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Patient Creation

Depending on your platform configuration, there are three ways to create patients within CareLaunch.

1. Manually Creating Patients​

All users can manually create patients from the platform:

  1. Navigate to the Patients tab.
  2. Click the "New" button in the top right corner.
  3. Fill in the patient's demographic information in the modal that appears.

Required fields​

  • First name and last name
  • Date of birth
  • Gender

Other fields on the form​

  • Email and phone. These are shown unless the registration workflow turns them off.
  • Address. The registration workflow can make it required.
  • Country, when the organization uses countries
  • Social Security number, for US patients when the instance or the registration workflow requires it
  • Instance, when the organization has more than one instance

The form does not collect a preferred language, an emergency contact, or a link to a guardian. If the registration workflow includes later steps, such as a form or a document upload, those steps follow the demographics step.

Dependents are added from the patient portal, not from this form. See Patient Registration.

2. File Imports​

For bulk patient onboarding, a Platform Admin can upload a .csv or .txt file from Data Import and map its columns to patient fields. Data Import is hidden on Solo, and Organization Admins can't open it. Scheduled S3 or FTP ingestion is an Enterprise feature. If you can't use Data Import, contact support@carelaunch.health.

The file needs a header row. Include a stable patient identifier when you can. CareLaunch matches existing patients and updates them instead of creating a second record. See Data Imports for the format and the matching rules.

3. Patient Registration​

Patient registration is available to every organization. It is not limited to a higher subscription plan. A solo practice configures it under My Instance > Registration. Other organizations set the default under Settings > Registration, and an instance can override that default. Patients then self-register through a branded registration form.

Registration forms support:

  • Custom fields -- Collect organization-specific information beyond standard demographics.
  • File uploads -- Patients can upload IDs or other documents during registration.
  • Payment collection -- Collect payment for services as part of the registration flow.
  • Service selection -- Patients choose from available services, which creates Service Requests that track scheduling and payment requirements.
  • Consent capture -- Collect electronic signatures and consent acknowledgments.

Completed registrations automatically create a patient record and any associated service requests. Staff can review new registrations from the Patients tab.

Tips​

  • Use file imports when migrating from another system or onboarding a large patient panel.
  • Use patient registration for ongoing self-service intake where patients complete their own information.
  • Creating a patient manually does not check for an existing record and does not warn you before you save. Check for duplicate patients regularly using the Duplicate Patient Resolution tool. (Bulk imports do match and update existing records — see Data Imports.)
  • Patient records follow the FHIR R4 Patient resource standard, ensuring compatibility with other healthcare systems.