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1 1 RPMS Patient Merge Training November 2011. 2 Agenda Why are we doing Patient Merge? Process and terminology overview Software walk-through Other processes.

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Presentation on theme: "1 1 RPMS Patient Merge Training November 2011. 2 Agenda Why are we doing Patient Merge? Process and terminology overview Software walk-through Other processes."— Presentation transcript:

1 1 1 RPMS Patient Merge Training November 2011

2 2 Agenda Why are we doing Patient Merge? Process and terminology overview Software walk-through Other processes Beta site experience Next steps

3 3 3 Have you ever seen this: Select Patient Name: Smith, Joseph P 1Smith, Joseph P /4/78 2Smith, Joseph P /4/78

4 4 4 Or this? …searching for potential duplicates... The following patients have been identified as potential duplicates: TESTER,JO Do you still want to add 'TESTER,JO B' as a new patient? No// Y

5 5 Why Patient Merge? Combine patients who are enrolled multiple times Providers will see all patient’s data for that facility Requirement for national MPI (Master Patient Index) implementation

6 6 Basic Merge Process Three major steps in the process: Search Review/Verify Approve/Merge Two users There is no Unmerge! 1 2 3

7 7 Overall Process

8 8 Accessing the Application ********************************** -----> INDIAN HEALTH SERVICE IHS PATIENT MERGE -----> -----> VERSION 1.0 ********************************** YOUR FACILITY’S NAME S1 Find Potential Duplicates... S2 Review/Verify Duplicates... S3 Merge Verified Duplicates... PMR Patient Merge Reports... DMU Duplicate Manager Utilities... Select IHS Patient Merge Option: S1

9 9 Searching for Potential Duplicates Select IHS Patient Merge Option: S1 Find Potential Duplicates (Your facility’s name) SRCH Start/Halt Duplicate Search DSS Display Search Status FIND Find Potential Duplicates for an Entry in a File CHCK Check Pair of Records to see if Duplicates PRNT Print List of File Duplicates VIEW View Duplicate Record Entries Select Find Potential Duplicates Option: SRCH 1

10 10 Starting the Search Select IHS Patient Merge Option: S1 Select Find Potential Duplicates Option: SRCH Duplicate VA PATIENT Search Search Type Date Completed Status hours:min # Records Checked BASIC DEC 28, COMPLETED 3: / % 216 Potential Duplicate pairs added to the DUPLICATE RECORD FILE (#15) Do You wish to RUN a search (Y/N)? YES Which type of Search do you wish to run ? (BASIC/NEW) BASIC// BASIC This process will take a **LONG** time (known to exceed 100 hours), but you CAN stop and restart the process when you want using the options OK? YES Requested Start Time: NOW// 1 Section 4.1

11 11 Display Search Status Select IHS Patient Merge Option: S1 Select Find Potential Duplicates Option: DSS Duplicate VA PATIENT Search Search Type Date Started Status hours:min # Records Checked BASIC JAN 4, RUNNING 0:12 545/ % 6 Potential Duplicate pairs found 1 Section 4.2

12 12 Print Duplicate List Select IHS Patient Merge Option: S1 Select Find Potential Duplicates Option: PRNT Select one of the following: 1 BRIEF 2 CAPTIONED Choose type of list: 1 BRIEF This utility provides reports on verified and unverified potential duplicates. Select one of the following: 1 UNVERIFIED potential duplicates 2 NOT READY TO MERGE VERIFIED duplicates 3 READY TO MERGE VERIFIED duplicates 4 MERGED VERIFIED duplicates report: 1 UNVERIFIED potential duplicates DEVICE: HOME RIGHT MARGIN: 80//...EXCUSE ME, LET ME THINK ABOUT THAT A MOMENT... 1 Section 4.5

13 13 Print Duplicate List - Brief 1 Unverified Potential Duplicates MAY 19, :33 PAGE IEN: 27 RECORD 1: PATIENT,ONE [IEN: 3743] SSN: HRCN: 5848 RECORD 2: PATIENT,ONE [IEN: 3750] SSN: HRCN: STATUS: POTENTIAL DUPLICATE, UNVERIFIED SCORE %: 100 IEN: 37 RECORD 1: PATIENT,FIVE [IEN: 4496] SSN: HRCN: RECORD 2: PATIENT,FIVE [IEN: 7803] SSN: HRCN: STATUS: POTENTIAL DUPLICATE, UNVERIFIED SCORE %: 100 IEN: 44 RECORD 1: DEMO,PATIENT [IEN: 5166] SSN: HRCN: 8656 RECORD 2: DEMO,PATIENT JR [IEN: 23661] SSN: HRCN: 8656 (I) STATUS: POTENTIAL DUPLICATE, UNVERIFIED SCORE %: 95 IEN: 45 Section 4.5

