REGISTRATION RULES- FINDING/CREATING PATIENTS
Admission module registration rules have been developed in collaboration with Clinical Records, Finance and Information Systems. The document serves as a reference to provide Patient Registration staff with guidelines to ensure consistency in data collection processes while conforming to standards required for internal and external reporting.
Rules for Assigning a Medical Record Number (MRN) or Unit Number
Each patient registered should have a single Medical record in the Patient database. All diagnostic, demographic, and account information is attached to that record.
Two alpha characters represent MRN for the Expanse facility. E.g. A number prefixed with NB represents North Bay Regional Health Centre.
An Electronic Medical Record Number (EMR/E#) represents each patient Medical Record across all sites.
The site specific MRN and E# are viewable in the patient’s banner
The most important part of a registration is the assignment or choice of patient record from the Master Patient Index (MPI) database.
Always do a complete search before creating a new patient MRN. If you are not familiar with search methods, advise your supervisor.
The worst thing that can happen during a registration is to pick up the wrong patient’s chart.
If, after doing a thorough search of the MPI, you are not totally comfortable with the options, create a new patient and assign a new MRN. It is better to err on the side of creating a duplicate patient record that can be merged, than it is to have clinical information entered on the wrong patient.
Conducting a Search
At the Patient Identifier you can enter Provincial HCN# (i.e., OHIP and version code 123456789-AA or other provincial card), Name (Surname,Firstname), Birthdate (ddmmyy), Telephone number (NNN-NNN-NNNN) to search on your patient. Other insurance cards may also be used. i.e., Department of National Defense.
Select the drop down or <F9> for additional search options (Note: MPM Enc Num, Email and CSID search options not applicable).
Important: 3 level search required to choose the correct patient and before creating a New Patient
1st Health Card Number- best method of initiating search
2nd Name- Last name, first name middle name
3rd Date of Birth
to view the patients visit history and previous demographics, if required, to confirm if this is the patient presenting to be registered. If no, Clear Search and continue with another search option.
If the system finds a match click on the green highlighted patient. Then click <New Account> or select the scheduled account for previously booked appointment.
Name and date of birth must be confirmed with every registration.
To search database again, click on Clear Search footer button.
If still no match, click on <New Patient> footer button.
Scenarios
Patient is a match but no site specific MRN
This means the patient has not been to your hospital but they have been to another hospital in the database.
Select this patient. A new site specific MRN will be assigned automatically. You do not need to create a new patient. If you do, you will be creating a duplicate in the database.
Multiple Site specific MRNs
Choose the record with the lower site specific MRN.
Follow your hospital procedure for merging Medical records. Designated Clinical Records staff will merge the files.
If an account or visit has been created, do not undo or re-register. The merge will move the account to the proper medical record.
Duplicate patient but only one has a site specific MRN.
Always choose your site’s MRN to complete your registration, even if the information is not up to date.
Then follow hospital procedure for merging Medical records. Designated Clinical Records staff will merge the files.
NOTE: If the other sites record is selected (in error), the file will then be assigned a new site specific MRN, which will result in creating two MRNs for your site. If this happens, DO NOT re- register or create a second reception or registered account. Continue documenting on the new record. Then follow hospital procedure for merging Medical records.
Patients in the MPI, no MRN and missing patient information
(This is an issue caused by lab results in one of the HIS hospitals for another hospital that is not part of your HIS. Work is being done to correct this issue)
Do not choose. Create a new patient.
