# Patient Register FAQs

### Patient Registration

#### 1. How do I register a New Patient?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Click the **ADD NEW PATIENT** button on the dashboard to open the entry screen.
  * Fill in the required details in the **Personal**, **Highlights**, and **Insurance** tabs.
  * Ensure all mandatory fields are completed for a successful registration.
  * After entering the necessary information, click the **SAVE** button to complete the registration process.

#### 2. What happens after I add a new patient in the Scheduler or Patient Queue screens?

In **Unite EMR**, new patients can be added from both the **Scheduler** and **Patient Queue** screens to create **Appointments** and **Visits**. Both workflows seamlessly redirect to the **Patient Register** screen to complete the registration process.

#### 3. What is a Mother’s Identifier?

For minors, providing the mother's **Emirates ID** number, referred to as the **Mother's Identifier**, is crucial for accurate record linkage and data consistency.

#### 4. How do I register a Patient using Emirates ID?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register.**
* Click the **ADD NEW PATIENT** button on the dashboard to open the patient entry screen.
  * Click the **FETCH DATA FROM CARD** button. This will trigger the application to read data from the Emirates ID card.
  * The application will check if the patient is **Registered/Existing** or **New** based on the Emirates ID number.
    * **Registered/Existing Patient**:
      * Existing information will populate on the screen. You can view or modify the information as needed.
    * **New Patient**:
      * A pop-up notification will appear with the message, "**Patient Details not found in Patient Register**".
      * You will have the options to select **EXISTING PATIENT**, **NEW PATIENT**, or **CANCEL**.
        * To register a new patient:
          * Click the **NEW PATIENT** button.
          * The registration form will be auto-populated with data from the Emirates ID.
          * After filling in the necessary details, click **SAVE** to complete and store the new record.
        * To map with an existing patient:
          * Click the **EXISTING PATIENT** button.
          * Search for the existing patient and select them to associate the Emirates ID details with their record.
          * After capturing the required information, click **SAVE** to finalize.

***

### Insurance details

#### 1. How can I add Insurance for a patient?

**For New Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Click the **ADD NEW PATIENT** button on the dashboard to open the entry screen.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and fill in the required insurance details.
  * Ensure all mandatory fields in other tabs are completed.
  * Once all necessary information is entered, click the **SAVE** button.

**For Existing/Registered Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and fill in the required insurance details.
  * Once all necessary information is entered, click the **SAVE** button.

#### 2. How can I add Co-Pay for a patient?

**For New Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Click the **ADD NEW PATIENT** button on the dashboard to open the entry screen.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and fill the details in **Co-Pay** section.
  * Ensure all mandatory fields in other tabs are completed.
  * Once all necessary information is entered, click the **SAVE** button.

**For Existing/Registered Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and fill the details in **Co-Pay** section.
  * Once all necessary information is entered, click the **SAVE** button.

***Note: Co-Pay** is applicable only to certain **Services (e.g. Consultations** that are enabled with **Mark as Consultation)** in the **Items Master** (**Home > Admin > Items > Service Master**).*

#### 3. How can I add Co-Insurance for a patient?

**For New Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Click the **ADD NEW PATIENT** button on the dashboard to open the entry screen.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and select the details in **Co-Insurance** section.
  * Ensure all mandatory fields in other tabs are completed.
  * Once all necessary information is entered, click the **SAVE** button.

**For Existing/Registered Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and select the details in **Co-Insurance** section.
  * Once all necessary information is entered, click the **SAVE** button.

***Note: Co-Insurance** is applicable to all **Item Types (e.g. Service, Drugs, Procedure etc)** in the **Items Master** (**Home > Admin > Items > Service Master**).*

#### 4. How can I define Deductions for a specific Item Type?

**For New Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Click the **ADD NEW PATIENT** button on the dashboard to open the entry screen.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and select the Item Type details in **Deduction** tab.
  * Ensure all mandatory fields in other tabs are completed.
  * Once all necessary information is entered, click the **SAVE** button.

**For Existing/Registered Patient**

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Insurance** tab. Click the **Plus** icon and select the Item Type details in **Deduction** tab.
  * Once all necessary information is entered, click the **SAVE** button.

***Note: Deductions** is applicable to selected **Item Types (e.g. Service, Drugs, Procedure etc)** in the **Items Master** (**Home > Admin > Items > Service Master**). It is similar to the Co-Insurance, with the key difference being that here you can define inputs for one or more Item Type.*

#### 5. What is a Top-up Insurance card?

A **Top-up Insurance card** provides additional coverage that complements an existing insurance policy, offering enhanced benefits or higher coverage limits. The details of the top-up card can be conveniently recorded in the **Insurance** tab on the **Patient Register** screen.

