Client Registry

user manual client registry suite 550 375 water street, vancouver, british columbia, canada, v6b 5c6 table of contents adding patients to profile docid\ lj2hreea4klale9rtqefm adding patients existing in the client registry adding a new patient not existing in the client registry adding a new patient without sending to the client registry updating patient records in the client registry docid\ lj2hreea4klale9rtqefm merging or deleting patients in the client registry docid\ lj2hreea4klale9rtqefm merging patients existing in the client registry merging when at least one does not exist in the client registry unmerging a previously merged patient existing in the client registry viewing import and export logs docid\ lj2hreea4klale9rtqefm adding patients to profile adding patients existing in the client registry click the new patient icon on the toolbar to open the “ select patient from provincial registry ” window patients can be searched for using one of the following criteria full name ( index field) full name & date of birth full name & postal code phone number hcn and assigning authority/province the maximum number of results returned is 50 if too many results are present, use more criteria to narrow your search click “ok” to open a new patient window with patient data populated the registered field will automatically default to yes click the apply button to save the patient if the data entered for the patient meets minimum business rule requirements, the patient will be saved and have last sent to provincial client registry updated click ok to close the window note if searching criteria does not meet the above search criteria, user click search button, message box display adding a new patient not existing in the client registry click the new patient icon on the toolbar to open the “ select patient from provincial registry ” window click the add local button to open a new patient window, without selecting an existing patient from the client registry enter the patient’s information as required by the business rules for the client registry if required information is missing, you will be prompted with a dialog notifying you of any missing information the “ keep list open” checkbox will allow you to leave this window open/to the side so that you may reference the list while entering the missing information, if necessary when finished entering patient information, click the apply button to save the patient if the data entered for the patient meets minimum business rule requirements, the patient will be saved and have last sent to provincial client registry updated to current date and time click ok to close the window note the phone fields require specific formatting the phone number must be entered as ten digits example 1234567890 if an extension is required to reach the patient, it can be entered by using an “x” to separate the extension from the phone number example 1234567890 x 123 entering the phone number in an incorrect format will produce the following error message adding a new patient without sending to the client registry click the new patient icon on the toolbar to open the “ select patient from provincial registry ” window click the add local button to open a new patient window, without selecting an existing patient from the client registry enter the patient’s first and last names and date of birth leave the sex and hcn fields empty click apply an error window will appear to notify you of missing information required to register the patient in the client registry selecting yes will close the error window you should now see the registration status at the bottom of the new patient window as last sent to provincial client registry never click ok to close the window updating patient records in the client registry to modify a patient’s record and send an update to the client registry, regardless of whether they are currently registered or not yet registered click in the toolbar, or select patient/alter patient from the menu bar the system will open the alter patient window for the patient whose name appears in the patient info panel this would happen, for example, if you have selected an appointment or patient record otherwise the select patient window will appear, allowing you to choose the patient see the user manual – introduction to profile for more information once you have modified the patient record and you would like to update the provincial registry, click the change master id button in the general view on the segment bar menu this opens the select patient from provincial window search for and select the patient whose record you would like to modify and click ok if the data entered for the patient meets minimum business rule requirements, last sent to provincial client registry will update to the current date and time click ok to save the information in the alter patient window and close the window merging or deleting patients in the client registry in the event of accidental duplication of patients, it may be necessary to merge two patients together the process below highlights the interaction between the merge/delete window and client registry for complete details on the merge/delete window, please refer to the system management manual merging patients existing in the client registry open the merge/delete window by clicking the control centre icon on the toolbar in the segment list on the left side of the control centre window, select the manage segment, and then the merge/delete icon the merge/delete window will now open in the toolbar for the merge/delete window, select the find duplicates button to pull a list of potential duplicate patients note the merge/delete list of patients is based on computer logic and not all duplicates shown will definitively be duplicates always investigate the patients before merging two or more patients together to be certain they are duplicates of each other select a duplicated group you want to merge click in the merge/delete toolbar to merge the selected group you will be prompted to enter your password and tick the checkbox to proceed the patients will be merged and a message will be sent to the client registry notifying them of the merge merging when at least one does not exist in the client registry in order for patients to be merged, all or none of the patients must exist in the client registry if there is a discrepancy between patients, but the patients must be merged, they must first be registered with the client registry attempting to merge patients with a discrepancy in registration status will prompt the following error unmerging a previously merged patient existing in the client registry open the merge/delete window by clicking the control centre icon on the toolbar in the segment list on the left side of the control centre window, select the manage segment, and then the merge/delete icon the merge/delete window will now open click the button on the merge/delete toolbar and look for the merged patient click ok the merge history window will open for the master patient select the patient you want to unmerge click the unmerge button the patient will be unmerged and a message will be sent to the client registry viewing import and export logs open the import/export logs window by clicking the control centre icon on the toolbar in the segment list on the left side of the control centre window, select the manage segment, and then the import/export logs icon the import/export logs window will now open double click on each item to view the content of the message sent/received to/from the client registry to view error messages, right click on each item and select show errors error type and error description will be displayed