How to Register a Newborn Without an IC Number

Quick Answer

Register the baby using BO [Mother's Full Name] as the temporary name. Leave the IC field blank and use the mother's IC as the Guardian ID.

What Problem Does This Solve?

Newborns do not have an IC number immediately after birth. Registering them incorrectly (e.g., using the mother's IC) creates identity confusion and future duplicate records. This guide shows the correct temporary registration method.

Before You Start

Prerequisites

• Mother's full name (as per IC) & IC Number
• Baby's date of birth
• Baby's gender

Step-by-Step Instructions

1

Search for the baby

Check if a record already exists

1. Click the SEARCH button on the toolbar.

2. Enter the baby's temporary name using this format: BO [Mother's Full Name]

   Example: BO SITI AMINAH BINTI ABDULLAH

3. Click SEARCH, then click Not Found.

Why 'BO' Prefix?

BO stands for "Baby of." This is the standard temporary naming convention in KKM until the baby's actual name is confirmed and the IC is issued.

2

Enter baby details

Fill in the Patient Search and Patient Details tabs

On the Patient Search Tab:

1. Enter the baby's Date of Birth.
2. Click SEARCH.
3. When "No patients found" appears, click Not Found (bottom right).

On the Patient Details Tab:

1. Leave the IC Number field BLANK — this is critical.
2. Enter Parent/Guardian ID: Use the mother's IC number.
3. Complete the remaining fields:
   • Gender
   • Phone number
   • Address
   • Ethnicity
   • Religion
   • Language

3

Save the registration

Finalize the temporary record

1. Review all entered details for accuracy.
2. Click Save.
3. The baby is now registered with a temporary record linked to the mother.

Result

• Baby registered with a temporary record
• Linked to mother via Guardian ID
• No IC number conflict
• Easy to update when the IC is issued

When the Baby Gets an IC Number

1. Retrieve the temporary record using the BO name.
2. Go to Patient --> Patient Maintenance --> Security Controlled Procedures --> Change IC Number.
3. Enter the baby's new IC number.
4. The system updates the record. Merge with any duplicates if necessary.

Never Do This

• Do not register the baby using the mother's IC as the patient IC.
• Do not create dummy IC numbers.
• Do not use the mother's full IC in the patient IC field.

Why? This creates identity confusion, causes future duplicate record problems, makes it difficult to track the baby's separate medical history, and violates proper patient identification protocols.

Troubleshooting

Baby already registered by another staff member

Cause: Another staff member may have already created a temporary record during admission.

Solution:

1. Search using the BO [Mother's Name] format.
2. If found, verify the date of birth matches.
3. Do not create a second record — update the existing one if needed.

Cannot save without IC number

Cause: Some fields may be marked as required that shouldn't be for newborns.

Solution:

1. Ensure you are on the Patient Details Tab (not Patient Search Tab).
2. The IC field should allow blank entry for newborns.
3. If the system forces an IC entry, contact your system administrator — this may be a configuration issue.