14 14 Print Duplicate List - Captioned 1 Unverified Potential Duplicates MAY 19, :35 PAGE RECORD1: PATIENT,ONE RECORD2: PATIENT,ONE STATUS: POTENTIAL DUPLICATE, UNVERIFIED DATE FOUND: DEC 28, 2006 WHO CREATED: USER, PM DC TOTAL POSSIBLE SCORE: 235 DC POTENTIAL DUPE THRESHOLD %: 60 DC DUPE MATCH SCORE: 230 DC DUPE MATCH PERCENTILE: 98 DUPLICATE TEST: NAME DUPLICATE SCORE: 100 DUPLICATE TEST: SSN DUPLICATE SCORE: 0 DUPLICATE TEST: TRIBE OF MEMBERSHIP DUPLICATE SCORE: 5 DUPLICATE TEST: SEX DUPLICATE SCORE: 20 DUPLICATE TEST: DATE OF BIRTH DUPLICATE SCORE: 60 DUPLICATE TEST: DATE OF DEATH DUPLICATE SCORE: 0 DUPLICATE TEST: MOTHER'S MAIDEN NAME DUPLICATE SCORE: 50 DUPLICATE TEST: LAST SEPARATION DATE DUPLICATE SCORE: 0 DUPLICATE TEST: CLAIM NUMBER DUPLICATE SCORE: 0 Section 4.5

15 15 Review Duplicates Examine data for the potential duplicates –RPMS –Charts Retrieve old charts from archives if applicable Contact specialties Contact patient Contact other service units 2

16 16 Review and verify duplicates Select IHS Patient Merge Option: S2 Review/Verify Duplicates (Your facility’s name) PMP Identify Potential Merge Problems VPD Verify Potential Duplicates ADD Add Verified Duplicate Pair CDC Check for Data Conflicts DVP Display Verified Pair EDIT Edit the Status Field of a Duplicate Record Select Review/Verify Duplicates Option: 2

17 17 Verify Potential Duplicates Select Review/Verify Duplicates Option: VPD At the following prompt select a POTENTIAL DUPLICATE ENTRY. If a selection is not made, you will be given a chance to select from a list if you want to. Otherwise, you will be returned to the menu system. Select VA PATIENT NAME: Do you want to select from a list of potential duplicates? YES// 1. PATIENT,DEMO A^M^ ^^8^^^^ ^^CHEROKEE^34 PATIENT,DEMO B^M^ ^^8^2^^^ ^^CHEROKEE^34 2. PATIENT,ONE Z^M^ ^^^^^^ ^^CHEROKEE^34^^^^^^^^1 PATIENT,ONE^M^ ^^^^^^^^^^^^^^^^^1 Enter Return to continue listing or Select the desired entry by number: (1-2): 1 2 Section 5.1

18 18 Verify Potential Duplicates Determine if these patients ARE or ARE NOT duplicates. RECORD1 [#1212] RECORD2 [#888] PATIENT,DEMO A PATIENT, DEMO BCMOR SCORE=NULL **** NAME "PATIENT,DEMO A" "PATIENT,DEMO B" SEX MALE MALE **** DATE OF BIRTH 06/28/51 06/29/51 MARITAL STATUS DIVORCED DIVORCED RACE AMERICAN INDIAN OR ALASKA NATIVE (List shortened for display.) Enter RETURN to continue or '^' to exit: ^ Select one of the following: V VERIFIED DUPLICATE N VERIFIED, NOT A DUPLICATE U UNABLE TO DETERMINE H HEALTH SUMMARY R REVIEW DATA AGAIN Select Action: HEALTH SUMMARY// V 2 Section 5.1

19 19 Select Merge Direction Select Action: HEALTH SUMMARY // V VERIFIED DUPLICATE RECORD1 [#1212] RECORD2 [#888] PATIENT,ONE PATIENT,ONE A Select one of the following: 1 RECORD1 INTO RECORD2 2 RECORD2 INTO RECORD1 Which record (1 or 2) should be MERGED INTO the other record: RECORD1 INTO RECORD2// 1 2 Section

20 20 Determine Overwrites PATIENT,ONE PATIENT,ONE A **** NAME "PATIENT,ONE" "PATIENT,ONE A" **** DATE OF BIRTH 06/29/00 06/28/00 **** SSN " " " " **** ZIP CODE "00093""0004 " 1 NAME 2 DATE OF BIRTH 3 SOCIAL SECURITY NUMBER 4 ZIP CODE OVERWRITE data for selected fields: (1-4):1,3 2 Section

