PHIN field: Difference between revisions

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The '''PHIN field''' should be used for the patient's personal health information number (PHIN). The PHIN needs to be entered for all Manitoba patients, and must ''not'' be entered for out-of-province patients. Please make every effort to obtain this information and call medical records to help. 
{{Data_element
| field_name = PHIN
| CCMDB_label = PHIN
| CCMDB_tab = Top Row
| element_description = The patient's PHIN .
| in_table = L_Log table, L_PHI table
| data_type = number
| datafield_length = Long Integer
| program_collecting = Med and CC
| created_raw = Raw
| data_element_sort_index = 4
}}


If patient lives out of province and the [[Province Field]] is not MB then leave PHIN field blank.
The PHIN (Personal Health Information number) is a unique nine-digit numeric identifier assigned by Manitoba Health to every person registered for health insurance in Manitoba. For patients who are not registered with Manitoba Health we assign a [[PHIN field#Pseudo-PHIN|Pseudo PHIN]].
 
== MB Health PHINs only ==
Manitoba Health PHIN numbers only.
 
If patient permanently resides outside of the province of Manitoba the [[Province field]] should not be MB and the PHIN field should be left blank.
 
Please make every effort to obtain this information and call medical records to help.
 
=== Possibility of adding other Province's PHINs ===
{{Collapsable
| always= old discussion, result: not at this time
| full=
* With [[Cognos EPR Report]] we now get PHINs from out of province with province prefix; do we want to start collecting these for out-of-province patients for cleaner matching, and to enable better matching for external users of our data such as MCHP?
** sure. will this affect any of the query?  the data type will become text if you will add the province prefix. --[[User:JMojica|JMojica]] 19:03, 2020 April 5 (CDT)
*** We could just import the PHIN without the prefix, the fact it's a different province already shows. However, it would have a trickle-down effect of having to fix old pseudo-PHINs, and of having to update code that links patients across admissions, and likely more. So, let's leave it for now.  Ttenbergen 09:21, 2020 June 3 (CDT)
 
* [[Cognos EPR Report]] does not provide data on a given ''line'' about where a pt was in a previous hospital. If the pt was a med or CC pt at that previous hospital in the previous 2 weeks, we would have ''rows'' for him from the other location. However, because we use PseudoPhins for many pts, I currently use the chart number for matching lines to a same patient, so records from other sites don't show up. Pro: there is no clutter of irrelevant info from other sites; Con: Even if data would be available for pts status at other site, I am hiding it. Starting to collect PHIN for all would help this for OOP pts, but would still not address it for legit-no-PHIN pts.
}}


== Special Cases ==
== Special Cases ==
=== Location Manitoba and no PHIN ===
=== Location Manitoba and no PHIN ===
There are scenarios where a PHIN will not be available for a Manitoba patient, including but not limited to
There are scenarios where a PHIN will not be available for a '''Manitoba patient''', including but not limited to
* immigrants on visas
* immigrants and international students on visas
* some prison inmates
* some prison inmates
In these and similar cases, use '''999999999''' as the PHIN. The [[data processor]] will assign a [[PHIN field#Pseudo-PHIN|Pseudo-PHIN]].
In these and similar cases, use '''999999999''' as the PHIN. The [[data processor]] will assign a [[PHIN field#Pseudo-PHIN|Pseudo PHIN]].
 
==== International Students ====
Profiles of international students may or may not have a PHIN. At some point, students have at times been covered[https://web.archive.org/web/20180114154123/https://www.gov.mb.ca/ie/study/medical.html],
then been required to get a specific U of M insurance[https://web.archive.org/web/20200221115435/https://umanitoba.ca/faculties/management/programs/undergraduate/iexchange/incoming/health_insurance.html],
and as of 2021-07 appear to have some choice of how they insure, although insurance is mandatory [https://umanitoba.ca/current-students/international/health-coverage][https://web.archive.org/web/20210415033038/https://umanitoba.ca/current-students/international/health-coverage archive].
 
=== Location Outside Manitoba and no PHIN ===
PHIN must be entered by data collector as '''blank'''. A [[PHIN field#Pseudo-PHIN|Pseudo PHIN]] will be entered by the data processor after file is appended to master database.
 
