least one future appointment scheduled

Typically assigned to a new patient immediately after booking their first appointment.

Never Showed

The patient has:

• No completed appointments

• At least one missed appointment

This stage identifies patients who booked an appointment but did not attend.

No Appt History

The patient has:

• No scheduled appointments

• No completed appointments

• No missed appointments

Typically assigned to records imported from the EHR/PMS with no appointment history.

Completed

The patient has:

• At least one completed appointment

• No recorded payment activity

Won

The patient has:

• At least one completed appointment with a recorded payment (OR)

• Two or more completed appointments, even if payment information is unavailable

All the patient stages are automatically updated based on the above logic and there is no option available to manually update it

Lead Source

The Lead Source field identifies the marketing source that generated the patient's first appointment. This identification is based on tracking numbers

Examples include:

• Google Ads

• Google Organic Search

• Facebook Ads

• Direct Calls

• Other marketing channels

Profile Created As

The Profile Created As field identifies the record type when the profile was first created.

Possible values include:

• Patient

• Lead

• Contact

• Unrecognized Contact

This field helps practices understand how records move through the CRM and measure conversion rates between categories.

Profile Created By

The Profile Created By field shows who originally created the record.

Possible values include:

• Adit

• A practice user

Profile Created From

The Profile Created From field identifies the Adit module or system that originally created the profile.

Examples include:

• EHR

• Call Intelligence

• Online Scheduling

• Quick Actions

• Patient Forms

• CRM

Profile Created Date

The Profile Created Date field shows when the profile was originally created, regardless of any future changes to the record type.

Total Touchpoints

The Total Touchpoints field displays the total number of calls and text conversations between the patient and the practice.

Last Touchpoint

The date and time of the most recent communication between the patient and the practice.

Last Incoming

The date and time of the most recent communication initiated by the patient.

Last Outgoing

The date and time of the most recent communication initiated by the practice.