Revision as of 12:41, 3 November 2014

This topic is for AquilaCRS

Patient Demographics Form

Clinical information is held about A patient to ensure that clinicians have a complete and continuous record about their past, current and future treatment. As well as clinical information, they also hold patient details such as name, address and date of birth to identify them. This is how we locate patient records, each episode is linked to a patient record.

The Patient Demographics form is the home of the patent's personal details. The patents IBID folders are linked to this form for each episode that occurs.

Along the tool bar there are several Icons.

• Save & Close - Saves the data entered in all of the fields in Patient Demographics and closes the demographics form. Please note nothing will be saved to Aquila CRS unless the Save & Close button is pressed.
• Edit- Once the patient Demographics is filled in and Saved & Closed it will reopen in non edit mode, to protect the data entered. Click the "Edit" button to add or correct any information.
• Folder List - Enables the user to open the patient's folder list straight from the Patient Demographics. The Patient folders will be displayed in a card view with the relevant dates displayed.
• History - This logs each change made to the Patient Demographics form. When clicking on History a list of changes will appear on the left side of the screen along with dates these changes were made.
• Validation Report - Gives a full and comprehensive list of all validation errors for that patient.
• Revalidate - Re-Validating the patient demographics will re validate all fields against the validation rules. May take a few seconds to complete. For further information please see Manually re-validating
• Print - Prints to the selected printer
• Export to PDF - Exports the chosen data to PDF for report purposes.
• Help - Links to the Help page
• New Folder- Creates a new patient folder. Where a patient folder already exists a warning box will appear.

Please note it is advisable that only one folder per speciality is created.

Within the form the fields highlighted with two red stars are KPI fields and must be filled in, failure to fill in these fields will generate validation messages, fields with one grey star are important and must be filled in wherever possible.

Persons Name

Title - Free type the patients Title this can include Mr. Mrs. Dr, Rev etc. Given Name - Important for record identification and searches. Other Name - Not highlighted in red so importance is low. Family Name - Important for record identification and searches.

Person Attributes

NHS No is the only National Unique Patient Identifier. It is used to help healthcare staff match patients to their health records, important for patent identity and searching purposes. The NHS Number Status field should be set automatically with the following :-

Code 02 (present not verified) and 07 (not present) should be set automatically on entering an NHS number. If any other value is present in the field 01, 03-06, 08) it should be left as is and not altered.

The field is read only for all users, as the value should only be used or altered via clinical message exchange with the appropriate services such as the Personal Demographics Service (PDS).

The messages that use the NHS Number Status is listed here: http://www.datadictionary.nhs.uk/data_dictionary/data_field_notes/n/nhs/nhs_number_status_indicator_code_wu.asp?shownav=1

NHS No Status - Show's the patient's NHS Number status.

Hospital number - Unique identification codes for each Hospital in the UK.

Other number - When an episode occurs patients are given a unique patient identifier or hospital number.

Sex - Pick from drop down list

Date Of Birth - Free type or click on calendar icon to select date. The date of birth will be imported in to the iBID Demography field. This value Will be automatically calculated and updated into other iBID fields if the patients DOB is changed or altered.

Racial Skin Type - Pick from drop down list.

Ethnic Category - Pick from drop down list.

Country of Birth - Pick from drop down list.

First Language - Pick from drop down list.

Marital Status - Pick from drop down list.

Vulnerable person -Tick box if patient is listed as a vulnerable person.

Address

These fields needs as much address and postcode information as possible.

Latitude & longitude boxes - Theses can be filled in if known and address or postcode is not available.

Contact Details

The Contact Details Field records telephone numbers and email addresses, it is directly linked to the Persons Details box, and can be edited and saved as one, by clicking the edit button.

Next of Kin

This is the given Name and Family name of the designated next of kin.

If the Next of kin resides with the patient, the Use Patents Address button will automatically fill in the patents address in the next of kin address field.

GP

Practice Code - Enter the patients GP's practice code, this is the unique identification codes for each GP Practice in the UK

GP Name - Patients Doctors Name .

GP Code - From 1 April 2006, all doctors working in general practice in the health service in the UK, other than doctors in training such as GP Registrars, have been required to be included on the GP Register.

Address - Doctors, surgery, or health centre address.

Folder List

Folder List Button - Click this button to open the patient folder.

For more information regarding Patient folders please follow link to About Patient Folders

Editing Patent Demographics

Any additions or changes to the patient demographics will be logged in the Patient history fields

Once a Patients demographics form has been created there may be a need to change or amend the patients details, marriage or change of address for instance.

Open the patients demographics form, this from will open in un-editable mode, click the ""Edit"" button on the toolbar to make changes.

The page will now be editable with todays date in the "change date" field, also a drop down calendar will be available if the changes were made on a different date.

For additions to the information already entered or to correct spelling mistakes select This is a CORRECTION tick box, the date will disappear on saving and no additions will be made to the patient history fields.

When changing the data already entered in the Demographics fields, do not click This is a CORRECTION. A record of changes along with the date the changes were made to the Patients record will be saved, viewable in the history fields.

Patient History

Once a change is made without the "This is a Correction" button pressed, all changes made, will be logged in the Patient history field.

To display the patient history field, click the History button on the Demographics toolbar, a History tab will open to the left of the demographics record.

The history tab will display the following

The date any changes were made.

The Type of change made ie Change of address.

The details of the previous entry, for instance if a name has been changed from Parker to Byram, Parker will be displayed.

The name of the person logged in whilst the changes are being made.

The date the change was made.

The list will end with the current days date and the current values.

When the patent demographics record has been newly created & saved by clicking Save & Close, an option to create a folder appears. To create a new IBID folder click on the Burn Injury IBID option.

Once a Patient Demographics form has been completed, a patient folder will need to be created. For further information please follow link to About Patient Folders