Health Authority User Guide - Province of British Columbia
Contents
1. Errors An invalid address message indicates that the address you submitted did not meet CPC standards i e the postal code included a space the municipality was spelled incorrectly etc or the address does not exist If you are confident that the address does exist or if you are unable to determine why any part of the address is invalid call the healthnetBC Help Desk for further assistance RO Update Person Address AE APPLICATION ERROR HRATIZ225EINVALID ADDRESS WO UPDATES WERE PROCESSED HealthNet BC Web Business Services Health Authority User Guide Record Document R20 R20 35 Use R20 to record Ministry approved documents that support person demographics Record Document Before You Begin Client PHN is required Date fields must be keyed in ccyymmdd format i e 20000415 Number fields are numeric Text fields can include all characters except the special characters nN V amp Do not include hyphens in a document registration number Recording the Same Document for More than One Person If more than one person is named on a document then the document must be recorded once for each person HealthNet BC Web Business Services Health Authority User Guide Record Document R20 36 Documents that Support Person Demographics Use the appropriate document s to record details to support a person s demographic information on the Health Registry Document Type Supports Suppo2. ay head BRITISH COLUMBIA Ministry of Health Services Accessing the Ministry Web Business Services Health Authority User Guide Eligibility Demographics amp PHN Assignment Prepared by healthnetBC Access Services HAS healthnetBC IST Knowledge Management amp Technology October 2000 Version 1 1 healt hnet BC Web Business Services Health Authority User Guide Contents About this ETT ENE L Purpose amp AUdleNce unsmuas naeeh jun 1 Document Conventions sissmrmmrsnsmtsesrimmmnnminn 1 Quick Start Checking Eligibility and PHN Assignment 2 Checking Eligibility sonrononrrnnnrrnnnnnvnnnnrnnnnrnnnnnnnnonvennnrrnnnnnnnnennee 2 Assigning a Personal Health Number PHN 2 Quick Start Maintaining Person Demographics 3 Verify Person Demographics rrnnannvnrnvvnnnnrrnnnnvnnrnvvnnnnrrnnnnnnnennn 3 Update Person Demographics arnrrnnrnvvnrnvrvnnnrnnnnvvnrnrrrrnnnrnnnnnennn 3 R15 R41 R09 Check Eligibility ccccceceeeeeeeeeeeeeeeeeeaee 5 Before You ER 5 FN 5 ER RE ER aan aden 6 Beneficiary Covered nssrmmervvnnvvvvnnnrnnenvvnrrrrvnnnrnnennennrrrresnnrnnennennn 6 Beneficiary Not Covered rrmmsnvvnrervvnnvrrnnnnrnnnnvennrnrrvannrnnennenrnnren 6 LJ T icccctedvrsriteresicnrenisceeemon Before You Begin sae eee ever eee eee ike 8 FI OCOO 011e PEPP 8 Fen 9 PHN Foundausaarsosansrans bier edu 9 PHN Not Found cccecccceeeececceeeec
3. Triplets BABY BOY A BABY GIRL B BABY BOY C HealthNet BC Web Business Services Health Authority User Guide Record Newborn RO 1 22 Results Message confirming RO Record Newbom transaction success AA APPLICATION amp OCEFT 4 HRAISDZTI SUCCESSFULLY COMPLETED Babys PHN sas578430i PHN assigned to newborn HealthNet BC Web Business Services Health Authority User Guide Person Demographics 23 Person Demographics Business Services R03 Get Person Demographics R05 Validate Address R06 Update Person Demographics R07 Update Person Address R20 Record Document HealthNet BC Web Business Services Health Authority User Guide Get Person Demographics R03 24 Use RO3 to retrieve the most current name address gender date of birth and date of death if applicable Use R03 to record or change a person s security keyword R03 Get Person Demographics Before You Begin Security Keyword Some individuals have a security keyword recorded on the Health Registry to ensure that their personal information is released only to authorized users In this case you will be unable to access their demographic data unless they provide you with the keyword Contact the healthnetBC HelpDesk for further assistance Procedure e Select Get Person Demographics from the Person Demographics Menu or from the Next Business Service link R03 Get Person Demographics Add or change a keyword here max 20 c
