Confidentiality, Privacy and Security

Insurance Cards And Photo IDs At Registration

  • 1.  Insurance Cards And Photo IDs At Registration

    Posted 07-01-2019 15:58
    ​Does anyone know what the industry standard is for obtaining copies of insurance cards and photo IDs at registration?  Due to a rise in identity theft, I am trying to convince our organization to start allowing us to obtain these copies at admission/registration.  What does your facility do?

    Thank you in advance!

    Jamie Glenn
    Corporate Him Director
    Methodist LeBonheur Healthcare

  • 2.  RE: Insurance Cards And Photo IDs At Registration

    Posted 07-01-2019 16:54
    We have been obtaining ID's and insurance cards for some time at our facility.  A driver's license or state issued photo ID are used to identify and verify the patient's identify on the initial visit and scanned into the patients record on the initial visit and annually. Legal documents per our policy include driver's license, birth certificate, passport, court ordered/issued documents, or permanent resident ID card.

    Jennifer Anderson
    Service Leader
    Methodist Hospital

  • 3.  RE: Insurance Cards And Photo IDs At Registration

    Posted 07-02-2019 00:48
    The scanning of photo IDs is an interesting topic. Our acute care hospitals and ambulatory clinics are supposed to obtain a copy of a patient's ID to ensure proper patient identification. On the clinic side they were scanning the patient's license or whatever form of ID they provided into the EMR. We recently began to tweak this process. Now a photo ID is only scanned into the EMR if there was a change in demographics made to their legal record, not if they are using it to verify demographic information. Prior to scanning the SSN and license number is redacted.

    Kenneth Starkey
    Supervisor, Document Management
    UMass Memorial Healthcare

  • 4.  RE: Insurance Cards And Photo IDs At Registration

    Posted 07-03-2019 00:36
    My concern is what do you do when they have no photo id and only a green card that may not have a signature or picture . We are plagued with that in California and identity theft happens often. Any suggestions?

    Antoinette Scott

  • 5.  RE: Insurance Cards And Photo IDs At Registration

    Posted 07-02-2019 07:35
    ​Hi Jamie,

    We do take a copy of the photo identification, and insurance cards at time of registration.  If the patient does not have a legal form of photo identification with them then an authorization form for photography is obtained and photo of the patient is taken.

    [Donna Coomes, MBA, RHIA, CHPS, CHDA, CHC, CPHQ, CCS

  • 6.  RE: Insurance Cards And Photo IDs At Registration

    Posted 07-28-2019 20:42
    We also have been scanning photo IDs and insurance cards for quite a long time on both the clinic and hospital/ambulatory side. The images live in an image viewer and are separate from the EMR that is used for ROI, though I do believe they are part of the Designated Record Set. I have used them many times to clear up patient ID errors or other odd issues. However, if a patient doesn’t have either one with them, which often happens in the ED, we get as much information as possible and hope to get it next time. If we get a green card, we might ask some additional clarifying questions, especially if we were in an area where fraud and abuse was high. We do have homeless people and lower socioeconomic individuals that have on photo IDs for various reasons. If we can help them get one, we will, otherwise we take their picture for their chart. We started taking patient photos about a year ago that now display as a little thumbnail picture in our EMR as a patient safety initiative - that would help some with this situation.

    Korianne Kaleikini
    Hims Manager
    Lawrence Memorial Hospital