Patient registration in clinics and diagnostic centres: passport, OMS policy and forms without manual entry

Q: How to automate a reception without replacing the HIS?

Connect document recognition to the HIS through the API. The receptionist scans or photographs the passport, policy and form, and the fields arrive in the patient record. Booking, the schedule and the record stay in your HIS.

Q: Which patient documents are recognised?

A Russian passport and documents of 195+ countries and territories — out of the box. An OMS policy, SNILS, a birth certificate, forms, consents and referrals — by the template of your forms.

Q: Must a patient show an OMS policy?

For planned care under OMS a patient presents a policy or a passport — at their choice, and a child under 14 — a birth certificate. In emergency care documents are not required.

Q: What patient data is needed for a paid-services contract?

Under the rules in force from 1 September 2026: full name, address, phone and identity document details, and for a representative — also a document on authority. For anonymous services the data is recorded from the patient’s words.

Q: Are forms filled in by hand recognised?

Yes, if the fields are filled in in block capitals. A confidence level is returned for each field: the receptionist checks doubtful values themselves. A signature is not read — its presence is recorded.

Q: How do you check that SNILS belongs to the patient?

Match SNILS with the full name and date of birth against the database. The check costs 5 ₽ and returns “matches” or “does not match”.

Q: Can a tax deduction certificate be prepared from registration data?

Yes. The full name and date of birth are taken from the recognised passport, and the INN is found by passport for 5 ₽. If the INN is given, passport details are not filled in the certificate. Amounts and service codes — from the clinic’s accounting.

Q: Does the service recognise a patient by face at a repeat visit?

No, face templates are not stored. For online booking you can enable liveness and a one-time selfie match against the passport photo. At the reception the employee compares the patient with the passport photo themselves.

Q: Is there a ready integration with our HIS?

There are no ready-made modules for specific HIS. Connection is through the REST API: the result — as JSON and by webhook, and images from the desk scanner are sent to the recognition API.

Q: Where is patient data stored?

In Russia: in the NeuroVision cloud or on the clinic’s servers with on-premises installation. The image retention period is set in the scenario. The service does not recognise medical data.

The receptionist puts the passport on a scanner — the full name, date of birth and document details appear in the patient record. We read the OMS policy, SNILS, form and consent by the template of your forms and show doubtful fields to the receptionist. The data stays in Russia or inside the clinic’s perimeter.

Send sample forms Which documents are recognised

A patient record in the HIS: passport, OMS policy and SNILS recognised without manual entry

< 1 s passport recognition at the desk

16 000+ document types from 195+ countries and territories

from 16 ₽ passport with anti-fraud per session

1 template per form of a questionnaire or consent — then no markup

Passport and registration OMS policy and SNILS Forms and consents Document anti-fraud HIS via API Cloud in Russia or on-premises

Data is stored in Russia or inside the clinic’s perimeter · Russian software registry, entry no. 19972 · Rospatent certificate no. 2023661508

What a clinic records about a patient: Federal Law 323‑FZ, the OMS policy and the paid-services contract

The set of patient data is defined by the health protection law, the compulsory health insurance law and the rules for paid medical services. The reception collects it at the first visit, and the record, the contract, the insurer’s invoice and the tax deduction certificate depend on the accuracy of these fields.
The set depends on how the patient is treated: under OMS, for a fee or under a voluntary health insurance (VHI) policy.

Record and personalised register

Federal Law 323‑FZ, Art. 92, 94; Federal Law 326‑FZ, Art. 16, part 2, cl. 1

Passport recognition
Identity
- Full name, sex, date and place of birth, citizenship
- Identity document details
Address and numbers
- Place of residence and registration
- SNILS and OMS policy number — if available
A visit under OMS
- The patient presents an OMS policy or a passport — at their choice
- A child under 14 — a birth certificate
A paid-services contract

Government Decree No. 659 of 30.05.2026, cl. 22, 23, 45; Federal Law 323‑FZ, Art. 84

Contracts and forms
From 1 September 2026
- The new rules for paid medical services
- The contract — in writing
Patient data
- Full name, address, phone and identity document details
- For anonymous services — from the patient’s words
A representative and a customer
- Data of a legal representative and a document confirming their authority
- A remote contract — identification, including through ESIA
Consent, confidentiality and deduction

Federal Law 323‑FZ, Art. 13, part 7 of Art. 20; Federal Law 152‑FZ, Art. 10; Federal Tax Service Order No. EA-7-11/824@

Handwritten forms
Informed consent
- Kept in the medical records
- On paper with signatures or as an electronic document
Medical confidentiality
- The fact of a visit, the state of health and a diagnosis
- Health data is a special category of personal data
A tax deduction certificate
- The taxpayer’s and the patient’s full name and date of birth from the passport
- INN, if available — then passport details are not needed

Manual reception: a queue at the desk, policy typos, retyped forms

What manual entry means for a reception desk

The receptionist copies the passport, policy and SNILS into the HIS, and the form and consent — from paper. Each field is typed by hand while the patient and the queue wait.

