Information Governance Records Management Guidance Note Number 007: Health Records Policies and Procedures Polices and Procedures

013. Searching and Updating Patient Demographic Data In The Master Patient Index

1. Opening Statement

The Master Patient Index is an alphabetical key to records which are filed numerically. It allows patient search, amendment to patient demographics and registration of new patients creating a departmental patient identification number which is linked to the Community Health Index number as the unique patient identifier. It can be kept on a computerised patient administration system or on a manual card system.

2. Information Held on Master Patient Index

List demographic data held on MPI, e.g. date of birth, name, post code, CHI number, GP etc.

3. Search and Registration Techniques

Describe local search procedures e.g.:

• full patient demographics, surname, forename, date of birth, name, sex, CHI etc;
• DOB only;
• homonyms / alias;
• combination of patient demographics, e.g. surname and postcode or name and CHI etc.

4. Maintenance of Master Patient Index

Describe procedures for updating the Master Patient Index, e.g. change of patient demographic details, recording deaths etc.

5. Unknown Patients

Describe procedures for registration of unknown patients.

6. Data Quality

List mandatory fields

• Process for duplicate checking
• Process for notification of duplicates
• Accountable officer

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

Links (related policies and guidance) can also include web links if applicable