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Manage Patient/Immunizations Screen |
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Purpose |
The manage patient/immunizations screen is used to search for and locate any patient in the system using predetermined sets of search criteria.
The following is a list of available search methods. Click on the links below to learn about the specific methods used for searching.
To locate a patient in the system using at least two fields listed below, use the following guidelines.
Note:
There are some patients in the system with no first name. To find these patients, use one of the search techniques below
1. You can perform a search by entering the birth date and entering "No First Name" in the first name field, and entering last name, middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and do not have a first name.
2. You can perform a search by entering the birth date and entering the last name, leaving the first name field blank, and entering middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and match or extend the last name entered and do not have a first name.
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Field Name |
Requirements |
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Last Name |
At a minimum the first two characters of the patient’s last name must be entered if searching on the last name field. |
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First Name |
There is no minimum character entry for the first name field. |
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Middle Name |
There is no minimum character entry for the middle name field. |
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Birth Date |
At minimum, a valid birth date prior to today's date and after 01/01/1890. |
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Mother's First Name |
There is no minimum character entry for the mother's first name field. |
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Phone |
At minimum, all 10 characters of the phone number must be entered if searching on the phone number field. |
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Cell Phone |
At a minimum all 10 characters of the cell phone number must be entered if searching on the cell phone number field. |
Notes:
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For quicker, more precise search results, enter full Last Names and First Names whenever possible. Searches executed using very general search criteria information may cause the search engine to hit the threshold limit. First Names and Last Names with special characters (spaces, apostrophes, hyphens) can be searched without typing the character. For example: O'Neil can be search by typing O'Ne or One. |
To locate a patient in the system using his or her Medical Record Number, the criteria must be entered as described below.
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Field Name |
Requirements |
| Medical Record Number |
Required. The user must enter a valid Medical Record Number assigned by the specific provider organization under which the user is logged in |
Notes:
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To locate a patient in the system using his or her CAIR ID, the criteria must be entered as described below
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Field Name |
Requirements |
| CAIR ID |
Required. A valid CAIR ID must be entered. |
Notes:
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The search engine will only return a patient whose CAIR ID exactly matches the CAIR ID entered. Searching on CAIR ID takes precedence over patient name search criteria and Medical Record Number search criteria. |
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Command Button |
Description |
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After the Find button is clicked and the patient search is completed, one of three results will occur as described below. |
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Clicking the Clear button will clear all search criteria the user entered and clear the Search Results table.
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Exact Patient Match
An Exact Patient Match means the search engine returned only one patient. The Patient match is returned and displayed in the table. An Exact Patient Match will usually occur when the search criteria entered contains information specific to a particular patient or patient AKA Name.
List of Possible Matches
A List of Possible Matches means the search engine returned more than one, and less than or equal to 75, possible patient or patient AKA Name matches.
All possible patient and patient AKA Name matches returned are then displayed in a table. Other relevant information for selecting a patient is also included in the table for each patient as well as AKA Names for patients that have AKA Names.
Using the information displayed for each of the patients in the table, an exact patient match can logically be selected by clicking on the patient's Last Name. The Edit Patient screen or the Immunization History screen is then displayed, containing all relevant information regarding the patient selected.
Threshold Limit
When the search engine is executing a search in the database, it begins to accumulate patients in memory who are to be considered possible matches from the search criteria entered. If the number of patients exceeds 75 available matches, then no patients will be listed for further selection. Instead, the following message will display
"XX patients were found. Please refine your search criteria to limit your patient list."
(Where XX is the total number of possible patients found in the search, greater than 75.)
This threshold limit occurs to restrict the extremely long lists of possible patients to choose from.
In the event a threshold limit is encountered while executing a patient search, the scope of the search must be narrowed. Revisit the search criteria that was previously used and add any more information that is available for the patient. Be sure to observe the search criteria restrictions listed above in the Functionality - Search section
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Field Name |
Requirements |
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Last Name |
Displays the patient’s Last Name as a hyperlink. (AKA Names are displayed in the following row if an AKA Name exists for the patient.) Clicking the hyperlink displays the Edit Patient screen for the patient. |
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First Name |
Displays the patient’s First Name followed by AKA Names of that patient in the following row if an AKA Name exists for the patient in the format of AKA Last Name, AKA First Name, AKA Middle Name. |
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Middle Name |
Displays the patient’s Middle Name. |
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Birth Date |
Displays the patient’s Birth Date in a MM/DD/YYYY format. |
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Primary Patient ID |
Displays the patient’s Medical Record Number if the patient is associated with the Organization the user is logged in under. |
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Mother's First Name |
Displays the patient's Mother's First Name. |
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Gender |
Displays the patient's Gender. |
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Status |
Displays the patient's Status with the Organization the user is logged in under. If the organization has no relationship with the patient the status displays “N”. The status on the Add/Edit Patient screen is blank, indicating there is no status on file for this organization and the patient. |
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CAIR ID |
Displays the patient’s unique CAIR2 identity number. |
