John or Jane Doe patient

From CCMDB Wiki
Jump to navigation Jump to search

If a patient's identity is unknown on admission they are registered as Jane or John Doe. They are given a new chart with a new chart number. During a patients stay or after discharge from hospital, Health records may find a match to previous chart and merge the new and old chart. Medical records will assign a name; typically this is Unknown, Unknown. They will also assign a new birthdate and MRN.

Collection instructions

  • Use the Chart number that Admitting gave John Doe for his entire stay unless you notice the update of chart number if MR finds it before discharge.
  • Data Collectors also enter in the Alias ID collection in the tmp project the alternate MRN, Name or other identifier, eg PHIN.
  • If additional info such as Postal Code become available, enter them; else follow the relevant fields "Not applicable" instructions.
  • If the real identity becomes available in EPR, update your record to the real info(name, DOB, Chart number and PHIN) (or let Pagasa know if the record was already sent)
  • If the real info does not become available, use whatever "fake" info is used in EPR
How are 1900 DOBs slipping through? 
  • EPR seems to use the DOB 1900-01-01 for these. Our DOB validation should reject that, but we have some records slipping through with DOB = 1900-01-01. When I tried to complete a patient wit that I get an error. How are collectors sending these without error? Or are we entering different DOB for these? If so, what is it? Ttenbergen 15:57, 2022 May 5 (CDT)
    • Lisa confirmed that these are being caught by the cross check, so not sure how some would have slipped through. I will need to hear if any slip through in the future. Ttenbergen 11:39, 2022 May 25 (CDT)
  • SMW


  • Cargo


  • Categories

JALT What should be entered when the Date of Birth never becomes available?

  • We would like to be able to use the DOB even for John Does, e.g. for the calculation of Age. How do we best get a DOB if one isn't available. Julie suggested using one of various methods of imputing, but do collectors have better info available? Would you be able to make a guess from what gets written in EPR that is better than ~average age of pt in this unit~ or similar? Ttenbergen 16:12, 2022 May 5 (CDT)
  • SMW


  • Cargo


  • Categories

Potential collection of Doe status

  • We have identified that Doe patients could cause abnormalities in our data, so we would like to be able to easily identify them. Among other things this would allow us to exclude them from age calculations or specific cross checks. We are considering entering these as either an additional Alias ID collection entry, or a new project entry altogether. Do collectors have thoughts about this? Do we need to put this past the Task group? Ttenbergen 16:03, 2022 May 5 (CDT)
  • SMW


  • Cargo


  • Categories

PatientFollow Project considerations

When a John Doe is admitted to the hospital, a new chart might be started. If the patient is later identified, the record might adjust to list an old chart number. Now that we assign patients based on PatientFollow Project, this can mean that a patient is initially assigned to one laptop, only to later be assigned to another. We don't receive data that would allow us to catch a change like this, so if you see any indication on a chart that a patient initially arrived unidentified, please watch closely if there was a chart number change. If there was a chart change that would assign the patient to a different collector, coordinate with Pagasa and the second collector to continue/finish collection for that patient with the least wasted effort.


Tina is working on this, see ClientVisitGUID.

  • added: no added date
  • action: no action date
  • Cargo


  • Categories

Medical Records practices at different hospitals

HSC

At HSC the chart number for Doe starts with: 300 or 301 then 5 digits. Total 8 digits.

STB

At StB the pt is entered as Unknown, Unknown and is given the next chart number in whatever series is being used.

GRA

At GRA the pt is entered as Unknown, Unknown and is given the next chart number in whatever series is being used.

Related articles

Related articles: