Introduction
This guide will describe and outline the best practices when looking up a patient and creating a new patient chart.
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To search for a patient record:
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Click Appts
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HIPAA validation ensures that we are protecting patient PHI (Protected Health Information) and not accessing an incorrect chart creating a delay in care for the correct patient.
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You must HIPAA validate the patient on the line. You must search the Full Name, Date of Birth and Sex prior to looking up and creating a new patient. Validating the customer information will ensure duplicate records are not created. HIPAA validators are:
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REQUIRED Full name: lance, long
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Date of Birth: 030487
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Medical Record Number(MRN): 6391502
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Last 4 of Social Security Number(SSN): *6694
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Enter the HIPAA validators
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Click Find Patient
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The more information you can include in the search the better. The MRN is the best way to verify a patients record.
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Minimal Information will have OK Match probability
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Detailed Information will have Good Match probability
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The Medical Record Number (MRN) will have the Best Match probability
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Patients may confuse their MRN with their Insurance ID.
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For search and HIPAA validation purposes, always try to capture the Full Name and Date of Birth, then rely on the MRN and last 4 of the SSN as backups.
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If the patient's chart does not display, you must search for the patient using the following alternative methods:
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Ask the customer to spell their name
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Ask about previous names (aka, maiden names, etc.)
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Ask if they have been seen at any Carle facility, such as the ER.
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Phone Number: ph.8183182468
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E-Mail Address: email.lance.longt2@t2flexforce.com
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Sounds-Like: song, chance
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SSN: *6694
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You must search the Full Name, Date of Birth and Sex prior to looking up and creating a new patient.
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If no patient record exists:
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Click Continue
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Click New
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Click Accept
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Confirm and add any Additional Name Details
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Click Accept
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Click Registration
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Double-click the Patient Name
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Complete the rest of the Patient Demographics.
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You must obtain as much patient information as you can.
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Click Demographics
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Demographics with a STOP SIGN are required before you can proceed. All others should be obtained if possible.
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Collect the patient's Marital Status and other background demographics
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To ensure you can obtain as many details as possible, remember to be courteous and maintain a friendly tone.
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Click the magnifying glass in any field to see the available choices.
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When entering the address, if there is an abbreviation, it must be used. CLICK HERE to view The United States Postal Service Abbreviations
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Collect the patient's Address
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Collect the patient's Zip Code
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To auto populate the other address fields, enter the Zip Code in the "City(or Zip)" field.
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If the Zip Code applies to multiple cities, confirm the patient's specific city.
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Click Accept
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Collect the patient's Phone Number
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Do not include any dashes in the phone number.
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If the patient indicates they have two phone numbers, you will need to determine which is the primary / secondary
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Click the Pencil icon to configure the phone number preferences
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Collect the patient's Phone Numbers
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If the patient indicates specific days or times to call, add those details.
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Collect the Start and End Day
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Collect the Start and End Time
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Add AM or PM when entering the time, it will be added in Military Time.
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Set the Priority
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Add notes if any details need to be included.
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Click Accept
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Collect the patient's Email
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Click Accept
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