Every patient starts with one record and one MR number. This guide shows how to fill the Register patient form, collect the registration fee and find the patient afterwards, so that everything that follows (appointments, billing, the doctor's chart) attaches to the same record.
Click Front Desk › Registration › Patients, then Register patient. The dialog says the medical-record number is generated automatically. On the Identity tab type the Full name (Muhammad Hamza Qureshi) and choose the Gender (Male). Record access class stays Standard. Enter the Date of birth and the Age fills in automatically. Then choose the Blood group and Marital status.
Open the Contact & Clinical tab. Fill Phone (0321 4567890), CNIC (35202-4567891-3), Email (hamza.qureshi@gmail.com) and City (Lahore). Add the Guardian name (Ayesha Hamza) and choose the Guardian relation: Father, Mother, Spouse, Son, Daughter, Brother, Sister, Guardian or Other. Type the Address (House 24-B, Street 7, DHA Phase 5). Record Allergies (Penicillin, Sulfa drugs) and Chronic conditions (Hypertension, Type 2 diabetes).
Open Care & Billing. Choose a care need such as Fall risk · mobility and press + Add need; it appears as a chip. Set Default discount (%) to 10 and write the Discount note (Staff family) so the discount can be audited. Add front-desk Notes, for example "Referred by Dr. Imran Sheikh. Prefers Urdu-speaking staff." Keep Collect the fee now ticked. The Amount defaults to the full fee, 1000.
Pick one of the six Payment method buttons. Cash is paid at the counter. Card posts to the bank account you choose. Bank covers transfers and cheques. Online is credited to a bank account. Credit is billed to receivables. Insurance claims the covered part from the payer and collects the co-pay.
The Bank account dropdown lists the accounts under Accounting › Parties & Banking › Bank Accounts. Here there is one, Primary Bank (the default), with ledger code 1002. Add a bank there once and it appears in this list. Insurers come from Billing › Payers; each has a type and a coverage percentage.
Press Register patient. The dialog title changes to Patient registered (MR-000035) and shows the Registration fee receipt for Muhammad Hamza Qureshi: PKR 1,000.00, PAID, paid by cash. Press Print A4 or Print thermal, then Done.
| Mistake | What you see | Fix |
|---|---|---|
| Card chosen with no bank account | The Bank account list is empty | Add the account under Accounting › Bank Accounts first |
| Fee left unticked by accident | Collect the fee now is off | Tick it before registering, or collect the fee later |
| Discount given with no note | Nobody can tell why | Always fill Discount note |
| Item | Meaning |
|---|---|
| MR number | The patient's lifelong record number, generated automatically |
| Record access class | Standard for almost every patient; Restricted and VIP need extra permission |
| Default discount (%) | Applied to invoices before tax; each invoice can override it |
| Add tender | Splits the fee across several payment methods |
How is the MR number created? The medical-record number is generated automatically when you press Register patient. The receipt and the dialog title show it, for example MR-000035, and it is the number every other desk uses to find the record.
Can I split the registration fee across several payment methods? Yes. Press Add tender to split the fee across several payment methods. The six methods are Cash, Card, Bank, Online, Credit and Insurance.
Why is the Bank account list empty when I choose Card? The Bank account list shows the accounts under Accounting › Parties & Banking › Bank Accounts. Add the account there once and it appears in the list.
How do I record a discount so it can be audited? Set Default discount (%) on the Care & Billing tab and always fill the Discount note, for example Staff family, so anyone can see why the discount was given.
GridX HMS runs this whole workflow. See what GridX HMS does and what it costs, or browse all step-by-step guides.