CJA4 - Patient Registration
Role: Clinic Staff, Clinic Manager / Nurse-in-Charge
Use when: You need to register a new patient in the IIS after confirming no existing record is found through Patient Search.
Always search before registering — duplicate records cause vaccination errors, disrupt reporting, and compromise continuity of care.
🧭 Steps
1️⃣ Start Registration
Go to Dashboard → Patients → Register.
Confirm correct facility and catchment.
2️⃣ Enter Patient Details
Record Name, DOB, Gender, Birthplace.
If DOB unknown → enter Age (e.g., 3 mo = 0.25 yr).
3️⃣ Add Identifiers & Contacts
Enter all available identifiers (e.g., Birth Registration / National ID / barcode / QR, where applicable).
Add Phone and Address (use Temporary if staying elsewhere).
Apply barcode sticker if used and scan.
4️⃣ Link Family / Relationships
Add Mother (search existing first if possible).
Add Father / Guardian if available.
Required for patients under 18 years (at least one responsible adult contact for follow-up).
5️⃣ Assign Facility
Confirm Primary Facility (usual site of care).
Add Incidental Facility if the patient attends another site.
6️⃣ Clinical Profile / Information
Appears at the bottom of the form and auto-displays by age and sex.
0–12 yrs
Scheduled / Routine Immunization, Developmental Disability, Breastfeeding Status (≤18 months), Mother’s HIV Status During Pregnancy
12–20 yrs
Developmental Disability (≤20), STIs (12+), HIV Status (12+), Pregnancy Status & History (Females 14–45)
21+ yrs (Adults)
Ad-Hoc Booster (Td), STIs (12+), HIV Status (12+), Pregnancy Status & History (Females 14–45)
7️⃣ Review & Save
Check all red asterisk fields.
If Required Fields Missing is shown at the bottom, Save is disabled until missing fields are completed.
Click Save → redirects to Patient Dashboard.
Verify IIS ID Number and apply barcode label to the vaccination card (if used).
🧒 Scheduled / Routine Immunization (0–12 yrs)
Enter past vaccine dates if known (historical doses only).
White fields = editable; grey = not due or not applicable.
Clinical Profile Continued
Override is for historical vaccines only.
Use Override only to record vaccines given before today under a previous or different national schedule (e.g., OPV, legacy HEXA, discontinued products).
Vaccines given today must always be recorded in a Visit so they are linked to a lot number.
🤰 Pregnancy Status (Females 14–45)
Select pregnancy status (Normal, High Risk, Multiple, Not Pregnant, etc.).
Enter LMP → system auto-calculates GA and EDD.
Tick Override to adjust EDD if confirmed by scan/assessment.
Select Confirmation Method (Blood, Urine, Palpation, History, etc.).
Select any complications (e.g., GDM, PIH, Pre-eclampsia, ectopic, caesarean scar pregnancy, other).
📋 Pregnancy History (Females 14–45)
Record Gravida, Term, Preterm, Abortions (incl. miscarriage), Living.
Record previous pregnancy complications where relevant.
💉 Ad-Hoc Booster (Td) (16+)
Record last Td (adult) date and dose number.
If 5 valid doses with last in 5 yrs → booster is usually not required (follow national guidance).
🧩 HIV Status (12+)
Select the most appropriate status from the list (e.g., Negative, Positive, Asked/Unknown, Refused, Not Asked). This field is required when displayed.
🧠 Developmental Disability (0–20 yrs)
Tick if reported or observed.
Add a short note (e.g., Autism, ADHD, Speech Delay).
🧾 STIs (Current & Historical) (12+)
If No, no further action required.
If Yes, complete the required details for each entry (infection, dates, verification/treatment fields) as prompted.
Key Reminders: Accurate registration ensures correct vaccine forecasting, follow-up tracking, and national reporting accuracy.
Always search first to avoid duplicates.
Verify age, sex, and facility before saving.
Do not share screenshots containing patient information.
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