Manage Patient Master Index & Registration

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Manage Patient Master Index & Registration within SmartERP.

Guide to registering new patients, managing Enterprise Master Patient Index (EMPI) records, and eliminating duplicate registrations.

{screenshot:patient-registration-and-master-index-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

{screenshot:patient-registration-and-master-index-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

{screenshot:patient-registration-and-master-index-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:patient-registration-and-master-index-transaction-processing-state}

Master Patient Index (MPI) Principles#

The Master Patient Index (MPI) maintains a single, verified identity for every individual seeking care. Duplicate patient records compromise medical history continuity, risk drug interactions, and inflate insurance billing claims. SmartERP employs deterministic and probabilistic matching algorithms across demographic attributes.

Registering a New Patient Profile#

To register a patient:

1. Navigate to Healthcare > Registration > Patients and click New.
2. Fill the mandatory demographic fields:
   • Given Name, Father's Name, Grandfather's Name: Standard Ethiopian three-name patronymic convention.
   • Gender and Date of Birth: If exact date is unknown, check Estimated Age; the system calculates the birth year automatically.
   • National ID / Kebele Card Number: Vital for deduplication and EHIS verification.
   • Contact Details: Mobile phone number and primary residence (Sub-City, Woreda, House Number).
3. Emergency Contact: Name, relationship, and reachable telephone number.
4. Allergies & Chronic Conditions: Record baseline alerts (e.g., Penicillin hypersensitivity, Type 2 Diabetes) that highlight across all future consultation screens.
5. Click Save.

Duplicate Detection Engine#

When saving a patient profile, SmartERP calculates a similarity score based on:

$$\text{Match Score} = w_1 \cdot \text{Levenshtein}(Name_1, Name_2) + w_2 \cdot \mathbb{I}{Phone} + w_3 \cdot \mathbb{I}{Kebele}$$

flowchart TD
    A["New Patient Input"] --> B{"Exact Phone or National ID Match?"}
    B -- Yes --> C["Flag Existing Profile (Prevent Duplicate)"]
    B -- No --> D{"Fuzzy Name & Kebele Match > 85%?"}
    D -- Yes --> E["Prompt Registrar: Potential Duplicate Review"]
    D -- No --> F["Create New Master Record (Generate MRN)"]

If a potential duplicate is detected, the registrar is presented with existing records for comparison before creating a new MRN.

Merging Duplicate Medical Records#

If duplicate records were inadvertently created:

1. Open Healthcare > Administration > Record Governance > Merge Patients.
2. Select the Surviving Master Record (the primary MRN to retain).
3. Select the Duplicate Record (to be retired).
4. Review historical encounters, lab tests, prescriptions, and billing folios.
5. Click Execute Controlled Merge.
6. The system re-links all clinical transactions to the surviving MRN, marks the duplicate as merged with a tombstone pointer, and logs the action in the immutable audit trail.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#