Registering patients

Every visit, plan, prescription and bill belongs to a patient. Register each person once; their history builds up over time.

Each patient gets a patient number (for example PAT-000123), unique within your clinic. You can search by it, and it prints on every document.

Two ways to register

Details left out of quick add can be filled in later with Edit on the patient's page.

The full registration form

Go to Patients → Add Patient. The form has five parts.

Basic information

• Full name (required).
• Gender: Male, Female, Other or Prefer not to say.
• Date of birth, or age: type the exact date, or switch to Age and enter years (for example 34) if the patient doesn't know their date of birth. An exact date also enables birthday wishes.

Contact

• Mobile number (required): 10 digits, without +91 or a leading 0.
• WhatsApp number (if different): only fill this in if they use WhatsApp on another number. Reminders go to WhatsApp.
• Preferred contact channel.
• Email (optional).

Address and emergency contact

Address line 1 and 2, city, state, postal code and country, then an Emergency contact: name, relationship (spouse, parent…) and mobile number. All optional.

Additional

• How did they register?: Walk-in, Phone call, WhatsApp, Online booking or Referral.
• Preferred language, for example English, Hindi or Marathi.
• Referred by: the person or doctor who referred them.
• Administrative notes: front-desk notes, not clinical notes. For example "prefers evening appointments" or "corporate tie-up". Clinical information belongs in consultations.

Consent

Two tick boxes, unticked by default:

1. Patient consents to their data being processed to provide clinical care. Required. You can't register a patient without it.
2. Patient consents to WhatsApp/SMS/email communications. Optional. Covers appointment reminders, recalls and other outreach.

Ask the patient before ticking. Both choices are recorded with the date and the version of your privacy notice, as India's DPDP Act requires. See Patient consent.

Click Register patient to save. You'll see "Patient registered."

Duplicate check

If a patient with the same name and the same mobile number already exists, you'll see Possible duplicate patient. Usually it's the same person, so cancel and open the existing record instead. If it really is a different person (for example a namesake sharing a family phone), click Register anyway.

Family members often share one mobile number. That's fine: register each person separately with their own name.

Registering a child

Register the child under their own name and date of birth. Use the parent's mobile number, and add the parent as the Emergency contact. The parent gives consent on the child's behalf; record it that way on the consent history page if needed.

After registering

The patient's page opens. From there you can Book Appointment, start a Quick Visit, upload documents or add medical alerts. See Patient records.