Medtech32 National Enrolment Services

Transcription

1 Medtech32 National Enrolment Services Search and Update NHI Medtech Global 48 Market Place, Viaduct Harbour, Auckland, New Zealand P: MEDTECH E: support@medtechglobal.com W: medtechglobal.com

2 Entering in the Search Criteria Patient Search (F2) Search Patient Search NHI Button Module Patient Register (F3) NHI Search Icon The NHI Search screen has minimum and advanced search criteria fields, which will be prepopulated from either the search parameters provided within the Search Patient screen or the patient details from the Patient Register. Figure 1 The NHI Search screen At a minimum, you need to enter the following information: Name (Surname and First Name) Gender Date of Birth or age range You can choose to enter the Advanced Search Criteria, which include: Address Date of death Locality of birth Country of birth 2

3 All searches must contain at least one character under either Family Name or Given Name to perform the search. The more information you provide, the more accurate your search results will be. Once you have entered the information, the results are displayed in the NHI Search Results screen (see fig. 4). However, if you have entered the minimum search criteria in the Patient Register (F3) screen, then you will be taken directly through to the NHI Search Results (see fig. 4) screen. If the patient has an address entered in the Patient Register (F3) screen, then an advanced search will automatically be performed. If your search provides one exact match, then the Patient Demographics Comparison screen will be displayed. Common Error Messages No Matching Results If no matching results are found based on the information you have provided, an error message will be displayed: Figure 2 No Matching Records Found From here, it is recommended that you provide more search information if this is possible. Search Too Wide If the search criteria you provided returns too many results, the following error message will be displayed: Figure 3 Search Criteria Too Wide 3

4 Display of NHI Search Results Based on the patient details entered in the search criteria, results are displayed and ordered by a Match Score, which represents the level of similarity between your criteria and the result. These are ordered by similarity, and usually the patient to be located appears within the first 3 5 results Figure 4 The NHI Search Results screen [1] The search criteria entered is displayed here [2] This icon denotes multiple names are recorded in NHI for that patient [3] Further refine your search [4] By default the total number of results returned is 15; this can be altered here [5] View more NHI details about the selected patient (highlighted yellow) and compare them with details from Medtech32 4

5 [6] View the selected patients register audit [7] Select this button to add new patient details into NHI The Patient Demographics Comparison Screen Once you have found the correct patient in the search screen, either double click their name or click the Compare Details button in the bottom right hand corner. Figure 5 Select the Compare Details button This will open the Patient Demographics Comparison screen. Figure 6 The Patient Demographics Comparison screen 5

6 This screen displays the patient information from Medtech32 in the left hand column and the information from the patient s NHI record in the right hand column. This screen is display-only, and its purpose is to allow you to review the data and select the details to be saved back into Medtech32. The fields that are highlighted in red mean the information does not match. These unmatched fields will automatically have checkboxes enabled for selecting the fields to be saved back into Medtech32. 6

7 How do I update my Medtech32 data? If you ascertain the NHI details are more current than your details in Medtech32, select the required fields and click the Save button. A Confirm prompt will appear asking you to review and confirm the selected details to be saved into Medtech32 from NHI. Clicking on OK will update the information back into your Patient Register (F3). Clicking on Cancel will return you to the Patient Demographics Comparison screen. NOTE: You must ensure this patient is the patient on the palette in Medtech32. Figure 7 The Confirm screen to save details into Medtech32 If all the core demographics details between Medtech32 and NHI have synchronised across successfully, the version numbers will be same between both the systems and this will denote that the NHI has now been validated. The NHI Number will in turn change to a Blue colour in Medtech32 Patient Register and Palette. The core demographics details are: Surname First Name Middle Names Date of Birth Date of Death Gender NHI Number Ethnicity 7

8 Street Suburb City Post Code Ethnicity is the only exception to the synchronisation of the core demographics details. NHI information for ethnicity involves coding at Level 4 and currently Medtech32 only supports Level 2 coding. For this reason a data conversion of the Level 4 code into the Level 2 code will be performed while saving the ethnicity information into Medtech32. Similarly, NHI data will have maximum of six different ethnicities returned for a patient; however, Medtech32 has only three ethnicity fields. In this instance, only three ethnicities will be displayed in the Medtech32 Patient Register. This will be based on the following priority list provided by the Ministry of Health: 1. Maori (21) 2. Tokelauan (35) 3. Fijian (36) 4. Niuean (34) 5. Tongan Island (33) 6. Cook Island Maori (32) 7. Samoan (31) 8. Other Pacific Island (37) 9. Pacific Island NFD (30) 10. South East Pacific (41) 11. Indian (43) 12. Chinese (42) 13. Other Asian (44) 14. Asian NFD (40) 15. Latin American/Hispanic (52) 16. African (53) 17. Middle Eastern (51) 18. Other Ethnicity (61) 19. Other (54) 20. Other European (12) 21. European NFD (10) 22. NZ European (11) 8

