Health Information Technologies and Processes

Naming convention for unidentified patients

  • 1.  Naming convention for unidentified patients

    Posted 04-20-2020 16:25
    What naming conventions are being used for patients that are ultimately unidentifiable (i.e. John Doe)?  We prefer to have something unique where there won't be a lot of duplication.  Also, the patient registration system won't allow for the use of numbers in the first or last name fields.  Any input will be appreciated - thank you!

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    Anna Brown
    Director of Health Data Exchange & Integrity
    Truman Medical Center
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  • 2.  RE: Naming convention for unidentified patients

    Posted 04-21-2020 10:26
    Hi there!
    Our EHR software automatically creates trauma patients when the workflow is triggered.  ED staff just have to select the gender of the patient and then click a checkbox for "anonymous patient" and the workflow will automatically create a Jo Doe record (not sure why "Jo" versus John, etc).  As each record is created, the system automatically creates a unique middle name.  The middle names are like A, AA, AAA, AAAA, etc.... or ABC, ABB, ABD, etc.  they just keep growing in unique letter combinations.

    It works well for unique record assignment, however, it does not play well with the duplicate matching properties.  Every Doe record flags as a possible duplicate because every Doe record is slightly different, but still very similar.  So you cannot tell the system to ignore all Jo Doe records because the middle name changes every time.  Pros and cons for this approach.

    Let me know if you have any questions!

    Thanks,

     

    Jennifer Kirke Schipper, RHIA

    Manager, Data Integrity | Corporate HIM Division

    FRANCISCAN ALLIANCE



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    Jennifer Schipper
    Corporate Manager, Data Integrity
    Franciscan Alliance
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  • 3.  RE: Naming convention for unidentified patients

    Posted 04-21-2020 16:18
    Thanks for the information.  That's a nice feature of your EHR software.

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    Anna Brown
    Director of Health Data Exchange & Integrity
    Truman Medical Center
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  • 4.  RE: Naming convention for unidentified patients

    Posted 04-21-2020 14:47

    Our naming convention, is

     

    Last Name:  Greek alphabet name,  e.g., alpha, beta, etc

    First Name:  State, e.g., Alabama, Alaska

     

    So,

     

    Patient 1:  Alpha, Alabama

    Patient 2:  Alpha, Alaska

    Until we hit Alpha, Wyoming

     

    Then we go to Beta, Alabama ....

     

    And so on

     

     

    If we go through all of these (which I hope we never do), the system would then go to:

     

    Last Name:  Greek alphabet name (e.g., alpha, etc)

    First Name, State Capital, e.g., (Montgomery)

     

    Sent from Mail for Windows 10

     






  • 5.  RE: Naming convention for unidentified patients

    Posted 04-21-2020 16:24
    Thanks for the reply!

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    Anna Brown
    Director of Health Data Exchange & Integrity
    Truman Medical Center
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  • 6.  RE: Naming convention for unidentified patients

    Posted 04-24-2020 17:32
    We have a list of names that are like alpha, alpha and then we alpha,beta etc.  Go thru the rest of the alphabet.  Kim

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    Kimberle Johnson
    [Director Privacy and Compliance Officer]
    Campbell County Health
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  • 7.  RE: Naming convention for unidentified patients

    Posted 04-27-2020 10:58

    We use a list of the States in alpha order and then a town/city within that State in alpha order.  Once we would get through all fifty States then we would add a new town to the State list.

     

    Last Name – State, First Name – town/City

     

    Example:  Last Name:  Kansas, first Name: Atchinson

     

     

     

    Deloris Farthing, RHIA, CHPS, CHDA, CHTS-TR| Regional Director of Health Information Management - Greater Kansas Division

    HaysMed, part of The University of Kansas Health System, Pawnee Valley Campus, Great Bend Campus
    785-623-5813 | FAX 785-623-5078 | 
    deloris.farthing@haysmed.com | PO BOX 8100, Hays, Kansas 67601