Patient changed her last name and I can’t find the chart... What do I do?

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?”

An audit trail records every version of a patient’s profile over time.

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.
Scrolling to the right will reveal more changes to the patient’s demographics record referring doctor etc...

*Originally published August 8, 2020

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