User Guide

With DocTrack, you can take the first step towards digitalisation of your practice! DocTrack can assist you in streamlining your patient and appointment tracking process, by allowing you to ...

• easily add and update patient and appointment records,
• delete records for regulation purposes, and
• search for records based on important criteria such as dates and names

... all with an intuitive and user-friendly interface!

To get started, you can read the introduction below, which shows all the different sections in this user guide.

Introduction

Quick start

1. Ensure you have Java 17 or above installed in your computer.
   • To install Java 17, download Java. Refer to the guide for installing Java.
     • Alternatively, download it from here.
   • To check your Java version, refer here.

2. You can download our latest release file from here. It is a .jar file. For more information, you can refer to:
   • What is a JAR file?
   • How to run a JAR file.

3. Copy the file to the folder you want to use as the home folder for your DocTrack application.
   • The DocTrack application will create a data folder in this home folder to store your data files.

4. Open a command terminal of your preference, and run the commands:

   cd HOME_FOLDER
   java -jar DocTrack.jar
   

   Example: if you copied DocTrack.jar into the folder C:/Users/user/Documents, run the commands:

   cd C:/Users/user/Documents
   java -jar DocTrack.jar
   

5. A GUI similar to the one below should appear in a few seconds. Note how the DocTrack application contains some sample data.
   

6. Type the command in the command box, which is indicated by Enter command here.... Press Enter to execute it.
   Example: Typing help and pressing Enter will open the help window.
   

   Some other examples of commands you can enter:

   • list person : Lists all contacts.
   • add person n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 st/recovering : Adds a contact named John Doe to the Address Book.
   • delete person 3 : Deletes the 3rd contact shown in the current list.
   • clear person : Deletes all contacts.
   • exit : Exits the app.

7. You can refer to the Command Overview below for details of each command.
   • You can also go to the specific subsections: Person commands Appointment commands General commands

Interacting with DocTrack

All interactions with the DocTrack platform are done through a series of commands (explained in Command Overview) entered by you.

• These commands allow you to perform various tasks, such as adding, editing, listing, deleting, finding, and clearing persons/appointments.
• The commands are designed to be flexible and user-friendly.

Command Overview

The following sections describe the various commands you can use in the DocTrack application.

Person commands ⬅ Click on this section to know more about the commands you can use to manage the list of persons. You can also click on the individual commands below for information specific to these commands.

Appointment commands ⬅ Click on this section to know more about the commands you can use to manage the appointments. You can also click on the individual commands below for information specific to these commands.

General commands ⬅ Click on this section to know more about the general commands. You can also click on the individual commands below for information specific to these commands.

Person Commands

A person is a patient with several fields. The fields and their corresponding prefixes are as follows:

You can identify these patients uniquely by their patient ID (PID) for easy reference. The PID can be seen in the top right corner of their information card, as shown below:

You can also manage the patient information through different commands, which can be seen in the table below:

Adding a person: add person

You can add a person to the patient book.

Format: add person n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS st/STATUS [t/TAG]…​

Examples:

• add person n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 st/recovering adds a person named John Doe with phone number 98765432, email johnd@example.com, and address John street, block 123, #01-01, and status recovering.
• add person n/Betsy Crowe t/friend e/betsycrowe@example.com a/Newgate Prison p/1234567 st/recovered t/criminal adds a person named Betsy Crowe with email betsycrowe@example.com, address Newgate Prison, phone number 1234567, status recovered, and the tags friend and criminal.

Listing all persons : list person

You can view a list of all persons in the patient book.

Format: list person shows the list of all patients on the screen.

Editing a person : edit person

Edits an existing patient in DocTrack.

Format: edit person INDEX [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [st/STATUS] [t/TAG]…​

• Edits the patient at the specified INDEX.
• At least one of the optional fields must be provided.
• Existing values will be updated to the input values.
• When editing tags, the existing tags of the person will be removed i.e. adding of tags is not cumulative.
• You can remove all the person’s tags by typing t/ without specifying any tags after it.

Examples:

• list person followed by edit person 1 p/91234567 e/johndoe@example.com edits the phone number and email address of the first person in the list to be 91234567 and johndoe@example.com respectively.
• list person followed by edit person 2 n/Betsy Crower t/ edits the name of the second person in the list to be Betsy Crower and clears all existing tags.

Finding persons by name: find person

You can find person(s) whose names contain any of the given keywords.

Format: find person KEYWORD [MORE_KEYWORDS]

• Use the prefix n/ to search for names.
• The search is case-insensitive. e.g. hans will match Hans
• The order of the keywords does not matter. e.g. Hans Bo will match Bo Hans
• Only the name is searched.
• Only full words will be matched e.g. Han will not match Hans
• Persons matching at least one keyword will be returned (i.e. OR search). e.g. Hans Bo will return Hans Gruber, Bo Yang

Examples:

• find person n/John returns john and John Doe
• find person n/alex david returns Alex Yeoh, David Li
  
  

Deleting a person : delete person

You can delete a specified person from the patient book.

Format: delete person INDEX

• Deletes the person at the specified INDEX.

Examples:

• list person followed by delete person 2 deletes the second person in the list.
• find Betsy followed by delete person 1 deletes the first person in the results of the find command.

Clearing all persons : clear person

You can delete all person entries from the patient book.

Format: clear person

Appointment Commands

An appointment is defined by several fields. The fields and their corresponding prefixes are as follows:

You can identify these appointments uniquely by their Appointment ID (AID) for easy reference. The AID can be seen in the top right corner of their information card, as shown below:

• The number indicated beside the appointment name is the PID of the person who has the appointment.

