Patient Demographics

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 Patent Demographics and closes the demographics form. Please note nothing will be saved to Aquila CRS unless the Save & Close button is pressed.
• Cancel - Cancels all data entered in the demographic fields
• 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.
• Print - Prints to the selected printer
• Export to PDF - Exports the chosen data to PDF for report purposes.
• Help - Links to the Help page

Within the form the fields highlighted with red stars 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.

Persons Details

• 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 - This drop down list show's the 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 calender 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 in to 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.
• Marital Status - Pick from drop down list.
• Vulnerable person -Tick box

Address

• This field needs as much information available with address and postcode.

• 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 Code

• The GP code - Unique identification codes for each GP Practice in the UK

• GP Name - Patients Doctors Name

• Address - Doctors, surgery, or health centre address.

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.

An extra Change Date field has been added.

Click on the 'Change' button and today's date will be automatically added to the Change Date field along with the addition of This is a CORRECTION tick box.

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.

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