Using the OHIP Health Card Reader

1. Confirm your card reader is connected to your computer’s USB port.
    
2. Select the blue card icon at the top right of the platform.
   
   
    
3. The system redirects to the Health Card Reader New Client page → Select the Scan code field. 
   
   
    
4. Swipe the OHIP health card through the reader. EMHware checks whether the Health Card number is already linked to an existing client file.
   • Client matching is based on the 10-digit health card number.
   • If an existing client file does not have a Health Card saved, or has a different Health Card, creating a new file may result in a duplicate record.
      

5. When the health card information populates, the following fields will appear on the screen:

   • First Name

   • Middle Name 

   • Last Name

   • DOB (Date of Birth)

   • Health Card #

   • Health Card Version
     
     If no information appears: 
     Select the green Refresh button and swipe the card again.
     
     If the issue continues:

     • The magnetic stripe may be damaged. Test with another health card.
     • The card reader may not be functioning. Confirm it is connected to a working USB port or ask your administrator to test another reader.
        

6. If the information does not match an existing client file → select Create new client.
   
   
   
   The system redirects to the New Client Dataset screen. The scanned information fills in automatically.

   • Complete any remaining required fields, such as Gender.
   • Select Save. A new client dataset and file are created. Update the dataset and file as needed.
     
     
      
7. If the scanned Health Card already exists in a dataset, a notification appears: "A client with the specified Health Card number already exists." 
   
   
   Notes:
   • Only users with the Edit – Clients > Client ID permission can view the ID field on the health card reader screen.
   • The client ID cannot be edited on the health card reader screen. It can only be edited in the client dataset by users with the required permission.
      
8. Select Update to open the existing client’s dataset. After making changes, select Save.
    
9. Select Display to open the existing client’s file Summary.

Matching Rules: 

• If the Health Card matches an existing file, the system identifies the client.
• If the First Name, Middle Name, Last Name, or DOB differ from what is saved, the current value appears in red beneath the scanned value in black.
• The Middle Name is flagged only if the existing file has a saved Middle Name that differs from the scanned one. If no Middle Name is saved, it is not flagged. If you select Update, the scanned Middle Name will populate in the dataset. Select Save to update the dataset. 
• Adding or changing the ID field on the health card reader screen does not update the client’s ID.
  
  
  
  In the example above:
  • First Name “Test” matches the existing file and is accepted.
  • Middle Name “Demo” is flagged because the Middle Name in the existing file is “Dem”.
  • Last Name “Client” is flagged because the Last Name in the existing file is “C”.
  • DOB is flagged because the scanned value differs from the saved DOB of 1975‑12‑01.