You can manage the appointments through different commands, which can be seen in the table below:

Adding an appointment: add appt

You can add an appointment to DocTrack.

Format: add appt i/PERSON_ID ty/APPOINTMENT_TYPE d/DATE_TIME [s/SICKNESS] [m/MEDICINE]

Examples:

• add appt i/1 ty/Consulation d/2024-12-01 09:30 s/Diabetes m/Insulin adds an appointment to the person with personId 1. The appointment has appointment type Consulation, date and time 2024-12-01 09:30, sickness Diabetes, and medicine Insulin.
• add appt i/2 ty/Follow-up d/2024-02-01 16:40 s/Asthma m/Inhaler adds an appointment to the person with personId 2. The appointment has appointment type Follow-up, date and time 2024-02-01 16:40, sickness Asthma, and medicine Inhaler.

Listing all appointments : list appt

You can view a list of all appointments in the appointment book.

Format: list appt

Editing an appointment : edit appt

You can an existing appointment in appointment book.

Format: edit appt INDEX [i/PERSON_ID] [d/DATE_TIME] [ty/APPOINTMENT_TYPE] [s/SICKNESS] [m/MEDICINE]

• Edits the appointment at the specified INDEX.
• At least one of the optional fields must be provided.
• Existing values will be updated to the input values.
• The format of DATE_TIME is yyyy-MM-dd HH:mm. For example, 2025-03-20 10:30.

Examples:

• edit appt 3 d/2024-12-05 13:00 m/Budesonide edits the date and time and the medicine to be 2024-12-05 13:00 and Budesonide respectively.

Finding appointments by name and date: find appt

You can find appointments whose person names and / or dates contain any of the given keywords.

Format: find appt KEYWORD [MORE_KEYWORDS]

• Use the prefix n/ to search for patient names.
• Use the prefix d/ to search for dates.
• At least one keyword must be provided.
• The format of DATE is YYYY-MM-DD. For example, 2024-10-16.

Examples:

• find appt n/John returns appointments with patients named John.
• find appt d/2024-12-05 returns appointments on 2024-12-05.
• find appt n/John d/2024-12-05 returns appointments with patients named John, and is on 2024-12-05.
  
  

Deleting an appointment : delete appt

You can delete a specified appointment from appointment book.

Format: delete appt INDEX

• Deletes the appointment at the specified INDEX.

Examples:

• list appt followed by delete appt 2 deletes the second appointment in the list of appointments.
• find appt d/2024-12-05 followed by delete appt 1 deletes the first appointment in the results of the find command.

Clearing all appointments : clear appt

You can delete all appointment entries from the appointment book.

Format: clear appt

General Commands

General commands can help you with miscellaneous tasks related to patient and appointment management.

Viewing help : help

You will be able to view a help window that directs you to this user guide.

Format: help

Exiting the program : exit

You will be able to exit the DocTrack application.

Format: exit

Saving the data

The data of the patients and appointments are saved in the hard disk automatically after you run any command that changes the data. You do not need to save them manually.

• For more information on how the data is stored, you can refer to FAQs.

Editing the data file

For advanced users, feel free to update patient and appointment data directly by editing the data files in the data folder. Learn more here: FAQs.

FAQ

Q: How is my data stored?
A: Your data is stored in .json files, located in the data folder. The details of the persons are stored in the addressbook.json file, while the appointments are stored in the appointmentbook.json file.

Examples:

An example of how the persons are stored in the addressbook.json file:

{
  "persons": [
    {
      "personId": 0,
      "name": "Alex Yeoh",
      "phone": "87438807",
      "email": "alexyeoh@example.com",
      "address": "Blk 30 Geylang Street 29, #06-40",
      "status": "Recovering",
      "tags": [
        "friends"
      ]
    },
    {
      "personId": 1,
      "name": "Bernice Yu",
      "phone": "99272758",
      "email": "berniceyu@example.com",
      "address": "Blk 30 Lorong 3 Serangoon Gardens, #07-18",
      "status": "Stable",
      "tags": [
        "colleagues",
        "friends"
      ]
    }
  ]
}

An example of how the appointments are stored in the appointmentbook.json file:

{
  "appointments": [
    {
      "appointmentId": 0,
      "appointmentType": "Consultation",
      "appointmentDateTime": "2024-10-20T09:30",
      "personId": 0,
      "sickness": "Flu",
      "medicine": "Antiviral"
    },
    {
      "appointmentId": 1,
      "appointmentType": "Follow-up",
      "appointmentDateTime": "2024-10-22T14:00",
      "personId": 1,
      "sickness": "Diabetes",
      "medicine": "Insulin"
    }
  ]
}

Q: How do I transfer my data (in the addressbook.json and appointmentbook.json files) to another computer?
A:

1. Save the addressbook.json and appointmentbook.json files from the data folder in your current computer.
2. Install the DocTrack app in the other computer.
3. When you run DocTrack, it creates empty .json files in the data folder.
4. Replace these empty files with the addressbook.json and appointmentbook.json files you saved from your previous computer.

Q: Can I access DocTrack without internet connection?
A: Yes, you can run DocTrack without an internet connection.

Q: How do I back up my data?
A: Since the data is saved in the addressbook.json and appointmentbook.json files in the data folder, you can copy these files to another location as a backup.

Q: How many patients and appointments does DocTrack support?
A: DocTrack technically supports up to 4 billion total historical patients and appointments. However, depending on your system, it might lag with larger numbers of patients and appointments. We recommend that you do not exceed 10,000 total patients and appointments.

Known issues

1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.

2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.

3. On MacOS systems, the bold fonts may appear slightly clipped.

4. Editing the name in the edit person command will not reflect the name change in the appointments until a reload of the application.