4. BC Web Business Services Health Authority User Guide Validate Address R05 26 Use R05 to validate any Canadian address with Canada Post Corporation compliance standards to confirm or complete a person s address R05 Validate Address Procedure Select Validate Address from the Person Demographics Menu or from Next Business Service links lt Key in the address information listed for the person You must have the first line of the address and either the city or postal code lt No identifier is required for this business service The transaction does not inquire against or update any Ministry databases R05 Validate Address First line must be completed Do not include any punctuation marks when entering address Address Line 1 Line 2 Line 3 Line 4 City Provi o Valid City or valid Postal rovince British Columbia ii Code must be entered into SEEE E AEE one of these fields Postal Code yo ES ANANAN format no spaces HealthNet BC Web Business Services Health Authority User Guide Validate Address R05 27 Results RO5 automatically validates the address submitted against the Canada Post Corporation CPC standard and returns a best guess address that has been corrected or completed HealthN et BC Web Business Services Health Authority User Guide Update Person Demographics R06 28 Use RO6 to update change or correct the name gender or date birth for a person record
5. E Select Record New Person from the Eligibility and PHN Assignment Menu or from the Next Business Service link When submitting your request always leave Duplicate Override and Address Validation Override set to Blank The Health Registry will automatically check for an exact match on an existing person The Health Registry will automatically check the address against CPC standards RD Record New Person y Sumae O Fit haj o Second Hara MM Enter information into all Third Meera mandatory fields Date of Bit coop IT mn d Gender Mala Fomio Address Type Home Addesa Line if Preince r Stale British Columbia Postal Code or Bp i Country Canada Duplicate Creride Indicator 7 Address Vslidalion Oversde M Indicator Click to override system checks for duplicates and or address verification Sutesit Overrides prevent the system from automatically checking for duplicates or to avoid verifying the address to CPC standards HealthNet BC Web Business Services Health Authority User Guide Record Newborn RO 1 19 Results This service automatically checks to ensure that an exact duplicate is not present before accepting the new record If a duplicate record exists a message is returned asking if you still want to create a new record You can override this check when you are convinced that the person is not already recorded DR The address is aut
6. Get Person Demographics HealthNet BC Web Business Services Health Authority User Guide Record New Person R02 R02 17 Use R02 to record identification and address information for a person who is not already recorded in the Health Registry Record New Person Before You Begin DE IN Procedure ALWAYS use R09 Name Search to verify that the person is not already registered NEVER add someone who already exists on the registry A PHN must be assigned to every person receiving a health care service in BC The client does not need to be a resident of the Province to receive a PHN A PHN assigned through the Record New Person business service confers no eligibility for health services whatsoever To become a beneficiary a person must be enrolled with the Medical Services Plan Always verify identification and documents Examine supporting documentation presented by the individual If a newborn baby was not recorded using RO1 Record Newborn in the Health Registry at the time of birth and requires a PHN prior to the parent enrolling the child with MSP use R02 to assign the PHN If the parent has not yet chosen a name for the child use Baby as the First Name and the mother s surname as the Surname The Health Registry requires accurate person names Include hyphens and apostrophes as indicated by the person HealthNet BC Web Business Services Health Authority User Guide Record Newborn RO 1 18
