One patient, one file, every visit
Before a new UHID is created, the desk sees patients with a similar name, phone or age. Returning patients are found, not registered again.
- Free walkthrough
- No commitment
- Proposal in writing
Example screen with sample data.
Sound familiar?
What goes wrong today.
A small spelling change or a new phone number makes a fresh file, and old history is lost.
Past tests and medicines sit in another file, so the doctor orders them again.
Deposits, bills and insurance papers end up split across two numbers for one person.
How it works
Simple, step by step.
- Desk starts a new fileThe desk enters the name, phone and age as usual.
- Likely matches appearPatients with a close name, the same phone or a similar age show up on screen.
- Desk picks or confirmsThe desk opens the old file, or confirms this really is a new patient.
- Merge if neededIf two files are found later, an authorised user merges them with a record of who did it.
In detail
Everything in duplicate check.
Find a patient by phone, UHID, ABHA, name or IP number from one search box.
Names like Sunita and Suneeta, or Kumar and Kumaar, still show up as possible matches.
When a family shares one phone, each member is listed so the right person is picked.
Duplicate files are merged by allowed staff only, and history from both is kept.
Every merge records who did it, when and which files were joined.
Planned shared record with Kaagazy EMR, so a clinic patient is found at the hospital.
Before and after
The difference on day one.
Today
- A returning patient gets a fresh file and a new number.
- Tests are repeated because old reports are in another file.
- Two files for one patient are found only at billing.
With Kaagazy HMIS
- The desk sees the old file and opens it.
- All past reports sit under one UHID.
- Matches are caught at the desk, before the visit starts.
Who uses it
Made for the people doing the work.
More in Reception and admissions
It all works together.
Register a patient with a phone number or ABHA, without typing every detail again.
Doctor appointmentsWalk-ins, phone calls and Sehat bookings go into one calendar for every doctor.
Queue tokens and screensTokens and waiting-room screens show who is next, so fewer patients crowd the counter.
Admission deskAdmit a patient against live free beds and take the advance at the same desk.
Consent and ID captureScan ID proof, insurance cards and signed consent forms straight onto the patient's file.
Fee collectionCollect consultation and registration fees by cash, card or UPI, with the receipt on WhatsApp.
Reminders and follow-upsPatients get booking reminders and follow-up dates on WhatsApp and in Sehat.
Hindi and English slipsRegistration slips, tokens and patient instructions print in Hindi or English.
Questions
Before you talk to us.
What about the duplicates we already have?
Old duplicates can be reviewed and merged after your data is moved. How much of this is possible depends on your current data, and we check it in the walkthrough.
Can any desk staff merge files?
No. Only roles you allow can merge, and every merge is logged.
Will the check slow down registration?
Matches appear while the desk is typing, so it is part of the normal step.
Kaagazy HMIS · coming soon
See duplicate check on your hospital.
Tell us what you want to fix first. We call you, show you Kaagazy HMIS on a free walkthrough, and send a written proposal for your hospital.
- A free walkthrough on our screens
- No commitment, no pressure
- A written proposal for your hospital
- Your patients' app, Sehat, free
Prefer to talk now? +91 86790 44459 or WhatsApp us