Registration Process Emergency Department 1/6/2015

Registration Process The registration process is an integral part of the patient experience here at Community Hospital of San Bernardino It is ESSENTIAL that patient’s are registered correctly to ensure That the correct patient receives treatment To ensure each patient’s information is kept confidential That charges are billed to the correct patient Registration in the Emergency Department is done by the EMT or RN at the reception desk using Meditech

Registering the Patient in Meditech The registration process begins after the patient has completed the Information Sheet Log into Meditech and select number 1

Registering the Patient in Meditech, cont. Select number 21

Registering the Patient in Meditech, cont. Registration short form If the patient listed a social security number this is the PREFERRED method for registering the patient This method can avoid discrepancies, misspellings or searching the Master Patient Index (MPI) through many names Enter the # sign and then the patient social security number without any dashes then hit the F9 (lookup) key Meditech will then require you to confirm that this is the correct patient IF the name is correct you may select YES, if not select NO and verify the social security number listed

Registering the Patient in Meditech, cont. If the patient did not provide a social security number you will Enter the last name then a comma and the first name Enter the birthdate Enter the sex Continue to hit enter until you get to the Unit# screen and the following screen will appear Search for the patient, select the correct patient

Registering the Patient in Meditech, cont. Example: In this instance the RN was attempting to register a patient who signed in as Noe Smith, but her legal name is Noemi Smith. The RN selected Noemi Smith and the system recognizes that there is a name conflict and prompts the nurse that there is a conflict. You should always take care to note any prompts from the system regarding name conflict or DOB conflicts

Registering the Patient in Meditech, cont. Example: Carol Jones signed in and Carol has *** after her name, when she signed in she did not add the *** after her name. The system pulls up Carol and asks the RN/EMT is this the one? The staff member compares the birthdate and the address and verifies that this is the correct patient and clicks YES You can use the address as verification to ensure this is the correct patient (use street name and city-DO NOT use house/apt. number)

Registering the Patient in Meditech, cont. The system recognizes that there is a name conflict because one patient has *** after their name and one does not. The staff member clicks OK The staff member had verified the address and recognizes that this is the correct patient

Registering the Patient in Meditech, cont. The system prompts the user to (U) Update Medical Record OR (C)Copy Medical Record. The user should COPY the Medical Record When you Update the Medical Record you are changing the information to what you have JUST entered in the system-ED STAFF SHOULD REFRAIN FROM UPDATING THE MEDICAL RECORD When you copy you are copying the information that is maintained in Meditech

Registering the Patient in Meditech, cont. The system conducts double checks to ensure that you have selected the correct patient Verify the address listed with what was provided on the Information Sheet If the information does not match call the patient to the desk and ask if they previously lived at the address If YES select this patient If NO verify the information you have entered and if it is correct select NO and continue (this will register the patient as a NEW patient) If you cannot locate a patient who has previously visited CHSB verify with the patient that the information on the information sheet is correct NOTE: At times the patient may have entered the information incorrectly or transposed a number or letter

Registering the Patient in Meditech, cont. If the patient is in the Meditech system, it will prompt you to View Critical Care Indicators Select YES to view these indicators The indicator allows you to see if the patient has had a history of MRSA, C-Diff, etc. If the patient has an infection control flag listed notify the triage RN immediately and follow CHSB policy

Registering the Patient in Meditech, cont. After viewing the critical indicator continue to the ED Physician field This field allows you to select the ED physician on duty Enter the first three letters of the last name and the first initial of the first name then hit the F9 (lookup) key

Registering the Patient in Meditech, cont. Tab down to the “Adm Priority” field and hit the F9 (lookup) key to find ER Emergency Select number 3 and continue to “Reason for Visit” field

Registering the Patient in Meditech, cont. Enter the “Reason for Visit” from the Information Sheet

Registering the Patient in Meditech, cont. In the “Arrived By” field select how the patient arrived to the ED

Registering the Patient in Meditech, cont. In the “Location” field select “8 ERD” for Emergency Department

Registering the Patient in Meditech, cont. In the “Service Date” field hitting the enter key will populate this field with the current date

Registering the Patient in Meditech, cont. In the “Service Time” field CHANGE the time to reflect the TIME STAMP on the Information Sheet

Registering the Patient in Meditech, cont. Continue to tab and the “Yes/No Confirmation” dialog box appears. This is your last chance to verify the information entered. This step is CRITICAL to ensure you have entered the correct information, take the time to ensure that the information is correct before filing it

Registering the Patient in Meditech, cont. The next screens will print out the patient stickers, armband, etc. Take care to compare the information printed against the Information Sheet, if you notice that you have made an error contact ED registration IMMEDIATELY and ask them to correct the information and reprint a packet. DO NOT depart the incorrect patient, DO NOT re-register the patient. STOP and allow REGISTRATION TO FIX THE ERROR!!!!

Verifying the Patient The triage RN must have the chart and armband prior to beginning the triage process The RN will call the patient by name (A-Acknowledge) When the patient arrives for the RN to triage he/she will have the patient verify his/her name and DOB, at this point the armband will be placed on the patient (this will prevent the triage from being placed on the incorrect patient)

Start of the Triage Process The RN will then begin the triage process Don’t forget to introduce yourself to the patient (I-Introduction) Example: “Hello, my name is Carol and I will be the triage nurse completing your triage” Don’t forget to let the patient know how long it will take (D-Duration) Example: “The triage process will take approximately 5 minutes” Don’t forget to let the patient know why we are doing the triage process (E-Explanation) Example: “The triage process includes vital signs, a brief review of your medical/surgical history and a review of your medications, this process will help the provider when he/she comes to see you” Don’t forget to THANK your patient (T-Thank you) “Thank you for choosing Community Hospital of San Bernardino”

Thank You