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عالعربية

User manual

Medical Registration

A patient is registered once with a file number, booked in, their visit opened and their records kept, all from the front desk with no paper and no lost files.

One patient, one file, an appointment confirmed over WhatsApp, and a visit history the doctor finds instantly.

20 tasks

What the system does

  • One file and one file number per patient
  • Patient file
  • Departments, doctors and their schedules
  • Reception
  • Public appointment request page
  • Self check-in kiosk
  • Insurance and referrals
  • Privacy

Works with

This system needs the following and switches them on with it:

Tasks

How do I open a new patient file in the medical center or hospital?

  1. Go to the Patient Files and Records list.
  2. Click the Register New Patient button.
  3. Enter essential details (full four-part name, National ID / Iqama, date of birth, gender, nationality), mobile number, and kinship for emergency contact.
  4. The system automatically generates the unified Medical Record Number (MRN), then click Save File.
Screen
Medical registration › Patients · Create
Permission needed
Medical registration — Patient files / Add

How do I view the comprehensive medical record for patient data?

  1. In the Patient Files and Records table, search by National ID or Medical Record Number (MRN).
  2. Click the Show button to open the comprehensive profile including medical history, alerts, previous visits, and referrals.
Screen
Medical registration › Patients · View
Permission needed
Medical registration — Patient files / View

How do I view urgent medical alerts and restricted allergies for a patient?

  • Viewing urgent clinical alert indicators such as life-threatening drug allergies or chronic infectious conditions requires patient alerts viewing permission to guarantee safe clinical handling.
Screen
Medical registration › Patients · View
Permission needed
Medical registration — Patient files / View alert note on file

How do I view confidential restricted medical records for a patient?

  • Accessing sensitive records (such as psychiatric consultations, genetic testing results, or strictly confidential conditions) requires confidential data viewing permissions reserved for the medical director and designated attending physicians.
Screen
Medical registration › Patients · View
Permission needed
Medical registration — Patient files / View confidential files

How do I print the patient medical card or barcode?

  1. On the patient file review page under Patient Files and Records.
  2. Click the Print patient card button.
  3. A print preview window opens to print the card including name, MRN, and barcode/QR code for automated scanning at reception, pharmacy, and laboratory.
Screen
Medical registration › Patients · View
Permission needed
Medical registration — Patient files / Print patient card

How do I merge duplicate medical records for the same patient?

  1. In the Patient Files and Records table, select the two duplicate patient files.
  2. Click the actions button and choose Merge Files.
  3. Specify the primary MRN to retain; the system migrates all visits, appointments, and diagnostic orders from the duplicate file to the primary file and removes the duplicate to prevent fragmented records.
Screen
Medical registration › Patients
Permission needed
Medical registration — Patient files / Merge duplicate files

How do I edit a patient's personal data or address?

  1. From the Patient Files and Records table, find the patient and click Edit.
  2. Update National Address details or contact numbers, then click Save Changes.
Screen
Medical registration › Patients · Edit
Permission needed
Medical registration — Patient files / Edit

How do I add a medical insurance card to a patient file?

  1. Navigate to the Patient Medical Insurance Companies list.
  2. Click the Add New Insurance button to open the registration modal.
  3. Select the patient, insurance company (Bupa, Tawuniya, Medgulf), Third-Party Administrator (TPA), policy number, card number, coverage class (VIP, Gold, Silver), and co-pay deductible rate.
  4. Click Save.
Screen
Medical registration › Insurance
Permission needed
Medical registration — Insurance / Add

How do I book a new clinic appointment for a patient?

  1. Go to the Clinic Appointments list.
  2. Click the Book New Appointment button.
  3. Select the patient, medical department (Dermatology, Orthopedics, Internal Medicine), treating physician, and available appointment slot.
  4. Specify the chief complaint, then click Save Appointment.
Screen
Medical registration › Appointments · Create
Permission needed
Medical registration — Appointments / Add

How do I record patient arrival (check-in) at the clinic?

