Finding and registering patients

Every appointment, bill and clinical record in LeapHealthOS belongs to a patient profile. This page shows front-desk staff how to find an existing patient, register a new one, and add family members who share a mobile number. It also explains how UHIDs are created and what an administrator needs to set up first.

How patient profiles work

• A mobile number can hold several patients. A parent, their partner and their children can all be registered on one number. When you look up a number, you see every profile on it and pick the right person.
• Each patient gets a UHID when the profile is created. It is shown as UHID in lists and as Patient ID on the profile.
• Each patient is registered at a centre. The All Patients list shows patients of the centre selected in the top bar.
• Visit type is worked out per appointment, not stored on the patient. The New, Existing, Follow-Up or Repeat label you see comes from the patient's appointment history.

UHID format

A UHID looks like BLR01-261110-00007:

UHIDs are unique across your hospital. See Centres and clinic configuration for centre codes.

Finding a patient

Click All Patients in the sidebar. It is shown to admins, doctors, pharmacists, lab staff, receptionists and other non-clinical staff. Nurses and counsellors who are not admins do not see it. See Roles, navigation and switchers.

1. Check the centre in the top bar. The list only shows patients registered at that centre.
2. Type in the search box, Search by name, UHID or phone…. You can enter part of a name, a UHID, or part of a mobile number.
3. Click the patient's name or View Details to open their patient profile.

The list has these columns: #, Patient Name, Visit Type, Age & Gender, UHID and Action. Doctors also see a Phone column. Choose 10, 20 or 50 rows per page; the default is 20. On a phone, the list shows cards with a View Patient button.

To download the list, click the export icon (Export CSV). The file has Patient Name, UHID, Visit Type, Age, Gender and Phone.

Registering a new patient

You can register a patient on their own, or as part of booking an appointment. Both use your hospital's patient registration form.

You can also register a patient from inside the booking wizard. After you enter the mobile number, the Enter New Patient Details form opens automatically if nobody is registered on it, or you can click Add Patient or Add Family Member.

If your hospital charges a registration fee, the patient's registration stays pending until the fee is paid. See Registration fees and estimates.

Completing a patient's registration later

Front-desk staff often register a patient with only a name and number, then fill in the rest on the day of the visit. LeapHealthOS tracks which required details are still missing.

• An administrator chooses the required details in Required Patient Fields under Patient Profile Requirements on the Appointments tab of SettingsPlatform ConfigurationSystem Settings. Name and phone are always required; by default, date of birth and gender are too.
• When an appointment's patient is missing a required field, All Appointments shows Register Patient on that row. Click it, complete the form and save. You see Patient registered successfully.
• Payment collection and check-in stay hidden until the profile is complete.

The Register Patient button uses the form your implementation team publishes for the Register Patient placement. If none is published, you see Register Patient form not set up.

You can also edit a patient's details at any time from Profile & Documents on their profile. See The patient profile.

Family members

Family links connect patient profiles so staff can move between them. They do not share packages: a package can be used only by the patient who bought it (see Packages). The relations are Husband, Wife, Son, Daughter, Father and Mother. There is also Same person, for marking a duplicate profile.

There are three ways to link family:

• When registering on a number that already has patients, click Add Family Member / Relation (Quick Add) or Add Family Member (booking wizard).
• On the patient profile, open the Family tab and click Add relation. Link an existing patient from the same centre, or create a new one.
• On the patient profile, in Profile & Documents > Profile Info, click Link a profile.

Patients registered on the same mobile number can also be booked through your hospital's WhatsApp AI booking assistant, which lists each profile on the number with its relation. See Hospital AI booking tools for WhatsApp agents.

Duplicate patients

LeapHealthOS cannot merge two patient profiles into one. If a patient was registered twice:

• use the profile with the most history from now on;
• link the two profiles with the Same person relation so staff can see they belong together;
• if both profiles are on care journeys, move the journeys to the profile you are keeping with Merge journeys into another patient…. Only journey records move; appointments, bills and clinical records stay on the original profile. See The patient profile.

Troubleshooting