Adding Patients to Your Schedule

You can add patients to your schedule in four different ways. Below, we’ll walk through each option in the order you’re most likely to use them when getting started.

Option 1: Add a Patient Using “Record Now”

This is the quickest and most common method when you’re first trialing subQdocs.

1. Click the big Record Now button in the left side menu on iPad app or web app, or at the bottom right corner on the iPhone app.
2. Enter the following minimal information:
   • First name
   • Last name
   • Visit type
3. (Optional but recommended) Adding the following information becomes increasingly valuable as you see more patients:
   • Date of birth
   • Gender
4. Click Start Recording to begin the visit immediately.

Best for: When a patient walks in and wasn’t added to the schedule ahead of time.

Option 2: Upload an Entire Day (or Longer) Using a CSV File

If you prefer to load your whole schedule at once, you can import it from your EMR using a CSV export.

1. Export your schedule from your EMR as a CSV file.
2. Ensure your CSV contains at least:
   • Name
   • Date of birth
   • Patient ID / MRN
   • (Optional: gender, status, appointment date/time, provider name)
3. Upload the CSV in subQdocs.
4. You’ll see the Upload CSV option near the upper right corner of the schedule screen
5. (First Time Only) Map each column in your CSV to the matching field in subQdocs.

Example mapping:

• “Patient Name” → Name (supports formats like Last, First or with commas)
• “Birth Date” → Date of Birth
• “Patient ID” → Medical Record Number
• “Date” + “Time” columns → Appointment Date & Time
• “Provider” → Provider

5. Submit the file to import your schedule.
6. You may need to refresh the page to see the appointments appear for the selected day.

Best for: Loading a full day or week of appointments at once.
Note: When you upload a schedule for a given day, it will erase any other visits already scheduled for that same day under the assumption that the newest upload is the most current schedule.

Option 3: Manually Add Multiple Patients From the Patients Tab

If your EMR cannot export a schedule, or you prefer to enter appointments manually, you can add patients one by one.

1. Navigate to the Patients screen in the left-side menu.
2. Click Add Patient in the upper right corner.
3. Choose one of the following:
   • Search for an existing patient already in your account, or
   • Create a new patient by entering their details.
4. Use the Visit Day and Visit Time fields to add the appointment.
5. Click Schedule and Add Another button.
6. When you are done adding your last patient, click the Save button.

Best for:

• Front office staff adding a full day’s schedule manually
• Practices without a schedulable EMR export

Option 4: Integrate subQdocs with your EMR to automatically sync your schedule

Please reach out to our team at support@subqdocs.ai for more information on integrating subQdocs with your EMR.