Head – Registration
The Registration module houses the features that pertain to managing patients. This is the first module that patients will have a direct interaction with through the patient kiosk and queue board which is important in directing patients into which clinic services they need. Overall, the registration module is in charge of the clinic flow, making sure that it goes smoothly and trouble-free.
This module has three primary users namely Head – Billing, HMO Encoder, and Frontdesk. Each of these users have their own role and privileges to ensure the patient’s clinic journey. In this tutorial, we’ll discuss the head of the Registration module, the one who oversees the whole of registration: Head – Registration.
The head of the registration can fully access the registration module without limitations but can only read the patients’ medical records which includes reports from Laboratory, Imaging, PME, and Dental modules. They also have partial access to the Billing module for managing purposes. Below is a matrix of the Head – Registration’s system privileges.
CRUD = Create, Read, Update, Delete.
|Registration||Head – Registration|
|Patient Profile||Manages patient profiles||CRUD|
|Queue Management||Creates, edits, reads, and deletes items in queue; performs other queue operations||CRUD|
|Queue Labels||Create or remove queue labels||CRUD|
|Queue Monitor||Manages the queue monitor||CRUD|
|Kiosk||Manages the kiosk||CRUD|
|Appointments||Creates and manages appointments||CRUD|
|Physical Medical Exam||CRUD|
The head of the registration has full access to the Registration Module but has a Read only privilege when it comes to medical records.
Registration heads have access to the patients records for managing purposes. They can Create, Read, Update, and Delete (Archive) patient records as needed by the clinic.
To manage patient profiles go to Patient Records. Here, users can see the list of all the patients in the clinic. To view a patient’s record, click the name of the patient and users will be redirected to the patient’s profile.
To successfully create a new patient, click the “+” button and then fill out the necessary details. To import a bulk list of patients simply click the import icon and then download the Excel file template. After filling out the necessary details on the template, upload it back to the system and then the name of the patients will automatically be integrated.
For cases of inactive patients, users can archive their records by click the edit button and selecting the “Archive Patient” button.
Frontdesk users have the important task of managing the queues of the clinic. They are to deck which queue should the patient be in depending on their needs. To manage queues, simply select patient in the Frontdesk queue and choose which services the patient wants to avail.
After selecting the services to be availed, users have the option to arrange the queue trail by clicking the “arrange queue trail & send patient” button.
As queue labels are part of the Administrative module, only the head of the registration has access to it. Frontdesk users can only read these queue labels to help them in queue management.
Queue Monitor and Kiosk
Users can open the kiosk and queue board through Registration > Displays > Queue Board. To open the kiosk and queue board, simply select the desired queues and then click “Open Kiosk” and “Open Queue Board” respectively.
Once the Kiosk is opened, incoming patients can choose if they are a new patient or if they are an existing patient in the clinic.
If they select the new patient option, a privacy notice will appear to inform the patients of their privacy rights. This also acts as an authorization/consent from the patient that their medical records will be digitally processed.
Using the queue board, patients can now see where they’ll be accommodated for their medical needs and concerns.
This is where clinic appointments can be CRUD for all of the clinic staff members which also includes confirmation and cancellation of set appointments, and adding of confirmed appointments to queue.
To add a new appointment, click the desired date of the appointment and then a prompt will appear asking for the appointment type, the appointment time, the clinic staff to attend to the patient, the name of the patient, and the reason for appointment. Click “create” to save.
To confirm an appointment, simply click the time of the appointment on the calendar and then click “confirm”. To cancel, just click “cancel appointment”.