Access the “Add New Patient” Screen
Upon login, you will be met with the Appointments information dashboard. Fill in the required demographic details
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)
Click “Take patient’s picture” and use the system camera to capture. Only reception personnel should upload/update pictures.
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) 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). Use “Add another” to input multiple ID types if necessary. Address and Demographics
Enter the patient’s address. Educational qualification Fill in the Next of Kin Details
Fill in the Guardian Details.
Complete all mandatory and relevant fields:
Address, select “click” if same as patient
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. 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. 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.