21 21 Approve duplicates Select IHS Patient Merge Option: S3 Merge Verified Duplicates (Your facility’s name) AVD Approve verified duplicates for merging SCH Schedule Process to Merge Verified Duplicates CMP Check Merge Process Status (reverse order) SMP STOP an Active Merge Process RMP Restart a Merge Process HSV Health Summaries for Verified or Merged Pairs Select Merge Verified Duplicates Option: 3

22 22 Approve merge pairs Select IHS Patient Merge Option: S3 Select Merge Verified Duplicates Option: AVD 4 Entries are awaiting approval for merging Return to continue... 1 PATIENT,FIVE [121212] #23457 PATIENT,FIVE Z [6543] # PATIENT,SIX A [123456] #11445 PATIENT,SIX B [787878] # PATIENT,THREE Z [999699] # PATIENT,THREE X [098765] # PATIENT,DEMO [123234] # PATIENT,DEMO JR [232323] # Select entries to approve them for merging: (1-4): 1 Verify the first user’s research to determine which pairs to approve Remember, THERE IS NO UNMERGE! 3 Section 6.1

23 23 Merge 3

24 24 Schedule a Merge Select IHS Patient Merge Option: S3 Select Merge Verified Duplicates Option: SCH 1 Entries Ready to be included in merge This process will take a **LONG** time (usually over 15 hours, and sometimes considerably longer), but you CAN stop and restart the process when you want using the options. OK? YES Name for Merge Process: SMITH START DATE/TIME: NOW Merge process ‘SMITH ' for Verified Duplicates in File 2 scheduled. 3 Section 6.2

25 25 Checking Merge Status Select IHS Patient Merge Option: S3 Select Merge Verified Duplicates Option: CMP Current Current Merge Set Start Stat Last Chk Phase File Entry MERGE 1 09/30 17:21 C 09/30 22:14 DATA CHECKING 09/30 17:21 C 09/30 17:21 IHS PATIENT MER 09/30 17:21 C 09/30 17:21 VA PATIENT FILE 09/30 17:21 C 09/30 21:50 THREAD 2 C 09/30 22:14 THREAD 3 C 09/30 21:12 THREAD 4 C 09/30 20:19 THREAD 5 C 09/30 19:07 MERGE 2 03/25 11:07 A 03/25 11:16 DATA CHECKING 03/25 11:04 C 03/25 11:04 IHS PATIENT MER 03/25 11:16 C 03/25 11:16 VA PATIENT FILE 03/25 11:16 A 03/25 14: THREAD 2 03/25 11:18 A 03/25 14: THREAD 3 03/25 11:18 A 03/25 14: Section 6.3

26 26 Merge Status S (SCHEDULED) –The merge process has been scheduled for some later time A (ACTIVE) –The process is currently running C (COMPLETED) – The job has been normally completed H (HALT) – The job has been interrupted. U (UNKNOWN-LOST) – An active job is no longer updating R (RESCHEDULED) – The process has been scheduled to restart E (ERROR EXIT) – The merge process has recorded an error and is no longer running 3 Section 6.3

27 27 Combine Paper Files 3

28 28 Combine Paper Files Print face sheets for merged patients Combines any paper files for the merged patients –Charts –Patient indices Notify patients and providers of the merge 3

29 29 Other Processes Tasks outside of the main merge process –Adding pairs of patients –Editing the status of a pair –Reporting –Manager functions

30 30 Add a Duplicate Pair Adds a pair as potential duplicates Duplicate score must be greater than the threshold XDRMGR key allows bypassing the threshold Section 5.2

31 31 Add a Duplicate Pair Select IHS Patient Merge Option: S2 Select Find Potential Duplicates Option: ADD Select VA PATIENT: DEMO,JAMES DEMO,JAMES D M XXX-XX-1234 Another VA PATIENT: DEMO, JIMMY DEMO,JIMMY M XXX-XX-1234 CI 6031 You will be adding the following pair of records to the duplicate record file: RECORD1: DEMO,JAMES D RECORD2: DEMO,JIMMY Enter RETURN to continue or '^' to exit: Ok, continuing, hold on... This pair of patients has a duplicate percentage of only 40% which is less than the minimal percentage for potential duplicates (60%). Patients not added!!! Do you want to ADD another pair (Y/N)? Section 5.2

32 32 Edit a Pair’s Status U se this option if you accidentally give a pair the wrong status Changes the status back to Potential Duplicate, Unverified The pair can then work through the process again. Status can’t be changed if the pair has already been merged Section 5.6

