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Searching for patients

PHOXBook pharmacy portal (rx.phoxbook.ca): How to find patients quickly using search.

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Written by William

Quick search

From anywhere

Press Ctrl + K to open Find Patient or Appointment. This is the one place to search — one query looks up appointments, PhoxBook accounts, and (where connected) your dispensing system's patients — Kroll through PartnerLink, or Kroll, Fillware or PharmaClik through PhoxHub — at the same time, and shows them together in one list.

From patients page

On the Patients page's Patient List tab, use the search box to filter the appointment history table for your pharmacy. PhoxBook account search is not on this page — use Ctrl + K.

Search options

You can search by:

  • Name: "Smith, John" or "Smith" (the box's hint reads "Last, First, Phone or Booking #")

  • Phone: "416-555-1234" or "4165551234"

  • Booking number: the appointment's confirmation code

  • Email: an exact address finds a PhoxBook account; to find appointments by email, use Advanced

How to search

Method 1: Find Patient or Appointment (Ctrl + K)

  1. Press Ctrl + K from any page, or click the magnifier in the top bar

  2. Type a name, phone, email or booking number (2 characters minimum); results appear as you type

  3. Results are grouped into labelled sections in one list:

    • Appointments at this pharmacy — click a result to see details and quick actions (check in, complete, no-show, reschedule)

    • PhoxBook accounts — patients with a PhoxBook account that your pharmacy already knows: they have booked here, or they are in your Kroll. Grouped by family with the account holder first. An exact email address finds the account directly. Accounts that belong to other pharmacies never appear, and an email that is not known here looks the same as no account

    • Kroll patients — the live Kroll roster, when PartnerLink is enabled for your pharmacy

    • PhoxHub patients — your dispensing system's patients (Kroll, Fillware or PharmaClik), when PhoxHub is connected for your pharmacy. This search needs at least 3 letters of a first or last name; with fewer, the section tells you so instead of searching. Click a result to open the patient's PhoxHub profile

    Appointment rows also carry a link icon for each dispensing connection your pharmacy has (Link to Kroll, Link to PhoxHub). Green means the appointment is already linked to a profile; click to link or change the link. See Linking Appointments to Dispensing-System Profiles.

  4. Directly above the list, below the switches, one chip per source (Appointments, PhoxBook accounts, Kroll patients, PhoxHub patients) shows how many matches each has. The chips are filters for the list: none is checked when you open the search and every section shows. Check one or more chips to see only those sections; uncheck them all to see everything again. The Today & future and Hide cancelled switches narrow the appointments section only.

You only see the sources your permissions allow. Use Advanced for date of birth, email or phone on the appointments search, and for first name / last name on the Kroll and PhoxHub searches.

Method 2: Patients page

  1. Open Patients from your profile menu (or press Ctrl + Shift + P) and go to the Patient List tab

  2. Type in the search box ("Search by name, phone, email, or patient ID...")

  3. Press Enter or click the arrow

  4. The appointment-history table filters below

Booking from a PhoxBook account

In the PhoxBook accounts section, each family member has a New appointment button. It opens the booking dialog with the person's name and date of birth filled in and the contact email locked to the account email.

The search stays open behind the booking dialog, so after you book and click Done on the done screen (or cancel), you are back on the same family and can book the next member.

Until the patient is asked to link a PhoxBook account, a booking made by staff is kept as a guest booking and does not appear on the patient's account. In the booking dialog the email reads "Linked to the PhoxBook account" and is locked; Remove account link unlocks it.

Search tips

  • Partial matches work - "Smi" will find "Smith"

  • Phone formats are flexible - Both "416-555-1234" and "4165551234" work

  • Case insensitive - "SMITH" finds "Smith"

  • Email is exact for PhoxBook accounts - type the full address

No results found?

If you can't find a patient:

  1. Check spelling - Verify the name is correct

  2. Check the chips - a source with no matches shows "(0)" on its chip and its section is not listed, so the list only holds sources that found something. If a chip is checked, only that source shows — uncheck it to see the others. A patient with no appointments here may still appear under PhoxBook accounts if they are in your Kroll, or under PhoxHub patients if you typed at least 3 letters of their name

  3. New to your pharmacy? - a patient whose PhoxBook account has never booked here will not appear until they book here. Book them with their email and the account becomes known to your pharmacy

  4. Try phone/email - Alternative search terms

  5. Verify patient exists - They may not be in the system

Need help?

Open the Help Center with the ? icon in the header, or press Shift + ? for keyboard shortcuts.

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