01
A queue at the desk

A new patient means a passport, policy, SNILS, form and contract. While the receptionist types the fields, the next patient is late for the doctor.
02
An error in a policy number or SNILS

One wrong digit — and the OMS invoice comes back from the insurer while the patient record is duplicated. Recognition removes retyping, and SNILS is matched with the full name.
03
Forms and consents in folders

Paper forms and consents are kept in the file but not in the system. Recognised fields go into the HIS, and the original stays where the law requires it.
04
A deduction certificate at year-end

A patient comes for a certificate but the record has incomplete passport data. The INN is found by passport at once, and the certificate is filled in without a repeat visit.

11 fields on a patient’s identity, documents and address in the personalised register
2 documents at the choice of an OMS patient: a policy or a passport
5 ₽ full name and SNILS match against the database

Passport, OMS policy, SNILS, consents: which patient documents are recognised and how

A Russian passport — the spread with the photo: full name, sex, date and place of birth, series and number, issuing authority and date Immediately
The registration page — the registration address, including handwritten marks Immediately
An OMS policy on paper or a plastic card — the policy number and full name From a template
SNILS — the number and full name; a full name and SNILS match against the database From a templateCheck against the database

The passport of a patient and of a customer — in one session, one session per person Immediately
A contract and an estimate on your form — full name, address, phone, document details, presence of a signature From a template
An anonymous service — fields from the patient’s words, without a document The clinic decides

A child’s birth certificate — full name, date of birth, parents From a template
A passport of a parent or a guardian Immediately
A document on a guardian’s authority or a power of attorney From a templateThe clinic decides

A passport from 195+ countries and territories: the name in Latin letters from the machine-readable zone and in its original spelling Immediately
A visa, a residence permit or a temporary residence permit — as an additional document Immediately
A foreigner’s VHI policy or an insurer’s letter of guarantee From a templateThe clinic decides

A patient form: full name, date of birth, phone, e-mail, “yes / no” marks filled in by hand in block capitals From a template
Informed voluntary consent — full name, date, presence of the patient’s and the doctor’s signature From a template
A referral for a test from another clinic — full name, type of test, date, presence of a stamp From a template

The INN of the patient and the taxpayer by passport Check against the database
The taxpayer’s and the patient’s full name and date of birth — from the already recognised passport Immediately
Amounts and service codes in the certificate The clinic decides
Expense data for the tax authority — from the clinic’s accounting system The clinic decides

Immediately — a ready-made model. Photos and scans in JPEG and PNG are accepted; a multi-page document — page by page in one session.
From a template — a template for your form. A confidence level is returned for each field: confident values go to the HIS at once, doubtful ones — to the receptionist. How a template is set up — on the page about contracts and questionnaires.
Check against the database — a database check, 5 ₽ per request.
The clinic decides — the decision and the check are made by your employee.

An outpatient clinic, a diagnostic centre, a laboratory, a dental clinic: who has which reception

Patients’ documents are the same, while the flow and forms differ in every clinic.

A multi-specialty clinic
- A new patient: a passport, a policy or VHI, a contract
- A form and consent — by the template of your forms
- The same fields in all branches of the network
A state outpatient clinic and hospital
- A passport or an OMS policy — at the patient’s choice
- SNILS is matched with the full name before the entry in the HIS
- On-premises installation inside the institution’s perimeter
A diagnostic centre: CT, MRI, ultrasound
- A referral from another clinic — without retyping
- A patient books online with a photo of a passport
- AI analysis of CT and MRI — in a separate product NeuroMed
A laboratory and sample collection points
- A short visit: a passport and a form in a minute
- A deduction certificate by the INN from the passport
- One integration for the whole network of points
A dental clinic
- A contract and an estimate for each patient
- A child — a birth certificate and a parent’s passport
- Consent to treatment — on your form

A patient record in the HIS without retyping: what recognition takes on

The receptionist confirms the fields instead of typing them. Six operations the service performs before the patient steps away from the desk.

Passport and registration

The spread and the registration page are recognised in one session.

Fields arrive in the patient record in the HIS as JSON, without retyping.
Most often enabled:
- Recognition
Learn more
OMS policy and SNILS

The policy number and SNILS — by the template of your samples.

