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How to Add a New Patient

The Add Patient feature in Helix allows you to register new patients quickly and efficiently. This process ensures that patient details are accurately recorded and linked to their appointments, medical records, and billing information.

🧭 Overview

Adding a new patient can be done directly from the Home Screen or other modules such as Appointments or Admissions. The patient registration form captures all essential details including demographics, contact information, insurance details, and more.

➕ Accessing the Add Patient Form

You can access the Add Patient form in two ways:

  1. From the Top Bar:

    • Click the ➕ Add Circle icon next to the search bar on the top right of the screen.

Screenshot 2025-07-25 at 3.10.22 PM


2. From the Appointments Module:

    • When creating a new appointment, you can select Add New Patient if the patient is not already in the system.

 

 📝 Steps to Add a New Patient

  1. Click the Add Patient Icon (➕) from the top bar.

  2. Fill in Demographic Details:

    • Full Name (First, Middle, Last)

    • Date of Birth

    • Gender

    • Contact Information (Phone, Email)

  3. Enter Identification Details:

    • National ID / Passport Number

    • Medical Record Number (MRN) – auto-generated if not provided

  4. Add Address Details:

    • Street, City, State, Country

    • Zip Code (optional)

  5. Insurance Details (if applicable):

    • Insurance Provider

    • Policy Number

    • Validity Dates

  6. Other Details:

    • Emergency Contact

    • Referring Doctor (if applicable)

  7. Save the Patient Record:

    • Click Save to complete the registration.

 

❗ Common Errors/ Warnings & Fixes

Error/Warning Message Cause Resolution
This National ID number exists in another file

ID already linked to another patient record

The ID No. entered is in the wrong format 

Click Confirm, then search for the existing patient profile.

Check the number and enter correctly with no spaces 
Notiflix Failure Invalid or incomplete data entry Review form fields, correct errors, and try saving again.
Mandatory Field Missing A required field is left blank Fill in all fields highlighted in red before saving.
ID Already Exists Duplicate Emirates ID or Passport Number Verify ID number and search for an existing patient record.
 Mobile number exists  The number is present in someone elses file  Click confirm & countinue , you can change the number or use the same one and save  

✅ Pro Tips

  • Always check the search bar before adding a patient to avoid duplicate entries.

  • Use the Advanced Search feature to verify if the patient already exists.

  • Fill in as many details as possible during the first registration for seamless billing and reporting later.

  • If the patient is linked to an insurance policy, double-check the policy number and validity dates to avoid claim rejections.