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PD User Guide - Alberta Netcare

1. 62 SN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Preferred Name Title Last Name First Name Middle Name Suffix Name Change Reason Gender Gender Change Reason Marital Status Date of Birth Details Date of Birth 1941 Feb 24 Validated Coy yY MMM DD Date of Death Details Date of Death 2012 aug 06 CyyYY MMM DD Document Type Certificate of Death Issuing Authority Alberta Effective Expiry Date 2012 Aug oel CeerY MMM DD 3 Complete the Date of Death Details i Enter the Date of Death ii Ifthe Date of Death is entered and the proof is available select the Document Type if available Document Types are Certificate of Death Medical Certificate of Death and Registration of Death NOTE by entering the Document Type the Date of Death will be validated iii Ifthe Document Type is completed the Issuing Authority and Effective Expiry Date is mandatory 4 Click Submit 63 SD bertos PDUserGuide_Oct2013_v4 3 Alberta Netcare ELECTRONIC HEALTH RECORD Name and Person Details Preferred Name Gender Date of Birth Person Directory PD User Guide Person Directory edit Eligibility Current Eligibility 1969 Start Date Jul 01 Lupypciw view eligibility Daysie Female 1941 Feb 24 Additional Information Validated e Alberta Personal Health Added in Error No Card Req
2. Date of Birth Details Date of Birth 1970 3ul 19 _ YYYY MMM DD Date of Death Details Date of Death YYYY MMM DD Document Type Select Issuing Authority Effective Expiry Date YYYY MMM DD 3 When a name is being changed a Name Change Reason must be selected Options are Divorced Legal Married Separated Stakeholder Request and Update Update is the only name change reason that will not create an Alias 4 When changing the Gender a Gender Change Reason must also be selected Options are Correction and Update 5 The Marital Status can be modified Options are Common law Divorced Married Separated Single and Widowed 6 Edit the Date of Birth if it was recorded incorrectly 7 Ifthe correct documents are available The Date of Death Details can be completed and validated from the screen 8 Click Submit when updates are completed NOTE If the Preferred Name fields are not able to be edited then the record is validated If any changes are required the patient will need to contact Alberta Health Add Alias Name Type Oo NOTE A person may have only one Preferred and one Legal name Multiple aliases are permitted An Alias that is exactly like a Preferred Legal Maiden or another Alias name cannot be added 49 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD 1 Search for and Select the patient HN ULI 943
3. 2006 Aug 12 YWyy MMM DD Leave blank if country of origin is Canada i r a Address and Phone Number O Homeless and or No Fixed Address update residential mailing address Residential Mailing Bad Address TOJ GE6 As of 2012 Aug 10 Residential Telephone 780 288 6090 As of 2006 Oct 27 7 Select the Homeless and or No Fixed Address check box 8 click Submit 86 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w EEA ECA Person Directory PD User Guide Person Directory The person has no fixed address and does not have a partial residential address Click here to add a partial residential address Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Hirsch Maria view eligibility Sosa eeo Additional Information Date of Birth 1970 Jul 19 Alberta Personal Health Card Added in Error No Requests view all Alternate IDs names Merge Potential Duplicates Registration Validation Address and Phone edit Residency secondary ULIs Numbers Residential Mailing Bad Address 11163 36a Ave Nw Edmonton Alberta Canada T6 OE6 9 The View Update Person screen will display a message that the person does not have a partial residential address Click the here hyperlink to enter a partial address for the patient e g the city they reside obtain services in 87 SD bertos PDUserGuide_Oct2013_v4 3 Alberta Netcare w
4. As of 2012 Aug 03 view all addresses and phone numbers 2 On the View Update Person screen select the View all addresses and Phone numbers link Person Directory Addresses add address add physical Phone Numbers add phone number address Residential Telephone 403 555 5555 edit Residential Mailing 100a Chaparral Rd edit As of 2012 Aug 03 history E Calgary Alberta Canada T2X 3N4 As of 2012 Aug 03 3 Select the Add physical address link 57 Abertam PDUserGuide_Oct2013_v4 3 Alberta Netcare ELECTRONIC HEALTH RECORD Address Usage Addressee Info Descriptive Note Physical Location City Province State Country Postal ZIP Code Effective Date Start Date End Date Person Directory Residential v Main residence 123 street Paris Select France B3 2012 Aug 03 l Temporary 4 Complete the Add Physical Address fields i il lil IV V vi vii viii Enter the City be left as Select Enter the Postal Zip code if required Person Directory PD User Guide Select Residential or Business from the Address Usage Drop box Addressee Info is a free text box Descriptive Note is a free text box Enter the address into the Physical Location lines If the address is for an out of country location the Province State can Locate the Country from the drop bo
5. Validated e Alternate IDs Added in Error No e Merge Potential Duplicates view all names e Registration Validation e Residency e Secondary ULIs Address and Phone edit 75 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w EE AECA Person Directory PD User Guide 2 On the View Update Person screen click the Merge Potential Duplicates link Person Directory Potential Duplicate Person PHN ULI 338967114 Find Cancel 3 Enter the Parent PHN or ULI if known and click Find or search for and select the parent See Registering a Newborn Step 2 Person Directory Please confirm this is the correct person to merge Residential Mailing 21 1 4 Millwoods Abbey E Edmonton Alberta Canada Tal 3E4 As of 20127 Aug 09 Gender Male Date of Birth 1941 Mar 13 Eligibility Start Date Not Currently Eligible lt 4 Confirm that it is the correct person and click Accept If the person displayed is not correct click New Search or if there are too many results click Refine Search Clicking Back will return to the Merge Potential Duplicates screen 76 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD First Person PHN ULI Preferred Name Residential Mailing Gender Date of Birth Eligibility Start Date Alternate ID Type Alternate ID Province State of Origin Country of Origin Alberta Entry Date Canada Ent
6. 3 Complete as many of the fields as possible 4 Click Submit NOTE Those highlighted with a are mandatory A Duplicate Check Results screen appears if some of the information is close to another record in the PD database Respond as necessary 16 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory The person has been added successfully Click here to add another person with shared demographic information ULI Preferred Name Gender Date of Birth Marital Status Province State of Origin Country of Origin anlage Residential Maili 321 Mill M N esidential Mailing ill Maze Ne Doe Miss Lee Lynette pie aiea Abe Female icat 1980 Jan 01 T5J 4E5 Single As of 2012 Jul 09 Alberta Residential Telephone in Recap Canada View Update Person J senna 5 Ascreen confirms the new record If there are additional people who share the same demographic data to be entered at the same time click the here hyperlink on this screen See Add Additional People Who Share Demographic Data Additional information on completing the screens are continued in the following sections Newborn born in Alberta 28 days or under Visitor to Alberta e g out of province Federally Insured Canadian Forces etc Resident of Alberta e g new resident Dependant Child of already registered parents Creating a New Person a
7. Address and Phone edit Numbers Select the patient Person Directory edit Eligibility Current Eligibility Start Date 2009 Jan 01 Mcdaniel Flonce Iann view eligibility Female 1978 Jul 25 Additional Information No Alberta Personal Health Card Requests view all names Alternate IDs l Merge Potential Duplicates Registration Validation Residency Secondary ULIs Residential Mailing 100 Chaparral Villas Se Calgary Alberta Canada TAX 3N4 As of 2004 Aug 09 Residential Telephone 403 212 4626 As of 2012 Aug 01 view all addresses ani phone numbers Back New Search _ 2 On the View Update Person screen click Edit 52 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ECNE HENO i Person Directory PD User Guide Mcdaniel Flonce Ianneo vaidaea f Person Directory UNE E AA PN 5 2 Te F BF j m g j fice LEE l j s F 1 7 b 7 f p Residential Mailing Address Persons sharing this address Select the persons that should also have their address updated Date of birth is shown in brackets Mcdaniel Kanugonda 1977 Jun 21 Mcdaniel Kogularam Edward Sr 2008 Feb 08 Doe Jake 2008 Mar 01 Addressee S O Descriptive Not O Civic Mailing Address Extra Address Information CHAPARRAL i South East Sud Est Number Sufix Name e g Millwoods Type Direction sae Jf Unit Type Unit
8. Delivery Installation Address Find Clear All 5 A full Civic Mailing or Delivery Installation Address must be entered or the Partial checkbox can be selected to enter only the City Province and Country Phone Number Usage Residential v Type Telephone v Phone Number 780 5555555 area phone ext OR International Phone country route phone Phone Number Start 2012 3uI 31 Date 6 If known enter a Phone Number for the patient 7 Click Submit YYYY MMM DD O Unlisted Phone Number 37 Adbetan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w PE AAA Person Directory PD User Guide Person Directory The person has been added successfully C E Residential Mailing 41 4 Rd Preferred Name Doe Mr Ted Stony Plain Alberta Gender Male Canada Date of Birth 1970 Jul 31 T7Z 1X4 As of 2012 Jul 31 Alternate ID Type Canadian Forces Number Residential Telephone 780 555 5555 Alternate ID F01232667 ae View Update Person o 8 The Add Visitor Confirmation screen will display the information entered as well as the new ULI assigned to the patient 9 Click the here button to add a spouse or dependant See Add a Dependant 10 Click View Update Person to see the newly created patient s personal record and add additional information 11 Click New Search to return to the Person Se
