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SO034 Move PID/MRN for duplicate UBC Clients

  • Updated
Standard Order Category: Category 1
Who should fulfill this SO? SO Analyst
Link to the SO request form: N/A

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.


Background
Fulfillment Instructions

Background

Duplicate client in EMR - one created by UBC via PCIS/ CERNER, the record has MRN but no PARIS ID, another created by a clinic via PARIS, the record has PARIS ID but no MRN.

Health Records won't merge these as there is no duplicate in PARIS.

 

Fulfillment Instructions

​EMR team to determine the survivor and duplicate client in EMR: the one with more results and encounter notes would be the survivor client. If you are not sure which client should be the survivor client, consult with Health Records on the next steps.

Once the survivor and duplicate clients are determined,

  • If the survivor client has no PARIS ID, use the instructions below to run a specific macro to move the PARIS ID from duplicate client to the survivor client:
    1. Log in to UAZ or UMS POS, using a Sys Admin account
    2. Go to main menu "Maintain \ Templates \ Macros", select the macro "MOVE_PARISID" and then click "Run".
      mceclip0.png
    3. Enter the FileNum for both survivor and duplicate clients, click “OK”.
      2022-02-01_12-14-35.png
    4. Validate the clients information before clicking “Yes” to continue.
      2022-02-01_12-11-05.png
    5. A message pops up after the moving is done, click “OK” to close it.
      2022-02-01_12-15-37.png
    6. Check demographics in PARIS and make sure they match in EMR. Do a PARIS Update on survivor client after.
    7. Make sure you also enter our usual notes in EMR when we do the EMR merges.
  • If the survivor client has no MRN, manually move MRN from duplicate client to survivor client:
    1. Log in to UAZ or UMS POS, using a Sys Admin account.
    2. Open Alter Client window of duplicate client, go to Registry view, select “MRN – VANCOUVER ACUTE”, click “Delete” button to remove it.
      Note: write down / save the MRN value before delete, it will be used in next step
      2022-02-01_12-29-17.png
    3. Click “OK” to save & close the Alter Client window of duplicate client.
    4. Open Alter Client window of survivor client, go to Registry view, click “New” button to add “MRN – VANCOUVER ACUTE” with the value saved in previous step.
      2022-02-01_12-38-59.png
    5. Click “OK” to save & close the Alter Client window of survivor client.
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You may also need to communicate with clinic(s) if you are inactivating a record with results and encounter notes. Since this is a duplicate, we can offer to move the results for them but if they want Encounter notes to be moved, clinic will have to do so by copying from the bad record. You may need to explain how that is done.