33 33 Edit a Pair’s Status Select IHS Patient Merge Option: S1 Select Review/Verify Duplicates Option: EDIT Select an Entry to RESET TO POTENTIAL DUPLICATES: PATIENT,ONE Searching for a PATIENT PATIENT,ONE A M 6/29/ ABC OK? Yes// (Yes) PATIENT,ONE A VERIFIED DUPLICATE Duplicate Record File Entry 948 for the VA PATIENT FILE 1212 PATIENT,ONE 888 PATIENT,ONE A Currently listed as VERIFIED DUPLICATE Do you really want to RESET to POTENTIAL DUPLICATE? NO// YES Status RESET to POTENTIAL DUPLICATE RECORD. Section 5.6

34 34 Pause a Search Use to pause searching for duplicates Restarting will start from where the search stopped Section 4.1

35 35 Pause a Search Select IHS Patient Merge Option: S1 Select Review/Verify Duplicates Option: SRCH Duplicate VA PATIENT Search Search Type Date Started Status hours:min # Records Checked BASIC JAN 4, RUNNING 0:12 545/ % 6 Potential Duplicate pairs found Do You wish to HALT this search (Y/N)? YES Requested Start Time: NOW// NOW Section 4.1

36 36 Restart a Merge Reschedule a merge process after it has been stopped Use following stops due to errors Restarts where the process stopped Section 6.5

37 37 Restart a Merge Process Select IHS Patient Merge Option: S3 Select Merge Verified Duplicates Option: RMP Restart a Merge Process Do you want to RESTART merge process TEST032907C? NO// YES Requested Start Time: NOW// Restart queued as task 4535 Do you want to RESTART merge process TEST033007A? NO// Do you want to RESTART merge process TEST040407B? NO// Section 6.5

38 38 View reports Select IHS Patient Merge Option: PMR Patient Merge Reports (Your facility’s name) LDAT List RPMS Data for a Patient PLD Print List of File Duplicates PLM Print List of Merged Patients TSM Tally STATUS and MERGE STATUS Fields Select Patient Merge Reports Option:

39 39 Tally Status Report Select Patient Merge Reports Option: TSM TEST INDIAN HOSPITAL MAY 27, 2009 Page 1 TALLY OF DUPLICATE RECORDS' STATUS/MERGE STATUS FIELDS FILE: VA PATIENT Total Number of Duplicate Records for File VA PATIENT: 222 STATUS field: VERIFIED, NOT A DUPLICATE 1 POTENTIAL DUPLICATE, UNVERIFIED 212 REQUIRES RESOLUTION 0 VERIFIED DUPLICATE 9 VERIFICATION IN PROCESS 0 MERGE STATUS field: NOT READY 2 READY 1 MERGED 2 IN PROGRESS 4 End of Report. Press return to exit Section 7.4

40 40 List File Duplicates - Captioned Unverified Potential Duplicates MAY 20, :17 PAGE RECORD1: PATIENT,DEMO RECORD2: PATIENT,DEMO A STATUS: POTENTIAL DUPLICATE, UNVERIFIED DATE FOUND: DEC 28, 2006 WHO CREATED: USER,IHS DC TOTAL POSSIBLE SCORE: 235 DC POTENTIAL DUPE THRESHOLD %: 60 DC DUPE MATCH SCORE: 235 DC DUPE MATCH PERCENTILE: 100 DUPLICATE TEST: NAME DUPLICATE SCORE: 100 DUPLICATE TEST: SSN DUPLICATE SCORE: 0 DUPLICATE TEST: TRIBE OF MEMBERSHIP DUPLICATE SCORE: 5 DUPLICATE TEST: SEX DUPLICATE SCORE: 20 DUPLICATE TEST: DATE OF BIRTH DUPLICATE SCORE: 60 DUPLICATE TEST: DATE OF DEATH DUPLICATE SCORE: 0 DUPLICATE TEST: MOTHER'S MAIDEN NAME DUPLICATE SCORE: 50 DUPLICATE TEST: LAST SEPARATION DATE DUPLICATE SCORE: 0 DUPLICATE TEST: CLAIM NUMBER DUPLICATE SCORE: 0 Section 7.2

