Patients and guardians

Patients and guardians are the backbone of your clinical history — and AllEars.Vet lets you register them wherever it is most convenient, including mid-consultation.

Patients

In Patients you see the list, register and edit the animals you see.

• Finding a patient: the main path is the global search (see below): on a computer, the Search field in the top bar (or the ⌘K shortcut on a Mac, Ctrl+K on Windows); on a phone, the magnifying glass in the top-right corner. It matches name, code, species, breed, microchip and also the guardian's name (type the person's name to see their patients), and Patients come first in the results. Codes work with or without # (2379 or #2379).
• Filtering the list by name: to find someone without scrolling (handy after importing many patients), open Filters and type in the Search field at the top of the panel. The list filters as you type, by name, guardian or code. The term shows as an active filter (the Filters button shows the count) and clears with its × or Clear all.
• Several patients with the same name? Combine words: every word you type must match some field. E.g. amora maria finds the patient Amora whose guardian is Maria. This works in every patient search in the app — the global search, linking a patient to a consultation, prescriptions and documents. When linking, each result shows the date of the last consultation, and recently seen patients appear first. Guardian search works the other way round too (maria amora).
• Filters: the "Filters" button also lets you filter by species, clinic, health plan and status. There is also a sort selector.
• Deceased patients: by default the list shows active patients. Deceased ones stay hidden unless the Status filter is changed to "Deceased" or "All" — they appear with a dimmed row and a "✝ Deceased on DD/MM/YYYY" badge next to the name.
• Patient photo: to change the profile picture, tap the camera icon on the patient's photo (at the top of the record) and choose Change photo; from there you can also View photo and Remove photo. With no photo yet, just tap the avatar. When you add a photo from the history (Add → Photo), the app asks What is this photo for?: History only (the default, right for lesions, radiographs and exams, without changing the profile picture) or Profile picture. You can change it later with Edit on the photo card; the photo most recently marked as profile wins. Remove photo deletes a photo uploaded as the profile picture; if it came from the history, it only stops being the profile picture and stays there.
• Copy of the medical record: Record → Export (on the History title) creates a PDF of the whole history (or of a period), ready to hand to the guardian. See Exporting a patient's medical record.

Medical record and clinical summary

The medical record belongs to the patient, not to each consultation, and lives in one place: the Record tab of the patient's page, in two parts.

• Now: what holds for the patient today: alerts (e.g. use a muzzle), allergies, active conditions, ongoing medication and procedures. On a computer it sits in the left column, right under the patient card, always in view while you scroll the history; each group has a + to record right there, and Show closed at the bottom lists what was closed. On a phone it sits at the top of the Record, with alerts and allergies highlighted. Tap an item to see details, who recorded it and the source consultation, and to Close it (the app asks for the date, today by default), Correct it or mark it as Entered in error (it leaves the history; Show entered in error, at the end of the history, brings it back).
• History (right below): every consultation, vaccine, weight, exam, prescription and note, by date, plus every change to the clinical state: Added (an allergy, a condition), Changed (an adjusted dose, with before and after), Closed and Entered in error (struck through, never deleted). The Clinical state filter (heart icon) shows only those changes. Pending reminders sit at the top of the history.
• To record, use the + of each group in Now or Add in the history: besides notes, weight, vaccines, prescriptions and the rest, the Clinical state group has Allergy, Condition, Ongoing medication, Alert and Procedure (description, optional details and Since). The item joins the history and shows in Now while it is active.
• AI suggestions: after each consultation, the AI reads the summary and the visit note and suggests what goes into the clinical state (an allergy mentioned, a chronic condition, an ongoing medication, a surgery), what changed in an item already there (a new dose: shown as Update? with before and after) or what can be closed (a cured condition, a stopped drug). Suggestions show right on the consultation's own summary ("Updates for …'s record", only that consultation's) and as one line at the top of Now ("N AI suggestions to review", tap Review); the Record tab shows how many are pending. Nothing goes in until you tap Confirm; the pencil next to it lets you correct it before confirming (type, wording or dose); Dismiss removes the suggestion and the AI will not suggest the same thing again. You can turn it off in Settings → AI automations.
• Each consultation's Visit note stays inside the consultation itself and is never rewritten.

The confirmed clinical summary is also context for the AI: at the next consultation, the visit note, the live suggestions and Mima already take the patient's allergies, conditions and medication into account, plus problems already closed (e.g. a recurring otitis, a stopped drug), marked as past. Alerts and allergies also show in the patient header and in the Patients list; while recording, alerts, allergies, conditions and medication show at the top of the This consultation's data card.

Guardians

Guardians holds the people who care for the patients. Each patient can be linked to its guardian, and the guardian's data — address and CPF — is used automatically on controlled prescriptions, which require that information.

To filter the guardians list, use Filters → Search, same as on Patients: it matches name, pet, phone, e-mail or code (maria amora finds the Maria who owns Amora).

The address has its own fields (postal code, street, number, unit, district, city and state): in Brazil, typing the CEP autofills street, district, city and state — you just review, add the number and adjust anything you like. This works everywhere a guardian is created or edited (Guardians screen, consultation prep, post-recording review and prescriptions).

The guardian belongs to the patient, not to each consultation. So on a consultation and on a prescription the guardian comes from the selected patient (you need a linked patient before you can set the guardian). Changing the guardian inside a consultation edits that patient's guardian — the change applies to the patient's other consultations and prescriptions too.

Global search

On a computer, the Search field sits in the top bar (shortcut ⌘K on a Mac, Ctrl+K on Windows); on a phone, it is the magnifying glass in the top-right corner of the screen. Before you type, the Search field shows Quick actions and Recent activity — the same feed as Home (your latest consultations, prescriptions, patients and guardians), so you can jump straight back to what you last touched. As soon as you start typing, the quick actions disappear and the panel is just results.

Search looks everywhere at once, and shows the groups in this order: Patients, Guardians, Consultations, Prescriptions and Documents — patients and guardians first, since that is what you look for most.

Each group shows only the first few results. When there are more, a "See more patients" row (or guardians, consultations, prescriptions, documents) appears at the end of the group: tapping it stays in the same search but narrows it to that group alone, with a much longer list. In that mode the field shows a chip with the group and a back arrow on the left — tap the arrow, tap the chip or press Esc to see everything again. You can keep typing to refine within the group.

Register without leaving your flow

You don't need to go to the Patients screen to register:

• Before recording: in Prepare consultation, select or register patient and guardian on the spot.
• In the post-consultation review: if you fill in patient data without having selected one, the app offers to create it before moving on.
• On a saved consultation: tap the pencil next to the guardian in the consultation header (or Link, if no patient is set yet) and register a patient or guardian via the inline form.
• On a prescription: when creating a controlled prescription, the app asks for whatever is missing (guardian's address or CPF) and lets you fill it in right there.

Let the AI fill it in

While recording, the AI identifies species, sex, neutering, breed, colour and date of birth from the conversation itself — you just confirm or correct. It is the fastest way to keep records complete.