9. legal entitlement to be in Canada Some examples of acceptable documents are listed below If you do not submit the required documents your application cannot be processed Please do not send originals as we cannot guarantee their safe return q Alberta residency Government issued Legal entitlement to i photo identification be in Canada Must show name and current Must be government issued ID Must be ID which shows your Alberta address which must be which shows your photo name name and birthdate the same as on the application and birthdate One of the following in either Canadian Non Canadian applicant s or spouse partner s passport name Canadian passport Canadian citi hi d Canadian citizenship card ee ee oe ware Ih Canadian birth certificate Current Alberta driver s licence Pemanen T adentiGand E Current Alberta registries Federal identification card ID Card Canada entry document D Current Alberta provincial Z l l Current utility bills for an Alberta ee l Canadian baptismal certificate residentse territorial driver s licence Nexus card Residency 1 Search for and Select the patient PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 1969 Jul 01 Preferred Name Smetany view eligibility Hoonjong F
10. 20 Register a Visitor CO AIDC a esri niri EE E EE E ETE RS E rii 30 Federally Insured PersOn ceccccccccccccccccceeeeessssseessssnaaaeeeeeeeeeeeeeeeeesssseeeeseeaaaaeeeeeeeeeeeeeeeeeseeenees 35 ReCO AIDC cristo ste taste EEE E E E E EE E EAR 38 Register a Dependent Child Parent Guardian PHN entered cccccccccccccecececeeeeeeeeeeeeees 41 Ulea ciuine meee EE E E E E AE 46 e Sa SA e aE LELE A PE ccs AE E E E E T T A S 46 Update Name and Date of Birth Non Validated Record eecceeeeeeeessseseesssessssesssssssss 48 PIG TAS Name TYDE sted cos coterra eects denen ced nos nec ese eins senses OE acces neuen een ecto 49 GAGS Adar QING PRONE sessa exacts dream sane senisoeeunaatasesecacidcsncanscauseanesineanestsauantadescanaseseanee 52 eero R aare eE Ee E E E E E E E O ee ee A 56 Aad Oner PRONE eee a E E E E E ET 59 update Feron De o 1S a e EA E ENEA 62 WHO FY We OUI CVO I ea E E E A E E 64 Alberta Personal Health Card RequestsS eeeeeessssssssrrrerrrrrresssssssssssrrrrrrrrerrrreeesesssssssrereeree 65 AEO D e E E E E EE E N REE E A E 67 R gistraton ValdatiO M sprsren nro eene EE OE EE S EE E EE EEES EE 71 FES A E N EE E A E E E E een seseuaet neresaesteteeeniccianseamaes 73 Merge Unmerge Request cccccccsssssssseeeccccceeeeesseeeccccseeseeesseeececessssaauasseeececessseeaanseseeeees 75 Updating a person s eligibility 00 0 cc cccccccccsssseseseesssseeeeeeeeeeeeeeeeeeeeseseeeeseaaasaeeeeeeeeeeseeees 81 POO CLIC
11. 23 SAbertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w PE AAA Person Directory PD User Guide Person Directory The person has been added successfully Click here to add another person with shared demographic information ULI 66086 7114 Parent Name Doe Lee Lynette Preferred Name Doe Lyn Residential Mailing 321 Mill Maze Ne Edmonton Gender Female Alberta Date of Birth 2012 Jul 01 Canada Birth Order 1 of 1 Singleton T5J 4E5 Registrati 042 G N C e As of 2012 Jul 10 Facility foal ie ae Residential Telephone 780 555 9876 As of 2012 Jul 10 View Update Person J kiimaa 10 Clicking View Update Person will take you to the View Update Person screen for the newborn 11 Clicking New Search will return you to the PD home page 12 Clicking Click here to add another person with shared demographic information will take you to the Add Person screen Registering a Deceased Newborn To minimize the possibility of an Alberta Personal Health Card being mailed to the parent of a deceased newborn the date of death should be recorded immediately in PD if the newborn is in the process of being added or the newborn has already been added If the newborn is in the process of being added to Person Directory a A newborn will have to be added through the Add Newborn screen within PD and updated as deceased with the Date of Death Note the Add Newborn screen has edits in place preventing the Newborn from
12. 3N4 As of 2012 Aug 03 Residential Telephone 403 555 5555 As of 2012 Aug 03 view all addresses and phone numbers 2 On the View Update Person screen select the View all addresses and Phone numbers link Person Directory Addresses add address add Phone Numbers add phone number physical address Residential Telephone 403 555 5555 edit Residential Mailing 100a edit hee 2012 Aug 03 Chaparral Rd history E Calgary Alberta Canada T2X 3N4 As of 2012 Aug 03 Residential Physical Main residence 123 Street Paris As of 2012 Aug 03 60 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD 3 Select the Add phone number link Other Phone Number Phone Usage Phone Type Phone Number OR International Phone Phone Number Start Date Person Directory Personal Cellular Phone O Unlisted Phone Number 780 5555555 ext area phone country route phone 2012 Aug 03 CY Y MMM DD Person Directory PD User Guide 4 Select the Phone Usage Options are Residential Personal and Business 5 Select the Phone Type Options are Telephone Cellular Fax line Beeper and Teletype NOTE only one record can be recorded for each phone type 6 Enter the Phone Number or International Phone Number 7 The Phone Number Start Date will default to today s date If the start date of the phone number is later enter the
13. 60 Year s Edmont New Search Refine Search Add Person Person Directory Choose one of the following registration types e Newborn born in Alberta 28 days or under e Visitor to Alberta e g out of province or out of country e Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees e Resident of Alberta e g new resident or not previously registered e Dependant Child of already registered parent e g Adopted 2 Click the appropriate registration type from the list of options Newborn born in Alberta 28 days or under Visitor to Alberta e g out of province Federally Insured Canadian Forces etc Resident of Alberta e g new resident Dependant Child of already registered parents 15 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Registration Date Preferred Name required 2012 Jul 09 Title Select v Last Name Doe O Civic Mailing Address First Name Lee i Middle Name Extra Address Information Suffix Select Select Select v Number e g 11 Suffix Name e g Millwoods Type Direction Per
14. Alternate ID Visiting from outside Canada Country of Origin Date of Entry into 2011 Jan 01 Canada 3 Select from the radio buttons the option that best describes the patient i Visiting from within Canada Click the Add New Alternate ID Hyperlink li Visiting from outside Canada Enter the Country of Origin and Date of Entry into Canada 4 Click Submit Person Directory Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Schottsneider Han Pu Tina Nicole Gender Female re Teri MERE Date of Birth 1968 Aug 16 e Alberta Personal Health Card Requests Added in Error No Alternate IDs view eligibility 5 Click View eligibility to see the Eligibility information for the patient that you just edited 91 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w e eA Person Directory PD User Guide Person Directory Eligibility Information Not Currently Eligible Registration Type Registration Type Visitor to Alberta from outside Canada Registration Date 2012 Aug 10 Eligibility History Coverage From Date Coverage To Date Coverage End Reason 6 The View eligibility screen will document the patient s current eligibility for AHCIP Updating a person s registration type status This person is a Federally Insured person 1 Search for and Select the patient Person Directory This person does not currently have Alberta Health Care I
15. Canadian Forces Number Alternate ID Fo1232667 Residential Address 2 Enter the visitor s person demographic data 3 Enter the Preferred Name information i Only Last and First Name or No First Name Reason are mandatory 4 Complete the Person Details fields i Gender is mandatory ii Entering DOB is optional however if the DOB is not entered the Unknown checkbox must be selected iii The Province of Birth is mandatory iv If known enter the Alternate ID Type options are Canadian Forces Number and Veterans Affairs Canada Number and the Alternate ID These fields are optional Note If the Alternate ID Type is entered an Alternate ID Number is required 36 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD Person Directory PD User Guide The number must be valid and must pass an algorithm digit validation E g the digit validation for Canadian Forces is annnnnnnn Alternate ID Residential Address Partial Addressee Descriptive Note Civic Mailing Address F01232667 oO mH Extra Address Information Number Suffix Select Unit Type Stony Plain Alberta City Select 4 Road iv Select vi Name e g Millwoods Type Direction Unit Number e g 10 Province State Canada Country t7z 1X4 Postal Zip Code att
16. Rd W Edmonton Alberta Canada T5K 2N8 As of 2012 Jul 03 Residency Secondary ULIs Residential Telephone 780 555 9876 As of 2012 Jul 05 view all addresses and phone numbers 1 Click view or edit for additional name and person details such as Preferred name Date of Birth information Date of Death information 2 Click view all names to view preferred alias legal and maiden names 3 Click view all addresses and phone numbers to view any additional residential and business addresses as well as contact information Click History to view previous addresses 4 Click view eligibility to view current eligibility information for the Alberta Health Care Insurance Plan AHCIP Eligibility history is also shown The Current Eligibility Start Date is the most recent date that the person became eligible for coverage 5 Click any of the Additional Information links to view additional demographic data pertinent to this record See Additional Information 11 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide View Eligibility View Eligibility Currently Eligible View Eligibility Not Currently Eligible View Eligibility Currently Eligible 1 Search for and Select the patient Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Fl