7. M to F F to M Select Update Person Demographics from the Person Demographics Menu or from the Next Business Service link R06 Update Person Demographics Enter the person s PHN FHN mms Sarna i To change any component of a person s ska al To change birth date or name you must enter the Second tame gender enter the new surname amp first name Include any hyphen s Third Mame Moea apostrophe s amp spaces Date of Bath ceyy map Gerder Male Female C Subrnit Results The Health Registry will confirm successful processing E Use R03 Get Person Demographics to verify the new demographic data HealthNet BC Web Business Services Health Authority User Guide Update Person Address R07 31 RO7 Use R07 to update or correct a person s home address mailing address or home telephone number Update Person Address Before You Begin B AN vS Home Address Mailing Address All person records on the Health Registry must contain an address that is correctly identified as either Home or Mailing Home Address Home address identifies where the person lives and includes a street name house or building number and may include an apartment or suite number Mailing Address A person may receive mail at an address different from the home address such as a postal box or general delivery If the address is the same for both Home and Mailing record the address once as the Home addr
8. a Gender Mide Female Unknown If a Name Search is unsuccessful for any of the following reasons the Health Registry will attempt to locate the correct PHN No First Name Match When no match is found on a full first name the system searches for clients with the same first initial This narrows your search to clients that are entered on the registry with a first initial only or clients that have a different spelling of the first name e g no match on Jim would retrieve James No First Initial Match When no match is found using a first initial the system automatically searches for Baby in the first name field This helps to find newborn children who have been recorded as Baby Girl or Baby Boy at the time of birth No Birth Date Match When no match is found on a full birth date the system disregards the day of birth This helps find clients that are entered with a different day of birth HealthNet BC Web Business Services Health Authority User Guide Name Search R09 14 Person Found R09 Search for Person Ak Applicarios Accept EFAT4021 S OCESSPULLY COMPLETED Results are listed in order of surname and Search Repalts first name not Message confirming transaction success Heip Humber of Malcheg 10 second name i e not true alphabetical order BILLIR DAVID MICHAEL ROBERT PREVIOUS RECORD 04 E 15600705 9691214567 BC PH GaN FLOOR 2659 PJIG
9. AYS report suspected fraud Provide person information to the healthnetBC HelpDesk Procedure Select PHN Inquiry from the Eligibility and PHN Assignment Menu or from Next Business Service link Eligibility and PHN Assignment Bisan Maeve Perin Eear Heeten Va Although multiple up to 10 PHN s can be entered on a single R41 each PHN Inquiry is processed individually This means that when you submit an R41 the response will include those PHN s which processed successfully and those that did not The response will include error messages for PHN inquiries that were not found Search for the correct PHN and resubmit HealthN et BC Web Business Services Health Authority User Guide PHN I nquiry R41 9 Enter up to 10 PHN s Individuals do not need to be related or exist on the same contract af sf s ES es wf This will check Beneficiary States as of today s date Suomi Steet Over Click Submit Results PHN Found gt lt PHN results are listed in the order in which they were entered R41 PHN Inquiry AE Jer ene on NE Successful processing is HRATSD2T FUCCESSTULLY COMPLETED confirmed PHN 27127936707 SMITH POSERT FRED SOE DOG 18840201 Gender A Egbe Student Indicator Y PHH SHT6541210 JONES SALLY GUENN DOG 19720915 Gerda Eligible Y Shodard indicator H A PHN information confirmed HealthNet BC Web Business Services Health Authority User Guide P
10. Document cccccccccccccuuueeeeeeeeaa 35 Before You Begin sasneenNEGsne 35 Recording the Same Document for More than One Person 35 Documents that Support Person Demographics 36 Document Medium rrrnrrnnvnrnnnnavnvnnrnsnnrnnrrsnnvnerssnnnnsrsssnnnsssrsnnnne 36 Original DocumentS rrnnnnrnnnnrrnnnnnvnnnnrnnnnrrnnnnrnnnnvnnnnrrennnnrnnennennn 36 60 10 IC 37 HealthNet BC Web Business Services Health Authority User Guide About this Guide 1 About this Guide Purpose amp Audience This document is intended for Health Authorities authorized to use healthnetBC Web Business Services This user guide outlines the Eligibility Demographics and PHN Assignment business services describes the processing requirements of each business service provides business rules and describes results The information contained in this guide will soon be available as On Line Help Document Conventions The following icons are used throughout this document ZX This icon and red font if applicable indicate a warning K Asterisks denote mandatory fields lt This icon and font indicate hints and or important information to take note of E This icon indicates a user action such as Follow these Steps HealthN et BC Web Business Services Health Authority User Guide Overview and Quick Start 2 Quick Start Checking Eligibility and PHN Assignment Checking Eligibility Use
