Identification Numbers

We use multiple internal numbers to identify patients and patient encounters.

Serial number

The only number assigned at the data collector level is the serial number, a number assigned manually from a consecutive sequence managed by each individual unit where data is collected. This means the serial number is unique at the unit level, but not across our data.

Wrongly entered serial numbers

Sometimes the wrong serial number gets assigned to a patient. Due to the way HanDBase uses the serial number to relate records in different tables, serial numbers can not be changed once a patient has been entered into the PDA. If a serial number is changed, some or all of the related records such as diagnoses may go missing.

• If the serial number is a duplicate of an existing or earlier serial, take down the data you entered for that patient on paper, delete the patient, and re-enter the patient with the correct serial number.

• If the serial number has jumped ahead, e.g. you were at serial 900 and accidentally entered 1901 for the next patient, you can continue collecting with that number. You would need to assign further numbers accordingly, i.e. the next patient would be 1902. There will be a gap in your serial numbers, so let Pagasa know so she will not need to confirm with you that this is no error. If you realize the error when you are just starting to enter a patient or there are only a few patients, it might be easier to delete the patients and re-enter them. Judge it by which will take less time.

Serial numbering for STB_ICU (MICU, SICU, CCU)

• from 1999 to Nov. 24.08, serial numbering for STB was as follows:
  • SICU 1-50
  • MICU 51-70
  • CCU 71-100
• SICU/MICU combined to one unit Jan 15.07 & the new CICU was open. Serial number group sharing stopped.

Serial numbering for HSC_ICU (MICU, SICU, CCU, IICU)

• from 1999 to date serial numbering for HSC ICU is as follows:
  • MICU 1-30
  • CCU 31-50
  • SICU 51-100
  • IICU use SICU serial number if pt from SICU to IICU. Use MICU serial number if pt from MICU to IICU.

Serial numbering for STB_MED (B4, B5, E5)

• Stopped: March 2010
• Started: Sept 17, 2006 a workload redistribution assessment was done. To even out the workload for patient admissions vs EFT, the collector who is assigned to B4 is required to pick up an additional 14 patient per month from B5 and 17 patient from E5 to even out workload.
  • B5 - serial 86-100 (these additional pts are entered on B4 PDA using this serial number range for every group of 100).
  • E5 - serial numbers 1-20 (these additional pts are entered on B4 PDA using this serial number range for every group of 100).
• TOstryzniuk 19:24, 4 March 2009 (CST)

2010.--TOstryzniuk 19:18, 20 May 2010 (CDT)

Serial number share plan for STB-5B

• Start Date: June 1.10
• Start at: 5B Serial number 2037
• Purpose: assignment changes with redistribution
• Elaine has been assigned to E6&5B and Deb to E5. Workload distribution plan: Deb will pick up the FIRST THREE NEW admissions to 5B every month.

• from every group of 10, Deb will use numbers ending with 1,2,3 and Elaine will use numbers ending with 4,5,6,7,8,0.
• example:
  • Elaine: 2034-2040, Deb: 2041-2043
  • Elaine: 2044-2050, Deb: 2051-2053
  • Elaine: 2054-2060, Deb: 2061-2063 etc.........

Serial number share plan for HSC-H4H

• Start Date: June 1.10
• Purpose: workload distribution
• B3/D5 (Pat) - 3 charts/month on H4H
• D4 (Fran) - 6 charts/month on H4H
• A4 (Con) - 6 charts/month on H4H
• H4 (Gail)- 15 chart/month on H4H

Study Number

A study number that is unique across the entire dataset is generated when the data is appended to Ed's database. The study number is unique across the entire data set.

Index Number

" There was some discussion on index # as Julie uses this when compiling data related to the apache score. " Template:Discussion The above is as per minutes from a meeting... what is the index number, and how is it used?

Encounter Number

"Definition of encounter # to be number of admissions to the database of the same patient. "

Discussion

The above is as per minutes from a meeting... what is the encounter number, and how is it used?

Batch number

see Batch number