How to Patient Registration in Hospital

How to Patient Registration in a Hospital

Registration policy:

Patients are registered through the front office, where a unique identification number is generated for each individual. Registration is carried out for both OPD and IPD patients, after which they are directed to the respective services. OPD patients are assigned an OPD number, while IPD patients are given an IP number, and a permanent medical record number (UHID) is also generated for proper record-keeping and future reference.

PROCEDURE for registration:

• One-time registration with lifetime validity.
• Whenever a patient approaches the registration counter, registration staff have to enquire whether the visit is a first time or a review.
• For review visit of patient, verify the consultant particulars and if it is not the first visit, the front office in charge, inquire patient for the registration number.
• If registration is not found, the new registration number is assigned to the Patient for the consultation.
• If the first visit, the front office is in charge of providing the Initial Record form, which has to be filled out and submitted at the registration counter along with the registration fee by the patient.
• Patient information is entered in HIS to generate the Hospital ID No.
• An Outpatient Slip will be issued to the Patient if the patient is seeking OP Consultation and will be directed to the OPD.
• If the Patient is seeking Admission, the patient will be directed to the Admission Counter after completing the Consultation process.

Types of Patient Registration

Outpatient Registration (OPD) – For patients who come for consultation and go back the same day without being admitted to the hospital.

Inpatient Registration (IPD) – For patients who need admission to treatment in the hospital.

Emergency Registration – For patients coming in critical condition, where treatment is given first and registration is done quickly alongside.

Patient Admission Process in Hospital

Admission Policy

Patients can be admitted from different areas of the hospital. They may be directly admitted from one of the outpatient clinics or through the emergency department. In the case of emergency admissions, patients requiring inpatient care must have an admission recommendation provided by the treating medical practitioner.

Emergency Admissions

All patients reaching the emergency department, whether they are admitted to the ward, ICU, or a private room, are first managed by the Emergency Consultant or the Treating Consultant. All such admissions are processed through the admission counter located at the entrance of the emergency section in the hospital reception. Additionally, any new registrations or admissions that take place after OPD hours are also routed through the admission counter in the emergency department. All OPD admissions from 9:00am to 5:00pm will be through the admission counter located at the reception/emergency.

Beds are assigned according to specific guidelines. When beds are available, they are routinely allocated on a first-come, first-serve basis, while also considering the patient’s request and medical condition. In addition, standby beds and trolleys are kept ready to receive patients presenting to the emergency department.

Pre-Admission Policy

The patient first reports to the hospital reception, where the front office in charge enquires about the patient’s problem and issues an OPD registration slip accordingly. The reception then refers the patient to the concerned department or doctor. After reporting to the concerned doctor, the patient’s case history is investigated.

 If admission is not required, the patient is treated as an outpatient. However, if admission is advised, the patient is given an admission date, and the admission form is filled out to complete further formalities. At this stage, the patient is asked to provide a valid ID proof. Before admission, the front desk in charge counsels the patient regarding the treatment package, which includes the estimated bill size, the various modes of payment accepted, and the documents required to be brought on the day of admission.

After Admission Policy

The patient’s medical records and information regarding their medical condition are kept strictly confidential and are shared only with the patient and their next of kin. If immediate family members wish to know more about the patient’s condition, they may approach the appropriate coordinator to arrange a convenient time to meet the concerned doctor.

 The safety and well-being of the patient are of utmost importance, and patients are advised to remain within the hospital premises until they are formally discharged by the concerned doctor. Before leaving the hospital, a discharge summary certificate will be provided to the patient. In case a medical certificate is required, the patient must inform the doctor or nurse in advance so that it can be prepared before discharge.

After reaching the Ward:

On admission, the patient is oriented to the ward by the assigned nurse. The consultant, EMO, or duty doctor is informed, and an initial assessment is conducted by the nurse. Further initial assessments are carried out by the RMO, duty doctor, senior resident, or consultant as required. The dietician is informed to conduct a nutritional assessment, and if necessary, the physiotherapist is also informed to carry out a physiotherapy assessment.

Key Formats & Records –for Admission Process: 

• Registration form

• OPD Sheet / Admission Advice / Referral Letter

• Estimated cost form

• Admission Form