Patients

Mobile number first

Registration starts with the mobile number, entered with its country code. As soon as it is complete, the screen shows who is already on file at that number, so you decide what to do before anything is created.

Households

One mobile number holds one household. The first patient registered at a number becomes its primary member; everyone added afterwards is recorded with their relationship to that person, such as spouse, child, parent or grandparent.

Duplicate protection

If a number already has patients, the screen lists them instead of creating another record. You can add the new person as a related member, continue with someone already on file, or open the household to review it. Submitting the same registration twice never produces two records.

Records created earlier

A number may already carry records made by an online booking, a form or a message. Those appear as existing records, and choosing Use this record keeps it along with everything already attached to it rather than starting a second file for the same person.

Changing the primary member

The primary member can be moved to anyone else in the household. Nothing is recreated: patient identifiers, visits, appointments, clinical records, documents and billing all stay exactly where they are. Only the primary designation and the relationship labels change.

Patient Record Number

Every patient is given a Patient Record Number by the system when they are registered: digits only, unique in this workspace, never reused and never typed by anybody. It is shown under the patient's name in the list. A patient registered before numbers were issued reads No record number issued, and anyone who corrects patient details can issue it from their profile.

A patient's profile

Select a patient's name, or anywhere on their row, to open their profile beside the list. Doctors, nurses, care coordinators and administrators can correct the name, date of birth, administrative sex and email address there, change the mobile number, and verify the mobile number and email with a one-time code. Other roles see the list as before.

Verified contact details

Verify by WhatsApp and Verify by email send a six-digit code to the patient, who reads it back to you. Each is verified separately, the code lasts ten minutes, and changing a number or an address makes it unverified again. A verified number proves the patient can receive messages there, not who they are.

Global Clinic accounts

When a patient later registers for a Global Clinic account, it is attached to the record the clinic already created for them instead of starting a new one. The Account column shows whether a record has an account linked to it.

Register a patient

1. Select Register patient.
2. Enter the mobile number with its country code, for example +14155550123.
3. Read what the screen reports about that number before filling anything else in.
4. Enter the first and last name, which are both required.
5. If the number already has a household, choose the relationship to its primary member.
6. Select Register patient, or Add related member when you are adding to a household.

Work with an existing number

1. Select Review household to see everyone registered at the number.
2. Use Use this record to continue with a patient created earlier rather than adding a duplicate.
3. Correct a wrong relationship from the household panel at any time.

Update a patient's details

1. Select the patient's name in the list to open their profile.
2. Correct what is wrong and select Save details. Only the fields you changed are saved; if somebody else changed the patient first, their version is shown instead.
3. Select Verify by WhatsApp or Verify by email, ask the patient for the code, and select Confirm code.
4. Select Open workspace to go on to their record.

Move the primary member

1. Open the household from the patient list or from the registration screen.
2. Select Make primary next to the patient who should hold it.
3. Review the relationships afterwards: the ones that cannot be worked out are set to Other so you can correct them.