=== Canadian Forces patients ===
see [[Canadian Forces patients]].
 
=== PseudoPHIN ===
Since the PHIN is used as a unique identifier for patients to detect repeat and continuous visits, a "''pseudoPHIN''" is assigned for patients who don't have a PHIN. At this point, pseudoPHINS are assigned by [[data processor|Pagasa]], see see [[Generating PseudoPHINs]].
 
Use started in 1999 and starts in '1' and as of Mar 18, 2013 our last Pseudo number was 7043.
 
We observed that there was a drop in the number of PseudoPHINs during the part of COVID. We confirmed that fewer out-of-province patients would have been accepted during this time, so that change is legitimate.
 
=== Multiple PHINs or PHIN changes over time ===
<!-- if this changes, update [[Biographic changes over time]] -->
People may change PHINs over time or have multiple PHINs. This can occur in 3 main ways:
* moving from OOP to MB,
* moving from MB to OOP, and
* a single individual having multiple PHINs (usually somethign went wrong in registration with MB Health)
For the purpose of identifying "same person", and uniformity, we will enter the current/most PHIN or PseudoPHIN into the PHIN field of all encounters of that patient in our database. Earlier PHINs or PseudoPHINs will be retained in [[Alias ID collection]]. '''This may mean that we change an existing PHIN to a PseudoPHIN. '''
<!-- as per Task Team Meeting - Rolling Agenda and Minutes 2019#ICU Database Task Group Meeting – February 25, 2019 -->
This may trigger some errors in our cross checks; if so, appropriate records will be added to the [[L_Problem table]] so the error goes away.
 
{{Guideline Minimal Data Set}}


=== Canadian Forces ===
{{PHI_Data}}
Patients from the Canadian Forces do not have a PHIN.  Leave blank.  Put CF into province code.


=== Pseudo-PHIN ===
{{Data Integrity Check List}}
Since the PHIN is used as a unique identifier for patients to detect repeat and continuous visits, a "''pseudo-PHIN''" is assigned for patients who don't have a PHIN. At this point, pseudo-PHINS are assigned manually by [[data processor|Pagasa]] based on a series she maintains. List of pseudo PHIN's used and next number available is kept in a blue book at Pagasa work station.


== Data Integrity ==
== Related articles ==
* for patients with Province = MB, the PHIN has to be > 100000000 and < 999999999, i.e. it has to have 9 digits
{{Related Articles}}
* for out-of-province patients, the PHIN must be entered as blank. (PHIN entered as blank will be replaced by pseudo-PHIN).


[[Category:Data Collection Guide]]
[[Category: Identification numbers]]
[[Category: Registry Data]]
[[Category: Data Collection Guide]]
[[Category:Data Integrity Rules]]
[[Category: Demographics]]

Latest revision as of 11:17, 2022 May 4

Data Element (edit)
Field Name: PHIN
CCMDB Label: PHIN
CCMDB tab: Top Row
Table: L_Log table, L_PHI table
Data type: number
Length: Long Integer
Program: Med and CC
Created/Raw: Raw
Start Date: 1988-07-11
End Date: 2300-01-01
Sort Index: 4

The patient's PHIN .

  • SMW

Legacy implementation right in the table

  • Cargo


  • Categories
  • Forms


The PHIN (Personal Health Information number) is a unique nine-digit numeric identifier assigned by Manitoba Health to every person registered for health insurance in Manitoba. For patients who are not registered with Manitoba Health we assign a Pseudo PHIN.

MB Health PHINs only

Manitoba Health PHIN numbers only.

If patient permanently resides outside of the province of Manitoba the Province field should not be MB and the PHIN field should be left blank.

Please make every effort to obtain this information and call medical records to help.

