Patient Registration

Overview

Patient Registration in SehaFile allows receptionists to create new patient records quickly and accurately. The standout feature is the National ID Auto-Parser: when you enter a 14-digit Egyptian National ID, the system automatically extracts date of birth, gender, and governorate of birth. This eliminates manual entry errors and speeds up the registration process significantly.

Step-by-Step Registration

1. Navigate to Patient Registration — From the sidebar, click Patients then click the + New Patient button. Alternatively, use the dashboard quick action “New Patient” which takes you to /patients/new.
2. Enter the National ID (14 digits) — Type the patient's Egyptian National ID in the designated field. As you type, the field accepts numbers only (non-digits are automatically stripped). Once all 14 digits are entered:
   • A green checkmark appears if the ID is valid
   • A green info box displays the extracted data: date of birth, age, gender (male/female), and governorate
   • These fields auto-populate in the form below
   If the ID is invalid, a red X appears with an error message.
3. Fill in the Arabic Name (required) — Enter the patient's full name in Arabic in the “الاسم بالعربية” field. This is the only mandatory text field.
4. Fill in the English Name (optional) — Enter the patient's name in English. This field uses LTR direction automatically.
5. Enter Phone Number — Enter the patient's Egyptian mobile number (e.g., 01012345678). The system validates the format.
6. Select Gender and Date of Birth — If you entered a National ID, these are auto-filled. Otherwise select from the dropdown (Male/Female) and date picker.
7. Choose Blood Type (optional) — Select from the dropdown: A+, A-, B+, B-, AB+, AB-, O+, O-.
8. Enter Address — Free-text field for the patient's residential address.
9. Fill Insurance Details — In the “Insurance Data” section:
   • Insurance Company — Select from the pre-configured list of insurance companies
   • Plan Name — e.g., “VIP Plan” or “Basic Coverage”
   • Member ID — The patient's insurance membership number
   • Max Coverage — Maximum amount in EGP the insurance covers
   • Valid From / Valid To — Insurance validity date range
10. Add Notes — Use the notes textarea for medical alerts, allergies, or special instructions visible to all staff.
11. Click Save — The green “Save” button submits the form. A file number is auto-generated for the patient.

Data Consent

The consent_data_sync checkbox controls whether the patient's records can be linked to their national SehaFile citizen profile. When enabled, the patient can view their visit history from the Citizen App. Always ask the patient for verbal or written consent before enabling this.

FAQ

What if the patient does not have a National ID?

National ID is optional. You can register patients using only their name and phone number. Minors and foreign nationals can be registered without a National ID.

Can I edit patient details after registration?

Yes. Navigate to the patient's profile page and click “Edit” to update any field including insurance details.

What governorates does the system recognize?

All 27 Egyptian governorates are supported, from Cairo (code 01) to South Sinai (code 35). The system maps the governorate code from positions 8-9 of the National ID.

How is the file number generated?

File numbers are auto-assigned sequentially per clinic and are unique within each clinic branch.