17. Status Province State of Origin Country of Origin Alberta Entry Date poo7 Feb o1 Cryy MMM DD Leave blank if province of origin is Alberta Canada Entry Date 2007 1an 04 CYY Y MMM DD Leave blank if country of origin is Canada Alternate ID Type Alternate ID O i Residential Address 4 Complete the Person Details fields i Gender is mandatory ii Entering DOB is optional however if the DOB is not entered the Unknown checkbox must be selected iii The Province of Birth is mandatory PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare Ww Person Directory PD User Guide ELECTRONIC HEALTH RECORD iv If Country of Origin is entered then the Alberta Entry and Canada Entry dates are required Alternate ID Residential Address O Homeless and or No Fixed Address Addressee S Descriptive Not S Civic Mailing Address Extra Address Information 67 1 2 Yamaha Number Suffix Name e g Millwoods Type Direction Cse A Unit Type Unit Number e g 10 Edmonton Alberta v City Province State Canada Country Ts 3E4 Postal Zip Code OR ae Delivery Installation Address Find Clear all 5 A full Civic Mailing or Delivery Installation Address must be entered or the Partial checkbox can be selected to enter only the City Province and Country Postal Zip Code Residential Phone Number Usage Residential v Type Telephone O Unlisted Phone Numbe
18. Title Last Name First Name Middle Name Suffix Gender and Date of Birth once a person s identity has been validated in the Ministry s Central Stakeholder Registry CSR All identity validation of Alberta residents will be conducted either by Alberta Health personnel or at pilot Alberta Registry Agent Offices If a person s Date of Birth DOB has been validated in CSR the PD user will no longer be able to edit the Date of Birth DOB within PD The only validation functionality left for PD users will be the ability to validate a person s Date of Death DOD based on verifying supporting documentation The Validated Icon on Search Results If a person s identity has been validated in CSR a Validated icon appears in the Search Results screen PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Full Name Name Type Age City Date of Birth Gender Smith A Edward Preferred 33 Year s Lethbridge 1978 Dec 08 Male Smith Adam Preferred 34 Year s Edmonton 1978 Jul 28 Male Validated Smith Arthur Dominic Preferred 35 Year s Lethbridge 1977 Apr 21 Male Smith Barrie Peter Preferred 33 Year s De Winton 1978 Aug 16 Male Smith Bob Preferred 36 Year s Lougheed 1976 Feb 09 Male Smith Larry G Preferred 34 Year s Manning 1978 Jul 03 Male Smith Liza Preferred 35 Year s Athabasca 1976 Sep 29 Male Smith Lorne Ernest Preferred 34 Year s St Albe
19. date 8 Click Submit Addresses Residential Mailing 100a Chaparral Rd E Calgary Alberta add address add physical address edit history Canada T2X 3N4 As of 2012 Aug 03 Residential Physical Main residence 123 Street Paris As of 2012 Aug 03 61 Phone Numbers Residential Telephone 403 555 5555 edit Person Directory add phone number As of 2012 Aug 03 Personal Cellular Phone 780 555 5555 edit As of 2012 Aug 03 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 9 The View Update Addresses and Phone Number will be refreshed with the new information added Update Person Date of Death 1 Search for and Select the patient Name and Person Details Preferred Name Gender Date of Birth Added in Error Address and Phone Numbers Residential Mailing Person Directory edit Eligibility L Current Eligibility Start Date 1969 Jul 01 Lupypciw Daysie view eligibility Female 1941 Feb 24 Additional Information Validated e Alberta Personal Health Card Requests No e Alternate IDs f e Merge Potential Duplicates view all names e Registration Validation e Residency edit Secondary ULIs 96 Dechene Rd Nw Edmonton Alberta Canada T6M 2S4 As of 1993 Mar 19 2 On the View Update Person screen select the Edit link for Name and Person Details
20. 2 21 Via z Seaca T Edmonton Alberta e secondary ULIS 3 Click the Newborn Information link in the Additional Information section of the View Update Person screen 28 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Parent Information required PHN ULI 94393 7114 Name Doe Mrs Mother Newborn Information Birth Order 1 of 1 Singleton v Registration Facility 042 Grey Nuns Community Hospital l Stillborn 4 Click Clear Parent to update the Parent Information 5 Enter a different number for the Birth Order if the birth order is incorrect 6 Change the number of births for the Birth Order if applicable If the stillborn has already been added to Person Directory If the newborn has already been added to PD the stillborn indicator should be selected immediately on the newborn s record to minimize the possibility of an Alberta Personal Health Card being mailed in error 1 Complete steps 1 3 of Updating a Newborn Person Directory required Parent Information PHN ULI 94393 7114 Name Doe Mrs Mother Newborn Information Birth Order 1 of 1 Singleton v Registration Facility 042 Grey Nuns Community Hospital Stillborn 2 Inthe Update Newborn Information screen under the Newborn Information section click on the Stillborn check box to record the newborn birth as a st
21. 234 Mill Rd W Edmonton Alberta Canada T5K 2N8 As of 2012 Jul 03 Residential Telephone 780 555 9876 A s of 2012 Jul 05 view all addresses and phone numbers Back New Search _ 1 Ifthe View Update Person displays an Edit link versus a View link it confirms that the Access Permission Level for the PD User is set to View and Update 2 Ifthe View Update Person displays a View link it confirms that the Access Permission Level for the PD User is set to View If the user requires additional access to PD they should consult their Access Administrator 3 The Additional Information links are available on the View Update Person screen regardless of access permission level i Alberta Personal Health Card Requests Displays the history of requests for a person This link is available for all persons whether there is a history of requests or not PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide ii Alternate IDs Displays information on the alternate types of identification numbers recorded for this person The Alternate ID is the person s Out of Province health card number Treaty number and or federal identifier numbers e g Canadian Forces and Veteran Affairs Canada iii Merge Potential Duplicates Displays a screen to request a merge of two records into a primary ULI An unmerge from the Unmerge Primary Secondary Persons s
22. 93 Name and Person Details Preferred Name Gender Date of Birth Added in Error Address and Phone Numbers edit Doe Mrs Mother Female 1980 Jan 01 No view all names edit Person Directory PD User Guide Person Directory Eligibility Not Currently Eligible view eligibility Additional Information Alberta Personal Health Card Requests Alternate IDs Merge Potential Duplicates Registration Validation Residency Secondary ULIs 2 On the View Update Person screen click view all names The View All Names screen will appear Type Name Person Directory End Reason if applicable Preferred Doe Mrs Mother Back 3 Click Add Name to add another name alias 50 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD Doe Mother PHN ULI 94393 7114 Name Type Title Last Name First Name Middle Name Suffix Document Type Issuing Authority Effective Expiry Date Person Directory PD User Guide Alias Madame v Doe Mommy 4 Il Change of Name Certificate 5464 YYYY MMM DD Cancel 4 Complete the Add Name fields Vi vii viii Name Type Select the category that applies to the name change Options are Alias Legal and Maiden Title lf applicable select the appropriate Title Options include but are not limited to Mister Mrs Ms Brother Cor
23. 978 Jul 25 Additional Information Added in Error No e Alberta Personal Health Card Requests view all names Alternate IDs Merge Potential Duplicates Registration Validation Address and Phone edit Residency Numbers Secondary ULIs Residential Mailing 100a Chaparral Rd E Calgary Alberta Canada T2X 3N4 As of 2012 Aug 03 Residential Telephone 403 555 5555 As of 2012 Aug 03 view all addresses and phone numbers Add Physical Address The physical address is collected when an Alberta resident provides a PO Box or to collect a foreign address under physical address and use the residential mailing address as a contact address in Canada 1 Search for and Select the patient 56 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Flonce Iann view eligibility Gender Female Date of Birth 1978 Jul 25 Additional Information Added in Error No e Alberta Personal Health Card Requests view all names e Alternate IDs e Merge Potential Duplicates e Registration Validation Address and Phone edit e Residency Numbers e Secondary ULIs Residential Mailing 100a Chaparral Rd E Calgary Alberta Canada T2X 3N4 As of 2012 Aug 03 Residential Telephone 403 555 5555
24. Abertas PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD Registration Date Preferred Name Gender Date of Birth Province State of Origin Country of Origin Alberta Entry Date Canada Entry Date Address and Phone Number Residential Mailing Residential Telephone Person Directory PD User Guide Person Directory 2012 Aug 10 Hirsch Maria Sosa Female 1970 Jul 19 Select Austria 2006 Aug 12 YYYY MMM DD Leave blank if province of origin is Alberta 2006 Aug 12 YYYY MMM DD Leave blank if country of origin is Canada V Homeless and or No Fixed Address update residential mailing address 11163 36a Ave Nw Edmonton Alberta Canada T6J OE6 As of 2006 Oct 27 780 288 6090 As of 2006 Oct 27 3 The Update Alberta Resident screen is displayed Select the Homeless and or No Fixed Address check box 4 Click the update residential mailing address link The View Update Address screen will display 84 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Residential Mailing Address Persons sharing this address Select the persons that should also have their address updated Date of birth is shown in brackets Sosa Hirsch Liliya 1978 Jun 02 Sosa Hirsch Davonte Abdulsalam 2002 Dec 01 Sosa H
25. Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Version 4 3 October 2013 Er Alberta Health mM Services Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide PO ASICS arrea EE E EE E E E sens 4 Whatis POT ara E E TE EE E T E E E EE E 4 POA OS e E E E E E ERE 4 PD and Authorized Health Care Providers cccccccccccccccccccececeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 4 WV OT y AN ESS PD e E E EEA este E tensa A T EN 4 YOU PE LOGIN CCacRt al irese T E E E A 5 Lun ana PD e a E E E A 5 ROW GO 5 Ai GV B UN ON aena E E TE aes 5 NTS WIIG iea E EAT E E EE O E A EEE 6 SEWN Ora RENERE ene A E E E E A 6 PD Person Home Page View Update Person SCreen cccccccccceecececcececceeeeeecececeeeeeeeeeeeeeeees 9 View demographic ata cccccccccccccccccceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee es 11 View Eligi DIIY cs cases sre reer irinT enen E EEE ETE E E TEE EE AE E 12 PVC GIS UST INNG POOE ENEE E A TOE IAE A T N 14 Introduction to Registering a person in PD esssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssns 14 Creating a New Person and PD finds a MatCh sssssssssesssssesererrrsssssesssssssssssererrreeereseeesssssssss 17 Add Additional People Who Share Demographic Data ccccsssesssssssesssssessssseseeteens 19 IS WOM No erae E A AEE A E A anaiatassseiatasmatarcsssesciotass
26. D The Out of Province ID number must be valid and must pass an algorithm that checks the validation Click the Help Button at the top of the screen for a list of the validation patterns or Check the Out of Province ID not provided if ID was not viewed 4 Click Submit 33 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory The person has been added successfully CI ick here to add another person with shared demographic information ULI 25298 7114 Partial Residential Mailing Preferred Name Doe Ms Dodi Flin Flon Manitoba Gender Female Canada Date of Birth 1978 Dec 02 PE aie edo Out of Province ID Type Manitoba Health Number Residential Telephone 204 555 5555 s of 2012 IJul 3 Out of Province ID 117508170 bai __View Update Person New Search 5 The Add Visitor Confirmation screen will display the information entered as well as the new ULI assigned to the patient 6 Click the here button to add a spouse or dependant See Add a Dependant 7 Click View Update Person to see the newly created patient s personal record and add additional information 8 Click New Search to return to the Person Search Criteria Page Register a Visitor to Alberta Out of Country Phone Number Usage Type Telephone O Unlisted Phone Number Phone Number area phone ext Phone Number Start Date yyyy mmm pp Visiting
27. Doe Lynette Lee Preferred 62 Year s Edmonton 1950 Apr 04 Female Doe Marcy Preferred 60 Year s Edmonton 1952 Jun 28 Female Doe Mother Preferred 32 Year s Edmonton 1980 Jan 01 Female Doe Phyllis Preferred 66 Year s Edmonton 1946 May 31 Female Doe Sally Edith Preferred 43 Year s Edmonton 1969 Feb 09 Female Doe Sharon Preferred 48 Year s Edmonton 1964 Jan 06 Female Doe Trina Preferred 35 Year s Edmonton 1977 Mar 27 Female Refine Search Add Person Be Search Results Fields e Full Name displays the Last name in bold followed by the first name and middle name if entered applicable e Name Type Displays either Preferred Alias Legal or Maiden When a search is done on a common name and multiple persons have the same full name and similar demographic information the user will have to verify the Name Type for each record to determine if any records are duplicate entries for the same person By displaying the Name Type with each name on the Search Results screen a user can more easily determine if two or more records with the same name and demographic information are duplicates e Age Displays the age of the person as of today s date e City Displays the city for the patient on their civic address If no civic address is entered then Delivery Instillation address city is listed e Date of Birth Displays the Date of Birth recorded within PD e Gender Displays the Gender selected on the person s file 6 To view the pat
28. ELECTRONIC HEALTH RECORD Person Directory Partial Addressee S ee Note Civic Mailing Address pe Extra Address Information Select wJ gt Select select v Number Sufix Name e g Millwoods Type Direction see A Unit Type Unit Number e g 10 jemna City Province State Canada 10 Click the Partial check box 11 Enter any address information available 12 Click Submit 88 SDN bertos PDUserGuide_Oct2013_v4 3 Person Directory PD User Guide Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory add address add Phone Numbers add phone hysical address number edit Residential Telephone 780 288 edit 6090 As of 2006 Oct 27 Addresses Residential Mailing Lethbridge history As of 2012 Aug 10 Residential Mailing Bad edit Address history 11163 36a Ave Nw Edmonton Alberta Canada T6 OE6 As of 2012 Aug 10 13 The View Update Address and Phone Numbers screen has been updated with the new partial address and noting that the Residential Mailing address is not valid 14 Click Back to return to the View Update Person screen Updating a person s registration type status This person is a visitor to Alberta 1 Search for and Select the patient 89 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH
29. Female Additional Information Pake OEP AUENA Alberta Personal Health Card Added in Error No Requests view all names e Alternate IDs Merge Potential Duplicates Aere ae Bide edit Registration Validation an oe Residency Numbers Secondary ULIs Residential Mailing 100a Chanarral Be 69 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 2 On the View Update Person screen click the Alternate IDs link to add an alternate ID or end an existing alternate ID ICAAN IE lonce Ianne Person Directory 2HN ULI 100 Type Alternate ID End Date End Reason Manitoba Health Number 103759590 Add Alternate 0 3 Select the Alternate ID hyperlink to end the alternate ID No PEEN Alternate ID Type Manitoba Health Number Alternate ID 103759590 End Date 2012 Jan 01 CYYYY MMM DD End Reason 4 Enter the effective End Date 5 Select an End Reason from the drop down list 6 Click Submit O NOTE If the entry is added in error do not enter an end date 70 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w EE AECA Person Directory PD User Guide Person Directory Type Alternate ID End Date End Reason Manitoba Health Number 103759590 Added In Error back 7 The View Update Alternate IDs screen will be refreshed to show the End Date and End Reason for the alternate ID Registr
30. Information Date of Birth 1940 Mar 13 e Alberta Personal Health Card Requests Validated e Alternate IDs Added in Error No Merge Potential Duplicates Registration Validation Residency Secondary ULIs view all names Address and Phone edit Numbers Residential Mailing 198 Shannon Hill Sw Calgary Alberta Canada T2Y 2Y8 As of 2003 May 26 Residential Telephone 403 271 4566 As of 2002 Oct 10 view all addresses and phone numbers 10 A message will display stating that the request to merge the two records has been sent If the User s email address was entered on the Request Merge of Potential Duplicate Person screen the confirmation will be sent to the user referencing the tracking number displayed on this screen Unmerge Request Important Notes e Inanunmerge no patient information is changed and the affected records are only split apart e g two brothers same last name different Dates of Birth sharing the same personal health number e An Unmerge Request is only a request to the Provincial Registries Data Integrity Team within Alberta Health They will investigate and determine if an unmerge is appropriate e Inthe confirmation email from Alberta Health no reference is made to either patient so the PD user should take note if required 1 Search for and Select the patient 79 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w EEA EECA Person Directory PD User G
31. K orreee EEA EE E TEE 95 PO SGEEN SV INO ONG epaian EE EEN EEA E E E EE tun dontanetandoeees 95 OSS I A A A E E EE A AAA E 95 EROF NC SaO S aera E EA 96 2 AMAbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Note All screen shots in this guide are from a test site and do not contain real user IDs contact information or names This document is available electronically in the Learning Centre It has built in tools that will assist in its navigation and use 3 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide PD Basics What is PD PD stands for Person Directory PD is an essential building block of the Electronic Health Record EHR and is a web enabled application that delivers person identifiable demographic and eligibility information to authorized healthcare providers PD is accessed through Alberta Netcare Portal ANP NOTE PD is the source of truth for Alberta Health Care Insurance Plan coverage eligibility PD Access PD and Authorized Health Care Providers Access to the EHR and PD is based on a user role and profession Access permissions are set up to ensure you have enough information available to you to do your job and that information is accessed only on a need to know basis An authorized user is a Custodian or Affiliate who has been granted security acces
32. Name Smetany Mr Hoon Non corresponding Names 77 Abertam PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD First Person PHN ULI Preferred Name Gender Date of Birth Person Directory PD User Guide Second Person 99986 1009 PHN ULI Smetany Hoonjong Fracisco Preferred Name Male Gender 1940 Mar 13 Date of Birth Person Directory 33896 7114 Smetany Mr Hoon Male 1941 Mar 13 You are about to request that the above records be merged Type in any relevant information about this update in the box below email address Click the Submit button to request that Alberta Health merge these two records 7 Enter any additional supporting information in the text field 8 Enter a contact email address for the ANP User requesting the merge if it is required to receive confirmation when the merge has been processed 9 Click Submit Click Cancel if the records should not be merged and be returned to the View Update Person screen 78 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory The merge request has been submitted to AH amp W and the tracking number is WEL120000040084 Name and Person edit Eligibility Details Current Eligibility Start Date 1969 Jul 01 Preferred Name Smetany Hoonjong view eligibility Fracisco ai Additional
