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NeoEHR user guide
  • Pages
    • NeoEHR overview
    • Getting started
    • Onboarding
    • NeoEHR User Roles and Access Overview
    • Switch user role
    • Admin/Settings
    • Front Desk personnel
      • Role-specific features
      • Add a new patient
      • Create an appointment
      • Create and pay an invoice for an out-of-pocket patient
      • Create and pay an invoice for an insured patient
      • Edit an appointment
      • View upcoming and previous appointments for a single patient
      • View upcoming and previous appointments for all patients during a period
      • View the patient profile for an existing patient
      • Update demographic information for an existing patient
      • Update insurance information for an existing patient
      • Scan or upload paper records for a patient
      • Review paper records
      • Generate typical Front Desk/HMIS reports
    • Accountant/Cashier
      • Role-specific features
      • Search for a patient
      • Download transactions
      • Download insurance claims
      • Fund a patient's wallet
      • Create an invoice
      • Pay invoices from a patient's wallet
      • Pay invoices via bank transfer
      • Pay invoices via POS
      • View or download receipts
      • Identify insured patients on NeoEHR
      • Sort and filter payment data
      • View finance metrics on the dashboard
      • View invoice and wallet data
    • Nurses & Doctors: Clinical Inputs
    • Pharmacy module
      • Role-specific features
      • Record a sale to a walk-in customer
      • Create an invoice
      • View prescription information
      • Dispense prescribed medication
      • Print prescriptions in NeoEHR
      • Handle medications not yet supplied
      • View pharmacy product information
      • View brands of a particular generic in stock
      • Transfer products to another dispensary or outlet
      • Request supply from your central store
      • Review outlet requests for new supplies
      • Download list of outlet requests
      • Update product quantities and prices in inventory
    • Laboratory module
      • Log investigation requests for a walk-in client
      • Update pricing for laboratory tests
      • Search for a patient in the laboratory queue
      • Add a new walk-in customer as a patient
      • Sort or filter the laboratory queue
      • Record samples and view investigation results
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NeoEHR user guide
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Add a new patient
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Access the “Add New Patient” Screen

Upon login, you will be met with the Appointments information dashboard.
Click “Add New Patient.”
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Fill in the required demographic details

Patient ID:
A unique ID is auto-generated (e.g., APX-152-IKJ).
If necessary, you may edit the ID manually before completing the form.
Ensure the ID format is consistent with facility naming conventions.
Capture Biometrics (Optional but Recommended)
Patient Picture:
Click “Take patient’s picture” and use the system camera to capture.
Only reception personnel should upload/update pictures.
Fingerprint:
Click “Add fingerprint” if biometric capture is in use at your facility.
Enter Personal Information
Complete all mandatory and relevant fields:
First Name, Middle Name, Last Name
Title (e.g., Mr., Mrs., Miss, Dr.)
Date of Birth (Mandatory)
Gender (Mandatory)
Phone Number
Email Address
Patient Visit History
Toggle “Is the patient new to the hospital?”
Turn it on (blue) if the patient has never visited before.
Leave it off (grey) if the patient has an existing record.
ID Verification
Select ID type (e.g., National ID, Voter’s Card, Driver’s License).
Enter the ID number.
Use “Add another” to input multiple ID types if necessary.
Address and Demographics
Enter the patient’s address.
Select:
Educational qualification
Nationality
State of origin
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Fill in the Next of Kin Details

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Fill in the Guardian Details.

Complete all mandatory and relevant fields:
Address, select “click” if same as patient

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Fill in Insurance Provider Details

If the patient is covered by health insurance, complete the following fields:
Select the correct insurance type
Choose the name of the patient’s insurance provider from the dropdown list
Specify the coverage type
Enter the unique insurance ID number found on the patient’s insurance card or NHIS slip. Double-check for accuracy, this is used for claim validation.
Select how the patient is enrolled under the insurance provider - Principal (the main policyholder), Dependent (child, spouse, parent, etc.)
Click the calendar icon and select the insurance start date (when coverage began).
Select the expiry date of the current insurance plan from the calendar.
If the patient’s coverage is indefinite or regularly renewed, use the latest known renewal period.
Enter the name of the administrator or managing body of the insurance plan (if different from the provider). This field may auto-fill in some cases.
If the patient has more than one insurance provider, click “+ Add Provider”
Fill in details for each additional provider using the same process.
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Fill in Referral Details and attach a Referral Letter if the patient was referred from another health facility.

Review & Confirm

Double-check that all fields are correctly filled.
Confirm that mandatory fields (marked with *) are completed.
Verify the patient has not been registered previously to avoid duplication.
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Save the Record
Click “Save & Close” to save without scheduling an appointment.
Click “Create Appointment” if the patient is also visiting the clinic immediately.
You can now proceed to schedule an appointment.

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Visit the NeoEHR webpage
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Access the “Add New Patient” Screen
Fill in the required demographic details
Fill in the Next of Kin Details
Fill in the Guardian Details.
Fill in Insurance Provider Details
Review & Confirm
Visit the NeoEHR webpage
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