Deleting (or archiving) a patient
Archive a patient cleanly, or hard-delete on a verified data subject request.
Overview
There are two related actions: archive (status flip — record stays, hidden from default views) and delete (record and most associated data are removed). Most clinic-side cleanup is archive; delete is reserved for verified data subject requests under NDPR/GDPR.
Prerequisites
- Owner or Admin role
- For delete: a written request from the patient or their legal representative
Steps
Open the patient profile. Patients → click the row.
Decide archive vs delete. Archive is reversible; the data stays. Delete is mostly irreversible (audit log entries persist, but PII is purged). Default to archive unless legally required to delete.
Archive: click "More actions" → "Archive". A confirmation modal explains: the patient won't appear in default lists, future appointments are blocked, but invoices, treatment history, and audit logs persist. Type "ARCHIVE" to confirm.
Verify archive. The patient profile shows status ARCHIVED with a date. Patients list Archived tab shows them. To restore, click Restore in the same actions menu.
Delete: confirm the legal basis. Open the Compliance card on the profile. Record the legal basis for deletion (e.g., "Article 17 erasure request received 2026-05-12"). The audit log captures this.
Click "More actions" → "Delete patient...". A multi-step modal opens with several confirmations.
Choose what is deleted. PII fields (name, phone, email, address) are mandatory in the delete. Clinical data can be de-identified or fully removed depending on legal requirement. Financial records are statutorily retained — the system keeps them but de-links from the patient.
Type the patient's full name to confirm. Then click Delete permanently. The system runs the delete asynchronously; you receive an email when it completes (usually within minutes).
Verify completion. The patient is gone from all views except the Compliance log. The compliance log retains a hashed reference for legal evidence.
Expected outcome
- Archive: status ARCHIVED, hidden from active filters, easily reversible
- Delete: PII fields purged from the database; clinical/financial data either de-identified or removed; audit and compliance logs retain a hash; backups will be purged on the standard 30-day cycle
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Archive button missing | Not Owner or Admin | Ask one of them |
| "Cannot archive — patient has active appointments" | Future appointments exist | Cancel future appointments first |
| Delete is greyed | Compliance card legal basis not entered | Fill in the legal basis first |
| Deleted patient still appears in old reports | Reports cache snapshots | Reports older than the delete won't update; new reports won't include the patient |
| Want to recover a deleted patient | Within 24 hours, support may be able to restore from backup | Contact support immediately; after 30 days the backup is also purged |