11. HN I nquiry R41 10 PHN PHN submitted Name Surname First Second DOB Date of Birth year month day Gender M male F female U unknown Eligible Eligibility status of date requested Y yes N no Yes does not guarantee payment for fee for service claims Use the MSP Teleplan system to request a guarantee Student Status Student status for child 19 24 student status does not affect eligibility PHN Not Found PHN Not Found indicates that the client is not enrolled with MSP and is not eligible for publicly funded health care services as of today s date Advise the client to contact the Victoria office of MSP to enroll for health care services HealthNet BC Web Business Services Health Authority User Guide Name Search R09 R09 11 Use R09 to search the Health Registry database to find a person s PHN Name Search Before You Begin DE AS vS Locating a PHN for a person through the R09 Name Search business service does not automatically indicate eligibility for publicly funded health care services Use R15 or R41 to confirm eligibility When a client has been erroneously registered more than once contact the healthnetBC HelpDesk to have the duplicate numbers investigated and corrected Searching Hints When a Narrow Search direct search using as much information as possible is unsuccessful use Wide Search phonetic search t
12. Health Authority User Guide Eligibility and PHN Assignment 4 Eligibility amp PHN Assignment Business Services R15 Check Eligibility R41 PHN Inquiry R09 Name Search RO2 Record New Person R01 Record Newborn HealthNet BC Web Business Services Health Authority User Guide Check Eligibility R15 5 Use R15 to determine if a person is a beneficiary of the Medical Services Plan on a particular date of service R15 Check Eligibility Before You Begin X Locating a PHN for a person through the R09 Name Search business service does not automatically indicate eligibility for publicly funded health care services Use R15 or R41 to confirm eligibility D Zi If there is any reason to doubt the accuracy of the response contact the healthnetBC HelpDesk to validate eligibility gt lt Use R03 Get Person Demographics to confirm client name birthdate gender and address Procedure E Select Check Eligibility from the Eligibility and PHN Assignment Menu or from Next Business Service link e Remember indicate mandatory fields R15 Check Beneficiary Coverage Status Enter the PHN PHI Date io Check coyy miii T dd 11 Click Submit _Submit Date defaults to the current date overtype to check eligibility for another date HealthN et BC Web Business Services Health Authority User Guide Check Eligibility R15 6 Results Beneficiary Covered R15 Check Eligibility ee eee Succe
13. LAS STREET VICTORIA BC CAM The transaction will list a maximum of 25 clients who match the innit criteria HealthNet BC Web Business Services Health Authority User Guide Name Search R09 15 Current amp Previous Records Current Record indicates that the information is the most current in the Health Registry Cc BILLER DAVID HICHAEL ROBERT CURRENT RECORD 0I E 19600709 9031174567 WANE FLOCK 2459 BMASLAS YTREET VICTORIA BE SAM E MILLER DAVID MICHAEL FOBERT CURRENT RECORD fo H 19600709 96891234567 MIND FLOOR 1459 PFONGLAS STREET VICTORIA BC CAM E BILLER DAVID HICHAEL ROBERT PREVIOTS RECORD W E 15600709 9691274567 EC FH IHD FLOOR 2659 DOUGLAS STREET WIC ORIA BC CAM Previous Record indicates that some or all of the demographic information for this client has been changed Use R03 Get Person Demographics to view the current record Person Not Found When you have completed an exhaustive name search and are sure that the person does not exist on the Health Registry proceed to RO2 Record a New Person HealthNet BC Web Business Services Health Authority User Guide Name Search R09 16 Copy PHN amp Proceed If you are satisfied that you have positively identified your client use the right mouse copy function to copy the PHN before proceeding to the next business service Paste the PHN into next business service form i e R 41 PHN Inquiry or R15 Check Eligibility or RO3