#### 6. Can multiple Insurance Policies be associated with the same Patient?

Yes, you can add single or multiple insurance policies for a patient in the **Insurance** tab. For multiple insurances, you can easily set the default policy by selecting the **Set Default** radio button.

#### 7. How do I upload the Insurance ID card?

You can upload images of the front and back of the patient's insurance card through the **Insurance** tab on the **Patient Register** screen.

***

### Document Management

#### 1. How do I upload a Document for a patient?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Document** tab. Right-click on the respective folder icon and select the **Upload File** option. Alternatively, you can **Drag and drop** the file into the right-hand section of the screen.
  * After making the necessary changes, click the **SAVE** button.

#### 2. How can I delete a Patient’s Document?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Document** tab. Right-click on the respective folder icon and select the **Delete** option. Alternatively, you can click the **Delete** icon that appears when you hover your mouse over the file.
  * After making the necessary changes, click the **SAVE** button.

#### 3. How can I create a New folder for Documents?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Document** tab. Right-click on the respective folder icon and select the **Add Folder** option. This will open a pop-up where you can enter the folder name and click **OK.**
  * After making necessary changes, click the **SAVE** button.

***

### Patient History and Reports

#### 1. How do I print the Visit Report?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Journey** tab to view the past medical history. Click the **Print** icon to open the **Visit Report** pop-up. Select either Email or Download as a PDF or Print a physical copy.

#### 2. How do I print a label for a Patient’s File?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
  * Navigate to the **Personal** tab to view the past medical history. Click the **PRINT LABEL** hyperlink to open the **Label Print** pop-up. Click the **Print** icon to print the physical copy.

***

### Miscellaneous

#### 1. How do I mark a Referral Doctor?

You can capture details in the **Other Details** section under the **Personal** tab on the **Patient Register** screen.

#### 2. Why do some fields have Red Asterisk Indicators?

The red asterisk (<mark style="color:red;">\*</mark>) next to the fields indicates mandatory fields. The application will not allow you to register the patient without completing these fields.

#### 3. How do I upload a Photo of a Patient?

You can capture the patient's photo in the profile picture section under the **Personal tab** on the **Patient Register** screen.

#### 4. What should I do if I get an alert saying another user is updating the information in the Patient Register screen?

If you receive an alert stating that another user is updating the information and you cannot proceed with the patient in the **Patient Register** screen, it means the patient file is currently in use or was not properly closed by another user.

You can resolve this issue in either of the following ways:

* Ask the user listed in the alert (the **acquired user**) to reopen the patient file and click **Save** to release the lock.

**Or**

* An admin or authorized staff can manually release the lock:
  * Open the **Release Lock** (**Home > My Tasks > Release Lock)** screen.
  * Review the list of locked files, including details about the user and module.
  * Locate and select the checkbox next to the affected patient file.
  * Click **RELEASE LOCK**.

Once the lock is released, other users will be able to access the patient file.

#### 5. How can I add a new entry to the “How did you hear about us?” drop-down menu in the Patient Register?

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Search for an existing record using the Patient PIN, Name, EID, or Mobile No. in the **Search** field. Select the respective patient from the list.
* In the **Other Details** section, select the **Edit** button to make the fields editable.
* In the **How did you hear about us?** field, type the new value to be added.
* When the **Add** button appears below the field, select it to save the new entry.

The newly added entry will now appear in the drop-down list for future selections.

#### 6. How do I correct a patient's insurance card number if it was entered incorrectly?

If a patient's insurance card number was captured incorrectly in the **Patient Register** screen, follow these steps to update it:

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Use the **Search** field to locate the patient by **Patient PIN**, **Name**, **EID**, or **Mobile Number**, and select the appropriate record.
* Go to the **Insurance** tab.
* Locate the insurance card and select the **Edit Card** button to open the pop-up.
* In the **Insurance Details** tab:
  * Update the value in the **Card Number** field.
  * Select the **Save** button in the pop-up to apply the change.
* Finally, select **Save** in the **Patient Register** screen to confirm the update.

The updated insurance card number will now be reflected in the patient's record.

#### 7. Why am I unable to view the Patient Acknowledgement Form button in the Patient Register screen?

If the **Patient Acknowledgement Form** button is not visible, an admin or authorized staff member can enable it by following these steps:

* Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration.**
* In the **Users** dropdown, select the required user. If no user is selected, the configuration will apply to all users in the clinic.
* In the left panel, select **Patient Register.**
* In the right panel, locate and expand the **Patient Acknowledgement Form** section.
* Toggle on both of the following options:
  * **Show Acknowledgement Button In Patient Register.**
  * **Save Patient With Acknowledgement Form.**

Once configured, the **Patient Acknowledgement Form** button will be available in the **Patient Register** screen for the user(s).

