Confidentiality, Privacy & Security

Master Patient Index

  • 1.  Master Patient Index

    Posted 06-29-2018 13:12
    Hi,

    We have a number of file boxes with patient index cards, all dated prior to 1991.  We are a community mental health center and since I came to work here 13 years ago, 2005, we have never accessed these cards; in fact, they are quite a mess.  Is there any reason to keep these since our MPI has been maintained electronically since 1991?

    Thank you,

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    Kathryn Boyes
    Director, HIM
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  • 2.  RE: Master Patient Index

    Posted 07-01-2018 07:02
    In general, the recommendation is that the master patient index be kept permanently.  I know that seems burdensome.  Ironically, just two weeks ago I reorganized and relabeled 40 small files filled with MPI cards from 1946 - 1996.   We don't use them often but we have needed them.  Last year we had a patient who served in the branch of the military and needed verification that he was involved in a work related injury back in the 70's.  The military no longer had the records.  We were able to verify that the incident occurred based on the MPI card that indicated his address at the military site and his dates of admission for an accident.   We have also relied on these cards and the birth register to validate births when the state cannot produce a birth certificate.  Granted this is a hospital/acute setting.

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    Nancy Davis, MS, RHIA, CHPS
    Director of Compliance & Safety
    Door County Medical Center
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  • 3.  RE: Master Patient Index

    Posted 07-02-2018 06:46
    I agree, the MPI should never get deleted. It may not be fun having things like this lay around but you never know when that patient may return for some information.

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    Victoria Maans
    HIM Manager/Privacy Officer
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  • 4.  RE: Master Patient Index

    Posted 07-03-2018 10:56
    ​Hello,

    So just to clarify, are you recommending retaining the paper MPI even if the same data is also retained electronically?

    Thanks,
    Teri

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    Teri Smith
    Health Information Administrator
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  • 5.  RE: Master Patient Index

    Posted 07-04-2018 07:56

    I retain our original MPI from when the facility opened in 1990.

     

    Although we went electronic (on EHR) in 2008, the ADT from 1990-2008 were not loaded into the current EHR. If all yours are electronic then you would only need to keep the electronic copy of the MPI. That's my thought.

     

    Regards,

    Kristin Ferriter, MHA, RHIT, CPASRM

    Program Manager Compliance and Risk Management

    It's not the strongest of the species that survive, nor the most intelligent, but the one most responsive to change- Charles Darwin

     

    CarolinaMeadows_updatedlogo

    Carolina Meadows, Inc.

    100 Carolina Meadows

    Chapel Hill, NC 27517-8505

    Phone: 919.370.7184

    Fax: (919) 929-7808

     

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  • 6.  RE: Master Patient Index

    Posted 07-05-2018 10:20
    ​Thanks.  That was my thinking too.  We also have some MPI cards that are not electronic that we do keep.

    Teri

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    Teri Smith
    Health Information Administrator
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  • 7.  RE: Master Patient Index

    Posted 07-02-2018 09:36
    ​Thank you Nancy for the reply.  I sort of suspected that would be the recommendation.  For 13 years we have not looked at them but I guess we can keep them for another 13.....smile.  Another project for HIM, reorganizing the cards.
    Thanks again,

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    Kathryn Boyes
    Director, HIM
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  • 8.  RE: Master Patient Index

    Posted 07-11-2018 19:01
    Our card catalog runs from 1961 when the facility opened through the late 90s when we adopted an EHR.  The card catalog is permanent and we keep it in shelving similar to a library's card catalog.

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    Jesse Floyd, RHIA
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