This HelloClinic update focuses on patient registration and checking patient details. It introduces Hong Kong identity card scanning, separates English surnames and given names, and improves ID number checks and sign-in workflows to help clinic teams handle everyday reception tasks.
These highlights cover the main updates from 19 to 25 October 2026.
1. Scan a Hong Kong identity card to find or register a patient
When creating an appointment, staff can now use the HKID scan button to take a photo with a camera or upload an identity card image. The scan reads Chinese and English names, the ID number, date of birth and gender, reducing repeated data entry.
The system looks for existing patients using the scan results and guides staff through the next steps according to the matches found:
- No possible patient match: the new patient form opens with the details already read from the card, along with prompts for fields that need to be completed.
- A clear patient match: the corresponding patient is selected. If details need to be filled in or differ from the record, a review screen appears first.
- Multiple possible matches, or insufficient information to confirm a match: up to five candidates are listed, showing how the ID number, date of birth, Chinese name and English name match the card, so staff can choose.
The review screen shows the existing record alongside the card details. Empty fields are selected to use the scanned details by default, while existing details that differ are kept by default. Staff can decide which fields to update and complete the action according to their permissions.
The camera controls also offer several conveniences:
- When multiple cameras are connected, staff can choose a device and the browser remembers the selection.
- The preview shows the full camera picture, and pressing Enter takes a photo.
- Staff can choose to convert scanned English names to upper case, with the setting remembered.
- If the camera cannot start, the screen explains permission, device or camera-in-use issues and offers a retry action.
If the photo cannot be read, staff can retake it or switch to manual entry at any time to continue registration.
2. Manage English surnames and given names separately
Patient and lead records now have separate English surname and English given name fields, making each part of the name easier to check.
Patient lists, print templates and reports display English names with the surname first, alongside the Chinese name. Search also supports the full English name, surname or given name, helping reception staff find patients using the details available to them.
An English surname is required whenever an English given name is entered, helping avoid incomplete records. The original English name is also retained as a reference hint in the patient profile form for checking.
3. More consistent ID number entry, display and search
The Hong Kong identity card number field now provides format and check digit hints. Letters are automatically capitalised during entry. After staff leave the field, the check digit is displayed in the familiar bracketed format, such as A123456(3).
A tick appears when the check digit matches. If it does not, an indicator lets staff view the expected check digit and check the number again. The system also validates the number when saving a record with Hong Kong identity card selected as the ID type.
Patient search works with or without brackets around the check digit. Data imports also normalise the common format with a dash before the check digit, reducing the effect of formatting differences on search and duplicate checks.
4. Redesigned sign-in, registration and password reset pages
The authentication pages have a new layout. Desktop screens include a product feature showcase, while mobile screens focus on the form for convenient use across devices.
This update also improves several common workflows:
- Keep the email address when switching sign-in methods: switching between password and email code sign-in no longer requires staff to enter their email address again.
- Set a new password on a dedicated page: after completing password reset verification, staff go directly to the new password page and can show or hide the password.
- Clearer invitation link messages: invalid or expired links show the relevant message and a link back to sign in.
- Language and light or dark mode controls remain available: staff can adjust the sign-in page to suit their preferences.
For questions about these features or to share a suggestion, contact us on WhatsApp at (852) 3500 7677.
The HelloClinic Team / KAKI TECH LIMITED