Alias ID collection: Difference between revisions

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== Data Collection Instructions ==
== Data Collection Instructions ==
When you notice that a patient has or has had an alternate identity or MRN, enter:  
When you notice that a patient '''has ''or has had''''' an alternate identity or MRN, enter:  


:* '''Project''': '''Alias ID'''
:* '''Project''': '''Alias ID'''
:* '''Item''': '''Alias ID'''
:* '''Item''': '''Alias ID'''
:* '''Notes''': MRN code or other Alias info; if there is not enough space there, refer to Notes field and put additional info there. '''''We don't need a life history, keep in mind we only care to match records.'''''
:* Tmp '''Notes / Q''': Medical Record Number/Chart Number, old name or other Alias info
:*Enter the previously assigned '''MRN''' ''(Medical Record Number'') into the notes section.
:** if there is not enough space there, say "details in patient [[Notes field]] and put additional info there as it has a lot more space. '''''We don't need a life history, keep in mind we only care to match records.'''''
The other tmp fields are '''not used'''
 
*What is MRN "code"--[[User:Llemoine|Llemoine]] 13:01, 2016 April 7 (CDT)
=== what if we miss it? ===
**Medical Record Number/Chart Number.
If you miss it you miss it. We know you will only see this information some of the time. When you do see it it is useful for us to have, because it saves us time with our data validation and cleaning.
 
=== It's rare, where/how might we find it? ===
* you may hear it through the grapevine on the ward (how technical is that... :-))
* current addressograph different from admit addressograph
* current name on chart different from name on an old chart
* notes in the chart stating that Patient X has a name...
* EPR search shows this as incidental finding
* patient who arrived as John Doe; HSC will use MRN starting with "300" for these
* not sure if collectors can see this in EPR but labs/tests may have been ordered under the old MRN; we see these in the DSM data


=== How to determine? ===
=== How to determine? ===
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Collectors, where would you find this info? Ttenbergen 17:06, 2016 March 21 (CDT)
Collectors, where would you find this info? Ttenbergen 17:06, 2016 March 21 (CDT)


==== rare and easy to miss ====
*I have only come across this once. I realized the number had changed because my MRN number on the current addressograph didn't match with the MRN number on the original admission addressograph. I don't remember the circumstances regarding why this number changed. This is not something I specifically look for, and I think it would be hit or miss on whether I notice a change of number or not.[[User:Mlagadi|Mlagadi]] 12:40, 2016 March 22 (CDT)
** That makes sense, it's rare and even when it happens it would not necessarily be something you'd notice collecting. We are aware that we will miss some of these. At least this way we can document those that are noticed. If you have an idea how collectors could become more likely to know if this happens, please share. Otherwise I think this is just the nature of this beast. Ttenbergen 10:52, 2016 March 24 (CDT)
*I've had total of 2 only...usually  Allied Health discovers where support/needs required and PHINs are wrong etc. One case was psych related-anxiety running from abusive fam. Appears ID is stolen and used.--[[User:Llemoine|Llemoine]] 12:18, 2016 March 24 (CDT)
**I've had notes in the chart stating that Patient X has a name...or someone walked by and recognized the person and identified them properly to staff. The other times I noticed that the old chart's name did not match the inpatient - they had gotten married or had a legal name change but their PHIN and chart numbers matched up.--[[User:CMarks|CMarks]] 14:22, 2016 March 29 (CDT)
* Patients quite often discharged or transferred before this is even discovered...then what?--[[User:Llemoine|Llemoine]] 12:36, 2016 April 4 (CDT)
* The ward clerks are usually the ones who would let me know as they need to change the addressograph and inform me where such oddities occur.--[[User:Llemoine|Llemoine]] 12:43, 2016 April 4 (CDT)
==== IDs are usually resolved before discharge... ====
*I have only come across this once as well.  The pt on the ward had no PHIN entered anywhere including EPR but when I entered her name in the EPR and searched for her this way (rather than by the MRN), it came up with several names with the same PHIN, date of birth etc. so she had several chart #s which should have been incorporated under one number.  Pts that have come in as John Does  Have always been identified within their hospital stay, so the information can be updated within the stay.
*The above statement is not always correct:  I have a "unknown" name patient from January 1, who died and still has not been identified.  --[[User:LKolesar|LKolesar]] 13:17, 2016 March 24 (CDT)
*Laura-I was speaking of my own experiences at GGH, not in general, and I posted this prior to the above title being added.  There is no correct or not correct, only what we have seen
** Even if they are identified during the stay and the chart starts using the real ID, we would still want their alternate IDs to be documented if you have them. Some of the external data we collect is generated while the alias is used and keeps that alias even after the real ID is found, so it is still useful for us to have this. Ttenbergen 10:52, 2016 March 24 (CDT)
***how would we do this? (Steph)
**** see collection instructions above. Or am I misunderstanding your question? - Ttenbergen 16:47, 2016 March 31 (CDT)
*I'm not sure if this is what you are referring to, but trauma patients are often assigned ID numbers that start with 300, then later an old hospital number is found.  I usually only find this out if I have to use Medical Records to get the chart and they point it out.--[[User:Jpeterson|Jpeterson]] 08:55, 2016 April 4 (CDT)


== Start/End Dates ==
== Start/End Dates ==

Revision as of 16:03, 11 April 2016

Template:Discussion

  • Collectors, feedback please, do you think this will be a problem to collect? Can you think of special cases not addressed by these instructions? Ttenbergen 17:12, 2016 March 21 (CDT)

Purpose

To identify patients for whom an alternate MRN was used for part of the stay.

We need to know this because external data such as the DSM Export or the Comparison with Manitoba Health data sometimes fails due to these ID changes.

Data Collection Instructions

When you notice that a patient has or has had an alternate identity or MRN, enter:

  • Project: Alias ID
  • Item: Alias ID
  • Tmp Notes / Q: Medical Record Number/Chart Number, old name or other Alias info
    • if there is not enough space there, say "details in patient Notes field and put additional info there as it has a lot more space. We don't need a life history, keep in mind we only care to match records.

what if we miss it?

If you miss it you miss it. We know you will only see this information some of the time. When you do see it it is useful for us to have, because it saves us time with our data validation and cleaning.

It's rare, where/how might we find it?

  • you may hear it through the grapevine on the ward (how technical is that... :-))
  • current addressograph different from admit addressograph
  • current name on chart different from name on an old chart
  • notes in the chart stating that Patient X has a name...
  • EPR search shows this as incidental finding
  • patient who arrived as John Doe; HSC will use MRN starting with "300" for these
  • not sure if collectors can see this in EPR but labs/tests may have been ordered under the old MRN; we see these in the DSM data

How to determine?

Template:Discussion Collectors, where would you find this info? Ttenbergen 17:06, 2016 March 21 (CDT)


Start/End Dates

  • Start: 2015-04-24
  • End: there is no planned end date

Template:CCMDB Data Integrity Checks

Do we need any, are any possible? Ttenbergen 17:06, 2016 March 21 (CDT) Template:Discussion

See also

Retrieved from "https://ccmdb.kuality.ca/index.php?title=Alias_ID_collection&oldid=47424"