Pseudonym Client Registration – IMITS

Background

See external zendesk article on Pseudonym Client Registration.

“Pseudonym Client/Record/Registration” means a client who does not intend to have their true
identity known in a health record. The client’s name follows an established naming convention that is
easily identifiable and consists of a standardized prefix and a pseudonym of the client’s choosing.

“Nominal Client/Record/Registration” means a client who agrees to disclose their true legal personal identity in their health record and can be fully identified. It is a record/registration which includes true demographic information.

The below information has been derived from the SHOP Pseudonym Client Registration policy and the Lower Mainland Consolidated HIM - Registration Standards & Data Quality Pseudonym Client Registration policy.

For up-to-date information, please refer to the policies linked above.

Approval for Use of Pseudonyms

Each department must have approval from their Health Organization’s approval body before registering Pseudonyms. Areas that have not received approval to create Pseudonym Records must register Clients under their administrative identity that matches their government issued ID (e.g., BC Services Card).

The following programs that use Profile EMR have been approved to do pseudonym client registration (in the context of sexual health):

Gilwest Clinic (POS = GIL)
Sexual Health Richmond (POS = SHR)
PHSA BCCDC STI clinic (POS = CPS)
Note: QQQ prefixes are also used at CPS for Get Checked Online clients (see Related Articles)
VCH Health Initiative for Men (POS = HiM)
Note: Clinical services at HiM is provided by VCH STOP HIV program

Registering a Pseudonym Client

Naming Conventions

The Pseudonym Naming Convention must be followed in order to prevent a connection to the EMPI and block the generation of a new BC PHN. Pseudonym Clients must use their real Date of Birth, legal Gender and real Phone Number and can choose the remaining identifiers for their record to maintain anonymity.

In Profile EMR/PARIS:

Last Name: YYY+ Pseudonym Last Name (e.g., YYYSmith)
First Name: Any pseudonym of the client's choosing
Gender: The client's legal Gender as per government-issued ID
Date of Birth: Real date of birth
Client Record Type: Indeterminate/Pseudonym
Phone Number: Client's real phone number
Permanent Address: If client does not wish to provide a true address, use the Unknown Address standard or No Fixed Address standard if homeless
BC PHN: NONE - do not enter or request a BC PHN

Duplicate and Overlay Records

Do not create multiple pseudonym records for the same client.

Each client should have no more than one Pseudonym Record and one Nominal Record
Client returning for care must reuse the same pseudonym they chose during their initial visit
If multiple pseudonym records have been created for the same client, contact Data Quality to merge

“Overlay Record” means when one health record includes information for more than one client

“Duplicate Record” means when more than one health record is created for one client; each record is
incomplete as the information has been divided amongst them

A Pseudonym Record must not be Converted to a Nominal Record and Vice Versa

Should a pseudonym client agree to be fully identified, staff must not convert a
Pseudonym Record to a Nominal Record - both the Pseudonym and Nominal Records
will exist for the client
Conversely, staff must not convert a Nominal Record to a Pseudonym Record - a new
Pseudonym Record must be created

Health Information Management Services
Get Checked Online (QQQ) Client with PARIS ID

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