33. Number Person Directory Residential Telephone Number Persons sharing this Phone Number O Unlisted Phone Number Date of birth is shown in brackets Phone Number 403 2124626 Mcdaniel Kanugonda 1977 Jun 21 OR area phone ext Mcdaniel Kogularam Edward Sr 2008 Feb 08 International Phone Doe Jake 2008 Mar 01 country route phone Continue sharing phone number with these persons Effective Date 2012 aug 03 YYYY MMM DD End Date YYYY MMM DD End Reason Select 10 Enter the new phone number and its effective date 11 If the phone number is temporary enter an End Date 12 Select an End Reason Added in Error or Stakeholder Request if applicable 13 If there are multiple people sharing the same address they will also be listed as sharing the phone number Select or de select the Continue sharing phone number with these persons check box as per applicable 14 Click Submit NOTE Previous addresses and phone numbers can also be accessed by selecting the View all addresses and Phone numbers link from the View Update a Person screen for the patient 55 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w e eA Person Directory PD User Guide Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Flonce Iann view eligibility Gender Female Date of Birth 1
34. Number e g 10 Calgary Alberta v City Province State 3 If there are multiple people sharing the same address they will all be listed in the Residential Mailing Address section Select All or de select Clear All the other residents that will also use the new updated address 4 Enter the individual name or a descriptor e g care of XYZ in the Addressee field for the mailing address 5 Enter additional delivery information in the Descriptive Note if applicable 6 Enter the new updated civic and or Delivery Installation address e Civic Mailing Address residential or Delivery Installation Address Rural Route and general delivery e Enter a note such as Change of Address Notification into the Extra Address Information field This information will appear in the View Address History window e And Effective Date if the address does not take effect immediately NOTE A number of persons may share the same residential mailing address and or phone number Ensure you only update the persons requiring a change to their demographic data 53 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Note In case more than one person is changing address be sure to update address information before updating phone number information If you update an address a second time within a week PD will display a warning message Extra Address Informatio
35. RECORD Person Directory This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Schottsneider view eligibility Han Pu Tina Nicole Additional Information 2 On the View Update Person screen select the hyperlink This Person is a visitor to Alberta The Update Visitor screen will appear NOTE These links display for persons who have registered more than 60 days ago and are not currently eligible for the Alberta Health Care Insurance Plan This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage e This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees 90 SN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w e eA Person Directory PD User Guide Person Directory Visiting from within Canada End End Alternate ID Date aes Add New
36. access your Homepage The way in which you set up your PD access is entirely up to you If you are a frequent user of PD you may want to set up the Autoload feature Oo NOTE You must set your browser to allow pop ups from Alberta Netcare Portal How to Set Up an Open Button 1 Log in to Alberta Netcare Portal 2 Scroll down to the bottom the page Clinician Homepage 3 Click the Configure Layout button Configure Layout 4 From the drop down list select Person Directory AMboertos PDUserGuide_Oct2013_ v4 3 5 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Ferson Directory 7 5 Add the PD open button to the homepage by selecting New Section to the Right or New Section Below by clicking the Add button E New Section to the Right New Section Below 6 Click the Update Layout button at the bottom of the screen _ Update Layout 7 An open button for Person Directory is now displayed on the Clinician Homepage Homepage Person Directory Viewing Search for a Patient File Person Directory v3 1 1 002 PHN ULI Last Name Doe Date of Birth DD Last Name Search exact v Age Range Ito is Middle Name Phone Number Alternate ID Type Select Alternate ID Type v City Alternate ID pe Vital Status Alive v One of these fields must be fille
37. arch Criteria Page Resident Of Alberta Resident Of Alberta Register a Resident of Alberta Homeless and or No Fixed Address Resident Of Alberta NOTE Important Note any newborn that is 28 days or less in age and was born in Alberta only the Newborn link on the Add Person screen can be used to register the patient Person Directory Choose one of the following registration types Newborn born in Alberta 28 days or under Visitor to Alberta e g out of province or out of countr Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees Resident of Alberta e g new resident or not previously registered Dependant Child of already registered parent e g Adopted PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 1 Select Resident of Alberta e g new resident or not previously registered from the Add Person screen Person Directory required Registration Date 2012 1uI 31 Preferred Name Title Last Name First Name Middle Name Suffix Person Details Gender Female 2 Enter the visitor s person demographic data 3 Enter the Preferred Name information i Only Last and First Name or No First Name Reason are mandatory Suffix Select v Person Details Gender Female v Date of Birth 1961 tun 19 O Unknown YYYY MMM DD Province of Birth withinaB Marital
38. ation Validation 1 Search for and Select the patient Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Flonce Iann view eligibility Gender Female Additional Information Date Birth 1978 Jul 25 e Alberta Personal Health Card Requests Added in Error No e Alternate IDs view all names Merge Potential Duplicates Address and Phone edit Numbers e Residency f me e Secondary ULIs Residential Mailing 100a Chaparral Rd E 2 On the View Update Person screen click the Registration Validation link to view the Registration Validation Information 71 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w a eA Person Directory PD User Guide Person Directory Registration Validation Information Application Received Date Identity Documentation Validated Identity Date 2010 Jun 15 Legal Entitlement Documentation Validated Legal Entitlement Date 2010 Jun 15 Alberta Residency Documentation Validated Alberta Residency Date 2010 Jun 15 Registration Validation Information Application Received Date Identity Documentation Existing Identity Date 2007 Oct 09 Legal Entitlement _ Documentation Existing Legal Entitlement Date 2007 Oct 09 Alberta Residency Documentation Alberta Residency Date 2007 Oct 09 Existing The View Registration Validation screen will d
39. based on the initial entry This includes the Last Name origin the address and the telephone numbers entered 3 Complete the Person Details for the additional person being created 4 Click Submit NOTE A Duplicate Check Results screen appears if some of the information is close to another record in the PD database Respond as necessary 5 The Add Alberta Resident Confirmation screen will appear If there are additional people with shared demographic information to be entered repeat this process from step 1 Newborn Registering a Newborn Newborns born in Alberta that are 28 days of age or under must be registered under this registration type Add Newborn to support the Alberta Newborn Metabolic Screening NMS program The goal of the NMS program is that all babies born in Alberta have access to newborn metabolic screening as an integral component of their health care The purpose of the NMS program is to minimize morbidity and mortality of Alberta infants with screened disorders It is critical to the success of the NMS program that newborns are linked to the correct parent PHN ULI Inadvertently linking to the wrong parent PHN ULI i e another family can result in unnecessary delays when trying to reach the newborn for follow up when screening alerts are generated by the NMS Application O NOTE Linking to the wrong parent PHN ULI can also result in a health card bearing the demographic information of the newborn being
40. been validated within CSR 1 Search for and Select the patient record to be updated Person Directory This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information e This person is a resident of Alberta requesting AHCIP coverage e This person is a visitor to Alberta e This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees Name and Person Eligibility Details Not Currently Eligible Preferred Name Sosa Hirsch Makena view eligibility Gender Female Date of Birth 1970 Jan 19 Additional Information Added in Error No e Alberta Personal Health Card Requests view all names Alternate IDs e Merge Potential Duplicates Registration Validation Address and Phone edit Residency Nimmbheare e S ULIS 2 On the View Update Person screen click edit to access the Update Preferred Name and Person Details 48 Adbetan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w PE A ASEA Person Directory PD User Guide Sosa Hi rsch Makena Person Directory PHN ULI 10001 9009 Preferred Name Title Select w Last Name sosa Hirsch __ First Name Maria Middle Name Suffix Select Name Change Reason Update Gender Female v Gender Change Reason Select v Marital Status Singe
