You can only activate patients who already have a folder in the facility. If the patient doesn't have a folder, create one using this link: Folder Creation
The following identifiers can be used to search for a patient folder:
Folder number
Patient name
NHIS insurance numbers
Telephone number
Date of birth
Email
Firstname, Lastname,
Insurance number
Email
Date of Birth(YYYY-MM-DD).
How to Activate a Patient Folder
Log in to the Records Department Dashboard.
Under the Activate Folder tab, use the Search Box to locate the patient by entering any available identifier.
When the patient record appears, click Activate.
More than one department can be selected for a patient visit on the same day.
More than one service can also be selected for a patient visit in a single day
Patients with previous debts in the system cannot have their folders activated unless the debt is cleared.
Patients with folder comments will receive a pop-up notification when activating their folders.
Patients whose folders have been deactivated in the system cannot be activated.
🔹 For Cash Patients
In the Visit Details section, click the Search button under Add a Service.
Enter the name of the service (e.g., Consultation).
A list of services will appear — select the required service for the patient.
(NHIS Integration)
If the software is linked to NHIS, the system can generate a CC Code.
Services not covered under NHIS can still be searched and added to the patient visit.
For Insurance (NHIS) Patients
Go to Insurance Verification.
Note: There are two ways to generate a CC Code:
Option 1: Manual Code Entry
Use any approved platform to generate the NHIS CC Code.
Enter the generated code into the CC-Code field in the system.
Option 2: Generate Code from the System (if NHIS is linked)
Click Get Code to automatically generate the CC Code.
The CC-Code number will appear in the field.
Go to Insurance Verification.
Use any approved platform to generate the NHIS CC Code.
Enter the generated code into the CC-Code field in the system.
Click Get Code to automatically generate the CC Code.
The CC-Code number will appear in the field.
- Use RX or any approved private insurance platform to verify that the insurance scheme is active before proceeding.
🔹 For Private Insurance Patients
- Go to Insurance Verification to select the card status.
Card Status
Click Card Status and select one of the following:
Active – Patient’s insurance card is active.
Inactive – Patient’s insurance card is inactive.
Expired – Patient’s insurance card has expired.
Enter the Issue Date and Expiry Date.
The Primary Scheme Name is selected by default.
Heads Up!An insured patient can add multiple insurances. How To Add Multiple Insurances
Navigate to Select Visiting Clinic/Department.
From the dropdown, select the department for the patient visit.
You can select multiple departments for one patient
(Optional) Click Specify Attending to assign a doctor.