Heads Up!
Duplicate Folder Verification Causes
The system checks for potential duplicate patient registrations. When a match is found, the system identifies it using any of the following rules:
1. A record already exists with the same first name, last name, gender, and date of birth.
2. The primary contact number, if provided, is already associated with another patient.
3. There is an exception for minors (under 12 years old), for whom these rules may not apply.
4. The insurance number, if provided, already exists in the system.
When the system detects a possible duplicate, you may choose to ignore the warning and proceed with the registration, or cancel the creation of the new patient folder.
From the Home Page, navigate to the New Folder Tab.
Fill in all fields with patient details (fields marked with a red asterisk * are mandatory):
You can upload a photo of the patients
Folder number will be auto-populated when left blank. The folder number pattern will be respected based on how it was set up.
Contacts of minors (<12 years) are not required
When the firstname, lastname, gender, and date of birth already exist system will prompt you of a possible folder number duplicate.
Private / Company Insurance
Heads Up!For non-NHIS patients, selecting a card type is not required, as card types apply to NHIS only.
In the Insurance Scheme field, select the patient’s insurance from the list of configured schemes.
Choose the appropriate Plan Type.
Enter the Insurance Number.
For Insurance/Credit Patients
Select the NHIS Card Type.
NHIS Card Number must be 8–10 digits.
Ghana Card Number must be 15 characters and must begin with “GHA”.
Do not select any option in the Insurance Scheme field for cash patients.
Fill in all required patient information fields.
Completing Folder Creation
Click the Save button to create the folder.
A confirmation message will appear:
“Folder created successfully.”The system will display the patient’s Folder Number and profile.
You may choose to:
Undo the folder creation, or
Activate the folder if the patient is available and ready to see a doctor.click on