Patient codes and searching for patients

Every patient in Usystems receives a unique code when registered. This code helps staff quickly locate the patient, especially in busy clinics. You can search by code, name, or phone number to pull up a patient's record in seconds.

Before you start

• Patients must be registered in the system first
• You have access to the Patients list (Contacts menu)
• Have the patient's code, full name, or phone number available

Steps to find a patient

1. Go to Contacts → Patients
   Open in Usystems

2. You will see the patient list. At the top, there is a Search field

3. Enter one of the following:

   • Patient code (the numeric or alphanumeric ID assigned at registration)
   • Patient name (first name, last name, or part of the full name)
   • Phone number (the number on file)

4. Usystems filters the list in real time as you type

5. Click on the patient row to open their full record

Understanding patient codes

• Automatic assignment: Each patient receives a unique code when registered. This code is permanent and never changes.
• Non-sequential: Codes are unique but may not be in order; do not assume code number means registration order.
• Quick reference: When calling a patient or verifying identity, use the code along with their name for accuracy.
• On documents: The patient code appears on invoices, prescriptions, and medical reports so any staff member can verify the correct patient.

Tips & common mistakes

• Partial name search works: You don't need the exact full name. Searching "Ali" will show all patients with that word in their name.
• Phone search is powerful: If a patient forgets their name in the system, search by phone number instead.
• Check inactive patients: By default, the list shows only active patients. If you cannot find a patient, check if they were marked inactive.
• Code changes are not possible: If a code is entered incorrectly at registration, contact an administrator; codes cannot be changed after creation.