Master Patient Index - Clinical Systems
Contents
1. TIN Te 1 VLA gallum Hr b LEE NUUS Ii UMANE 5 u MASTER PATIENT INDEX USER MANUAL TABLE OF CONTENTS INTRODUCTION 55555525825955EuEREaEERRESRRENEEFERFEERERRREEENFEEKREERNEERNEER aaa ERa 2 LOGIN e eU 3 SECTION 1 SEARCH 4 EL a M LI DUE I RSEN UIDI EN M 4 LL PATIENT SEARCH CONTINUED Sus _ 5 I PATIENT SEARCH CONTINUED a 6 SECTION 2 PATIENT NAMES 7 2l PATIENT ADD isst mec reu RE ee UR MER MA MA A NUM ML MD M LM EL M EL ML M LL ED LEE 7 2 2 UPDATE INACTIVATE d dead esa esvdeead ees dead eed rer dea dua 8 2 2 UPDATE TNACTIVATE PATIENT CONTINUED ececcececseeeereeeeseteeseaeaeeesenenstareraesenenststaraneees 9 SECTION ALIAS NAMES 10 ADD Al IAS Pm 10 3 2 UPDATE 11 SECTION 4 HELP iere exo uxEsRERPRERR RENE ERNEEEASEMESEEENNEENNSARERENSEENAKES2. Gender Social Security Number Status E dit 102030405 January 31 2011 10 MASTER PATIENT INDEX USER MANUAL 3 2 Update Inactivate Alias E Illinois DX Department of Human Services MPI Search Patients Help gt Logout Update Inactivate Alias Patient Last DUCI Patient First Patient Middle Name Initial Alias Last Name DUCK Allas First DONNIE Alias Middle Alias Status Initial Comment used when 499 inactivating characters left Alias only Update Inactivate Activate Return to List NOTE This screen is only accessible to Super and Regular Administrator roles The Update Inactivate Alias page is displayed when Alias Name was selected after a Patient Search was conducted and a Patient s Name or Alias Name is displayed The Super Administrator is the only role that will have Inactivate and Activate buttons as well as the comment box visible The Comment Box will be will only be visible to the Regular Administrator role if the Alias was previously inactivated to display the reason an Alias was inactivated The Return to List button will take user back to the original search screen displaying all the Patients in the previous list January 31 2011 11 MASTER PATIENT INDEX USER MANUAL SECTION 4 HELP 4 1 Helpful Links Mos Illinois Department of Human Services MPI Search Patients Help Logout
3. Patient button to add a new Patient to the system or Clear to clear the screen and conduct a new search January 31 2011 5 MASTER PATIENT INDEX USER MANUAL 1 1 Patient Search continued res of Human Services Patient Search Begins With som z mum Patient Results Mame ID Gender SSN Status StatusAlias DUCK DONALD 1000092 __ 0412 947 102030405 A A DUCK DONNY Patient and Alias Names are Links When a search criterion was entered and a match found the above page will be displayed with a list of the Patient s matching the criteria The Patient Results display ID Number Birth Date Gender SSN Status and Status Alias The Name and Status Al as fields are hyperlinks which can be clicked on to view the specific information for a Patient January 31 2011 6 MASTER PATIENT INDEX USER MANUAL SECTION 2 PATIENT NAMES 2 1 Patient Add Mos qp Illinois A uw Department of Human Services MPI Search Patients Help Logout Patient Add Last Name DUCK First Name DONALD Middle Initial Birth Date Social Security NEN Gender urbe The Patient Add page is displayed after selecting Search Patients from the menu bar and then conducting a search for a Patient and clicking on the Add Patient button Birth Date and Gender are required fields but it is recommended to fill in all information that is available When entering th
4. e DHS MPI Help Manual e MIS User 1 0 Action Request Form To access the MPI System Master Patient Index System you must fill out a security form found at the above MIS User I D link requesting a password be set up for you In the remarks section of the form please state the system MPI and the role V for view only Please sign the form and fax it to DHS Security 217 557 3443 Security personnel will add you to the system and send you a password so that you can access the system If you have questions please contact us This screen will display a link for a PDF document of this manual as well as a link to access the MIS User I D Action Request Form If submitting the MIS User I D Action Request Form sign and fax to DHS Security at 217 557 3443 With questions regarding the MPI System click on contact us to send an email requesting technical support to DHS MPI illinois gov January 31 2011 12
