Register a Patient and Mint a UHID

The very first thing that happens to anyone who walks through your hospital’s doors is registration. A clerk captures who the patient is, and Veona mints them a UHID — a Unique Health ID, the patient’s permanent hospital number (it looks like VNA-…). It is created once, here, and used everywhere afterwards, so nobody ever has to re-type a name or hunt for a paper file again.

Who / when: the Registration Clerk (the front-desk role), the moment a new patient arrives and says they have never been here before.

We will follow Amina Bello, a first-time patient who is paying for herself and wants to see a doctor.

1. Registration Clerk — open Register → New Registration. A short guided form opens, one page at a time. (You can reach the same place from Register → Dashboard by selecting “Register patient”.)
2. Registration Clerk — on step “1 · Identity & demographics”, fill in the required fields: “Surname”, “First name”, “Date of birth” and “Sex”, plus any optional demographics you have. Press “Continue”.
3. Registration Clerk — move through the next pages with “Continue”: “2 · Contact & address” (phone and address); “3 · Payer & insurance” — for Amina choose “Self-pay”; if she had insurance you would search the “Search the insurer / HMO directory” picker and enter her scheme and member number; then “4 · Next of kin & emergency contact”, “5 · Clinical baseline” (any known allergies), and “6 · Consent & documents” (tick the consent boxes).
4. Registration Clerk — on the final page, “7 · Review & assign UHID”, check the summary and press “Assign UHID & save”. Veona creates Amina’s permanent UHID and shows it: “Patient registered. VNA-… assigned.” That number is now hers forever.
5. Registration Clerk — offer a patient photo (captured on this final page and stored encrypted) and print her card. Write nothing down by hand — the UHID is the thread that ties her whole record together.

Note

The payer you set now (Self-pay or HMO — Health Maintenance Organisation, meaning an insurer pays) is inherited automatically by every test, prescription and bed-day for this visit. Front-desk enrolment is the single place it is decided; clinical staff never re-type it later.

Tip

Not finished? Press “Save draft” on any step to keep a partial registration and resume it later from the patient index. No work is lost.

What happens next

The instant the UHID is assigned, Veona persists Amina on the master patient index — searchable by name, UHID or phone from Register → Find Patient — and, behind the scenes, opens the one canonical encounter for her visit (see Open an Encounter at Registration). If your facility charges a registration fee, the visit is tagged so the cashier can take it before she is queued. From here Amina can be sent to a queue, booked, billed and treated — all hanging off this single number.

Follow the trail

• Next: Open an Encounter at Registration · Merge Duplicate Patient Records
• Related: Check In an Appointment Into an Encounter · Link a Queue Ticket to an Open Encounter · A Patient’s First Visit, End to End