9 23. Don't know (94) 24. Refused to answer (95) 25. Response Unidentifiable (97) 26. Not Stated (99) If all the core fields other than ethnicity have not been fully synchronised (partial synchronisation) then the NHI Number in Medtech32 will be displayed in an Orange colour in the Palette and in the Patient Register. Similarly, after NHI validation if there are changes in the core fields in Medtech32 (including ethnicity) then the NHI will be Orange. In addition, if changes are available in NHI and these have not been synchronised back into Medtech32, the NHI will be displayed in an Orange colour. The full NHI record saved back into Medtech32 will be displayed in the Full NHI Data screen (refer to the Viewing Full NHI Data section that follows for full instructions). When saving into Medtech32, both the active NHI number and any dormant NHI number for the patient are saved back. The Medtech32 PMS will perform a search for any active NHI numbers that match the saved active and dormant NHI numbers. If a match is found with an existing active NHI for any patient in Medtech32, then a warning will be displayed based on one of the following scenarios: Active NHI number in Medtech32 matching active NHI number in NHI Active NHI number in Medtech32 matching dormant NHI number in NHI 9

10 Figure 8 Scenario where Dormant NHI matches an Active NHI in Medtech32 10

11 Viewing Full NHI Record from Medtech32 Module Patient Register NHI Data Tab The full NHI record is saved into Medtech32, including all name and address details for the patient. This can be viewed from the NHI Data tab within the Patient Register. Figure 9 The NHI Data tab Once you select the Show All Data button (see fig. 9) you will be able to view all the details. Figure 10 The Full NHI Data screen 11

12 How do I update the NHI data? If you ascertain your Medtech32 data is more up-to-date than the NHI data, simply click on the Review & Update button (refer to fig 6). This will take you to the Update NHI Record screen where you can enter any/all information to be updated in NHI. When adding or editing details in NHI (such as Name, Address and Ethnicity), all information can be saved at the same time instead of saving section by section. Updating Name Information Figure 11 Update NHI Record Name [1] The patient s preferred name will be displayed by default. If the patient has multiple names, these will be displayed under the drop down menu next to the Name section. To edit the other names listed under this patient, select the name to be edited in the drop down menu (refer to fig. 9) and change the details as required. [2] Select this checkbox to make this name the preferred name. [3] Select this to add a new name for the patient. [4] If the new name details are those entered in the Patient Register (F3), then you can select this button to autopopulate those details. If you are changing the name of a baby from Baby of to their Given Name, you need to ensure you add their new name, instead of editing the existing name by removing the Baby of. You can mark their Given Name as their Preferred Name once it is saved. NOTE: If you are changing the patient s name from Baby of to their given name, you should NOT inactivate the original name Baby of for 12 months after their birth. In this instance, it is important you add a new name (see fig. 9) and make this new name the patient s preferred name. 12

13 Updating Address Information The primary address details will be displayed by default Figure 12 Update NHI Record Address [1] If the patient has multiple addresses listed, these will be displayed here [2] Select this button to add a new patient address [3] Select this button if you wish to update the details as per the Patient Register (F3) [4] Select this checkbox to make this address the patient s primary address Inactivating an Address for a Patient An address can be inactivated by selecting the Inactive Address checkbox. Once you select this checkbox, the following message will be displayed: Figure 13 Confirmation of Inactivating Address Selecting Yes will inactivate the address. Selecting No will cancel the change and return you to the Update NHI Record screen. 13

14 NOTE: A primary address CANNOT be inactivated. To inactivate a primary address, first another address has to be made the primary address. Then the original address can be inactivated. Common Error Messages Maximum Address Reached A patient can only have a maximum of three active addresses at a time, with one designated as the primary address. Try to add a fourth address will prompt the following warning message: Figure 14 Maximum Number of Addresses Reached Reinstating an Old Address If you attempt to add an address that has previously been inactivated, you will see the following error message: Figure 15 Reinstating an old Address Selecting Override Warning and Update will update the address in the NHI and make it active again. Selecting Do Not Override will cancel the update of the patient s address details in the NHI. 14

15 Updating Ethnicity Information The ethnicity details can be updated via the Other Demographics section in the Update NHI Record screen. Six different ethnicities at Level 4 coding can be saved into NHI. Figure 16 Updating Ethnicities under Other Demographics Section NOTE: Date of Birth, Date of Death, Gender, Place of Birth and NHI cannot be saved back into NHI. To amend these details, you must call the Ministry of Health on