Social insurance no. is matched with the patient’s full name and date of birth against the database — 5 ₽.
Most often enabled:
- Template
- Verification
Learn more
A form and consent

Handwritten fields in block capitals and “yes / no” marks.

A signature is not read; its presence is recorded.
Most often enabled:
- Handwritten text
Learn more
Confidence for every field

Confident values go to the HIS at once.

Doubtful ones — are highlighted for the receptionist to check.
Most often enabled:
- Quality control
Learn more
Document anti-fraud

A photo of a screen, a printout, a pasted-in photo and editor corrections are flagged before the entry is made.

Decision stays with the clinic.
Most often enabled:
- Anti-fraud
Learn more
A foreign patient

A passport from 195+ countries and territories — the name in Latin letters and in the original.

A visa, residence permit or temporary residence permit — as an additional document for 10 ₽.
Most often enabled:
- Recognition
Learn more

Booking with documents: three steps from a passport photo to a patient record

A patient books on the website or in the app and photographs the documents at once. On the day of the visit the receptionist opens a ready record and checks the patient against the passport.

Step 1

Document photos at booking

A patient photographs the passport and policy with a phone camera in the widget on the booking site. A frame and hints help to take a shot without glare, with up to six attempts for each step.

A patient photographs a passport in the online booking widget

Step 2

Fields, check and liveness

The passport is recognised, anti-fraud flags a photo of a screen, and SNILS is matched with the full name. For paid programmes the clinic can enable a selfie with liveness and a one-time face match against the passport photo.

Recognised passport fields, a SNILS match and document anti-fraud

Step 3

A ready record in the HIS

The result arrives in the HIS as JSON and by webhook. On the day of the visit the receptionist checks the patient against the passport and signs the contract and consent — without typing fields.

A patient record in the HIS with recognised fields

Someone else’s passport, an altered referral, a patient under someone else’s VHI policy: what is visible before the visit

A paid programme, a VHI policy and an expensive test are where it pays to come with someone else’s documents. Recognition and anti-fraud show this before the patient reaches the doctor.

A passport from a screen photo

For an online booking a patient shows someone else’s passport on a phone screen. Anti-fraud flags a photo of a screen, a printout and a pasted-in photo — the receptionist sees the flag in the record.
Someone else’s VHI policy

One person’s VHI programme is used by another. For online registration a selfie with liveness is matched with the passport photo, and at the reception the employee compares the face with the passport themselves.
An altered referral

The date or the type of test in a referral has been changed. An editor correction is flagged and the presence of a stamp and signature is recorded — the clinic makes the decision.
An invalid passport in a contract

A contract with an instalment plan or for expensive treatment is signed with a lost passport. Passport validity is checked against the Ministry of Internal Affairs database for 5 ₽ — at the clinic’s decision.

A child, a ward, a patient acting through a power of attorney: who signs the contract and consent

When someone else signs for the patient, the data of both and a document on authority go into the contract. Each goes through their own recognition session.

A child under 15

Consent is given by a parent or another legal representative.

A birth certificate — by template, the parent’s passport — at once.
- Federal Law 323‑FZ, part 2 of Art. 54
A teenager over 15

Consent gives consent to a medical intervention themselves.

Contract is paid for by the customer — the parent’s passport is read in a separate session.
- part 2 of Art. 20, part 2 of Art. 54
A patient under guardianship

A guardian presents a passport and a document on authority.

A document on authority — by template; the clinic checks the authority.
- Government Decree No. 659, cl. 23 (v)
A customer — a relative or a company

An individual customer — full name, address, phone and passport in the contract.

A corporate customer — company details in the contract, the representative — by passport.
- Government Decree No. 659, cl. 23 (g)

Medical confidentiality, EGISZ and images: where the service’s work ends

NeuroVision does

It reads the passport, the registration page and foreigners’ documents. It reads the OMS policy, SNILS, forms, consents and referrals by template. It returns confidence for each field. It flags a photo of a screen, a printout and a correction. It matches SNILS with the full name and finds the INN by passport. It works in a cloud in Russia or inside the clinic’s perimeter.
Stays with the clinic

The medical record, diagnosis and prescriptions. The decision on a visit and the scope of care. Signing the consent and the contract. Data in EGISZ and OMS invoices — from your HIS. The personal data processing procedure and retention periods.
Other products and what is not here

AI analysis of CT and MRI — in a separate product NeuroMed. We do not offer recognition of discharge summaries and reports with a diagnosis. We do not offer recognising patients by face. We have no ready-made modules for specific HIS — connection is through the API.

