Register
Role: Clinic Nurse / Clinic Staff
Summary
The Patient Registration process is the first and most critical activity within the SanteIMS Clinical Portal. It establishes a unique, verified patient record in the Immunization Information System (IIS) and ensures that every person—whether newborn, child, adolescent, or adult—is correctly identified, linked to their facility, and ready to receive clinical care. Accurate registration prevents duplicate records, maintains correct mother–child linkages, and supports continuous vaccination tracking, follow-up, and national health reporting. This procedure must always be completed carefully and in full before any visit or vaccination can be recorded.
Purpose: The purpose of this job aide is to describe in detail how to register a patient in SanteIMS so that all necessary identifiers, demographic data, and clinical background information are captured correctly. Proper registration guarantees that every individual has a single, accurate IIS record supporting immunization tracking, continuity of care, and reliable national reporting. Accurate data entry ensures that mother–child linkages are preserved, duplicate records are avoided, and data integrity is maintained across all facilities participating in the national immunization program.
⚠️ Always search for the patient first before creating a new record. Duplicate records cause clinical and reporting errors, including incorrect vaccination intervals, missed or repeated doses, and inaccurate statistics for national and regional monitoring.
Search for an Existing Patient
Before beginning a new registration, always check whether the patient already exists in the IIS.
From the Dashboard, open the Patients menu and select Search. This feature allows you to find existing records across the system.
Enter one or more identifiers into the search field. Separate multiple identifiers with spaces. You can search by any of the following:
Notice of Birth Serial Number
IIS Barcode or IIS Unique ID
National ID or health number
Patient name combined with date of birth (for example:
Ane Peni 2019-06-14)
If you are uncertain of the spelling, you may enter only part of the name to broaden the search results.
If the system returns no results, perform a secondary search using the mother’s name. This step is particularly important for infants or children who may have been registered under the parent’s details.
If no match is found after both searches, proceed to create a new patient record. Click Register from the Patients menu to open the registration form. 
Begin Registration
From the left-hand navigation menu, expand the Patients section. Before continuing, verify that your facility name and catchment area displayed at the top of the page are correct.
Select Register. The Register Patient form will open. It contains multiple sections that must all be completed before saving.
Ensure that the Register Patient form has loaded correctly. If it does not appear, refresh the page or confirm that your user account includes the registration permission.
Identification
The Identification section records all unique identifiers that distinguish one patient from another.
Enter every identifier that is available. These may include:
Notice of Birth Serial Number
National ID number
IIS Barcode printed on the patient’s health or vaccination card
Including as many identifiers as possible improves search accuracy and ensures that future staff can locate the record even if one detail changes.
If your facility uses barcode stickers:
Take the next unused barcode sticker from the roll.
Affix it neatly to the patient’s vaccination or health card.
Scan or type the barcode number into the IIS.
That barcode becomes the patient’s permanent IIS Unique ID and links all future visits to the same electronic record.
Demographics
The Demographics section captures essential personal details about the patient.
Enter the patient’s given and family names exactly as they appear on official documents or as stated by the caregiver. Use proper capitalization and confirm spelling accuracy to ensure consistent reporting and search results.
Enter the Date of Birth (DOB). If the exact date is unknown, record the age instead. For infants younger than one year, express the age in decimal years so the system can calculate an approximate DOB automatically.
1
0.08
2
0.17
3
0.25
6
0.50
9
0.75
11
0.92
Select the patient’s Gender. This required field determines which clinical profile panels will later appear in the registration form.
Record the Birthplace, selecting the correct location type (hospital, clinic, home, or other). Accurate birthplace data supports facility-based birth reporting.
If the patient is 13 years old or younger, the Multiple Birth field becomes visible. Tick this box if the patient was part of a twin, triplet, or other multiple birth. Leave it blank for single births.
Address
Enter the patient’s home address in full. At minimum, the city, town, or village must be entered, as this is a required field for geographic reporting.
If the patient is temporarily living somewhere other than their permanent address, click Add Temporary Address. This function is used for patients who are boarding for school, staying with relatives, or relocated temporarily for treatment.
Additional Information
The Additional Information section changes depending on whether the patient is a child (under 18) or an adult (18 and older).
Complete all child fields thoroughly. Confirm whether the child was part of a multiple birth and record the Living Arrangement describing who cares for the child and where they live. If additional confidentiality is required, activate VIP Status. Record the child’s Nationality (for example, Fijian, I-Kiribati) and list all Citizenships held. For school-aged children, search for and select the School name from the system list—do not type free text, to maintain consistent data for education-linked programs. 
For adult patients, enter the following:
Occupation – choose the closest category such as student, homemaker, or retired.
Education Level – record the highest level completed.
Marital Status – select the current legal or declared status.
Living Arrangement – identify where the adult resides; if temporary, use the Temporary Address field.
VIP Status – enable only when special privacy is required.
Nationality and Citizenship(s) – record both cultural identity and legal membership.
Employer – search and select the workplace, if applicable.
Religion – optional unless required by the national program.
Facilities
Every patient must be correctly linked to one or more facilities.
Select the Primary Facility, which is the clinic where the patient normally receives care and where their IIS record will be managed.
If the patient also receives care at another site—such as a hospital, outreach post, or school—add that site as an Incidental Facility.
Verify that the Registration Facility automatically reflects your current location. If not, correct it manually before saving.
Mother or Relative Information
These sections establish caregiver relationships and ensure correct mother–child linkage.
Note: Required for all patients under 18 years; optional for adults.
