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.

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🧭 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 IDs (NHPI, Birth Cert, QR).

• 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).

• Add Father / Guardian if available.

• Required for patients under 18 years.

5️⃣ Assign Facility

• Confirm Primary Facility (usual site of care).

• Add Incidental Facility if patient attends another site.

6️⃣ Clinical Profile / Information

Appears at the bottom of the form and auto-displays by age and sex.

Age Group	Panels Displayed
0–12 yrs	Immunizations, Developmental Disability
12–20 yrs	Developmental Disability, HIV (12+), Pregnancy (16+)
21+ yrs (Adults)	Booster, HIV, Pregnancy (females ≤45)

7️⃣ Review & Save

• Check red asterisk fields.

• Tap Save → redirects to Patient Dashboard.

• Verify IIS ID Number and apply barcode label to vaccination card.

Clinical Profile Continued

🧒 Immunizations (0–12 yrs)

1. Enter past vaccine dates if known.

2. White fields = editable; grey = not yet due or edit first in series.

🤰 Pregnancy Status (Females 16+)

1. Select pregnancy type (Normal, High Risk, Multiple, Not Pregnant).

2. Enter LMP → system auto-calculates GA and EDD.

3. Tick Override to adjust EDD if confirmed by scan.

4. Select Confirmation Method (Blood, Urine, Palpation, etc.).

5. Tick any complications (e.g., GDM, PIH, Pre-eclampsia).

💉 Ad-Hoc Booster (16+)

1. Record last Td (adult) date and dose number.

2. If 5 valid doses with last in 5 yrs → no booster needed.

🧩 HIV Status (12+)

1. Select most recent result: Negative, Positive, Unknown, or Refused.

🧠 Developmental Disability (0–20 yrs)

1. Tick if reported or observed.

2. Add short note (e.g., Autism, ADHD, Speech Delay).

📋 Pregnancy History (Females 16+)

1. Record Gravida, Para, Abortions, Living.

2. Record previous Pregnancy Complications.

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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