Manage patient records
Create, organize and follow private records, from the personal record to second opinions.
Last updated: 10 October 2026
Objective
The Patients area brings together identity, contact details, declared history, consultations, infoceutic plans and follow-ups. Every user automatically receives the personal “Me” context. Managing additional records requires effective practitioner status — a saved declaration with an active Pro subscription — or the administrator technical exception.
A local record belongs to the practitioner and can exist without a connected patient account. The Connections page can then explicitly link that record to an account; suspending or ending the connection does not delete the local record.
The terms patient, consultation and history are used to structure a documentary record. They are not assertions by Homeoceutics about a person’s health.
Securing access to Patient records
Patient records contain personal data. An administrator can globally enable a second verification in addition to the usual email-and-password sign-in. This requirement is disabled by default and applies to every user when enabled. The security code protects only the Patients area: it is not requested when opening the Repertorizer or dialog gadgets.
Obtaining the code when an administrator enables protection
- Install or open a TOTP-compatible authenticator application on a personal device.
- Sign in to Homeoceutics, open Dashboard > Patients, then select Generate TOTP key.
- In the authenticator, choose the QR-code setup option and scan the code displayed by Homeoceutics. If scanning is not possible, enter the secret key manually or open the provided
otpauthlink. The account will generally appear as “Homeoceutics” with the sign-in email address. - The authenticator then produces a six-digit code that changes every thirty seconds. Enter the current code in Homeoceutics and select Enable and unlock.
- Save the eight recovery codes shown in a password manager or another safe place outside Homeoceutics. Each code can be used only once and will not be shown again after leaving the screen.
Subsequent access
After signing in normally, open Patients and enter the six-digit code currently shown by the authenticator. Verification remains valid for no more than twelve hours; a new code is requested after it expires. The code is not sent by email or SMS: the authenticator calculates it locally from the stored key.
Precautions and troubleshooting
- Never disclose the secret key or a temporary code. Homeoceutics does not request either by email, messaging or telephone.
- If a code is rejected, make sure the phone’s date and time are set automatically, wait for the next code and enter it before it changes.
- To replace the app voluntarily, open Record access security in Patients, confirm the password and a code from the current app, then validate the new app. The old app remains valid until that confirmation.
- If the device is lost, select I no longer have access to my authenticator app, then use the password and one recovery code. The code is invalidated immediately, and a new set is created after the new app is connected.
- If no recovery code is available, contact the administrator after identity verification. An administrative reset invalidates the app, previous codes and verified Patients sessions; a fresh setup is then required.
Requirements
- Sign in with a verified email address.
- When global MFA protection is enabled, set up MFA verification or renew it when the verification period has expired.
- Have effective practitioner status or an administrator account to create and manage additional records.
Steps
- Sign in with the email address and password, then, if an administrator enabled the MFA requirement, unlock the Patients area with the six-digit code from the authenticator.
- Open Dashboard > Patients. “My record” is created automatically, marked Me and cannot be deleted.
- With effective practitioner or administrator access, create a client, then use search, folders and colored tags to organize the directory.
- Complete the photo, identity, administrative gender, contact details and addresses. Birth date, time and place are optional; they can prefill the astrology tool.
- Add useful declared information: condition, allergy, procedure, family history, reported conventional medication or another event.
- Open a record to make it active. The same active patient is then used by the Repertorizer, calendar notebook and astrology analysis until another patient is selected.
- Create a consultation and enter symptoms, analysis and observations in separate rich-text fields. Add timestamped notes when needed; their revisions remain available.
- Delete a consultation from its actions only after checking its content and related items.
- Use the timeline to review consultations, notes, repertorization runs, infoceutic-plan events, sessions, follow-ups and second-opinion replies.
- Export the whole record or one consultation on demand as PDF or FHIR R4. Choose an identified or anonymized version for the intended recipient.
- To connect the record to the patient account, send an invitation from the record or Connections page. The patient must accept the link and have an active subscription of their own for the connection to be available.
- For a second opinion, preview the scope, hide identity by default, choose a Homeoceutics colleague with verified email and, when global MFA protection is enabled, configured MFA, then set an expiry from 1 to 30 days. The encrypted snapshot can be revoked at any time.
Tip
Without effective practitioner or administrator access, “Me” is the only visible record. If practitioner access is lost, other records are retained but hidden and the active patient returns to the personal record.
Caution
Records belong to their creator, are encrypted and are not sent to an AI model. Free text may still contain identifying details, so review the preview before sharing.
Common issues
- If the area requests MFA again, complete verification and reopen the record.
- If the six-digit code is rejected, enable automatic time synchronization on the device, wait for the next code and try again.
- If the authenticator or device has been lost, use “I no longer have access to my authenticator app” with the password and one recovery code. If no code is available, contact the administrator after identity verification.
- If the wrong patient is active, use the shared selector; the change is immediately stored for the other tools.
- If clients disappear after a downgrade or removal of the practitioner declaration, they are hidden rather than deleted and return when effective practitioner status is restored.
- If a record exists but the patient receives no advice, separately check the connection in Connections and the patient account subscription.
- If the birth place is not recognized by the astrology reference, leave the gadget field empty and manually choose the nearest suggested city.
- If a second-opinion recipient cannot be found, check the exact email address, email verification and, when global MFA protection is enabled, its configuration.