The collaboration of the team of the emergency room, medical records, and patient access came up with a new system consisted of coming up with alias name and using the date of service as the birth date. We decided that keeping Doe as the last name and adding alphabet letter to the first name Jane or John. example: Doe, AJohn/Doe, AJane – date of birth 02/01/2019, and once the alphabet has been completed adding a second letter. Example: Doe, AAJohn/Doe, AAJane and so forth. This will allow the names to stay together in our system and allow the registrars to see the last one used, eliminating a paper trail to refer to. We thought about using numbers with the name but with our system it does not allow us to add numbers within the name. When the patient is transferred a patient face sheet with demographics will go with the patient and the receiving hospital has our information to call/fax us any updated information on the patient the find and allow us to then go back in to that patient’s chart and update to the correct name and date of birth.
We are now in the process of writing up the new policy for not only our hospital but also our sister hospitals. The transition to the new process should have little resistance and will be simple to use resulting in less confusion for all involved, patient, admission, medical records and Emergency Staff. This is a simple but effective method for a rapid assignment of a unique alias for unknown patients.
SARH. 2019. About San Antonio Regional Hospital. Retrieved from. https://www.sarh.org/about_us/
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