Doc No

KGDMCH/AAC/02
Dr. K.G.Deshpande Memorial Issue No 01

Centre for Open Heart Surgery, Rev No. 00

Thoracic & Vascular Surgery Date 28/9/2019

Page Page 1 of 4
Document Title : Policies on Registration of a patient

PREPARED BY: ---------------------------------------------

APPROVED BY: --------------------------------------------

INTRODUCTION
This document provides instruction and guidance to clinicians,
nurses, managers and others on policies of registration within the
SUMMARY
hospital. The process is carried out in the registration counter by
the Medical records department.
Recommended By Quality Coordinator
DISTRIBUTION To all Approved
departments, By and wards through
units Director the Hospital Manual.

Name Name

Signature Signature
 Doc No
KGDMCH/AAC/02
Dr. K.G.Deshpande Memorial Issue No 01

Centre for Open Heart Surgery, Rev No. 00

Thoracic & Vascular Surgery Date 28/9/2019

Page Page 2 of 4
Document Title : Policies on Registration of a patient

The policy has been formulated for carrying out the registration process in the counter.
PURPOSE AND SCOPE
The purpose of the policy is to ensure that the whole process is carried out in an efficient and
easy way so as that there is no delay in rendering the service to the patient.
POLICIES
 A central computerized registration system with 24 hours service is maintained for all
outpatients and inpatients.
 A clear signage in English and Marathi (local language) indicates this to the patients.
 The important identification information for each new patient is registered in computer.
 Registration No. is given to each new patient on file and the patient is expected to bring
that file during each visit to retrieve the records.
a) Method of registration of an emergency patient
 In case of direct admissions, patients reporting with sudden illness or injuries from
accidents are immediately given necessary first aid/ treatment or kept under
observation and attention by specialists is arranged on emergency. Primarily hospital
will be admitting only cardiac cases, however the admitting consultant can decide for
cross reference from super specialty panel doctors.
 Following this in case the Emergency Medical Officer or Specialists recommends the
patient as IP, the Emergency Department nurse shall take the patient to the room,
ward, CCU etc where the bed is allotted.
 The Emergency Department nurse shall intimate the concerned room/ward/CCU etc
regarding the arrival of the patient in advance, so as to enable the duty nursing staff
concerned to prepare bed and arrange other facilities for the patient.
 As per the requirement the Emergency Medical Officer and/or nurses shall accompany
the patient to the bed allotted and shall give necessary instructions to the nursing
staff.
 Emergency Department nurse concerned shall immediately contact the front office to
prepare the IP file, allotment of beds, transferring of patients to the allotted bed etc.
The casualty nurse /front office staff shall also ensure that the consent forms are filled
in by the bystanders /assistants.

Recommended By Quality Coordinator Approved By Director

Name Name

Signature Signature
 Doc No
KGDMCH/AAC/02
Dr. K.G.Deshpande Memorial Issue No 01

Centre for Open Heart Surgery, Rev No. 00

Thoracic & Vascular Surgery Date 28/9/2019

Page Page 3 of 4
Document Title : Policies on Registration of a patient

 Patients meeting with accident, assaults are admitted on emergency basis to casualty,
and MLC Registration is done with confirmation of orthopedic consultant. Appropriate
Medico-legal records shall support such cases. [Patients meeting with accident,
assaults are admitted on emergency basis to casualty, and MLC Registration is done
with confirmation of consultant. Appropriate Medico-legal records shall support such
cases.]
 Patient handling equipments like wheel chair, stretcher etc are to be in sufficient
number and shall be well maintained.
 The patient records and other relevant records in the Emergency Department shall be
maintained.
 As and when crowd regulation is required in the Emergency Department, the
assistance of the security personnel shall be provided.
b) Method of registration of an out patient
 New patients are registered in registration counter, by obtaining the name, Address,
occupation, contact tel. number, age, sex, etc. of the patient, doctor’s.
 Appointment is decided, and the relevant details are entered in the computer. If the
appointment is already provided the same is correlated.
 The patient registration card along with registration bill is issued to the patient or to
their assistants and the requisite fees collected.
 The OP card shall be opened with relevant patient details, OP number, Ref. doctor
name etc.
 Before handing over the patient card to the patient or to their assistant the front office
staff shall ensure that all the relevant details are correct both in OP card and patient
card like Name of patient, Name of consulting doctor, OP Number, etc.
 OP cards shall be arranged to issue to the relevant consulting room, coordinating with
OP nurse/Messenger without any delay.
c) Method of registration of an Inpatient
 In the case when the medical officer recommends for admission for a particular
patient, the O.P nurse/ Emergency Department staff shall bring the O.P card to the
front office.
 A new IP file is opened and the relevant information including IP number is entered.
The file shall contain all relevant forms including the O.P Card, Consent form for the

Recommended By Quality Coordinator Approved By Director

Name Name

Signature Signature
 Doc No
KGDMCH/AAC/02
Dr. K.G.Deshpande Memorial Issue No 01

Centre for Open Heart Surgery, Rev No. 00

Thoracic & Vascular Surgery Date 28/9/2019

Page Page 4 of 4
Document Title : Policies on Registration of a patient

investigations and treatment, duly authorized patient/assistant, Investigation/Test

 Consent for transfer out / referral out is obtained from the patient and relative

REFERENCE-
A. Standard Reference: AAC- 2
B. Document Reference: Patient Registration in software
C. Statutory Reference: Nil

Recommended By Quality Coordinator Approved By Director

Name Name

Signature Signature