Patient history and access audit
Every patient record has a timeline of everything that's happened: appointments, chart notes, messages, forms, documents, and payments. You'll find this on the Timeline tab of any patient record.
The timeline view
Open a patient, click Timeline, and you'll see events sorted newest first:
- 📅 Appointments (scheduled, completed, cancelled, no-shows)
- 📝 Chart notes (with author and timestamp)
- 💬 Messages (sent and received)
- 📄 Documents (uploaded by you or by the patient)
- 📋 Forms (assigned, submitted, reviewed)
- 💳 Payments (invoiced, paid, refunded)
Click any item to jump to its detail view.
Filtering the timeline
Use the chip filters at the top to narrow by type — e.g. only show chart notes, or only payments. Useful when prepping for a follow-up visit.
Who accessed this chart?
For HIPAA compliance and your own peace of mind, every chart access is logged. To review:
- As clinic admin, open 📋 Audit Log from the sidebar.
- Filter by patient name or date range.
- You'll see who viewed the chart, when, and what they did (view, edit, export).
The audit log is append-only — once an entry exists, it can't be edited or deleted.
Exporting a patient's record
For patient requests under HIPAA's right of access, you can export everything we have on a patient:
- Open the patient's record.
- Click the ⋯ menu in the top-right.
- Choose Export everything (ZIP).
You get a ZIP containing demographics (JSON), all chart notes (PDF), all documents (original format), and a manifest. The export typically completes in under a minute.
Inactive vs. archived patients
There are two ways to remove a patient from your day-to-day view without deleting them:
- Set status to inactive. They stay in the database, history is preserved, but they're hidden from the default "All Patients" list. You can re-activate any time.
- Archive. Heavier action — appointments, forms, and active messaging are wound down. Use this for patients who've truly left your care.
For full deletion (right-to-be-forgotten requests), email support@apexmentum.com. We treat these case-by-case to ensure regulatory requirements are met.