Mother’s Information
Enter the mother’s full name, age or date of birth, and mobile number (required). If her address differs from the child’s, record the alternative address. Optionally add occupation, nationality, citizenship, and employer. If the mother is unknown or deceased, tick the relevant box and record at least one other adult in the Relatives section.
Relatives / Guardians
Add additional caregivers such as father, guardian, or next of kin. For all minors, at least one adult contact must be listed for follow-up. These contacts are stored as linked records but are not separate patients unless they also receive care.
Clinical Profile / Information
The Clinical Profile section appears at the bottom of the registration form and captures clinical background information. The panels displayed depend automatically on the patient’s age and gender.
Children (0–12 years)
Scheduled / Routine Immunization, Developmental Disability
Adolescents (12–20 years)
Scheduled / Routine Immunization, Developmental Disability, HIV Status (12+), Pregnancy Status & History (females 16+)
Adults (21+ years)
Ad-Hoc Booster Immunization, HIV Status, Pregnancy Status & History (females ≤45)
Scheduled / Routine Immunization (0–12 years)
This panel records all vaccines previously administered before registration. Each row represents a vaccine antigen, and each column represents a dose number (Dose 0, 1, 2 etc.). White cells can be edited to enter known dates, while grey cells represent future or inapplicable doses. Recording past doses here eliminates the need for separate back-entry later.
Pregnancy Status (Females 16+)
This panel is displayed automatically for all female patients aged 16 years and older. It records the woman’s current pregnancy status and calculates gestational age and expected delivery date based on the Last Menstrual Period (LMP) entered.
Recording Pregnancy Status
To complete this section:
Select the pregnancy status from the drop-down list. Options include Asked / Unknown, High-Risk Pregnancy, Multiple Pregnancy, Normal Pregnancy, and Not Pregnant. Once a pregnancy type or status is selected, additional date fields will appear.
Enter the Date of Last Menstrual Period (LMP). This field is required whenever a pregnancy status (other than Not Pregnant) is chosen. The LMP serves as the clinical starting point for calculating the Gestational Age (GA) and Estimated Delivery Date (EDD).
The system will automatically calculate the Gestational Age (in weeks) and the Estimated Delivery Date (from LMP). Both fields populate instantly once a valid LMP is entered.
If the calculated EDD needs to be adjusted—for example, based on an ultrasound or other clinical assessment—you may tick the Override checkbox and manually enter a new date in the Estimated Delivery Date field.
Record the Pregnancy Confirmation Method. This drop-down list includes:
Abdominal Palpation
Blood Test
History / Social
Urine Test
Vaginal Examination
Other
Select the method that best describes how the pregnancy was confirmed at the time of registration or visit.
Review and, if applicable, select any Identified Pregnancy Complications. These include:
Gestational diabetes mellitus complicating pregnancy
Traumatic injury during pregnancy
Ectopic pregnancy
Pregnancy-induced hypertension
Pre-eclampsia
Other (which activates a free-text field for specification)
Clinical Logic
The LMP field is mandatory once any pregnancy type is chosen, as the Gestational Age and Estimated Delivery Date depend on it.
The EDD is system-generated using standard gestational calculations but can be overridden manually if another verified method (such as ultrasound dating) is available.
If the pregnancy status is set to Not Pregnant, the LMP and related fields will not be displayed.
Entering accurate information in this section ensures that antenatal visits, tetanus boosters, and maternal tracking within the IIS are all properly aligned to gestational milestones.
Developmental Disability (0–20 years)
Displayed for patients under 21 years. Use this panel to note any reported or observed developmental or cognitive impairment. Tick Cognitive Impairment (Reported) if applicable and choose the diagnosis from the dropdown list: Conduct Disorder, ADHD, Childhood Autism, Early Childhood Developmental Disability, Scholastic Development Disorder, Limitation of Speech and Language, Mental Retardation (Unspecified), or Other. Provide additional details in the notes field. 
Save and Verify
Once all sections are complete, finalize the record.
Review every section carefully. Confirm that all mandatory fields, identifiers, and clinical information are complete and accurate.
Click Save. The system validates the information and creates the patient record.
After saving, the system automatically redirects to the Patient Dashboard. This confirms that registration was successful.
Verify that the IIS Unique ID displayed matches the barcode applied to the patient’s card. 
If barcode stickers are not used, clearly write the IIS ID on the patient’s vaccination card for reference during future visits.
If supported, click Print QR on the dashboard to generate a scannable QR code for the card. 
✅ Summary
The Patient Registration process forms the foundation of every clinical workflow in SanteIMS. Completing registration correctly ensures that each person has one accurate, verifiable record that can be shared across all connected facilities. The process links newborns to their mothers, enables longitudinal vaccination tracking, and supports accurate national health reporting.
Every field on the registration form serves a purpose:
Identification and demographic information prevent duplicate records and ensure accurate reporting by sex, age, and geography.
Facility details link patients to their assigned clinic and capture where care is being provided.
Mother or guardian information creates the connection necessary for monitoring families through antenatal, delivery, and child immunization programs.
Clinical Profile panels capture the most relevant medical information based on age and sex, ensuring that each registration provides the correct structure for future visits—whether immunization, pregnancy care, or adult follow-up.
When registration is saved, the IIS automatically assigns a unique IIS ID (and optional QR code) to the patient. This ID remains valid across all future visits and facilities, guaranteeing continuity of care and reliable data exchange at the national level.
Completing this process accurately is critical. A well-registered patient is not only ready for clinical care but also contributes to stronger, evidence-based public health decision-making across the Pacific region.
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