41. being added under any other registration type b The deceased Newborn can be added with the no parent ULI code of Unable to locate parent thereby reducing the risk of a health card being issued If the newborn has already been added to PD See Update Person Date of Death 24 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide required Parent Information Parent PHN ULI 210817114 Find OR No Parent ULI Unable to locate parent ULI Reason Newborn Information Preferred Name Last Name Doe First Name Lee Middle Name Suffix Select Person Details Gender Female Date of Birth 3012 3ul 01 Cryyyy MMM DD Birth Order 1 of 1 Singleton Registration 042 Grey Nuns Community Hospital 1 A deceased newborn can be linked to a Parent PHN ULI See Registering a Newborn Step 2 or the can be added with a No Parent ULI Reason NOTE If a No Parent ULI Reason is entered complete the Civic Mailing Address and Residential Phone Number 2 A First Name is not required to be entered and the parent s last name can be used to identify the patient record 3 Select the Newborn s Gender 4 Enter the Date of Birth 5 Birth Order is selected from a drop down list NOTE When adding multiple newborns e g twins Birth Order defaults to the previous entry 6 The Registration Facility field has an aut
42. by appending this symbol to alert others Deceased May include a Validated or Notified not validated reference next to the Date of Death Secondary ULI A merged record exists This symbol signifies a link to the primary record in PD Always use the primary record for viewing click Secondary ULIs to view the secondary record if necessary Bad Address The address on file is incorrect Glossary Affiliate According to the HIA an affiliate includes Employees of a custodian Any person that performs a service for a custodian agent appointee volunteer or student Health care providers who can admit treat patients at hospitals and other health care practitioners with formal access to hospital resources Alberta Health Care Insurance Plan AHCIP Authorized Health An individual who works at an authorized health care facility Care Providers and requires access to the EHR for direct patient care EHR access permissions are determined by the facility s Custodian PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide f erm Civic Mailing Address Is an urban mailing address E g does not have a P O box Mail Bag number or reside on a Rural Range Road Custodian According the HIA a custodian includes Hospital boards nursing home operators provincial health boards etc Health services providers as designated in the regulations named b
43. creen can be requested if it is discovered that the two ULIs are for different individuals After a merge or unmerge request is submitted it is first validated by AHW before the change is made iv Registration Validation Displays the status of required documentation associated with an application for AHCIP coverage v Residency Displays arrival and departure information vi Secondary ULIs Displays Secondary ULI s information associated with the person If a Secondary ULI exists click the name to navigate to the Unmerge Primary Secondary Persons screen for a side by side comparison of Primary and Secondary ULI information O NOTE Only the Additional Information links that contain relevant information to the patient file will be displayed Alberta Personal Health Card Requests and Merge Potential Duplicates display for all person records PDUserGuide _Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide View demographic data Person Directory Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Lee Doe Lynette view eligibility Gender Female Date of Birth 1950 May 04 Additional Information Added in Error No Alberta Personal Health Card Requests view all names e Alternate IDs e Merge Potential Duplicates e Registration Validation Address and Phone edit Numbers Residential Mailing 1234 Mill
44. ctory Residential Mailing 321 Mill Maze Ne Edmonton Alberta Canada T5J 4E5 As of 2012 Jul 09 Gender Female Date of Birth 1980 Jan 01 Eligibility Start Date Not Currently Eligible Refine Search 3 Confirm this is the correct parent and click Accept Person Directory Parent Information PHN ULI 21081 7114 Preferred Name Doe Miss Lee Lynette Residential Mailing 321 Mill Maze Ne Edmonton Alberta Canada T5J 4E5 As of 2012 Jul 09 Residential Telephone 780 555 9876 As of 2012 Jul 09 Newborn Information Preferred Name Last Name First Name O No First Name 4 The parent information selected will be pulled into the Add Newborn screen Reconfirm the identity of the parent that is returned and before proceeding with the newborn addition If the parent selected is incorrect click Clear Parent and start a new search for the parent NOTE The parent demographic information populates the residential mailing address and telephone number If these need to be updated see How do update an address or phone number 22 SD bertos PDUserGuide_Oct2013_v4 3 Alberta Netcare ELECTRONIC HEALTH RECORD Parent Information PHN ULI Preferred Name Residential Mailing Residential Telephone Newborn Information Preferred Name Last Name First Name Middle Name Person Details Gender Date of Birth Registration Facility 042 Grey Nuns Community Hospita
45. d in 1 The PHN ULI is the search criteria most likely to result in a hit or best match No other search criteria can be combined with the PHN ULI Note The dash is not required 2 If not searching by the PHN ULI enter search criteria into the remaining fields At least one field marked by a Red Asterisks must be populated e Enter the Last Name of patient to be located The First Name and Middle Name are optional 6 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide e Select a Last Name Search Is type from the drop down menu Options are Exact default setting and will search of the identical spelling of the name Phonetic will search based on the spelling of how the name sounds and Starts With will search based on using the indicated letters as the beginning of the name e Combine Alternate ID with an Alternate ID Type selected from the drop down menu If it does not return a match it doesn t necessarily mean that the person is not in PD Not all Alternate IDs are entered for everyone in PD No other search criteria can be combined with Alternate ID e lfacomplete Date of Birth is entered results will only display those with an exact date match if the year is entered results will display those that match the other search criteria of patients born the year entered e Entering an Age Range will only pull results of records for person
46. does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federall Insured Refugees Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Hirsch Maria Sosa view eligibility Gender Female Date of Birth 1970 Jul 19 Additional Information Added in Error No Alberta Personal Health Card Requests view all Alternate IDs names Merge Potential Duplicates 8 Registration Validation l Residency Address and Phone edit Secondary ULIs 2 On the View Update Person screen the Not Currently Eligible Status is shown in the Eligibility field 3 Click the View Eligibility link NOTE When the period of eligibility begins on a future date Person Directory will O not display the Current Eligibility Start Date until the actual date when coverage o begins The correct current status of Not Currently Eligible will display The start date of future dated coverage can be viewed under Eligibility History 13 Abertas PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Eligibility Information Not Currently Eligible Regi
47. erge Potential Duplicates Address and Phone edit e Registration Validation r aes e Residency Numbers e Secondary ULIs Residential Mailing 100a Chanarral Rd 2 On the View Update Person screen click the Alternate IDs link to add an alternate ID or end an existing alternate ID Om Person Directory Type Alternate ID End Date End Reason 3 If there are any existing alternate IDs they will be listed on the View Update Alternate IDs screen 4 Click Add Alternate ID Person Directory Alternate ID Type ManitobaHealthNumber ss Alternate ID 103759590 68 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 5 Select the Alternate ID Type from the drop list 6 Enter the Alternate ID number The Alternate ID number must be valid and must pass an algorithm that checks the validation Click the Help Button at the top of the screen for a list of the validation patterns 7 Click Submit Person Directory Type Alternate ID End Date End Reason Manitoba Health Number 103759590 Back Ada akerate 0 8 The View Update Alternate IDs screen will be refreshed to show the new alternate ID End Alternate ID 1 Search for and Select the patient Person Directory Name and Person edit Eligibility Details Current Eligibility Start 2009 Jan Preferred Name Mcdaniel en ae Panne oii view eligibility Gender
48. erta Health Care Insurance Plan coverage The adopted dependant child s eligibility may take up to 3 business days before it shows in Person Directory and a personal health card is mailed 44 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare Ww Person Directory PD User Guide ELECTRONIC HEALTH RECORD Preferred Name Last Name bose First Name Jake j Middle Name Suffix Select Person Details Gender Male v Date of Birth 2008 Mar 01 Province of Birth Outside aB v Province State of Origin British Columbia Country of Origin Canada Alberta Entry Date 2009 Sep 01 YYYY MMM DD Canada Entry Date YYYY MMM DD Out of Province ID Type Select Out of Province ID Submit 8 Enter the Preferred Name information i Only Last and First Name are mandatory ii Complete the Person Details fields 9 Complete the Person Details fields i Gender and DOB is mandatory ii The Province of Birth is mandatory Options are Outside AB or Within AB iii If Province of Birth is outside of Alberta enter the Province State of Origin and or Country of Origin if known iv Ifa Province State of Origin is entered the Alberta Entry Date is mandatory v If known enter the Out of Province ID Type options include Canadian Forces Number Treaty Number Veterans Affairs Canada Number or the health number for another Province or Territory and the Ou