14. The parents or guardians must still enroll their child as a beneficiary with MSP to ensure continued eligibility following the automatic three month period This transaction requires the mother s PHN If the mother s PHN is not known use R09 Name Search to find the PHN If you cannot find a PHN for the mother you use R02 Record New Person to assign her a PHN Note that assigning a PHN does not automatically make the mother eligible for publicly funded health care services HealthNet BC Web Business Services Health Authority User Guide Record Newborn RO 1 21 Procedure amp Select Record Newborn from the Eligibility and PHN Assignment Menu or from the Next Business Service link Enter baby s surname ma Date of birth defaults to j the current date overtype R01 Record Newborn not match the mother to correct Baby Sumanne T Fid Mans Gelect Baby s First Mama Date of Birth cop pa mm E b i Ai Gonder C Male Female Select baby s first name f eie E from the drop down list pains dig See details below Submit Enter the mother s PHN If the baby s gender unknown contact the Help Desk Selecting Baby s First Name Single Births Select the first name from drop down list Girl BABY GIRL A Boy BABY BOY A Multiple Births Indicate birth order alphanumerically Twins BABY GIRL A BABY BOY B
15. a person s PHN to verify their eligibility for publicly funded health care services Use R15 Check Eligibility for a single PHN inquiry Use R03 Get Person Demographics to verify the client s name birth date and gender Use R41 PHN Inquiry for checking up to 10 PHN s at the same time Assigning a Personal Health Number PHN 1 Use a person s name birth date and gender to determine if they have a PHN Use RO9 Name Search 2 Assign a PHN to a person who is not recorded on the Health Registry Use R02 Record New Person 3 Assign a PHN to a Newborn Use RO1 Record Newborn HealthN et BC Web Business Services Health Authority User Guide Overview and Quick Start 3 Quick Start Maintaining Person Demographics Verify Person Demographics 1 Use a person s PHN to retrieve their most current name address gender date of birth and date of death if applicable Use R03 Get Person Demographics Update Person Demographics 1 Use a person s PHN to complete or change their name birth date or gender Use R06 Update Person Demographics 2 Use a person s PHN to record details from supporting documentation which substantiates the change to their demographic information Use R20 Record Document 3 Use a person s PHN to change their home or mailing address and or telephone number Use R07 Update Person Address HealthNet BC Web Business Services
16. ecceeccceaueeeeceaeeeeaeeneeeeaueeeeceaaees 10 Name SearCch ssassasananssnnnansnnanannnnana LL Before You Begin ccccccccccccccccccccccccccccescssccscesssssseessssssess 11 Searching Hints enannvnnonnvnnorrvrnnnvnnnnnvnnrrrennnrnnannvnnenresnnnrnsennnnnenn 11 FOotelle a 255 45254rsaeeeeeese ep EN 12 Narrow Search by Surname mrnnnnnnnvnnnnnvnnnnvonnnrrnnnnrnnnnnnnerenn 12 Wide Phonetic Search marnrnnannvnnonvvnnnrrnannvnnnnvennnrrnnnnnnnnennenen 12 FEN 13 No First Name Match rervvrrnnnnnnrennvrrnvnnnnnnenvnrvvrannnnnnnnvvvrnnnsnnenenn 13 No First Initial Match eeeorasorrrerernerravnnnnanennnrvvrannnnnennrvvrnnnsnnenene 13 No Birth Date Match uuervvrannnnnnnenvvrrnvnnnnanennnrvvvannsnennnvvvrunnsnnenenn 13 Person Found muvvvvvvrannnnnnnvnvvrnnnnnnnnennvrvsvnnnnanenenvvvrannnnereneevrnnnnnnr 14 Current amp Previous RecordS mrrnnnnnnnnnnnnnnnnnnannnennnenanevannnnerenennne 15 Person Not Found rasssanvvvnvvvrannnnnenenvervsvunnnanevenvevunnnanenenvevrnnnnnne 15 Copy PHN amp FOceeduuunusnndelsmmuisniebrd ikniknib 16 Contents i HealthNet BC Web Business Services Health Authority User Guide R02 R01 R03 R05 R06 R07 Contents ii Record N ew Person EEE EEEE ETE EE NE EEE EEE EEE EEE 17 Before You Begin ccccccccccccccccccccccccccccesccsccssessssesesssssssess 17 PO CBS EEE 17 RESUMS ssestiacdiniuatioceientenieneinna nies 19 Duplicate Records ar