  1. In the Clinic Appointments table, locate the patient's appointment on today's schedule.
  2. Click the actions button and select Check in.
  3. The system validates insurance eligibility or payment, changes appointment status to "Patient Checked In", and alerts the physician's clinic that the patient is in the waiting lounge.
Screen
Medical registration › Appointments
Permission needed
Medical registration — Appointments / Check in patient for appointment

How do I record a patient no-show status?

  1. In the Clinic Appointments list, select the appointment after its time has elapsed without patient arrival.
  2. Click the actions button and select Record No-Show.
  3. The absence is documented in the patient's record to monitor compliance and release the slot for walk-in emergency cases.
Screen
Medical registration › Appointments
Permission needed
Medical registration — Appointments / Record patient no-show

How do I cancel a booked clinic appointment for a patient?

  1. In the Clinic Appointments list, select the desired appointment.
  2. Click the actions button and choose Cancel appointment.
  3. Record the cancellation reason (patient request, physician apology) and confirm cancellation.
Screen
Medical registration › Appointments
Permission needed
Medical registration — Appointments / Cancel appointment

How do I create a medical visit or urgent admission for a patient?

  1. Enter the Admissions and Clinic Visits list.
  2. Click the Register New Visit button.
  3. Select the patient, visit type (Emergency ER, Outpatient Clinic, Inpatient Admission), doctor, department, and billing classification (cash or insurance).
  4. Click Save and Start Visit.
Screen
Medical registration › Visits · Create
Permission needed
Medical registration — Visits and check-in / Add

How do I print a medical visit ticket or slip?

  1. In the Admissions and Clinic Visits list, select the relevant visit.
  2. Click the actions button and select Print Visit Ticket.
  3. A preview window opens to print the visit voucher, queue token number, and destination clinic.
Screen
Medical registration › Visits
Permission needed
Medical registration — Visits and check-in / Print visit slip

How do I record an internal or external medical referral for a patient?

  1. Go to the Medical Referrals list.
  2. Click the Create Referral Request button to open the referral modal.
  3. Select the patient, receiving clinic or hospital, referring physician, referral clinical rationale, and provisional diagnosis.
  4. Click Save Referral.
Screen
Medical registration › Referrals
Permission needed
Medical registration — Referrals / Add

How do I handle incoming online patient requests and appointments?

  1. Navigate to the Online Patient Requests list.
  2. Review appointment booking or prescription refill requests submitted via the patient portal or mobile app.
  3. Click the Process Request action to confirm the appointment into the schedule or contact the patient to provide alternative slots.
Screen
Medical registration › Appointment Requests
Permission needed
Medical registration — Online appointment requests / Handle requests (book or reject)

How do I define a new medical department or specialty clinic?

  1. Enter the Medical Departments and Clinics list.
  2. Click the Add New Medical Department button to open the setup modal.
  3. Enter the department name (e.g., Ophthalmology Clinic, Physical Therapy, Dentistry), floor, and building, then click Save.
Screen
Medical registration › Departments
Permission needed
Medical registration — Departments / Add

How do I add a new physician to the center's doctor directory?

  1. Go to the Physicians and Health Practitioners list.
  2. Click the Add New Physician button to open the registration modal.
  3. Enter physician name, subspecialty, Saudi Commission for Health Specialties (SCFHS) license number, affiliated department, and maximum daily patient quota.
  4. Click Save.
Screen
Medical registration › Doctors
Permission needed
Medical registration — Doctors / Add

How do I export patient flow reports and registration statistics?

  1. In the Patient Files and Records or Clinic Appointments list.
  2. Click the Export button to download daily admissions logs, new patient registrations, and attendance vs. no-show percentages in Excel format for administrative analysis.
Screen
Medical registration › Patients
Permission needed
Medical registration — Reports / Export to Excel

How do I configure medical registration desk settings and general policies?

  1. In the Patient Files and Records list.
  2. An administrator can review and update fundamental registration parameters (ID card validity rules, inactive record archiving policy, and integration with the NPHIES platform).
Screen
Medical registration › Patients
Permission needed
Medical registration — Settings / Edit

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