Overview
Visit records in RepeatMD usually come from patients scanning your Check-In QR code at the front desk. When a check-in is missed or logged incorrectly, admins can manually add or remove visits from the patient’s profile in the Admin Panel.
This article is for front-desk staff, managers, and admins who maintain accurate visit history and visit-based rewards.
Before You Start
Open the patient from Client Profiles in the left-side navigation.
Manual visit edits should be rare. Encourage patients to scan the Check-In QR code before or after appointments whenever possible.
Adding or removing a visit updates the patient’s Visit history and their rewards progress in the Patient App.
You need appropriate Admin Panel access to edit patient profiles.
Why It Matters
Accurate visit records help you:
Keep visit rewards on track so patients unlock milestones they actually earned.
Correct check-in failures without asking patients to re-scan after the fact when that is not practical.
Maintain trust with patients who can see visit history and reward progress in the app.
How It Works
How visits are recorded normally: Patients scan your practice’s Check-In QR code to log a visit. That check-in feeds visit history and can count toward Visit Rewards.
When to add a visit manually: Add a visit when a patient completed an appointment but did not check in (for example, they forgot to scan the QR code).
When to remove a visit manually: Remove a visit only when the QR code logged a check-in incorrectly, such as a failed scan that still recorded, or duplicate same-day entries that should not count.
Rewards sync: When you add or remove a visit, the patient’s rewards page in the Patient App updates automatically to match their profile.
Step-by-Step Instructions
Add a visit
Log in to the Admin Panel.
Click Client Profiles in the left-side navigation.
Search, filter, or scroll to find the patient.
Open the patient’s profile by clicking their name or selecting View full patient profile from the three dots menu.
Scroll to Visit history.
Click Add a visit in the top-right corner.
Enter the date, time, and location of the visit.
Enter a note for your team to see why this visit was added.
Save the visit.
Remove a visit
Open the patient from Patients and go to their Visit history.
Find the visit you need to remove.
Click the trash can icon to the right of that visit.
Confirm the action in the pop-up.
The visit is removed from the patient’s history and their app rewards update accordingly.
Note: Only remove visits when visits need correction. Do not remove legitimate check-ins to manipulate reward progress.
Best Practices and Pro Tips
Double-check before saving. Visit edits affect reward accrual. Confirm the date, time, and location before you add a visit.
Encourage QR check-ins. Train front-desk staff to prompt patients to scan the Check-In QR code at arrival or checkout.
Place QR codes prominently. Display the Check-In QR code at reception or the treatment room entrance.
Use removal sparingly. Removing a valid visit can delay or undo reward progress the patient already saw in the app.
Document unusual cases. If you frequently add visits for the same workflow gap, consider staff training or QR placement before relying on manual entry.
Common Mistakes and FAQs
Q: Will adding a visit update the patient’s rewards in the app?
A: Yes. When you add or remove a visit, the patient’s rewards page in the Patient App updates to match their profile.
Q: When should I remove a visit instead of adding one?
A: Remove a visit when QR scanning logged a check-in incorrectly, such as a duplicate same-day entry or a scan that recorded without a completed appointment. Do not remove legitimate visits.
Q: Can patients see visit history changes?
A: Yes. Visit history and reward progress visible in the Patient App reflect profile updates.
Q: What if a patient forgot to check in but already left the office?
A: Add the visit manually with the correct date, time, and location so their history and visit rewards stay accurate.
Q: Does manual entry replace the Check-In QR code?
A: No. QR check-in is the standard workflow. Manual add/remove is for exceptions only.
Next Steps and Support
Block suspicious app users (Admin Panel) — manage patients flagged for excessive check-ins
View and redeem a patient’s services and rewards (Admin Panel) — redeem rewards tied to visit milestones
Video walkthrough: Adding and removing visits — optional visual reference
Need help? Email support@repeatmd.com.