17. ed on the Health Registry R06 Update Person Demographics Before You Begin The Health Registry is a corporate resource As such the information on the Health Registry must be the most complete and current data available Each user who comes into contact with persons patients clients has the opportunity to ensure the person is properly recorded thereby reducing the risk that another user will inadvertently have out of date information or inaccurate information for that same person Wherever possible record the person s legal name date of birth and gender Always use R03 Get Person Demographics before completing RO6 Update Person Demographics to ensure you have selected the correct person Always update a U gender to Male or Female if known Use R06 Update Person Demographics and R20 Record Document to make significant changes such as a surname change a first or second name change a year of birth change or a gender change M to F or F to M for which supporting documentation must be recorded Acceptable Document Types The following documents support person name birth date and gender demographics unless noted otherwise Document Type Supports Supports Supports Supports Name Birth Gender Death Date Birth Certificate Citizenship Card Citizenship Certificate Employment Authorization Marriage Certificate HealthNet BC Web Business Services Health Au
18. ess If the Mailing address is different from the Home address you must submit this business service twice recording both the Home address and the Mailing address Never change an existing address to No Fixed Address Address Validation RO7 automatically validates the address against the Canada Post Corporation CPC standard and returns confirmation that the address is compliant Address Update Successful or a best guess address that has been corrected or completed You can accept the best guess address or submit the original address HealthNet BC Web Business Services Health Authority User Guide Update Person Address R07 32 Do not include punctuation marks in an address i e no commas periods apostrophes pound signs etc N ZIN Do not include a space in a Canadian postal code E The CPC standards require UPPER CASE ONLY Addresses keyed in lower case will be changed to upper case before they are stored in the database Procedure EF Select Update Person Address from the Person Demographics Menu or from Next Business Service link RO Update Person Address Enter the person s PHN P Araa Code amp Phone Memba home or mailing Select address type Address Type Hea Enter the person s complete address in upper case do not Enter the complete city include punctuation name do not abbreviate i Enter Canadian postal Province o
19. haracters and Enter client s PHN and keyword if applicable m confirm PHN HS Security Keyword To delete a keyword enter and confirm Hes Security keyseond Confirrn Security Haysani Submit HealthN et BC Web Business Services Health Authority User Guide Get Person Demographics R03 25 Results Use this opportunity to verify demographic data Ensure that any changes are legitimate and use R06 Update Person Demographics to update the person s record lt Contact the Help Desk to report suspected fraudulent use of a PHN R03 Get Person Demographics Message confirming Ak APPLICATION ACCEPT successful processing HRALT OO SUCCESSFULLY COMPLETED PHN 9037621172 Gunama SULLIVAN First Hama MART Second Hama JOANNE Thid Hama Use R06 to update U Date of Birth 19530713 unknown to M or F Data of Death eder F Address Purpose R Address Lre PO Bax Ez Mailing address displayed only if no Ling 2 AGASSIZ BE home address is recorded Lire 3 Lire 4 City AGASSIZ Province or Stala ET Postal Code o Sp VORLAD Displays the most current information for the person Most current home address Blank if no address recorded Counirg CAM Vala CPC Addsess T Indicator Area code and home Phone Humar phone number Mest Business Service 85713512 Canada Post address validation Y valid N not valid U not validated to date HealthNet
20. nrnnnnrrnannvnnnonvonnnrrvnnnrnnnnnvnnvnrensnrrnnsnnnnnenne 19 Record N ewborn Eee EE EE EL LE 20 Before You Begin aar eu pie 20 1510 16 171 JR EEE 21 Selecting Baby s First Name arnrnnannvnnonvnnnnnvnnnnnvnnonrnnnnrrvnnnrnernnn 21 Single BiS sisseseade 21 Multiple Birt isinisi nonai inatas canes teasncesiteest 21 EE EE EEE EN 22 Get Person Demographics ccceeeuaeennas 24 Before You BENN ss sasavauasasavavanalacaxasaiacainsaidsasasdiasasaiasaveeasaias 24 Security KEY WOM kissret aieiaa inaia 24 F r 24 ROSU ED RE 25 Validate PASS EEE EE 26 Fer 26 FSS NN 27 Update Person Demographics ceceee01 28 Before You BEN sinissnasaninvassaninanstinaninananisanetanitacsnanigenesaniies 28 Acceptable Document Types mannvnnnnvvnnnnvrnnnnvnnrnvvnnnrrnnnnnrnnennennn 28 Replacement CareCard mannrnnnannnnnnnrnnnnvnnnnnvnnnnrrnnnsrnnsnnrnnennnnrnnn 29 CareCard Space Restrictions amp Priority Information 29 PV OCS EEE AE A T EE 29 RESUS uussarsesernsaanoamnanenne knee 30 Update Person Address cscsessseeeseesaees OL Before You Begin sand amepaninanns idag dtpsp RAR 31 Home Address Mailing Address rrrunnvvnnnnrnnrnvvnrnrrvnnnnrnnnnnnnrenr 31 Address Validation errnnrvrnnnnnvrvnnrnnvvrnrrnnvvnnnrnnnnnnnrsrsrnnnssrsrnnnennn 31 0110 IC 32 HealthNet BC Web Business Services Health Authority User Guide Contents iii RESINS EEE EE 33 Best GUESS spunnet brer aad a 33 Eros 34 R20 Record
