Alias ID collection: Difference between revisions

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{{discussion}}
{{Project
* '''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)
|ProjectActive=active
 
|ProjectProgram=CC and Med
|ProjectRequestor=Internal
|ProjectCollectionStartDate=2015-04-24
|Project=Alias ID collection
}}
== Purpose ==
== Purpose ==
To identify patients for whom an alternate MRN was used for part of the stay.  
To identify patients for whom an alternate MRN was used for part of the stay.  
Line 8: Line 12:


== 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, we want this ID to help us match hospital/lab/Manitoba Health data that was stored with it.
For patients with such an alias, add a tmp entry:


:* '''Project''': '''Alias ID'''
:* '''Project''': '''Alias ID'''
:* '''Item''': '''Alias ID'''
:* '''Item''': choose one or more that applies
:* '''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.'''''
:**Alias Chart
:**Alias LastName
:**Alias FirstName
:**Alias Other
:* Tmp '''Notes / Q''': enter the '''associated data''' for the '''Item''' chosen - maximum of 2 words/characters with one space in between
:**Medical Record Number/Chart Number
:**Last Name
:**First Name
:**specify the Other and data value with one space in between (Example.  PHIN 999999999)
:*Any other details/comments, put on [[Notes field]].


The other tmp fields are '''not used'''
=== 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.


=== How to determine? ===
=== It's rare, where/how might we find it? ===
{{discussion}}
* you may hear it through the grapevine on the ward (how technical is that... :-))
Collectors, where would you find this info? Ttenbergen 17:06, 2016 March 21 (CDT)
* 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
* arrived as [[John or Jane Doe patient]]
* 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
* [[stolen identities]]


==== rare and easy to miss ====
==Data Processing Instructions ==
*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)
The [[Data Processor]] might populate this field as part of resolving [[Biographic changes over time]].  
** 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)
<!-- as per Task Team Meeting - Rolling Agenda and Minutes 2019#ICU Database Task Group Meeting – February 25, 2019 -->
*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)
 
==== 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)
** 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)
 
== Start/End Dates ==
* Start: 2015-04-24
* End: there is no planned end date
 
=={{CCMDB Data Integrity Checks}}==
Do we need any, are any possible? Ttenbergen 17:06, 2016 March 21 (CDT) {{discussion}}


== See also ==
== See also ==
* [[PseudoPHIN]]
* [[PseudoPHIN]]
* [[John or Jane Doe patient]]
* [[Stolen identities]]
== Related Articles ==
{{Related Articles}}


[[Category: L_TmpV2 Data]]
[[Category:L TmpV2 Data]]
[[Category: Special Short Term Projects]]
[[Category:Identification numbers]]
[[Category:Identification numbers]]
[[Category:Multiple Encounter]]

Latest revision as of 09:37, 2021 March 24

Projects
Active?: active
Program: CC and Med
Requestor: Internal
Collection start: 2015-04-24
Collection end:

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, we want this ID to help us match hospital/lab/Manitoba Health data that was stored with it. For patients with such an alias, add a tmp entry:

  • Project: Alias ID
  • Item: choose one or more that applies
    • Alias Chart
    • Alias LastName
    • Alias FirstName
    • Alias Other
  • Tmp Notes / Q: enter the associated data for the Item chosen - maximum of 2 words/characters with one space in between
    • Medical Record Number/Chart Number
    • Last Name
    • First Name
    • specify the Other and data value with one space in between (Example. PHIN 999999999)
  • Any other details/comments, put on Notes field.

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
  • arrived as John or Jane Doe patient
  • 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
  • stolen identities

Data Processing Instructions

The Data Processor might populate this field as part of resolving Biographic changes over time.

See also

Related Articles

Related articles:
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