Chart number: Difference between revisions

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<onlyinclude>The [[Chart number]] is the number used by medical records to uniquely identify a patient's chart. This number is different for the same patients at different hospitals.</onlyinclude>
{{Data_element
| field_name = Chart
| CCMDB_label = Chart
| CCMDB_tab = Top Row
| element_description = The number used by medical records to uniquely identify a patient's chart; it is different for the same patients at different hospitals.
| in_table = L_Log table, L_PHI table
| data_type = string
| datafield_length = 8
| program_collecting = Med and CC
| created_raw = Raw
| data_element_sort_index = 6
}}


The number is assigned to a patient by Admitting. This is done once the patient has been seen by Triage in ER or new to the hospital for clinics, testing and various workups. This number remains the patient's chart number for all hospital visits, admissions, tests, etc.  
The number is assigned to a patient by Admitting. This is done once the patient has been seen by Triage in ER or new to the hospital for clinics, testing and various workups. This number remains the patient's chart number for all hospital visits, admissions, tests, etc.  


== No leading zeros ==
== Collection instructions ==
If your chart number system uses leading zeros, don't enter the leading zeros, start with the first non-zero number.
=== Leading Zeros ===
If your chart number system uses leading zeros, '''don't enter the leading zeros''', start with the first non-zero number.


== Pt Doe ==
=== Dashes near the end of the number ===
Patient is admitted as an unknown "Pt Doe". They are given a new chart number.
EPR sometimes lists something like MRN 123456-1; in that case, we code 1234561, i.e. leave out the dash, but code the trailing number.
*At HSC the chart number for Doe starts with: 300 then 5 digits. Total 8 digits.
*During a patients stay or after discharge from hospital,  Health records may find a match to previous chart and they merge 300.....chart number with original chart number.
*Data Collectors at use the number that Admitting gave John Doe for his entire stay unless they notice the update of chart number if MR finds it before discharge.
=== Data Processing ===  
*Julie or Pagasa find these when linking data and change to correct chart number from MR at HSC.  
**Pagasa used to catch all Pt Doe's chart numbers at HSC when she downloaded labs for Medicine because usually by the time she does download, chart number has been update on Kea by Health Records.  Pagasa no longer downloads lab for Med, so she must manually do a check on Kea after she gets a list from Julie or Trish.
{{discussion}}
How and when/at what trigger is this done now? Ttenbergen 14:48, 2015 April 27 (CDT)


The bottom line is this, the main office make sure that the chart number for each Hospital site is the same for the same patient. We have a program that check LN, FN, DOB and also the [[Statistician]] uses SAS to check key identifiers so they are consistent for same patient including Hosp chart etc.
=== Unclear or changing chart numbers ===
See
* [[Alias ID collection]]
* [[John or Jane Doe patient]]
* [[Stolen identities]]


== {{CCMDB Data Integrity Checks}} ==
{{Guideline Minimal Data Set}}
[[CCMDB.mdb]] uses function Validate_chart() to validate the Chart number.


* check that the entry is numerical
== Data Processing ==
* check to ensure that [[PHIN field]] and [[Chart number]] are not identical.
The [[Centralized_data_front_end.accdb]] has queries that make sure that the chart number for each Hospital site is the same for the same patient and make sure the chart number has valid format.
* no further checks at this time because chart numbers are different at different hospitals
*query [[PL_SameCHART_Site_Diff_PHIN]]
*query [[PL_SamePHIN_Site_Diff_chart]]
*query [[PL Chart 9 Digit]]


[[Category: Identification numbers]]
The [[Data Processor]] fixes any inconsistencies found from these queries by crosschecking from EPR and adds the alias identifier to the tmp project [[Alias ID collection]].
[[Category: Registry Data]]
 
[[Category: L_Log table]]
In addition, the [[Statistician]] uses SAS to check key identifiers so they are consistent for same patient including Hosp chart etc.
[[Category: 1Main table]]
 
{{PHI_Data}}
 
== Cross checks ==
{{Data Integrity Check List}}
 
== Related articles ==
{{Related Articles}}
 
 
[[Category:Identification numbers]]
[[Category:Registry Data]]
[[Category:Demographics]]
[[Category:Cognos Report Integrator]]
[[Category:Data Collection Guide]]

Latest revision as of 14:06, 17 July 2020

Data Element (edit)
Field Name: Chart
CCMDB Label: Chart
CCMDB tab: Top Row
Table: L_Log table, L_PHI table
Data type: string
Length: 8
Program: Med and CC
Created/Raw: Raw
Start Date: 1988-07-11
End Date: 2300-01-01
Sort Index: 6

The number used by medical records to uniquely identify a patient's chart; it is different for the same patients at different hospitals.

  • SMW

Legacy implementation right in the table

  • Cargo


  • Categories
  • Forms


The number is assigned to a patient by Admitting. This is done once the patient has been seen by Triage in ER or new to the hospital for clinics, testing and various workups. This number remains the patient's chart number for all hospital visits, admissions, tests, etc.

Collection instructions

Leading Zeros

If your chart number system uses leading zeros, don't enter the leading zeros, start with the first non-zero number.

Dashes near the end of the number

EPR sometimes lists something like MRN 123456-1; in that case, we code 1234561, i.e. leave out the dash, but code the trailing number.

Unclear or changing chart numbers

See

Minimal Data Set

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

Data Processing

The Centralized_data_front_end.accdb has queries that make sure that the chart number for each Hospital site is the same for the same patient and make sure the chart number has valid format.

The Data Processor fixes any inconsistencies found from these queries by crosschecking from EPR and adds the alias identifier to the tmp project Alias ID collection.

In addition, the Statistician uses SAS to check key identifiers so they are consistent for same patient including Hosp chart etc.

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.

Cross checks

Data Integrity Checks (automatic list)

 AppStatus
Check duplicate patientCCMDB.accdbimplemented
Query check minimal data set incompleteCCMDB.accdbimplemented
Function PHIN same as ChartCCMDB.accdbimplemented
Function Validate ChartCCMDB.accdbimplemented
PL SamePHIN Site Diff chartCentralized data front end.accdbimplemented
PL SameCHART Site Diff PHINCentralized data front end.accdbimplemented
PL Chart 9 DigitCentralized data front end.accdbimplemented

Related articles

Related articles:
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