Add a contact
Save a patient who phoned or walked in as a contact in a few seconds.
2 min read
Most contacts are created automatically from lead forms and messages. But a patient who phones, comes by referral or meets you at an expo has to be added by hand. This article shows how to create a complete record without duplicates.
Adding a new contact
- On the Contacts screen, click Add Contact in the top-right corner.
- Enter the basics: First Name, Last Name, Phone and Email. Include the country code in the phone number (e.g. +49 151…).
- Fill in Contact Type (usually Lead), Tags and the source if you have it. Tags drop the patient into the right lists: treatment (
implant), language/country (de) and source (walk-in). - Click Save. If you're adding several people in a row, use Save & Add Another.
The new contact appears in the table; click the name to open the detail page and start a conversation.
Tip
Your admin can use Customize Form to choose which fields are required and in what order they appear. Making Treatment Interest and Country required, for instance, makes your reports far more useful.
What should I fill in?
| Field | Why it matters |
|---|---|
| Phone (+country code) | Required for WhatsApp, SMS and calls. Used for duplicate checks. |
| For sending treatment plans and quotes. | |
| Country | Time zone, language and reporting (where are patients coming from?). |
| Treatment Interest | Routing to the right doctor and the right snippet. |
| Preferred Language | Decides which coordinator writes to them. |
| Tags | Smart lists and segmentation. |
Example: Jonas Weber calls from Munich asking about All-on-4 implants. Create the record as Jonas Weber, +49 151 2345 6789, Country: Germany, Treatment Interest: All-on-4, Language: German, with tags implant, de, phone-call. Your German-speaking coordinator sees him straight away in the Implant – DE list.
Heads up
Before adding, use Quick search to check whether the person already exists. If the patient has messaged you on Instagram before, update the existing record instead of creating a new one. For duplicate settings, see Duplicates and merging.
Updating contact details from a conversation
If the patient has already messaged you, a contact was created automatically, but often with just a name and phone number. You can fill in email, country and treatment fields directly from the contact panel on the right of the conversation. See Inbox overview.
Common issues
"This phone/email already exists" warning. Duplicate prevention is on; search for the existing contact and update it.
WhatsApp messages don't go through. The phone number may have been saved without a country code or with a leading 0. Correct it to the +country-code format.
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