21. o search for a name that sounds like the surname E g MacDonald Mc Donald or O Brien Obrien O Brien O Brian Searches using the birth year only in the birth date field will return all clients with the same surname and gender born within five years of the birth year HealthNet BC Web Business Services Health Authority User Guide Name Search R09 12 Procedure FE Select Name Search from the Eligibility and PHN Assignment Menu or from Next Business Service link Eligibility and PHN Assignment Manu Sabecion Narrow Search by Surname ROS Search for Person Enter the person s first Enter Surname Date of Birth and second names or at least the year and Gender initials if known Dale of Bart ccyy mal af Genderhiale Female Either Search Type z Hamre E Select Search Type Wide Phonetic Search If a Narrow Search is unsuccessful use Wide Search to search for a name that sounds like the Surname entered It will find Surnames that have been misspelled or may have a hyphen apostrophe or space in them These clients will not be found using the Narrow Search HealthNet BC Web Business Services Health Authority User Guide Name Search R09 Results 13 Click your browser s Back button to return to the input screen ROO Search for Person Suman frresiey Fret Meee feie Second Meee Select Wide search amp click Submit Dale of Birth coyy pea mn
22. omatically validated against Canada Post Standards If an address does not meet Canada Post standards including being in upper case the system suggests a Best Guess Address You can choose to submit your original address or the Best Guess Address RO Record New Person BE APPLICATION ERROR HRAIZDOKL BEST GUESS ADDRESS WAS RETURNED HO PER WAS ASS TOWED PHM Address Ling 1 924 FATES ST ieee CPC address validation codes Y Valid Line 3 N Not Valid Line U not validated to date Cily VICTORIA Prince or Siale BC Postal Coda r Dp VEV 342 Courting CAN vald CPC Address T Indes ator Best Guess Indicator Y Duplicate Records gt lt If you discover that a duplicate record has been added and that a PHN has been assigned in error contact the healthnetBC HelpDesk Use R01 to record a child born in British Columbia assign the baby a PHN and establish a relationship between the baby and its mother HealthNet BC Web Business Services Health Authority User Guide Record Newborn RO 1 RO I 20 Use R01 to record a child born in a British Columbia hospital assign the baby a PHN and establish a relationship between the baby and its mother Record Newborn Before You Begin SE AS All babies born in a BC hospital must be assigned a PHN Newborns whose mothers are residents of BC are automatically eligible for publicly funded health care services for the first three months of their lives
23. r State f Brnsh Combia E codes as ANANAN with Postal Code wap no spaces Enter Zip Country Carada Submit Click to submit Select province state and country cades far LIS addresses HealthNet BC Web Business Services Health Authority User Guide Update Person Address R07 33 Results The Health Registry will confirm successful processing provide a best guess address or provide an error message Best Guess The following example omits the street designation and postal code RO Update Person Address PHN Baesoe 547s Aroa Code Phone Number iz Address Ty Hone Andreas Lre 1514 Tares City ictor is Prisca or Stale Breish Columbia Postel Code w f a O Submit HealthNet BC Web Business Services Health Authority User Guide Update Person Address R07 34 The system responds with a best guess for the street designation and completes the postal code RO Update Person Address P Validation provides a AE APPLICATION ENRON best guess completed HEAIZIOEA BEST GUESS APDRESS WAS RETURNED Be UPDATES address amp postal code WERE PROCESSED cfd Best Guess Address T Bost Guass ndilator T Walid GPE Adda Address Line 1 919 Yates Fl FATES ST Lire 2 Lire Line 4 Diy Witter se VICTORIA Peovince or Stabe BI ne Country CAN CAN Postal Code ar ves JAZ Tig Select the best guess or ra F original address and click Please select either the suggested Br