41 41 List File Duplicates - Captioned Unverified Potential Duplicates MAY 20, :17 PAGE RECORD1: PATIENT,DEMO RECORD2: PATIENT,DEMO A STATUS: POTENTIAL DUPLICATE, UNVERIFIED DATE FOUND: DEC 28, 2006 WHO CREATED: USER,IHS DC TOTAL POSSIBLE SCORE: 235 DC POTENTIAL DUPE THRESHOLD %: 60 DC DUPE MATCH SCORE: 235 DC DUPE MATCH PERCENTILE: 100 DUPLICATE TEST: NAME DUPLICATE SCORE: 100 DUPLICATE TEST: SSN DUPLICATE SCORE: 0 DUPLICATE TEST: TRIBE OF MEMBERSHIP DUPLICATE SCORE: 5 DUPLICATE TEST: SEX DUPLICATE SCORE: 20 DUPLICATE TEST: DATE OF BIRTH DUPLICATE SCORE: 60 DUPLICATE TEST: DATE OF DEATH DUPLICATE SCORE: 0 DUPLICATE TEST: MOTHER'S MAIDEN NAME DUPLICATE SCORE: 50 DUPLICATE TEST: LAST SEPARATION DATE DUPLICATE SCORE: 0 DUPLICATE TEST: CLAIM NUMBER DUPLICATE SCORE: 0 Section 7.2

42 42 List Merged Patients Select Patient Merge Reports Option: PLM Print List of Merged Patients DEVICE: HOME// VT MERGED PATIENTS MAY 20, :19 PAGE 1 DFN PATIENT NAME DOB SSN DATE MERGED FROM: 3835 DEMO,PATIENT A 11/18/ /25/07 TO: DEMO,PATIENT 11/18/ FROM: IHS,JOHN C 04/10/60 03/30/07 TO: 2845 IHS,JOHN C 04/10/60 FROM: 1111 TRAINER,TOM JR 02/11/ /09/07 TO: 8317 TRAINEER,THOMAS JR. 02/11/ Enter RETURN to continue or '^' to exit: Section 7.3

43 43 Manager Functionality Select IHS Patient Merge Option: DMU Duplicate Manager Utilities (Your facility’s name) PDUP Purge Duplicate Record File PMRG Purge Merge Process File RLMP Reset Lost Merge Process SITE Patient Merge Site Parameters Select Duplicate Manager Utilities Option:

44 44 Set Site Parameters Select Duplicate Manager Utilities Option: SITE Patient Merge Site Parameters Select DUPLICATE RESOLUTION FILE TO BE CHECKED: ? Answer with DUPLICATE RESOLUTION FILE TO BE CHECKED: VA PATIENT You may enter a new DUPLICATE RESOLUTION, if you wish Please enter a file name or file number. MUST BE VARIABLE POINTER FILE IN FIELD.01 OF FILE 15 Answer with FILE NUMBER, or NAME Do you want the entire FILE List? Y (Yes)Choose from: 2 VA PATIENT 200 NEW PERSON Select DUPLICATE RESOLUTION FILE TO BE CHECKED: 2 VA PATIENT...OK? Yes// Y (Yes) Section 8.4

45 45 Set Site Parameters FILE TO BE CHECKED: VA PATIENT ____________________________________________________________________ MERGE MAIL GROUP: MY MAIL GROUP DUPLICATE MANAGER MAIL GROUP: MY MAIL GROUP POTENTIAL DUPLICATE THRESHOLD%: 60 DAYS BETWEEN VERIFY AND MERGE: 0 NUMBER OF THREADS: 3 REPOINT DELETED VISITS?: YES ____________________________________________________________________ COMMAND: Section 8.4

46 46 Security Keys BPMZMENUGives access to the main Patient Merge menu. XDRGives access to the VA Duplicate Resolution System. Must be given to the same users as BPMZMENU. BPMZMERGGives access to the S3 menu. XDRMGRGives access to the Duplicate Manager Utilities menu and allows entry of a verified pair even if the threshold has not been met. DG EligibilityPermits initiation of merge process and provides valid error checking.

47 47 Process Review

48 48 Total pairs merged –Fort Defiance: 955 potential duplicates, 455 verified duplicates –PIMC: ~1500 potential duplicates, half were verified Search frequency: Monthly & Bimonthly New duplicates –T numbers cause many new duplicates –Ensure that registration scans correctly Beta Site Experience

49 49 Beta Site Experience Possible errors –Merging locally created files, too many pairs at the same time and choosing wrong mrege direction

50 50 Beta Site Experience Recommendations from Beta Sites –Carefully manage your queued merges. PIMC recommends 3 pairs per process, scheduled the merges 2 hours apart. –Limiting the number of users. –Be very thorough on your research. –Collaborate with other departments. –Keep site parameters set to the default values.

51 51 Next Steps Install at your site Revise national HIM policy to meet your facility’s needs Notify when you begin your first search. –Area HIM Consultant –Rebecca Herrera Call Help Desk with problems: (888)

52 52 Questions?


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