Managing patient information across multiple calls, chats, and messages can quickly become messy, especially when different team members are handling inquiries.
We built the Contacts Area to give your clinic a single, reliable place to view every patient your clinic has.
It’s designed to make your front desk’s job simpler: one dashboard where you can see patient details, history, and communication, without switching tools or searching through call logs.
How It Works
The Contacts area gathers information from every patient you add to Heron and organizes it into a live directory of patients.
Each contact shows:
Full name, date of birth, and phone number
Health insurance information
Date of their last inquiry
Whether there’s an active inquiry
Any notes or flags your team has added
You can search, filter, and update these records directly inside Heron.
Add New Contact
To manually create a new patient record:
Click Add new contact at the top of the page
Fill in their name, date of birth, phone number, and insurance details
Once saved, Heron will automatically link their future inquiries.
To add contacts, there's three options:
Adding them manually after an inquiry.
Adding them manually at any time, on your own pace.
Adding them by request: you can ask us to upload contacts directly from your PMS, if available.
Editing, Archiving, or Deleting
To edit a patient, click Edit on the far right.
You can:
Update their information
Archive inactive patients
Delete if needed
Viewing Patient Details
Click on any patient name to open their profile.
From there, you can:
Review all past and current inquiries
Add or edit notes
View relationships (e.g., linked family members)
It’s your full picture of patient history in one place.
Searching and Filtering
Need to find someone quickly?
Use the Search bar at the top right, just start typing their name.
You can also use Filters to narrow your list by:
Flag color (Red, Yellow, Green, or None)
Last inquiry date
Active inquiries only
Perfect for focusing on follow-ups or patients waiting for responses.
Flags
Flags help you visually track priorities:
🟥 Red: urgent or needs immediate action
🟨 Yellow: pending response or check-in
🟩 Green: resolved or no action required
You can change a patient’s flag anytime directly from their row.
How It Works with PMS-Connected Clinics
If your clinic is integrated with a Practice Management System (PMS), Heron automatically syncs patient information:
When a patient contacts your clinic, Heron checks the PMS for a match.
If found, Heron links the inquiry to that existing patient record. Patients found in your PMS, the patient will receive a verified logo next to their name.
This ensures your team is always working with the most accurate and up-to-date information across both systems.
How It Works for Non-PMS Clinics
If your clinic doesn’t use a PMS integration, you can create and manage all patient records natively inside Heron.
You can manually add, edit, or archive records anytime.
The system will remember the patient’s past interactions, even if they contact you through different channels in the future.
Best Practices
Keep notes clear and updated after each interaction
Use flags consistently so your team stays aligned
Review your contacts weekly to ensure no active inquiries are left hanging
✅ That’s it!
Your Contacts area is now live, designed to help your team stay organized and keep every patient connection in one place.