The service works with identity and insurance status documents, not with medical data. That is why recognition fits into the reception without changing how care is provided.

Recognition and checks for a clinic reception

Patient documents are recognised as a package per session, the clinic’s forms — by template, and database checks cost 5 ₽ per request. Descriptions and response fields — in the API documentation.

At the desk and at booking

A passport and foreigners’ documents without manual entry.

OCR · anti-fraud

Russian passport

The spread with the photo is recognised per session: the fields arrive as a JSON response in your HIS, and anti-fraud flags a photo of a screen, a printout and a correction.

from 16 ₽ per session
Learn more
Additional document

Registration page

The registration page is recognised in the same session as the passport spread.

10 ₽
Learn more
OCR · anti-fraud

Foreigners' documents: 195+ countries and territories

Foreign citizens’ passports: the name in Latin letters from the machine-readable zone and in its original spelling.

from 16 ₽ per session
Learn more
Additional document

A visa, residence permit, temporary residence permit

A visa, a residence permit or a temporary residence permit is recognised as an additional document.

10 ₽ per document
Learn more

The price of patient registration: a passport by tariff, forms by template

Payment is for recognised documents and completed checks, without a subscription fee. Form templates and on-premises installation are priced for your patient flow.

Most popular choice

A patient document

from 16 ₽ per session

Calculate the flow

A Russian passport or a foreigner’s document without manual entry, document anti-fraud. The registration page, visa, residence permit, temporary residence permit — +10 ₽. At 10 000 patients a year — 18 ₽.
Document + liveness

from 29 ₽ per session

Enable

Everything from “Patient document”, plus a selfie with liveness and a one-time face match against the passport photo. For online booking for paid programmes and VHI.
Forms and checks

forms on request, checks 5 ₽

Send samples

An OMS policy, SNILS, forms and consents by template; a full name and SNILS match, INN by passport, passport validity.

One session — one person: a patient and their representative — two sessions. The image retention period is set in the scenario. All prices — on the pricing page.

An HIS, a booking site and a tablet at the desk: how to connect recognition

Recognition sits where the receptionist registers a patient: in the HIS, on an online booking site or on a tablet at the desk. There are no ready-made modules for specific HIS — connection is through the API.

The reception desk

The receptionist puts the passport on a scanner — the image goes to the recognition API and the fields return to the patient record. Where there is no scanner, the document is photographed with the tablet camera in the Web SDK. Documentation

A scanner
Web SDK
WebView
REST API
The clinic’s perimeter

A test on your forms.

Payment is for processed documents. The data retention period is set in the scenario, and support is through a ticket system.

Why clinics and diagnostic centres connect NeuroVision

A reception needs a service that does not lengthen the queue, understands your forms and keeps patient data in Russia.

A passport, policy and form — in the patient record while the patient is at the desk

Document recognition, forms by template and database checks work in one session. The receptionist checks only the highlighted fields, and the clinic gets the same data in all branches.

There is no need to assemble a solution from several vendors and reconcile their responses.

OCR ICR JSON Template

16 000+ document types

Documents from 195+ countries and territories — foreign patients without manual entry.

Data in Russia

A cloud or on-premises installation inside the clinic’s perimeter.

Payment for documents

Documents and checks — from 5 ₽, without a subscription fee.

A Russian developer

Russian software register No. 19972.

Personalised register, informed consent, ENP: a glossary of medical reception

Personalised register: Processing of data on a patient and the care provided to them: full name, document, address, SNILS, OMS policy, a diagnosis and the scope of care.; Personal health records
OMS policy: A document of a person insured under compulsory health insurance; on a visit the patient presents it or a passport — at their choice.; Compulsory health insurance policy
ENP: The unified OMS policy number — the number of an insured person by which they are found in the OMS system.; Unified policy number
Social insurance no.: An individual insurance account number; in the personalised register it is given if available. SNILS checks; SNILS
IDS: Informed voluntary consent to a medical intervention: on paper with signatures or as an electronic document. Handwritten forms and consents; Informed consent
A legal representative: A parent, guardian or trustee who gives consent and signs the contract for the patient.; Legal representative
A paid-services contract: A written contract with the data of the patient and the customer, a list of services and their cost.; Paid services contract
Medical confidentiality: Data on the fact of a visit, the state of health and the diagnosis of a patient.; Medical confidentiality
HIS: A clinic’s medical information system: a patient record, schedule, invoices. REST API for HIS; Medical information system
A tax deduction certificate: A certificate of payment for medical services in the Federal Tax Service form with the taxpayer’s and the patient’s data.; Tax deduction certificate

Questions about patient registration without manual entry