UCSF Medical CenterCTG – June 5, 2014

Patient Identification Solution

UCSF Medical Center

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Presenters: Michael Skehan, Executive Director of Clinical Services Maria Novelero, Administrative Director of Hospitalist Services Michael Trader, President, M2YS

Today’s Objectives: To inform the CTG Committee of the goals and

recommendations of the Patient ID Task Force To seek the CTG Committee’s feedback on the proposed

project

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Overview of Presentation Identify the goals, scope, and members of the Patient ID

Task Force Describe the proposed patient identification solution Provide a tool demonstration

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A Patient Case

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Status Quo Patient identity fraud COWPIE – 85 cases since

APEX live Record duplication – 3% Quality/safety issues Operational/financial costs

associated with these challenges

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Goals of the Patient ID Project Enhance patient safety Prevent charting on wrong patient Prevent duplicate medical record numbers Help validate patient insurance and demographic

information Increase patient satisfaction by minimizing repeated

request for information Support a more efficient check-in process Strengthen the UCSF brand identity and relationship

with the patient in their continuum of care Minimize identity theft Assure patient privacy is not compromised

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Scope

ANCILLARY SERVICES

AMBULATORY CARE

INPATIENT SERVICESALWAYS THE RIGHT PATIENT

Patient ID Task Force

Seth Bokser Roger Cameron Bryan Chamberlain Heidi Collins Cindi Drew Sheree Garcia Tim Hamill Julia Huang

Eileen Kahaner Galen Laserson Jonathan Meyers Maria Novelero Susan Penney Ann Sparkman Ed Thornborrow Deborah Yano-Fong

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Chair: Michael Skehan

Members:

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Sponsors Barrie Strickland

Chief Financial Officer Josh Adler

Chief Medical Officer Ken Jones

Chief Operating Officer

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Activities of the Task Force Monthly meetings Market survey of available options, weighing pros and

cons of each solution Educational presentations/demos from vendors Informal reference calls to other hospitals that have

implemented patient ID solutions Consensus on recommendations

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Patient ID Card MatrixOption Functionality Pros Cons

Basic ID Card

ID card ID number may help to eliminate duplicate medical records and improve registration process

[Photo identification assists identity check] Can serve as patient loyalty card

Requires patient to carry card Limited to information printed on card, poses

privacy/security risk Requires manual entry at point of registration Limited utility to patient

Magnetic ID Card

ID card with magnetic strip

Magnetic Card Reader

Immediate recall of correct medical record prevents medical record duplication, increases speed at registration, prevents fraud

Can serve as patient loyalty card, integrate with local vendors

Limited scope may enable rapid implementation

Requires patient to carry card Limited scope of information stored on card

Smart Card

ID card with embedded chip

Smart Card reader

Incorporates positive identification of patient High security of data Can serve as patient loyalty card, integrate with local

vendors Can serve as real-time, portable mini EHR with array

of information available to patient, emergency providers, other providers of care

Can store biometric information

Requires patient to carry card Depending on scope of card options offered,

larger effort from a system setup perspective 

Biometric Scanning

Registration of patient using iris, face, fingerprint, palm, vascular or voice scanning

Highly accurate positive patient identification prevents duplicate medical records, increases speed of registration, prevents medical identity theft/fraud

Can be used to identify unconscious patients Patient does not need to carry card

 

Does not incorporate patient loyalty card benefits

May raise concerns with patients for sanitary and privacy reasons

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Option #1: Basic ID Card

Pros Cons ID number may help to

eliminate duplicate medical records and improve registration process

Photo identification assists identity check

Can serve as patient loyalty card

Requires patient to carry card Limited to information printed on

card, poses privacy/security risk Requires manual entry at point

of registration Limited utility to patient

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Option #2:Magnetic ID Card

Pros Cons Immediate recall of correct medical

record prevents medical record duplication, increases speed at registration

Can serve as patient loyalty card, integrate with local vendors

Limited scope may enable rapid implementation

Requires patient to carry card

Limited scope of information stored on card

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Option #3: Smart Card

Pros Cons Incorporates positive identification of

patient High security of data Can serve as patient loyalty card,

integrate with local vendors Can serve as real-time, portable mini EHR

with array of information available to patient, emergency providers, other providers of care

Can store biometric information

Requires patient to carry card

Depending on scope of card options offered, larger effort from a system setup perspective

 

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Option #4:Biometric Scanning

Pros Cons Unique to each person Highly accurate positive patient

identification Can be used to identify

unconscious patients Patient does not need to carry card

 

Does not incorporate patient loyalty card benefits

May raise concerns with patients for sanitary and privacy reasons

Can be more expensive

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The Proposed Solution: Iris Biometric

Authentication Accuracy Hygiene Universal Use Scalability Platform Concept PLUS patient photo in APEX

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Projected Costs 74 areas (ED, ancillary services, outpatient clinics at PRN and MZ) One-time Expenses:

Vendor = $531,424 Services (implementation, training, support) Server & Server License Cameras and Accessories

Internal = $30,000 APEX Analyst (25% FTE for 3-4 months) Marketing/Communication Staff Training (2-3 hours per staff)

Total = $561,424 Ongoing Expenses:

Annual Maintenance & Support = $150,856 per year Staff Training

Communication and Education

For Staff:

Email and flyers describing technology, its functionality, and why the hospital chose to adopt it

Classroom training that includes instructional videos, Q&A session, and a live demo

Marketing materials for staff on the biometric technology

Communication and Education

For Patients:

Flyers/hand-outs describing the technology, its functionality, and why the hospital chose to adopt it

Articles in local media (TV, print, or both)

Tri-fold “Patient Privacy & Safety Guide” that explains how the technology works

Next Steps Engage senior leadership and other

stakeholders Identify funding source Identify 5 areas for pilot Develop project plan Prepare for implementation of pilot

Sample Pilot Timeline

Project2010

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

NDA’s, Clearance Docs., Tech. Call

Epic Access, Test Environment, Config., Process Flow

Marketing/PR Intro

Site Walk-Throughs

Train Phase

System Install & Go-Live

08/2014

11/2014 Orders Placed For Hardware

12/2014

12/2014 Pilot Sites

1/2015 Pilots At Go-Live

11/2014

On-going Process

We are hereJune 2014 – Care Governance Technology Committee Presentation

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Tool Demonstration

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Questions or concerns?

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Thank you!