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Patient Identifiers MRN and PHN
When you register a patient or open a patient record, you will see two identifier fields: MRN and PHN. This page explains what they mean and what to do at the point of registration.
The MRN (Medical Record Number) is the hospital's own unique number for this patient. Every patient registered at your facility receives one MRN that stays with them for life at this institution.
- The MRN is generated automatically the moment the patient record is saved. You do not need to type anything.
- It appears on bills, lab reports, wristbands, and prescription labels.
- Use the MRN to quickly pull up a returning patient — type it in the patient search box.
If the MRN field appears blank after saving, or if you see an error, contact your system administrator.
The PHN (Personal Health Number) is a national identifier issued under the Sri Lanka Ministry of Health eHealth programme. It follows the patient for life across all hospitals and health institutions in the country — not just yours.
You have two options depending on whether the patient already has a PHN:
Click Generate PHN. The system will create a valid PHN automatically according to the national standard (NDHGS Version 2) and save it to the patient record.
- Ask the patient for their PHN — it is a 15-character code printed on their national health card or previous discharge summary.
- Type it into the PHN field exactly as shown, including any letters.
- Click Validate. The system will:
- Check that the format and check digit are correct.
- Search for any existing patient record carrying the same PHN.
- If a match is found, the system will show you the existing patient record. Do not create a new registration — use the existing record to avoid duplicates in the national registry.
- If no match is found, the PHN is saved to the new patient record.
A PHN is always 15 characters. Under the current national standard (Version 2) it contains letters and numbers, for example:
H04B3KX7MQ2P9R5
Under the older Version 1 standard it is all numeric, for example:
104200000015237
Both formats are accepted by the system.
If you are unable to obtain the patient's PHN at the time of registration, leave the field blank and save the record. The PHN can be added or updated later from the Edit Patient screen. The system administrator can also configure the system to generate a new PHN automatically if the field is left blank.
| MRN | PHN | |
|---|---|---|
| What it is | Hospital patient number | National health number |
| Who issues it | Your hospital's system | Sri Lanka Ministry of Health |
| Generated automatically? | Yes, always | Configurable — ask your administrator |
| Can the patient already have one? | No | Yes — enter it if they do |
| Where to find it on documents | Bill header, wristband, lab report | Health card, discharge summary |
| Can you search by it? | Yes | Yes |
The PHN field is not visible on the registration screen. PHN display is controlled by your administrator. If you need it shown, contact your system administrator.
The system says "PHN already exists" when I try to save. This means another patient record already has that PHN. The system will show you that record. Review it carefully — it may be the same patient registered previously. Do not create a duplicate; use the existing record.
The generated PHN looks wrong or is missing. Save the patient record first, then reload the page. If it is still missing, contact your system administrator — the POI (Point of Issue) number may not be configured yet.
Can I edit a PHN after it has been saved? Yes, if you have the appropriate access. Open the patient record, click Edit, update the PHN field, and save. If you do not see an edit option, ask your administrator.
Can I edit an MRN? MRNs are system-generated and should not normally be changed. If there is an error, contact your administrator.
If you are unsure what to enter, or if you see an unexpected error:
- Do not guess a PHN — an incorrect PHN can link this patient's records to the wrong person nationally.
- Contact your system administrator who can check the configuration and resolve the issue.
For administrator configuration of MRN and PHN generation strategies, see Patient Identifier Configuration — MRN and PHN (Admin Guide).