Add your first patient

You can get patients into ApexMentum three ways. Pick whichever fits your workflow.

1. Add a patient manually

Use this when a patient is sitting in front of you and you want to start a chart right now.

1. From the sidebar, click ➕ New Patient Visit.
2. Enter the patient's first name, last name, date of birth, email, and phone.
3. Click Create.

That's the minimum. The patient record is created and you're dropped into their chart, ready to take notes.

For more detail, see Add a patient manually.

2. Let patients register themselves through your portal

If your portal is live, patients can sign up themselves:

1. They visit your portal URL (e.g. apexmentum.com/p/your-clinic).
2. They click Book an appointment or Patient login.
3. They fill out a short registration form and book a slot.

The patient record is created automatically and shows up in your All Patients list. They get a welcome email with a link to set their portal password.

3. Import from another system

If you're migrating from another EHR like Practice Better, Jane App, or a CSV export, contact us at support@apexmentum.com. We can import:

• Patient demographics (name, DOB, contact info, address)
• Chart notes (where exported as text or PDF)
• Documents and forms

We've built tooling for the most common platforms. Expect 1–2 days turnaround for a typical migration.

After you've added a patient

A few quick things you can do from any patient's chart:

• Take voice notes. Click the 🎙️ button to record. AI transcribes the recording and generates a structured chart note. See Voice notes.
• Generate an AI handout. Pick a topic from their visit and we'll produce a 1–2 page personalized handout you can send to the portal. See AI handouts.
• Send a form. Assign an intake or follow-up form so the patient fills it before their next visit. See Assign a form.
• Book a follow-up. Click into the schedule and add an appointment with this patient.

Patient privacy

ApexMentum is built to support HIPAA-aligned operations:

• All access is over HTTPS, with database encryption at rest.
• Patient data is scoped to your clinic — other clinics can never see it.
• Every chart access is logged.

See Patient history and audit for how to review who accessed a patient's record.