Add a client

Open the form

1. In the sidebar, open Clients → Client List.
2. Click Add Client at the top right. The same action is also in the ⋮ options menu next to it.

The New Client form opens. If you don't see Add Client, your role doesn't allow creating clients; ask your clinic admin.

How the form works

The form has six steps: Personal, Contact, Emergency, Clinical, Financial and Review.

• Click Continue to go to the next step, or Back to return. You can also click a step name in the step bar.
• You can't move forward while the current step has an error. Steps with errors are marked in the step bar.
• Fields with a red asterisk (*) are required. The name field is always required. Your clinic admin chooses which other fields are required, in Client Settings → Form Fields.
• The Client Preview card next to the form updates as you type.
• Save & finish later (on every step except Review) creates the client straight away with what you've entered so far. Only the name is needed. You can complete the rest later by editing the client.

Step 1: Personal

• Photo: click Upload photo and pick a JPEG, PNG, WebP or GIF image of up to 5 MB. Use Replace photo to change it or Remove to clear it. On a new client the photo is uploaded once the client is created.
• Name: either First Name and Last Name, or a single Full Name field. Your clinic admin sets which one your clinic uses.
• Date of Birth: click Pick a date and choose from the calendar. Use the month and year lists to jump back quickly. Future dates can't be picked.
• Primary Doctor
• Sex: Male, Female, Other or Prefer not to say. Your admin can hide some of these options.
• Nationality
• National ID

Step 2: Contact

• Email
• Phone Number: pick the country from the selector on the left, then type the number. The country starts as your clinic's country.
• Street Address, City, State / Province, Postal Code
• Country

Step 3: Emergency

The emergency contact's Full Name, Phone Number and Relationship. You can skip this step and add the details later.

Step 4: Clinical

All clinical fields are optional unless your admin made one required.

• Blood Type and Source Channel (how the client found you).
• Allergies and Chronic Conditions: pick from the list, or type a value that isn't listed and add it.
• Preferred Communication: Phone, Email, SMS or WhatsApp.
• Pregnancy milestone updates: turn on to send the client automatic SMS or email messages at key pregnancy milestones. It only works if your clinic has turned this outreach on.
• Preferred language (English or Arabic) and Timezone.
• Tags: pick existing tags, or create a new tag from here.
• Custom fields: any extra fields your clinic admin has added appear at the bottom of this step. A required custom field must be filled before you can click Create Client.

Step 5: Financial

• Insurance Provider and Policy No.: shown only if your clinic uses insurance.
• Payment Method

Step 6: Review

Check the summary of everything you entered. To fix something, click the step name in the step bar, change it, and come back. When it's correct, click Create Client.

Duplicate clients

When you click Create Client (or Save & finish later), MediSync checks whether another client already has the same Phone, Email or National ID. Your clinic admin chooses which of these three fields must be unique, in Client Settings → Demographics. By default all three are checked. Empty fields are never compared.

The client already exists

If an active client already uses one of those values, the client isn't created. A red message appears at the top of the form naming the matching field, with an Open the existing client link. Use the existing record instead of creating a second one. If the details belong to a different person, correct the phone, email or national ID and try again.

The client is in the archive

If the match is a client who was archived, a Client already exists in the archive dialog opens. It shows the date the client was archived and the matching fields. Choose one:

• Restore archived client: brings back the archived record with its history and opens it. Nothing new is created. Use this when it's the same person coming back.
• Create new anyway: creates a new, separate client. Use this only when it's a different person.
• Cancel: closes the dialog so you can change the form.

After saving

You see Client Created with three choices:

• View Client: opens the new client's profile.
• All Clients: returns to the client list.
• Add New Client: starts a fresh, empty form.

If you opened the form from the booking wizard's new-client button, View Client takes you back to the booking with the new client selected.

Drafts

While you fill in a new client, the form saves a draft in this browser. If you leave and come back, a banner says You have a saved draft from a previous session. Click Restore Draft to continue where you stopped, or Discard to start again. Drafts are only stored in the browser you used.

If you try to leave the page with unsaved changes, you're asked to confirm first.

Common problems

• Add Client is missing. Your role can't create clients. Ask your clinic admin.
• Add Client is greyed out. Your clinic has reached its client limit, or its account isn't active. Hover over the button to see the limit.
• Continue does nothing. The current step has an error. Look for red text under a field and fix it.
• The phone number is rejected. Check the country in the selector next to the number. The number must be valid for that country.
• "An active client already exists with the same …". The phone, email or national ID belongs to an existing client. Open that client instead.
• The photo won't upload. Use a JPEG, PNG, WebP or GIF of up to 5 MB.
• A field you need isn't on the form, or a field shouldn't be required. Your clinic admin controls this in Client Settings (see Client field configuration).