01.01.A. Create Patient Profile

01.01.A. Create Patient Profile



This article will address patient creation within GramTracker. Before you can dispense any medication or sell any merchandise to a patient, the patient must first be created within the database.


To begin, select either Patients, Add Patient or click the green Add Patient button on the Patients screen.


**NOTE: Customers are similar to regular medical Patients. For tracking and check-in purposes, they currently still require a "customer" record, but the data that goes into this customer record is vastly simplified.

These few fields are all that we are required to populate before making retail sales.

The expiration date must be included in the MMJ Card expiration date.

It is recommended that you make at least ten or so of these customers, so that you are still able to properly use the check in process.

The "Save and Create Another" button at the bottom of this form can help you create these customer records quickly and easily.

As an alternative to using anonymous customer records, you can request information form your customers, and treat them similar to patients. If you do collect customer data it allows customers to participate in your email and text marketing programs, as well as the Customer Reward loyalty point program.


This first section of the patient creation screen will allow you to enter the patient’s name and nickname, addresses and email address, phone numbers and types of phones, along with preferred contact method for SMS and email marketing.

In this section, you may enter:

Birth Date: MM/DD/YEAR; Patient’s date of birth.

ID Number: State Identification number, such as drivers license.

MMJ Card: Number and Expiration date


As most organizations will configure GramTracker to disallow medicated sales to patients with expired MMJ cards, it is critical to ensure that the MMJ card expiration date is accurate. If a card is expired or within 60 days of expiration, the expiration date will appear in red on the check-in screen.

Member: Yes/No; If yes. the patient receives Member level pricing.

The Member status field will let you set whether a given patient is a member; selecting Yes grants the patient member pricing of products and can also be used to include the patient toward the organization’s total allowable plant count. Selecting Yes in this field also allows you to set the date the patient became a member.

Tax Exemption:
Exempt from Sales Tax
Override Tax Profile

Delivery Addresses: Related to online ordering and delivery orders, select for some states which allow this.  Its populated from information entered into the delivery address during the ordering process and can be found here.  You can also enter delivery information here before a delivery order is placed.


This section allows you to enter information regarding the patient’s physician, recommendation, and caregiver. It will also allow you to register any exceptions to inventory limits and to confirm that the patient’s paperwork is complete.



Paperwork Complete checkbox indicates whether you have collected all paperwork you need from a patient. A patient’s profile, both on the check-in screen and on any patient searches, will show whether the patient’s paperwork is complete or incomplete. This field will only change when manually checked or unchecked, so be certain to change it accordingly upon receiving a patient’s complete paperwork



Order Limits:

Checking the Override box will open a new set of fields allowing you to set the new limits prescribed by the patient’s physician.



Notes & Additional Information:

This section allows you space to enter any additional information about the patient, track how the patient learned of the organization, and mark off other services of interest for the patient. Underneath, the Favorite Products section allows a user to select and track products currently registered in the database that the patient prefers.

Favorite Products:


The Supporting Documents section allows you to attach any documentation or files you may need to complete the patient profile. Most notably this may include a Patient Photo (typically a scan of the patient’s driver’s license) and Patient Files such as the patient’s recommendation, MMJ card, application, or any other paperwork required by the organization.



The final selection allows control over whether a patient is active or inactive within the system and included in or excluded from the Patient Rewards Program.


Patient Status controls whether a patient can be searched by name within the system. Since an inactive patient may still be searched by driver’s license, consider changing or removing the driver’s license information when inactivating a patient.


Organizations that wish to pursue a Rewards program may use the exclusion checkbox to prevent a patient from accruing rewards points. For example, an organization that provides a rewards program only for patients ineligible for other discounts may choose to use this box to exclude students, military, or elderly patients who may receive special discounts of their own.


Save: Saves the patient profile

Save And Check In: Saves the patient profile and checks the patient in for visit

Save And Start Order: Save the patient profile and go directly to a new sales order for the patient

Save And Create Another: Saves the patient profile and then opens up a new patient profile for a new patient entry

Clear: clears all fields on the page.



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