24. rts Supports Supports Name Birth Gender Death Date Birth Certificate ee ae a Citizenship Card ESTESE Citizenship Certificate cS il Employment Authorization aka Si Marriage Certificate Hmm Ministers Permit 2 gt Ti Change of Name Certificate Sai wiki Record of Landing ea ass Student Authorization aa CC Visitor Record ERRERA Death Certificate Document Medium Documents can be provided in paper electronic or other form Original Documents Documents can be original or copied Select Unknown if you cannot distinguish between original or copied HealthNet BC Web Business Services Health Authority User Guide Record Document R20 37 Procedure ee Select Record Document from the Person Demographics Menu or from the Next Business Service link All fields on the Record Document input screen are mandatory marked Enter the person s PHN Select the document type and document jurisdiction who issued the document R20 Record Document i Document Typs Select Document Type Document Jurisdiction Select Document Jurisdiction IE Select the type of bl i a Dacunen Medium Paper il form being used Criginal Documert Indicator Yos C No Unknown paper electronic athar Subme SEE Click for the appropriate If you cannot determine if document form the document is an oriainal or cobv select E When you submit this transaction the s
25. ssful processing is ERAT BOD ITEAMS ACTION S OCESFUL confirmed Bameliciagy on Date Checked T P rbods Returned D Coverage End Date Reason Exclusion Period End Date Y indicates client is a beneficiary on the date specified on the input screen Beneficiary Not Covered N indicates client is not a beneficiary on the date specified on the input screen additional information may appear in a text message If you get a N response you will also get the following details EXCLUSION PERIOD END DATE the date an exclusion period ends if applicable COVERAGE END DATE the date the beneficiary s coverage was terminated REASON the reason why the person is not a beneficiary on the date checked Opted Out Excluded RCMP Excluded Armed Forces Deceased Out of Province Move HealthNet BC Web Business Services Health Authority User Guide Check Eligibility R15 7 e Residency in Question e Administrative e Lost Contact HealthNet BC Web Business Services Health Authority User Guide PHN I nquiry R41 8 Use R41 to verify a person s name birth date and gender and to confirm Eligibility for publicly funded health care services R41 PHN Inquiry Before You Begin gt lt ALWAYS verify person information and update when necessary gt lt If the PHN cannot be confirmed as belonging to the person use R09 Name Search to search for the person s PHN by name X ALW
26. thority User Guide Update Person Demographics R06 29 Ministers Permit Change of Name Certificate Record of Landing Student Authorization Visitor Record Death Certificate KR Replacement CareCard A replacement CareCard is automatically issued when R06 is used to change significant demographic information The following changes will generate a new CareCard first initial or first name second initial or second name surname month of birth year of birth CareCard Space Restrictions amp Priority Information CareCards allow 26 characters including spaces for surname first name and second name The system automatically prints the complete surname first then first name or initial depending on space and then the second initial if space allows A surname that is 26 characters or more will fill all three name fields Names longer than 26 characters will be cut off at 26 Procedure If you are making significant changes to a person s name you must enter both the surname and at least the first name on RO6 Use R20 Record Document to record the supporting document HealthNet BC Web Business Services Health Authority User Guide Update Person Demographics R06 30 A person s gender and or any component of their birth date may be changed separately Use R20 Record Document to record the supporting document for year of birth changes and gender changes
27. ystem will display a second input screen for the document type you selected Complete all mandatory fields displayed and submit
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