5. to the Master Patient Index System again unless the user has followed the logout procedures The user should only have one active session of the Master Patient Index System running at a time The user will be logged out of the system after 30 minutes of inactivity This manual was written to encompass information for three types of users Administrative Users both regular and super administrator as well as a System User The System User is authorized to only view Patient Alias information The regular Administrative User is authorized to view add update Patient or add update Alias information The super Administrative User is authorized to view add update Patient or add update Alias information as well as activate inactivate Patient or Alias Names Unless otherwise specified the information in this manual will pertain to all types of users January 31 2011 3 MASTER PATIENT INDEX USER MANUAL SECTION 1 SEARCH PATIENTS 1 1 Patient Search E Illinois Department of Human Services MPI Search Patients Help gt Logout Patient Search Begins with Sounds Like ID Number Exact Match Search type Begins With Last Name First Name Middle Initial ner Birth Date allyears _ v Status BOTH Range Inactive Birth Date x Social Security Gender MEL mm dd yyyy Search Clear The Patient Search is displayed after entering User and Password and loggi
6. RAENEREENEFEENMEENMR EN EE PME 12 SINE S 12 January 31 2011 1 MASTER PATIENT INDEX USER MANUAL INTRODUCTION The Master Patient Index System was originally developed to support the Department s requirement to uniquely identify recipients of Department services The benefits to both the Department and recipients of services in being able to support historical medical records are obvious By using unique identification numbers episodes of services and the supporting medical records can be linked throughout the continuum of service to a respective recipient The Master Patient Index System utilizes a technique to catalog or file names in such a way that names of like spelling as well as names that sound alike can be filed as a group next to each other making retrieval a much simpler task The Department s service recipient ID file contains more than 500 000 records If names were filed in alphabetical order it would be a difficult task to locate a name simply because of the variety of spellings that names which sound alike have Although this technique is an invaluable aid in the management and use of name files it certainly does not replace the common sense and good judgment of the system user As with any filing technique exceptions do exist Even with exceptions you will find that the Master Patient Index System coupled with experience and judgment will prove to be an extremely useful tool Jan
7. e Social Security Number do not include the dashes Select the appropriate Gender from the drop down list Select Save to add the Patient information After the information has been added the system will display the Patient Was Added screen below which contains an Edit button as well as a button to Add Alias D Illinois Department of Human Services MPI Search Patients Help Logout Patient was Added ID Number 10057 Last Name buck Add Alias First Name DONALD Middle Initial Birth Date 0412194 Gender Social Security 0203040 030405 Number E dit January 31 2011 7 MASTER PATIENT INDEX USER MANUAL 2 2 Update Inactivate Patient D Illinois Department of Human Services MPI Search Patients Help gt Logout Update Inactivate Patient Please make your data changes and click on the Update Patient Information button Patient ID 1000133 Last First Name DONALD Middle Name Initial Social Birth Date fh 4712 1978 Gender MALE x Security 456789123 Status mm dd yyyy Number Comment used when inactivating 499 characters Patient ID only left Update Patient Information Cancel Add Alias Inactivate Activate Return to List A DUCK BIG Inactivate and Activate buttons are only visible for specific administrators DUCK DONNIE A DUCK YELLOW NOTE This screen is only accessible to Super and Regular Admini
8. ng into Master Patient Index System The Menu Bar contains buttons for Search Patients Help and Logout The Search Patients button will return the User to the above page from any point in the system The button will display information about the MPI Master Patient Index system and a user manual Logowt will log the User out of the system A Patient Search may be conducted by using JD Number Last Name First Name Social Security Number or any combination of these The search can also be restricted by using a Search type of Begins With Sounds Like or an Exact Match on the Last Name or First Name A specific Status of Both meaning both active and inactive Active or Inactive can also limit the search When using a AB rth Date the Last Name must be entered as well A Birth Date Range of Exact Match or a range of years on either side of the entered B rth Date may be selected After search criteria has been entered click on Search to locate a Patient or Clear to remove the search criteria January 31 2011 4 MASTER PATIENT INDEX USER MANUAL 1 1 Patient Search continued rs of Human Services Patient Search ayeas 18 Clear No Matches Were Found For Your Search After a search has been conducted and it has been determined that the Patient does not exist in the system the Patient Search page will be displayed with the message Matches Were Found For Your Search Click on the Add
