This guide takes you through the full patient registration workflow — from checking a
patient's identity, through entering their details, to confirming they can use the
patient portal. By the end you'll be able to search for existing patients, register a
new patient, and keep demographic details (address, phone number, and so on) up to
date. It also covers the common situations you'll meet at reception, such as
duplicate records and missing NHS numbers.
Have these to hand before you start:
Ask for at least two forms of ID when registering a patient in person. Acceptable
examples:
| ID type | Examples |
|---|---|
| Photo ID | Passport, driving licence, biometric residence permit |
| Proof of address | Utility bill, bank statement, tenancy agreement (less than 3 months old) |
Do not start a new record until you have verified the patient's identity.
Before registering anyone, always search for an existing patient record first (see
Searching for a Patient below). Most "new" patients are already in the system —
registering a duplicate creates two records for the same person, which is confusing
and unsafe. Only register a new patient when the search returns no match.
Navigate to Register Patient, or click the Register a New Patient quick action
on the dashboard.
| Field | Required | Notes |
|---|---|---|
| First Name | Yes | Patient's legal first name |
| Last Name | Yes | Patient's legal last name |
| Email Address | Yes | Used for patient portal access and notifications |
| Date of Birth | Yes | Must be a valid date |
| NHS Number | Yes | Patient's 10-digit NHS number |
| Address Line 1 | Yes | Street address |
| City | Yes | Town or city |
| Postcode | Yes | UK postcode |
| Phone Number | Yes | Contact number for SMS notifications |
| Sex | Yes | M or F |
If a required field cannot be completed (for example, the patient does not know their
NHS number), do not guess — see Common Situations below.
Click Save. The patient record is now live.
Navigate to Patients to search existing records.
You can search by:
The search results show matching patients with their name, DOB, NHS number, and
contact details. Click on a patient to view their full record.
If a patient reports a change of address, phone number, or other details:
| Change | Where |
|---|---|
| Change of address | Update Address fields |
| New phone number | Update Phone Number field |
| Name change | Requires supporting documentation — contact Registered Manager |
| NHS number correction | Requires verification — contact Registered Manager |
Always verify the patient's identity (name, DOB, and at least one other check) before
updating any details.
| Situation | What to do |
|---|---|
| Search shows the patient is already registered | Open the existing record — do not create a duplicate |
| Patient does not know their NHS number | Ask for ID and continue without it — flag the record to the Registered Manager to complete |
| Patient has no email address | Record their phone number and ask how they want to receive notifications — flag the record to the Registered Manager |
| Name change reported | Do not change it yourself — contact the Registered Manager (supporting documentation required) |
| NHS number correction needed | Contact the Registered Manager (verification required) |
| Suspected duplicate record | Do not merge or delete — flag it to the Registered Manager |
Patient records contain personal and sensitive information. You are responsible for
protecting it: