Patient changed her last name and I can’t find the chart... What do I do?
The problem:
“The charts are filed alphabetically by month/year.
So an example : Jane Doe comes into our clinic in 2011,2012,2013 & then she is married and comes in as Jane Smith 2014 & 2015.
I get someone asking for her charts and they are asking for Jane Smith….I go to the basement and look for S (Smith) I find them in 2014 & 2015, but I can’t locate the 2011,2012,2013 …because I am looking for the wrong last name.
Do you have any suggestions to help me with this?”
So an example : Jane Doe comes into our clinic in 2011,2012,2013 & then she is married and comes in as Jane Smith 2014 & 2015.
I get someone asking for her charts and they are asking for Jane Smith….I go to the basement and look for S (Smith) I find them in 2014 & 2015, but I can’t locate the 2011,2012,2013 …because I am looking for the wrong last name.
Do you have any suggestions to help me with this?”
HYPE Medical solution:
Any changes in the OHIP billing demographics that occur while you use HYPE Medical are traceable in the patient audit trail.
For example (above image) Daisy Smith’s (nee Rooz) record has been updated 3 times, as the left most column “versions” shows. Changes are automatically highlighted in yellow:
1.Version update from version 1 to 2 was the addition of a home phone number.
2.Version update from version 2 to 3 was the change in last name.
For example (above image) Daisy Smith’s (nee Rooz) record has been updated 3 times, as the left most column “versions” shows. Changes are automatically highlighted in yellow:
1.Version update from version 1 to 2 was the addition of a home phone number.
2.Version update from version 2 to 3 was the change in last name.
Scrolling to the right will reveal more changes to the patient’s demographics record referring doctor etc...
*Originally published August 8, 2020
Related Articles
Is there any way that we can search for the patient and their family members together?
That's an intriguing question because it touches on how we define a family or a group of patients. It's not just about having the same last name. It's not just about sharing a phone number or address. For instance, a family name like "Jones" might be ...HYPEMedical’s audit trail of changes (version history) to patient records
HYPEMedical has a built-in audit trail that retains all versions of a single patient record. Patient information that was true and relevant in the past, such as address or referring doctors, will appear in the Version History tab; Patients \ Patient ...How can I find the claims that OHIP has rejected?
HYPEMedical automatically downloads and processes your OHIP reports. One of these reports, the Error Report, is automatically downloaded and processed by HYPEMedical. Processing the Error report flags claims with errors as Rejected Claims. To find ...How does HYPEMedical compare with QuickClaim?
Our team uses Quickclaim in two different ways. The receptionists use it when clients come in for medical appointments (mandatory for Ministry of Health, PT appointments) to verify various information, i.e., name, and health card expiry. The ...Can I see a patient's billing history as I bill?
Yes, up to 12 month of a patient's billing history is displayed directly on the bottom of the billing form. A patient's complete billing history is displayed one click away in the Patient History tab. The Patient History tab is searchable by date ...