Possibility of adding other Province's PHINs

old discussion, result: not at this time   
  • With Cognos EPR Report we now get PHINs from out of province with province prefix; do we want to start collecting these for out-of-province patients for cleaner matching, and to enable better matching for external users of our data such as MCHP?
    • sure. will this affect any of the query? the data type will become text if you will add the province prefix. --JMojica 19:03, 2020 April 5 (CDT)
      • We could just import the PHIN without the prefix, the fact it's a different province already shows. However, it would have a trickle-down effect of having to fix old pseudo-PHINs, and of having to update code that links patients across admissions, and likely more. So, let's leave it for now. Ttenbergen 09:21, 2020 June 3 (CDT)
  • Cognos EPR Report does not provide data on a given line about where a pt was in a previous hospital. If the pt was a med or CC pt at that previous hospital in the previous 2 weeks, we would have rows for him from the other location. However, because we use PseudoPhins for many pts, I currently use the chart number for matching lines to a same patient, so records from other sites don't show up. Pro: there is no clutter of irrelevant info from other sites; Con: Even if data would be available for pts status at other site, I am hiding it. Starting to collect PHIN for all would help this for OOP pts, but would still not address it for legit-no-PHIN pts.

Special Cases

Location Manitoba and no PHIN

There are scenarios where a PHIN will not be available for a Manitoba patient, including but not limited to

  • immigrants and international students on visas
  • some prison inmates

In these and similar cases, use 999999999 as the PHIN. The data processor will assign a Pseudo PHIN.

International Students

Profiles of international students may or may not have a PHIN. At some point, students have at times been covered[1], then been required to get a specific U of M insurance[2], and as of 2021-07 appear to have some choice of how they insure, although insurance is mandatory [3]archive.

Location Outside Manitoba and no PHIN

PHIN must be entered by data collector as blank. A Pseudo PHIN will be entered by the data processor after file is appended to master database.

Canadian Forces patients

see Canadian Forces patients.

PseudoPHIN

Since the PHIN is used as a unique identifier for patients to detect repeat and continuous visits, a "pseudoPHIN" is assigned for patients who don't have a PHIN. At this point, pseudoPHINS are assigned by Pagasa, see see Generating PseudoPHINs.

Use started in 1999 and starts in '1' and as of Mar 18, 2013 our last Pseudo number was 7043.

We observed that there was a drop in the number of PseudoPHINs during the part of COVID. We confirmed that fewer out-of-province patients would have been accepted during this time, so that change is legitimate.

Multiple PHINs or PHIN changes over time

People may change PHINs over time or have multiple PHINs. This can occur in 3 main ways:

  • moving from OOP to MB,
  • moving from MB to OOP, and
  • a single individual having multiple PHINs (usually somethign went wrong in registration with MB Health)

For the purpose of identifying "same person", and uniformity, we will enter the current/most PHIN or PseudoPHIN into the PHIN field of all encounters of that patient in our database. Earlier PHINs or PseudoPHINs will be retained in Alias ID collection. This may mean that we change an existing PHIN to a PseudoPHIN. This may trigger some errors in our cross checks; if so, appropriate records will be added to the L_Problem table so the error goes away.

Minimal Data Set

This entry is part of the Minimal Data Set. Special collection instructions apply, see that page for more info.

L_PHI vs L_Log

This field is stored in the L_PHI table in CFE but in the L_Log table in CCMDB.accdb. See L_PHI table for details why.

Data Integrity Checks (automatic list)

 AppStatus
Check duplicate patientCCMDB.accdbimplemented
Query check minimal data set incompleteCCMDB.accdbimplemented
Function Validate PHINCCMDB.accdbimplemented
Function PHIN same as ChartCCMDB.accdbimplemented
Function Validate ChartCCMDB.accdbimplemented
Function Validate ProvinceCCMDB.accdbimplemented
Link suspect dead then alive queryCentralized data front end.accdbimplemented
Link suspect mismatch from ours incomplete queryCentralized data front end.accdbimplemented
Link suspect mismatch to ours incomplete queryCentralized data front end.accdbimplemented
Link suspect negative transit time queryCentralized data front end.accdbimplemented
PL SamePHIN Site Diff chartCentralized data front end.accdbimplemented
PL SameCHART Site Diff PHINCentralized data front end.accdbimplemented
PL Diff Phin SameLN FN DOBCentralized data front end.accdbimplemented
PL 2Phin Fake or BlankCentralized data front end.accdbimplemented
PL SamePhin Diff DOB SexCentralized data front end.accdbimplemented

Related articles

Related articles:
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