Health Information Technologies and Processes

Updating EHR/Patient Portal when patient expires outside of your facility

  • 1.  Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 05-26-2020 11:31

    When a patient expires outside your facility (at home, other healthcare system), do you have a policy in place to mark them  "expired" in your EHR/Patient Portal?

     Occasionally, we get requests to move an email address from one spouse to another's portal account when the shared owner expires.  Because the patient expired outside of our healthcare system, our medical records do not reflect that the patient is deceased. Until the record reflects that the patient is deceased, we cannot release the email to be used on another account.

    Thank you!



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    Teresa Meade
    Director, Health Information Management
    Centra Health
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  • 2.  RE: Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 05-26-2020 14:21

    I also would love to know how others handle this. We do not have a way of updating/knowing when a patient has expired outside of our facility.

     






  • 3.  RE: Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 05-26-2020 14:41
    We would not know if a patient expired outside of the facility.  So if we receive any request to change anything such as stop the correspondence, we require a copy of the death certificate.  Registration is the only one who can update the system.  I'm not certain if it updates the patient portal, though.

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    Leah Beck, RHIA
    HIM Assistant Director
    Arrowhead Regional Medical Center
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  • 4.  RE: Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 05-27-2020 08:31
    We may be a smaller community than some of you, but our HIM Department reviews the local obituaries from the newspaper and updates our records to reflect the date of death. It has worked well for us. Obviously this isn't 100% but it has certainly helped keep our records more accurate. These patients also have to be expired in our portal, expiring them in the MPI doesn't seem to affect their portal access in our EHR.

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    Kathryn Wood, RHIA
    Assist Dir of Information Systems/Privacy Officer
    War Memorial Hospital
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  • 5.  RE: Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 13 days ago
    Kathryn,

    We are a smaller hospital and also do it this way.  Do you have a policy?  I just recently became the director here and our policy still talks about "paper" records?

    Susan Lotz
    HIM Director
    Coffeyville Regional Medical Center

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    Susan Lotz
    Inpatient Coder
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  • 6.  RE: Updating EHR/Patient Portal when patient expires outside of your facility

    Posted 05-28-2020 21:30
    I am also interested in how others handle this situation.  If a patient does not expire in our facility we will not know until someone notifies us, which is usually by a ROI request.  At that time we obtain a death certificate and provide that to the business office and they will mark the patient deceased in the system. This action will automatically inactivate the portal account and any proxy.

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    [Lisa ] [Hunter], RHIT, CHPS
    [HIM Operations Manager ]
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