Mark Patients as Deceased or Inactive in Patient Profile

You can now mark patients as deceased or inactive directly in Otto Flow to stop automated messages and service reminders from being sent to clients.

 ⚠️Important: Changes made in Otto Flow do NOT automatically update your PIMS system. 

How to Mark a Patient

Step 1: Find the Patient

1. Open the side panel in Otto Flow
2. Search for the patient you need
3. If you need to see inactive or deceased patients in your search, check the "Show Inactive" box

   

Step 2: Update Patient Status

1. Click on the patient to open their profile
   
2. Look for the patient profile tab in the side panel
3. You'll see two new checkboxes:
   • Inactive - Check this to stop all automated messages
   • Deceased - Check this to mark the patient as deceased and stop all automated messages
     

What Happens When You Mark a Patient...

Inactive Patients

• What it does: Stops all automations and service reminders
• How to identify: Shows a 🚫 badge on the patient icon
• Can be reversed: Yes, just uncheck the box (unless it came from your PIMS)

Deceased Patients

• What it does: Sets today's date as the deceased date and stops all automations and service reminders
• How to identify: Shows a 🚫 badge and a special patient icon
• Can be reversed: Yes, just uncheck the box (unless it came from your PIMS)
• Date editing: You can change the deceased date if needed

Note: The 🚫 badges and special icons currently only appear in the side panel, not in conversation lists or conversation details.

Important Things to Remember

Pet Portal Visibility

Patients marked as deceased or inactive will not show in the Pet Portal unless clients select "Show Inactive" or "Show Inactive Patients."

PIMS Integration

• From PIMS to Flow: If you mark a patient as deceased/inactive in your PIMS, it will sync to Otto Flow once per day
• When synced from PIMS: The checkboxes in Flow become disabled and show a tooltip explaining the status came from PIMS
• To reverse PIMS synced status: You must update the patient in your PIMS first, then wait for it to sync back to Flow. Once synced, you can uncheck the checkbox.

Best Practice Workflow

1. Mark the patient as deceased/inactive in Otto Flow (stops messages immediately)
2. Update the same patient in your PIMS as soon as possible
3. This ensures both systems stay in sync