What are Inactive Duplicate Client Results?
Issue
Solution
Process Steps
Log your Actions
Common Issues - Troubleshooting/Investigation
Related Articles
What are Inactive Duplicate Client Results?
Transactions/Results are downloaded as Labs, Scans and Dictations that are then matched automatically to existing clients in EMR.
Issue
Transaction/Results is incorrectly matched to an inactive duplicate client record. This could be caused by a couple of reasons, for example, the client had a new record created in the system with a different gender but the Lab, Scan or Result had been ordered with information with the previous client information. Any Transactions/Results assigned to an Inactive Duplicate client will not be visible to recipients who are viewing the active client record.
Solution
A system report will run daily to generate a list of Inactive Duplicate Clients with Transactions/Results assigned to them by EMR (within the last 3 days). The SA team will send the report to the EMR team where a resource will move the transaction/result from the Inactive Duplicate client record over to the surviving active client record.
Note: This solution applies to both Signed and Unsigned transactions to ensure all transactions (after duplicate client record had been identified) are housed in the active survivor client record.
Process Steps
1. Navigate to the report file with today’s date located in this folder: \\vch\departments\PCAC_EMR\01 - PCCEMR\01-Reports and Data Extracts\Reports\Operational\PC2747HiddenResultReport\Report
2. Open the spreadsheet titled Duplicate Client Results (with the current date)
3. Enter the password protected spreadsheet (speak with other analysts to obtain the password).
| Ignore hidden rows as they have been filtered appropriately. |
4. Log on to EMR Production using Sys-Admin account (Caution: Do not use Citrix)
5. In the Duplicate Client Results spreadsheet, use the PARIS ID and perform a Alter Patient Search in EMR to open to Inactive Client Record in EMR.
6. In the Alter Client Window, check the Address field or Admin Note for the Active Client Record PARIS ID.
7. Open another Alter Client window by holding Shift and clicking on the Alter Client Icon in the main toolbar.
8. With both Inactive and Active Client records displayed, validate that these are the same clients by their information.
9. Close the Alter Client window for the Active Client record
10. Click on the Inactive Client window again and click on Medical Record.
11. From the left Menu, click on Results view.
(Tip: Keyboard Hotkey - Press CTRL + ALT + semicolon to go directly to results)
12. Check the spreadsheet again for the Display Date and Transaction Data Type.
13. In the EMR Results window, find the Transaction with the matching details.
14. Right click and select Move
15. In the Search window search for the Active Client (it should already prepopulate)
16. Click on the confirmation prompts.
Log your Actions
After processing each hidden result, you will need to update the spreadsheet with information corresponding to the columns.
1. Update the following 4 columns:
a. Cleaned up By (this will be used to record the name of the person doing the cleanup)
b. Cleaned? (Y/N) (If N, leave brief explanation in comments section on why it wasn’t changed)
c. What was done/Comments (this will be used to record what cleanup is done)
d. Additional Feedback (Optional: add any other additional comments under here which are usually not related to the result fix, like fixing the associated clinician account)
2. Save the spreadsheet.
3. Once all reviewed/fixed, send an email to EMR team saying that the cleanup was done.
Common Issues - Troubleshooting/Investigation
Inactive Client is not de-activated or Active Client record is missing Notes to identify it as the Survivor
Prior to making changes to the account, please investigate the issue and see if HIM need to be contacted.
1. Check that this client record has been processed by HIM. Go to Alter Client and do a PARIS Update and reopen Alter Client. If the street address has a note saying DUPLICATE USED ID XXX, it has been processed by HIM. Inactivate the record - see the Duplicate Merge toolkit
2. If the record hasn't been processed by HIM, notify HIM using the PCC-EMR & PARIS Duplicate Record Reporting Form. Do not make any changes to the client information as this could impact on other system Interfaces that sync with our EMR e.g. PARIS, Care Connect, EMPI. After HIM sends the notification for Duplicate Merge and you complete the duplicate merge, you can proceed to work on the inactive duplicate client results
3. If you try to assign a transaction to an inactivated duplicate client, you will get an error