John or Jane Doe patient

If a patient's identity is unknown on admission they are registered as Jane or John Doe. They are given a new chart with a new chart number. During a patients stay or after discharge from hospital, Health records may find a match to previous chart and merge the new and old chart. Medical records will assign a name; typically this is Unknown, Unknown. They will also assign a new birthdate and MRN. See Stolen identities for identity theft charts

Entries for these would affect Overstay2 Overview and initial entry practice isn't currently clear in Minimal Data Set; is there anything we need to review with that in mind? Ttenbergen 13:47, 20 June 2025 (CDT) Most of our JD patients are identified at some point during their admission, I can't think of any that haven't been, are there many in the database? Lisa Kaita 21:29, 6 September 2025 (CDT) Julie had added some chart info for JD patients to the Postal code page, but its about chart so belongs here or in the chart page. So: do we want to consolidate the JD info here and link to field pages, or in field pages and link to this and use this just as an index? Or do we want templates for each so we can list the whole bit consistently on both? Ttenbergen 09:47, 11 August 2025 (CDT) SMW Cargo Categories

• SMW

• Cargo

• Categories

Collection instructions

• To start, use the information Admitting gave the patient.
• If additional info such as Postal Code become available, enter them; else follow the relevant fields "Not applicable" instructions.
• If the real identity becomes available in EPR, update your record to the real info(name, DOB, Chart number and PHIN) (or let Pagasa know if the record was already sent)
• If the real info does not become available, use whatever "fake" info is used in EPR

Chart

• Use the number that Admitting gave John Doe for his entire stay unless you notice the update of chart number if MR finds it before discharge.
  • At HSC the chart number for Doe starts with: 300 or 301 then 5 digits. Total 8 digits. At STB and GRA, the chart number for Doe is difficult to tell.
  • Data Collectors also enter in the Alias ID collection in the tmp project the alternate MRN, Name or other identifier, eg PHIN.

Date of Birth for Doe

• Obviously we don’t know the true DOB, so our data collectors enter a heuristic DOB as follows:
• Collectors should use charting to identify whether it is thought the person is "young", "middle-aged" or "older".
  • If YOUNG (est. age 17-44): Take the DOB to be 33 years AND 1 DAY prior to the date of admission.
  • If MIDDLE AGED (est. age 45-64): Take the DOB to be 56 years AND 1 DAY prior to the date of admission.
  • If OLDER (est. age 65 or higher): Take the DOB to be 77 years AND 1 DAY prior to the date of admission.
  • NOTE: These values (33, 56, 77) are the mean values within those ranges.

The EPR uses 1900-01-01 as DOB. This wouldn't pass our cross-checks, and even if it did it would mess up averages and other aggregation, so we decided to use the rule above.

We do not collect John/Jane Doe status as a data point

Julie, Allan, Lisa and Tina discussed this and decided that we will not collect the fact that a record started as a J Doe.

PatientFollow Project considerations

When a John Doe is admitted to the hospital, a new chart might be started. If the patient is later identified, the record might adjust to list an old chart number. Now that we assign patients based on PatientFollow Project, this can mean that a patient is initially assigned to one laptop, only to later be assigned to another. We don't receive data that would allow us to catch a change like this, so if you see any indication on a chart that a patient initially arrived unidentified, please watch closely if there was a chart number change. If there was a chart change that would assign the patient to a different collector, coordinate with Pagasa and the second collector to continue/finish collection for that patient with the least wasted effort.

Impact on ClientVisitGUID field and ClientGUID field

ClientGUID is based on ClientVisitGUID field. If a preveiously-Doe pt is then identified, it appears the records will be merged under the identified GUID. When I asked Chastity about this she didn't know how exactly this works either. I can't see a way to manage this through the program.

Medical Records practices at different hospitals

HSC

At HSC the chart number for Doe starts with: 300 or 301 then 5 digits. Total 8 digits.

STB

At StB the pt is entered as Unknown, Unknown and is given the next chart number in whatever series is being used.

GRA

At GRA the pt is entered as Unknown, Unknown and is given the next chart number in whatever series is being used.