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Breach candy hospital

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TYPES OF DUPLICATE RECORD Duplicate patient Record: This type of error is

defined as the assignment of multiple medical recordnumbers to the same patient. The problematic result isthe splitting of the patients clinical informationamong several files.

Overlay duplicate Record: This type of error occurs

when two or more patients are assigned the samemedical record number in an MPI. This type ofduplication results in the seriously problematic co-mingling of clinical information.

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WHEN THE DUPLICATE RECORDS

ARE CREATED1. When the same patient is registered more than

once on a hospital Master patient Index(MPI)

2. When the same patient is registered on differentdept at the same hospital, which are not interfacedand therefore has different records for differentaspects of treatment.

3. When the same patient is registered on differentdept, but which are interfaced and therefore morethan one record is available at any point in theirtreatment.

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OBJECTIVE1.Identification

2.Resolution3. Merger

4. Prevention

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IDENTIFICATION OF DUPLICATE RECORDS

1. Scoping the problem : Trace all records on maternity system where fore

name is Baby/Twin/Boy/Girl/Blank etc and there isan BCH number present. This will allow childrenborn at the hospital who have returned for treatmentto have their Maternity and present record to be

merged and, modify the record.

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Conti..

2.Identifying Duplicate Records:Before hospital can merge duplicate records, theyneed to be identified.

a) BCH number duplicates : Patients with the same

recently verified BCH numbersb) Likely duplicates: Patients with thesame

Forename, Surname, Date of Birth, and Postcode,Mobile number.

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Conti..d) Change of name married women : Female

patients with the same Forename, Date of Birth

and Postcode, where the Surname is different,but patient history contains the same Surname.

e) Change of name babies : Patients underone year old, with the same Date of Birth,Postcode and Gender.

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MERGING1. Confirmation: Once the reports are available and the potential

duplicates identified, manual intervention isnecessary.

Confirm that the two records are of the same person,and then records should be merged.

Incase where we cannot confirm that the records areof the same person from the system then paperrecords should be further examined forconfirmation.

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CONTI.

2. MERGER: Duplicate records will need to be merged on the MPI

and associated systems, as well as manually to ensurethere is only one set of patient notes in existence.

After the merging the system should block theduplicate record.

If by mistake the user enter the duplicate record thesystem should prompt (pop-up) the original masterrecord.

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TIME REQUIRED FOR MERGING OF

EXISTING DUPLICATE RECORDSFindings: 3%(approx) of the patient records are

duplicated out of Total records.

Analysis: Total No of records =3,00000(approx).

Therefore 3% of total records= 6000(approx).

Time required to correct single record 4-5min.

Therefore 500 hrs required to correct the Totalduplicate record

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HOW TO CHECK THE RECORDS OF ALREADY

REGISTERED PATIENT IN THE CURRENT SYSTEM Forename, Middle name, surname, date of birth and

gender are 5 mandatory information which has beenused in the current system for avoiding of duplicationof records.

If the user enter these mandatory information in thesystem and if the patient is been already registeredthen the system displays his/her existing BCHnumber.

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PROCESS FLOW OF THE CURRENT SYSTEM

FOR CHECKING DUPLICATE RECORD

Registration Page

Enter the 5 mandatory information

Click on the duplicate check option

If the system has already registered the patient the systemshows the notification that the patient has been alreadyregistered with particular BCH number

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POLICIES FOR REGISTRATION The complete demographics data that must be

collected for each patient Exact standards on how to enter information (proper

use of suffixes, hyphenated names, etc.)

All of the information the user must search for before

creating a new medical record(date of birth)A list of potential question to ask, including change of

address/ insurance ,recent marriage or change insurname.

At the time of registration the user should ask thepatient if he/she has been admitted to the hospitalbefore If yes, search for existing record if any.

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PROBLEM WITH THE CURRENT

SCENARIO The system is decentralized.

Registration of the patient is done without asking the

relevant information.Auditing process is not performed

Lack of training to the user.

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Recommendation

BCHT card should be generated for the patient at thetime of the registration.

Centralization of the system.

Training to the user

Auditing of the registration records ondaily/weekly/monthly basis.

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THANK YOU