CJA3 - Patient Search & Management

Role: Clinic Staff, Clinic Manager / Nurse-in-Charge

Use when: A patient presents for care and you need to find their existing IIS record before creating or updating any new registration.

Always search before registering — duplicate records disrupt vaccination histories, reporting, and continuity of care.

1️⃣ – Start a Search

  1. Open Patients → Search.

  2. Enter identifiers such as name, mother’s name, address, ID number, or phone.

  3. Tap Scan to scan an IIS barcode/QR from a printed card or visit slip.

  4. Tap Search to check your local device cache first.

Scanning is faster and avoids typing errors. If the barcode doesn’t scan, clean the lens, adjust the lighting, or type the ID manually.

2️⃣ – If Not Found → Search Upstream

If no record is found locally, tap Search Upstream to query the national IIS server. This retrieves patients registered at other facilities but not yet synced to your tablet.

Typical scenarios

  • Newborn registered at a hospital but not yet visible on your device.

  • Child vaccinated at another clinic or outreach site.

If you scanned a barcode from another site, the IIS automatically performs an Upstream Search and prompts you to download the record.

3️⃣ – Open or Register

If results are found, open the correct record and confirm patient details (name, DOB, parent info) before documenting services.

If no record is found after both local and upstream searches, proceed to CJA4 – Register a Patient.

Confirm spelling and identifiers before creating a new record to avoid duplicates.

Offline mode only searches cached patients — connect to use Upstream for complete results.

Quick Tips

  • Try alternate spellings and add DOB to refine results.

  • You can search by mother’s name for newborns.

4️⃣ – Suspected Duplicate?

If the opened record appears to be a duplicate (same patient twice), pause and submit to your Clinic Manager for review before continuing. Do not merge or edit duplicate records yourself.

Summary

Always search first — begin locally, then Search Upstream if no match. Prefer scanning IIS barcodes to reduce errors. Confirm details before creating new records. Escalate suspected duplicates to the Clinic Manager for review.

See also: Full Patient Search Reference · CJA4 – Patient Registration

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