How to Amend Patient Details

Quick Answer

Click the Update Patient's Demographic Details icon in the patient record, amend the required fields (name, gender, date of birth, address), and click Save.

What Problem Does This Solve?

A patient's demographic information needs to be corrected or updated after registration — for example, a spelling error in the name, a change of address or an updated date of birth after document verification.

Before You Start

Prerequisites

• Access to the patient record that needs updating
• The correct information to update (verified with the patient or official documents)
• Registration or Front Desk role (some fields may require supervisor approval)

Always verify changes with official documents (IC, birth certificate, passport) before updating demographic fields. Incorrect changes can affect clinical records, billing & national health reporting.

Step-by-Step Instructions

1

Open the Patient Record

Verify you are in the correct record before making changes

1. Use Quick Patient Search (Ctrl + F) to find the patient.
2. Open the patient record.
3. Verify the patient identity by checking:
   • Full name
   • IC number
   • Date of birth

Double-Check

Amending the wrong patient record is a serious error. Always confirm identity before proceeding.

2

Access Demographic Details

Open the demographic update interface

1. Click the Update Patient's Demographic Details icon at the top-left corner of the page.
2. A pop-up information window showing the patient's current details will appear.

Can't See the Icon?

The icon may be hidden if your role lacks demographic editing permissions. Contact your supervisor or clinic administrator.

3

Amend General Details

Update name, gender, and date of birth

1. Update the patient's Name if needed.
2. Update the patient's Gender:
   • Male
   • Female
   • Indeterminate
3. Update the Date of Birth or check Unspecified / Unknown if the exact date is not available.
4. The system automatically displays the patient's Age and MRN (Medical Record Number) for reference.

IC Number Changes

To change the IC number, use Security Controlled Procedures → Change IC Number instead. This field cannot be edited directly in the demographic details window.

4

Update Additional Patient Status

Mark special status flags if applicable

The interface allows you to set or update the following status flags:

• Currently in armed forces
• Prisoner
• Test patient record
• Set Date Of Death or Clear Date Of Death

You can also update:

• Passport ID
• Nationality (e.g., Malaysia)
• Preferred contact verification

When to Use

These fields are typically updated during registration verification or when receiving official notifications (e.g., death certificate, military service records).

5

Update the Patient's Address

Add or modify home, temporary, or correspondence addresses

1. Click Record new patient's address.
2. Select the address type:
   • Home
   • Home (No fixed abode)
   • Temporary
   • Correspondence Only
3. Fill in the address details:
   • House Name
   • Road
   • Locality
   • Postcode
   • City
   • State
   • Comments
4. Indicate if this is a new address or a past address.
5. Check the relevant boxes:
   • Use this address in the patient search
   • Use this address for correspondence

6

Save Changes

Finalize the demographic update

1. Review all changes for accuracy.
2. Click OK in the demographic details window.
3. Click the Save icon to commit the changes to the patient record.

Result

The patient's demographic details are updated. All changes are logged in the audit trail with your user ID and timestamp.

Troubleshooting

Cannot save changes — fields are locked

Cause: Some demographic fields require higher-level permissions or supervisor approval.

Solution:

1. Check if your role includes Patient Demographics → Edit permission.
2. For sensitive changes (e.g., date of death, test patient flag), contact your supervisor.
3. If the record is restricted or merged recently, contact the Clinic Administrator.

Updated address not appearing in searches

Cause: The "Use this address in the patient search" checkbox was not ticked.

Solution:

1. Re-open the demographic details.
2. Navigate to the address section.
3. Ensure "Use this address in the patient search" is checked.
4. Save again.

Need to change the IC number, not just demographics

Cause: The IC number itself is wrong, not just the name or address.

Solution:

1. Do not attempt to edit the IC field in the demographic window.
2. Use Patient → Patient Maintenance → Security Controlled Procedures → Change IC Number.
3. Refer to the dedicated FAQ for detailed steps.