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Front office

Patients & Registration

One record per human being, with a permanent medical record number (MRN). Everything else — visits, results, bills, admissions — hangs off it. Registration takes a minute; the wristband barcode, the photo and the insurance membership are set here and used everywhere.

For:ReceptionMedical recordsNurses

Where:Patients › Patients

The patient file: identifiers, alerts, insurance memberships, and the smart buttons to every part of the record.
The patient file: identifiers, alerts, insurance memberships, and the smart buttons to every part of the record.
The register: search by name, MRN, national ID or phone.
The register: search by name, MRN, national ID or phone.

Before you start

MRN format
The sequence and prefix are under Patients › Configuration › Settings. Set them before the first patient; they never change afterwards.
Departments and specialties
Under Patients › Configuration. Every practitioner and every visit belongs to a department.
Allergies and diagnoses
The allergy list and the ICD-10 catalogue ship loaded; add local entries under Configuration.

How to

Register a new patient

  1. Patients › Patients › New.
  2. Type the name; the system warns if a patient with the same name and birth date exists — open that one instead of creating a duplicate.
  3. Fill birth date, gender, phone, national ID; the MRN is assigned on save.
  4. Add the insurance membership on the Insurance tab (payer, plan, member number, validity) so the cashier sees the coverage.
  5. Click Camera to take the photo with the webcam, or upload one.
  6. Save. The wristband code is printed on the identification band from Print › Wristband.
The national ID and the phone number are searchable from the top bar of every list, so the desk finds a returning patient in seconds.

Find a returning patient

  1. In the Patients list, type the phone number, the national ID or the MRN in the search box.
  2. Or scan the wristband or the patient card: the barcode reader types the code and the record opens.
  3. Check the photo and the birth date before opening a visit.

Record allergies, chronic conditions and alerts

  1. On the patient form, Clinical tab: add each allergy with its reaction and severity.
  2. Add chronic conditions from the ICD-10 catalogue.
  3. Tick VIP, Staff or another category if it should be visible on every screen; it appears as a coloured badge on the visit, the bed board and the pharmacy queue.

Merge a duplicate

  1. Open the record to keep; ⚙ › Merge patients.
  2. Choose the duplicate; the visits, bills and documents move to the kept record and the duplicate is archived with a note.
  3. Only a medical-records user can merge; the action is logged in the chatter of both.

Mark a patient deceased

  1. Medical Records › Deaths › New, or from the admission’s Discharge as deceased.
  2. Once a death notification is issued the patient file is flagged deceased, the patient card is revoked and no new visit can be opened.

Give a patient portal access

  1. On the patient form, Portal tab › Grant portal access; the patient needs an e-mail address.
  2. The invitation e-mail carries the link to set a password.
  3. The same login works on the mobile app at /app.

Questions the desk asks

Can the MRN be changed?

No. It is the one identifier that never changes; corrections go through a merge.

Where is the wristband printed?

Print › Wristband on the patient, or from the admission. The code is the MRN prefixed WB; a scanner reads it at the bedside.

See also: Patient Documents & Photo Patient Card & Verified Documents Payers, Plans & Memberships Appointments, Queue & Teleconsultation

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