#### 8. How do I enable the Highlights tab in Patient Register?

An admin or authorized staff member can enable the **Highlights** tab for users by following these steps:

* Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration.**
* In the **Users** dropdown, select the required user. If no user is selected, the configuration will apply to all users in the clinic.
* In the left panel, select **Patient Register.**
* In the right panel, expand the **Patient Register Tab Configuration** section.
* Locate and toggle on the **Highlights** switch.

Once configured, the **Highlights** tab will be visible in the **Patient Register** screen for the selected user(s).

#### 9. How do I enable access to the Label Print option for a user?

To enable the **Label Print** option, an admin or authorized staff member can follow these steps:

* Open **Application Configuration** by navigating to **Home > Setup > Application Configuration**.
* In the **Users** dropdown, select the required user. If no user is selected, the configuration will apply to all users in the clinic.
* In the left panel, select **Visit Queue.**
* In the right panel, expand the **Patient Visit Queue Lable Print** section and configure the available options as needed.
* Once configured, the **Label Print** option will be available to the user based on the selected settings.

#### 10. How can I find a patient's old medical records in the Patient Register screen?

* Open the **Patient Registe**r screen by navigating to **Home > Patient > Patient Register.**
* Search the patient using the **search** field
* After selection, navigate to the **Journey** tab to view the old medical records.

#### 11. Can I upload a document for a past visit?

You cannot upload documents directly to a past visit or edit past medical records. However, you can upload the required file to the patient’s record through the **Patient Register**.

To upload a document:

* Open the **Patient Register** by navigating to **Home > Patient > Patient Register**.
* Use the **Search** field to locate the patient using their **PIN, Name, Emirates ID (EID), or Mobile Number**, then select the patient from the list.
* Navigate to the **Document** tab.
* Right-click the relevant folder icon and select **Upload File**, or drag and drop the file into the right-hand panel.
* Click **SAVE** to complete the upload.

This method ensures the document is stored in the patient’s profile, even if it cannot be linked to a past visit.

#### 12. Why do I receive the validation error "You have entered invalid EmiratesId" while saving a patient in the Patient Register?

This error appears if the **Emirates ID** is in the wrong format or if the birth year in the ID does not match the patient's date of birth.

**Correct format**: 784-YYYY-NNNNNNN-C\
**Example**: 784-1992-1234567-8

* **784** – UAE country code
* **YYYY** – Year of birth
* **NNNNNNN** – Unique number
* **C** – Check digit

Ensure the **Emirates ID** follows this structure and that the year of birth matches the **Date of Birth** field in the **Personal Details** section. Otherwise, the application will display this validation error and prevent saving the record.

#### 13. How to find an item-wise sales report in Unite?

To generate an item-wise sales report, use the **Period-Wise Sales** report. This report provides both summary and detailed views of item-wise billing across a selected date range.

To generate the **Period-Wise Sales** report in Unite, follow these steps:

* Navigate to **Home > Reports > Finance Reports > Period Wise Sales.**
* In the **Item Type** dropdown, select the relevant item type (e.g., Services, Procedures).
* Set the desired **From** and **To** date range to define the reporting period.
* Use the **Clinic** and **Doctor Name** filters to filter the report based on the clinic location and consulting doctor.
* Select the **Include Raw Data** checkbox to generate a detailed report.
* Click **Search** to generate the report.

#### 14. How to add an item in Unite?

An admin or authorized staff can add a new item by following these steps:

* Open the **Service Master (Home > Admin > Items > Service Master)** screen.
* Click the **Plus** icon to open the **Item Details** and **Resource Master** tabs.
* In the **Item Details** tab, enter the following information:
  * **Short Description**
  * **Long Description**
  * **CPT Code** (or **Internal Code** if CPT is not available)
  * **Item Type** (select from the dropdown)
  * **Eclaim Activity Type** (select from the dropdown)
  * **Average Time in Minutes** (optional; used for treatment duration)
  * **Consultation Type** (select from the dropdown)
  * **Tax Category** (e.g., **SR – 5%**, **ZR – 0%**)
* Click **SAVE** to save the details.

#### 15. How can I delete a registered patient from the application?

You cannot delete a registered patient from the application. If the record is a duplicate, use the **PIN Merge** screen to merge it with the correct patient record.

* Open the **PIN Merge** screen by navigating to **Home > Patient > PIN Merge**.
* Use the **Search** field to locate duplicate patient records. In the **Selected** column, check all records you want to merge. In the **Retain PIN** column, select the PIN to be retained as the primary patient file.
  * Alternatively, insert the Emirates ID in the card reader and click **FETCH DATA FROM CARD** to retrieve records via Emirates ID
* Click **PIN Merge** to merge the selected records. All visits, diagnoses, and invoices will be combined under the retained PIN.

***


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://unitecare.gitbook.io/uniteemr/application-modules/patient-register/patient-register-faqs.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.