9. s page This screen contains an Edit button to update the Patient information as well as a button to Add Alias If the Patient had aliases which were previously entered they would also be displayed on this screen January 31 2011 9 MASTER PATIENT INDEX USER MANUAL SECTION 3 ALIAS NAMES 3 1 Add Alias Illinois uw Department of Human Services MPI Search Patients P Help Logout Add Alias Patient ID 1000092 Patient Last Patent First one Patet Hame Hame Initial Alias E Alias First 1 Alias Middle Name Initial Cancel The Add Alias page is displayed after clicking on Add button on Update Inactivate Patient screen or from the screen displayed when a Patient has been updated previous page Enter the A as Last Name and Alias First Name as well as the Alias Middle Initial if known Select Save to add the Alias information After the information has been added the system will display the Alias Added screen below which contains an Edit button to edit the Patient information and an Alias Name link to edit the Alias as well as an Add Alias button to add another Alias D Illinois DX Department of Human Services MPI Search Patients Help gt Logout Alias Added ID Number 1000092 Last Name First Name DONALD lt Middle Initial A DUCK DONNY 4 nasNameisstnk Birth Date 04 12 1947 Add Alias
10. strator roles The Update Inactivate Patient page is displayed when Edit was selected on the Patient Was Added screen or after a Patient Search has been conducted and a Patient was selected from the list of Patient Results The Super Administrator is the only role that will have the Inactivate and Activate buttons visible The Comment Box will only be visible to the Regular Administrator role if the Patient was previously inactivated A comment must be entered by the Super Administrator when a Patient is to be inactivated It is recommended to note why the Patient was inactivated If the Patient is being inactivated and entered with a new ID enter the new ID in the comment box The Return to List button will take user back to the original search screen displaying all the Patients in the previous list January 31 2011 8 MASTER PATIENT INDEX USER MANUAL 2 2 Update Inactivate Patient continued Illinois Department of Human Services MPI Search Patients Help Logout Patient was Updated ID Number 1000092 Last Name JoucK First Name DONALD Ma Aliases Found Middle Initial Add Alias Birth Date 2144 Gender Social Security 102030405 Number Status Edit NOTE This screen is only accessible to Super and Regular Administrator roles This screen is displayed after a Patient s record has been updated using the Update Inactivate Patient screen shown on previou
11. uary 31 2011 2 MASTER PATIENT INDEX USER MANUAL LOGIN rs Illinois Department of Human Services System Login Illinois Statutes and DHS policy prohibit unauthorized access or disclosure of DHS client employee or any other confidential information Any unauthorized use of DHS computers or disclosure of confidential client or employee information may be cause for disciplinary action including termination of employment and or criminal prosecution Do not attempt to login unless you are an authorized user By logging into any Illinois Department of Human Services System using your assigned user ID you acknowledge that you are an authorized user and agree to abide by all rules and regulations of the Illinois Department of Human Services System It is your responsibility to ensure that your user ID and password are kept private Do NOT share your login information with anyone No representative of DHS will ever ask for your password The Master Patient Index System application may be accessed by entering or copying the URL www mpi dhs illiois gov mpisecure mpi in the address line of your browser NOTE All users must be registered and have a valid User ID to access the system 1 A Registered user should type in his her Master Patient Index User ID 2 After entry of a valid User Name the user should type in his her unique Password When the password is entered it will not be visible e user must not login
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