PATIENT NAME CHANGE POLICY

Document Sample
PATIENT NAME CHANGE POLICY Powered By Docstoc
					                                               UTMDACC INSTITUTIONAL POLICY # ADM0381


                                               PATIENT NAME CHANGE POLICY



PURPOSE

The purpose of this policy is to provide a systematic process for changing the name of a patient as a
result of a legal declaration (e.g., marriage, divorce) and/or to procedurally correct data entry errors. The
changing of a patient’s name may present procedural compliance issues for various areas within the M.
D. Anderson as well as continuity of care issues and therefore validation of patient identity is crucial.


POLICY STATEMENT

It is the policy of The University of Texas M. D. Anderson Cancer Center to update the demographic
information in order to be factual and comply with legal declarations while preserving patient identity
within our systems. The responsibility to perform a name change within the SMS/CARE system will be
limited to Admissions and New Patient Registration.


SCOPE

The policy covers all employees knowledgeable of and/or responsible for name changes.


DEFINITIONS

PM101: The SMS/CARE function where all information (e.g., demographic, next of kin, emergency
contact, guarantor, employer, insurance, and Advanced Directive) is stored and updated.


PROCEDURE

1.0   Requests for Name Changes

      1.1    Requests that result in name changes may come from only the following sources:

             A.     Patient

             B.     Legal Next of Kin of the Patient

      1.2    The request for a name change must be accompanied by proof that the name has been
             changed and may be validated by the following sources:


                                                                                                                    Page 1 of 5

This document is the property of The University of Texas M. D. Anderson Cancer Center and, with few exceptions, may not be used,
distributed, or reproduced outside of M. D. Anderson without written permission from the Institutional Compliance Office.
                                                                         UTMDACC INSTITUTIONAL POLICY # ADM0381


             A.     Marriage License;

             B.     Divorce Decree;

             C.     Driver’s License;

             D.     Social Security Card;

             E.     Correspondence from the Tumor Registry and the Development Office; and

             F.     Other valid/legal documents.


2.0   Staff Responsibilities for Notification

      2.1    Staff receiving a request for a name change refers the patient or next of kin to either
             Admissions or New Patient Registration.

      2.2    If the patient is unable to come to Admissions or New Patient Registration, the staff taking the
             request should:

             A.     Copy the document that validates the name change, making sure the “new” name is
                    clearly identified;

             B.     Write on the document the patient’s name as it is currently in the SMS/CARE system
                    and the medical record number; and

             C.     Forward the above documentation to Admissions or New Patient Registration.

      2.3    Correspondence from the patient or next of kin obtained by the Tumor Registry or
             Development Office will be forwarded to either the Director or one of the managers of
             Admissions and New Patient Registration.


3.0   Completing a Name Change in the SMS/CARE System

      3.1    The procedure to correctly change a name is as follows:

             A.     From the CARE menu, enter PM101 and the patient’s medical record number;

             B.     Chose option 11 and press enter;

             C.     Chose the current inpatient case (if the patient is currently in the hospital) or the most
                    recent outpatient case * and press enter;

             D.     Chose option 01, Pt. Demographic Info and press enter;

             E.     Delete the current name;

             F.     Enter the “new” name and press enter;

             G.     The menu screen will display and then enter a “Y” at Rereg Update Flag: ___(Y/N) and
                    press enter; and

                                                                                                                    Page 2 of 5

This document is the property of The University of Texas M. D. Anderson Cancer Center and, with few exceptions, may not be used,
distributed, or reproduced outside of M. D. Anderson without written permission from the Institutional Compliance Office.
                                                                         UTMDACC INSTITUTIONAL POLICY # ADM0381


                          If the above steps (a through g) have been completed on the current inpatient
                           case, then repeat steps (a) through (g) for the most recent outpatient case.

                           * NOTE: Steps (a) through (g) must be completed for both the most recent
                           outpatient case and the inpatient case if the name change is being
                           completed for a patient who is currently in the hospital as an inpatient.

      3.2    At the completion of the steps outlined in #6, a note will be placed in the comment screens of
             PM101 as follows:

             A.     The name of patient has been changed on this date to the following: ______________.
                    This change was completed at the request of ___________ and was validated by
                    ______________________.

             B.     This noted should be signed by the first initial and last name of the person completing
                    the name change and their phone number extension.


4.0   Medical Record Chart

      4.1    Once a name has been changed, the Admissions staff or the staff of New Patient Registration
             will order the patient’s medical record and replace the tag on the front imprinted with the new
             name and replace the “blue” addressograph cards contained within the chart.

      4.2    If the patient is present at the changing of the name, a new addresograph card will be printed
             and given to the patient otherwise the patient will be instructed to get a new card upon their
             next visit to the clinic or hospital.




                                                                                                                    Page 3 of 5

This document is the property of The University of Texas M. D. Anderson Cancer Center and, with few exceptions, may not be used,
distributed, or reproduced outside of M. D. Anderson without written permission from the Institutional Compliance Office.
                                                                         UTMDACC INSTITUTIONAL POLICY # ADM0381




REFERENCES
None.




                                                                                                                    Page 4 of 5

This document is the property of The University of Texas M. D. Anderson Cancer Center and, with few exceptions, may not be used,
distributed, or reproduced outside of M. D. Anderson without written permission from the Institutional Compliance Office.
                                                                                 UTMDACC INSTITUTIONAL POLICY # ADM0381


Approved With Revisions Date: 11/21/2007
Approved Without Revisions Date:
Implementation Date: 11/21/2007


Governors
Tortorella,Frank R -VP, Clinical Support Services


Stewards
Smith,Carol F -Dir, Health Infor Mgmt


Content Experts
Smith,Carol F -Dir, Health Infor Mgmt
Tortorella,Frank R -VP, Clinical Support Services




                                                                                                                             Page 5 of 5

      This document is the property of The University of Texas M. D. Anderson Cancer Center and, with few exceptions, may not be used,
      distributed, or reproduced outside of M. D. Anderson without written permission from the Institutional Compliance Office.

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:14
posted:7/28/2010
language:English
pages:5