Step by step
Register a patient
Open a new patient's file at the front desk, with who pays, their allergies and their consent, then add them to the queue.
A patient’s file holds who they are, who pays for their care, their allergies and what they agreed to. You open it once, on their first visit, and add them to the queue straight after.
Tip
Already registered? Type their name, phone, ID, file, member or SHA number in Find a patient at the top of any clinic page (or press /) and choose them: Kila opens Add a patient to the queue for them.
Tap New patient
On the Front desk, tap New patient (or press N). The form Register a patient opens.
Enter who the patient is
Type the Full name, the Phone, the Date of birth and the Sex. The rest is optional: the ID or birth certificate number, the SHA number (kept on the patient identity register and searched at the queue), the Client registry ID, where they live and their work, and their Next of kin.
Steps 2 and 3 on one form. Choose who pays
Leave Pays cash or M-Pesa, or choose Insurer or scheme and fill in the Insurer, the Member number, the Scheme or plan and the Cover this year (KES). Kila keeps the insurer as the patient’s cover, which the billing desk uses later.
Record known allergies
Type them in Known allergies, such as “Penicillin (rash)”. They go on the clinical file: only clinical staff read them back, and the clinician sees them on the consultation.
Steps 4 to 6. Read the consent to the patient and tick what they agree to
Read them the text in the Consent box: “I agree to be examined and treated. I understand my records are kept confidential, read only by the people caring for me, and shared with my insurer or scheme only when they pay for my care.” Then tick each consent they give:
- Treatment: needed before the first visit.
- Sharing visit details with the insurer or scheme: needed to bill an insurer.
- Reminders by SMS: the desk can send reminders by SMS only to patients who agreed.
- Sharing records through the national health information exchange.
Tap Register
Kila gives the patient the next file number and says so, such as Joy Wekesa registered as P-00226. Then it opens Add a patient to the queue with the patient already chosen.
Add them to the queue
Choose the Practitioner and the Room if you know them (leave Next free for the next clinician who calls), the Kind of visit and the Priority. Type the Pre-authorisation number if the insurer gave one, and Referred or requested by for an outside doctor’s request form. The service can be chosen later. Tap Add to the queue: the patient waits for triage.
This may be someone already registered
Link to this section: This may be someone already registeredKila found a patient with the same phone, the same ID number, or the same name and date of birth, and says why, such as (same phone).
- It is the same person: tap their name (… add them to the queue) and carry on with their file.
- It is someone else, such as a relative who shares the phone: tap A different person: register.
The patient has not given consent to treatment
Link to this section: The patient has not given consent to treatmentKila does not open a visit without the consent to treatment. Once the patient agrees, open Clinic › Patients, find them and tick Treatment under Consents. Kila records when and who, such as Given 30 Oct 2026, 19:20 (Lucy Wanjiru). Then tap Add to the queue on the same file.
Good to know
The desk sees the file, the payer and the visits, never the clinical notes. On the file Kila says Clinical notes, diagnoses and results are visible only to the clinical staff caring for the patient. See Clinical privacy.
- Run the front desk: who is here and what each needs next.
- Clinical privacy: consent, and who reads what.
- Receptionist: the front desk’s day.
Next: the patient waits for triage.