49. esidential Address 1 A deceased newborn can be linked to a Parent PHN ULI See Registering a Newborn Step 2 or the can be added with a No Parent ULI Reason NOTE If a No Parent ULI Reason is entered complete the Civic Mailing Address and Residential Phone Number 2 A First Name is not required to be entered and the parent s last name can be used to identify the patient record 3 Complete the Person Details 4 Select the Newborn s Gender PD cannot register an unknown gender To register a Stillborn where the gender is unknown the user needs to register the Stillborn normally selecting Male or Female for gender Once registered the user needs to contact the PD Help Desk at 780 427 1494 to have the gender properly assigned to unknown this is a function that can only be done in Central Stakeholder Registry and is not a capable function within PD 5 Enter the Date of Birth 6 Birth Order is selected from a drop down list NOTE When adding multiple newborns e g twins Birth Order defaults to the previous entry 7 Check the Stillborn Check box When stillborn is selected the Date of Death will be populated with the information from the Date of Birth 8 Click Submit A confirmation screen will appear and includes the Deceased Date of the Newborn PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w EEE HERTE REENA Person Directory PD User Guide Person Directory The person has been added successfu
50. ess Gender Female Additional Information i e Alberta Fersonal Neaitn Lard Requests Date of Birth 2006 Apr 24 Aae is Health Card Requests Ada O A in Crrar Nin 3 Click View eligibility to see the Eligibility information for the patient that you just edited 93 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Eligibility Information Not Currently Eligible Registration Type Registration Type Federally Insured Registration Date 2012 Aug 13 Eligibility History Coverage From Date Coverage To Date Coverage End Reason 4 The View eligibility screen will document when the patient s current eligibility for AHCIP O Clicking the PD Back buttons will return you to the previous page to make corrections Clicking Cancel will return you to the PD Home Page and will not save any of the data entered on the patient s account you were creating 94 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Appendix PD Screen Symbols Added in Error A new record was mistakenly created for a non person such as Mickey Mouse If a record was added and you note that the person already exists in PD click Merge Potential Duplicates to submit a merge request to AH Once a record is created in PD it cannot be deleted but it can be ended
51. from within Canada Out of Province ID Selet S OR O Out of Province ID not provided Type Out of Province ID Visiting from outside Canada Country of Origin Date of Entry into 2012 3un 30 Canada qwyyy mmm pp 34 SN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 1 Enter the International Phone Number for the patient 2 Itis mandatory to select the Visiting from outside Canada radio button 3 Selecting the Country of Origin from the drop down box is optional If entering a Country of Origin the Date of Entry into Canada is mandatory If the date is not known enter the date the patient presents at the health service facility 4 Click Submit Person Directory The person has been added successfully Click to add another person with shared demographic information ULI 35297 7114 Partial Residential Mailing Preferred Name Doe Mr Jack Brisbane Gender Male Australia Date of Birth 1975 Jul 30 ae er Country of Origin Australia Residential Telephone 011 45263 01423 Canada Entry Date 2012 Jun 30 As of 2012 Jul 30 View Update Person New Search 5 The Add Visitor Confirmation screen will display the information entered as well as the new ULI assigned to the patient 6 Click the here button to add a spouse or dependant See Add a Dependant 7 Click View Update Person
52. ial Telephone 403 212 4626 As of 2008 Feb 10 Dependant Child Information 6 The Add Dependant Child screen will refresh and the Parent Guardian Information will be populated 43 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare Ww Person Directory PD User Guide ELECTRONIC HEALTH RECORD Person Directory required Parent Guardian Information PHN 10013 5009 _Clear Parent _ Preferred Name Mcdaniel Flonce Iann Residential Mailing 100 Chaparral Villas Se Calgary Alberta Canada T2X 3N4 As of 2004 Aug 09 Residential Telephone 403 212 4626 As of 2008 Feb 10 Dependant Child Information Registration Date 7 Complete the Dependant Child Information i The Registration Date will auto populate to today s date ii Enter the Dependant Reason Options are Adopted Custody Guardianship and Parent of iii Enter the Date Placed in Care for the child This date must be within two years of today s date NOTE Adding Adopted Dependants Date Placed in Care When adding an adopted dependant child the date placed in care becomes a mandatory field Either the date given by the adoptive parent of when the adoption took place or if that date is unknown the date of registration can be entered The date entered must be within two years of the current date This will ensure that eligibility is automatically established for the adopted dependant provided the parent guardian has current Alb
53. ient s PD record click on the name link 7 Click Refine Search to add additional search criteria to help reduce the search results 8 Click New Search to clear all search fields and start over NOTE If a patient can not be located in PD e Ensure that at least one of the search fields with red asterisks is filled in on the search screen or Reduce the amount of search criteria Too many requirements may not return any results as they must all match exactly Always start off with broad search criteria and PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide then narrow the criteria E g start with full last name first initial of the first name and year of birth Try searching for the last name using the Last Name Search is drop down menu set to either Phonetic sounds like or Starts With Note Names are not case sensitive PD Person Home Page View Update Person screen E e Doe Lyne te Person Directory PHN ULI 46872 7114 Name and Person Eligibility Details Not Currently Eligible Preferred Name Lee Doe Lynette view eligibility Gender Female Date of Birth 1950 May 04 Additional Information Added in Error No e Alberta Personal Health Card Requests view all names e Alternate IDs Merge Potential Duplicates e Registration Validation Address and Phone edit e Residency Numbers e Secondary ULIs Residential Mailing 1
54. illbirth 3 Then click on the Submit button to update your record 29 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD NOTE If the parent and Infant were newly added to PD and the record is less O than 7 days old a warning message may appear This means that some of the information between the parent and the infant records has recently been updated Click Submit a second time to commit the changes to the data ADDRESS CHANGED WITHIN THE LAST 7 DAYS Associated Addresses Will be UPDATED ADDRESS CHANGED WITHIN THE LAST 7 DAYS Person Directory Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Doe view eligibility Gender Male Date of Birth 2012 Jul 31 Additional Information Added in Error No Newborn Information 4 Thestillborn status will be updated on the newborn record 5 The View Update Person screen shows the newborn as deceased with a stillborn status in the record header tab See Also Registering a Deceased Newborn or Update Person Date of Death Register a Visitor to Alberta NOTE Important Note any newborn that is 28 days or less in age and was born in Alberta only the Newborn link on the Add Person screen can be used to register the patient PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w e eA Person Directory PD User Guide admin1_tr01 test Pe
55. irsch Nathanale Argo 2005 Sep 04 Addressee S S di ooe E Note Civic Mailing Address Doo y Oe Extra Address Information Select 364A Avenue North West Nirartinrn Suffix 2012 Aug 10 yvvy MMM DD M Bad Address O Go to Add Update Residential Phone Number 5 Select the Bad Address Check box This needs to be selected before a record can be changed to homeless and or no fixed address 6 Click Submit The Update Alberta Resident screen will display NOTE If there are multiple persons sharing the same address a warning D message will appear If they will also be sharing the no fixed address change then leave the names selected and click submit If the additional people will be maintaining the address and only the patient being modified is of no fixed address then click the Clear All button and then click Submit 85 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD Associated Addresses Will be UPDATED Residential Mailing Address Persons sharing this address Select the persons that should also have their address updated Date of birth is shown in brackets Person Directory Registration Date Preferred Name Gender Date of Birth Province State of Origin Country of Origin Alberta Entry Date BJ 006 Aug 12 Wyy MMM DD Leave blank if province of origin is Alberta Canada Entry Date
56. is required to receive confirmation when the request has been processed 7 Click Submit to send the Unmerge request Click Cancel if the records should not be unmerged and be returned to the View Update Person screen 8 A message will display stating that the request to unmerge the two records has been sent If the User s email address was entered on the Unmerge Primary Secondary Persons screen the confirmation will be sent to the user referencing the tracking number displayed on this screen Updating a person s eligibility e Updating a person s registration type status This person is a resident of Alberta requesting AHCIP e Updating a person s registration type status This person is a resident of Alberta requesting AHCIP and is homeless and or No Fixed Address e Updating a person s registration type status This person is a visitor to Alberta e Updating a person s registration type status This person is a Federally Insured person Updating a person s registration type status Requesting Alberta Health Care Insurance Plan AHCIP NOTE the person requesting AHCIP must have a valid address on their record An AHCIP application will not be sent if the address is flagged BAD 1 Search for and Select the patient Jouini Tarma Louisma PHN ULI 10005 5009 Person Directory This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating
57. isplay the status of the required documentation associated with an application and the date it was applied Documentation status can be Validated Group or Existing This information indicates the status of the receipt of required documentation to complete registration for Alberta Health Care Insurance Plan coverage Refer to the Application for Alberta Health Care Insurance Coverage Form AHC0102 for documentation requirements 72 SDA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD If any of the above information is inaccurate you or the patient should contact Alberta Health Care Insurance Plan To inquire about the account or update personal information please quote the personal health number except with email Telephone 780 427 1432 Edmonton Toll free in Alberta dial 310 0000 then 780 427 1432 Fax 780 422 0102 Edmonton Mail Alberta Health Attention Alberta Health Care Insurance Plan PO Box 1360 Station Main Edmonton AB T5J 2N3 In person As of April 1 2009 please use the new registry agent locations If you have questions please contact Alberta Health Care Insurance Plan via telephone or email Required Documentation In order to process your application for Alberta Health Care Insurance Plan coverage you must include photocopies front and back if applicable of documents proving your 1 Alberta residency 2 identity and 3
58. ive Note Civic Mailing Address Extra Address Information seex m Select Select M Number Sufix Name e g Milwoods Type Direction C Unit Type Unit Number e g 10 infin Manitoba City Province State Canada Country Postal Zip Code OR Nelivery Tnetallsatian Address Find Clear All 4 A full Civic Mailing or Delivery Installation Address must be entered or the Partial checkbox can be selected to enter only the City Province and Country Select which type of Visitor to Alberta being registered Register a Visitor to Alberta Out of Province Register a Visitor to Alberta Out of Country 32 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Register a Visitor to Alberta Out of Province Phone Number Usage Residential Type O Unlisted Phone Number OR International Phone cntry route phone Phone Number Start Date CYYYY MMM DD Visiting from within Canada Out of Province ID OR O Out of Province ID not provided Type Out of Province ID 117508170 Visiting from outside Canada Country of Origin Date of Entry into lt Canada yyyy mmm pp 1 Enter a Phone Number for the patient 2 Select the Visiting from within Canada radio button 3 Record the type of ID verified by selecting the Out of Province ID Type from the drop down box and enter the Out of Province I
59. l ai Person Directory PD User Guide Person Directory 21081 7114 Doe Miss Lee Lynette 321 Mill Maze Ne Edmonton Alberta Canada T5J 4E5 As of 2012 Jul 09 780 555 9876 As of 2012 Jul 09 Doe Lyn M No First Name lt Female v 2012 Jul 01 Date of Death YYYY MMM DD O Stillborn 5 All newborns must have a first and last name If a first name is not known select the No First Name check box Do not type a first name of Baby Boy PD automatically enters a default first name for a multiple birth IF the No First Name check box is selected Be sure to complete the Birth Order boxes 6 Enter the Gender and Date of Birth for the newborn 7 Birth Order is selected from a drop down list NOTE When adding multiple newborns e g twins Birth Order defaults to the previous entry 8 The Registration Facility field has an auto complete functionality allowing you to either type in part or all of a facility number or name and a drop down list of active valid facilities to chose from will appear The addition of Newborns within PD is based on the facility where the registration is entered 9 Click Submit A confirmation screen will be displayed NOTE Once the newborn name is registered in the system an Alberta Personal Health Card will be generated if the newborn is eligible for coverage If eligible the Alberta Personal Health Card would be mailed within a week
60. lling purposes If this is the case it is imperative that the stillborn indicator be selected on the stillborn newborn s record otherwise an Alberta Personal Health Card could be issued in error If the stillborn is in the process of being added to Person Directory a A stillborn will have to be added through the Add Newborn screen within Person Directory and marked as Stillborn Note the Add Newborn screen has edits in place preventing the stillborn from being added under any other registration type b The stillborn can be linked to the parent s ULI Alternatively the stillborn can be added with the no parent ULI code of Unable to locate parent thereby reducing the risk of a health card being issued In both cases select the Stillborn checkbox 26 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Parent Information Parent PHN ULI 46872 7114 Find required OR No Parent ULI Unable to locate parent ULI Reason Newborn Information Preferred Name Last Name Doe F First Name ka M No First Name Middle Name Suffix Select Person Details Gender Female v Date of Birth 2012 Jul 27 YYYY MMM DD Birth Order 1 of 1 Singleton v Registration 043 Royal Alexandra Hospital gt Facility Date of Death YYYY MMM DD Stillborn R
61. lly Click here to add another person with shared demographic information ULI 45646 4114 Preferred Name Julipe Jennifer Residential Mailing 141 Kity Close Gender Female Edmonton Alberta Date of Birth 2010 Dec 12 Canada Birth Order 1 of 1 Singleton a REA Registration Facility 065 Seton Jasper Healthcare Centre Residential Telephone 780 412 3652 Deceased Date 2010 Dec 12 As of 2010 Dec 14 Stillborn View Update Person Updating a Newborn The Newborn Information link on the View Update Person screen is available to update newborn s specific demographics Parent s ULI Registration Facility Birth Order and Birth Count for up to 90 days This will NOT change the definition of adding a newborn of 28 days or less and born in Alberta The availability of the link for 90 days allows users to update the newborn s specific demographics due to data entry errors 1 Enter infant into the Person Search Criteria and click Search 2 Select the infant from the Search list Person Directory Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Doe view eligibility Gender Male Date of Birth 2012 Jul 31 Additional Information Added in Error No 3 i e Newborn Information view all names e Alberta Personal Health Card Requests i e Alternate IDs Address and Phone edit e Merge Potential Duplicates Numbers e Registration Validation Residential Mailing
62. n Mode of Delivery e g PO Box Mode of Delivery Identifier e g 12 Delivery Installation Type e g STN Qualifier e g A Delivery Installation Area City Province State Canada o es O Country Postal Zip Code Effective Date YYYY MMM DD O Bad Address Go to Add Update Residential Phone Number Submit cancer 7 Click Bad Address if the patient is homeless or it is known that mail to this address has been returned See Updating a person s eligibility 8 If the phone number needs to be updated as well check the Go to Add Update Residential Phone Number 9 Click Submit to save and submit these changes and return to the View Update Person screen NOTE If applicable a warning will appear stating that all the Associated Addresses WILL be UPDATED at the same time PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w e A Person Directory PD User Guide Person Directory Associated Addresses Will be UPDATED Residential Mailing Address Persons sharing this address Select the persons that should also have their address updated Date of birth is shown in brackets Mcdaniel Kanugonda 1977 Jun 21 Mcdaniel Kogularam Edward Sr 2008 Feb 08 lDoe Jake 2008 Mar 01 Click Submit a second time once you have confirmed that the additional people will have their address updated The Update Phone Number screen will appear if you selected the Go to Add Update Residential Phone
63. nd PD finds a match Every time a new person is registered in PD PD automatically searches for matching patients If there is a match on one or more criterion the Duplicate Check Results screen will appear 17 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory POSSIBLE DUPLICATE STAKEHOLDER S FOUND Person to be Added Name Name Age Date of Gender City Type Birth 4 Year i Jane Jack Preferred s 2008 Jan 15Male Edmonton Potential select to view Duplicates details Jones James Preferred Male Edmonton Jones James Preferred Male Edmonton add person Cancetadd_ back The potential duplicate records will be listed on the lower half of the screen with their demographic details listed if available e Click on the Name Hyperlink to see a side by side comparison of the two records the one being created and the record selected e Click Add Person to continue with the registration e Click Cancel Add to stop the registration of the person e Click Back to return to the previous screen PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD Person to be Added Preferred Name Residential Mailing Gender Date Of Birth Current Eligibility Start Date Alternate ID Type Alternate ID Province State of Origin Country of Origin Alberta Entry Date Canada Entry Date Person Direct
64. nknown the registration date can be entered 96 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w e TEAC HnEeDN Person Directory PD User Guide Person Directory A date placed in care is required for an adopted child date must be within two years of today s date DPHI_003466 Error message when the Name Change Reason for changing a person s name has not been selected Person Directory Preferred Name Title Last Name First Name Middle Name Suffix Name Change Reason Gender a e KAPE CT Error message when trying to put an End Date to an alternate ID that is before the AHCIP effective date PDUserGuide_ Oct2013_ v4 3 Alberta Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Mcdaniel Flonce lanne Person Directory Validated PHN ULI 10013 5009 Update Alternate ID Alternate identifier end date should not be before alternate identifier effective date DPHI_002476 Alternate ID Type Manitoba Health Number Alternate ID 103759590 End Date 2012 Jan 01 Cory MMM DD End Reason Alberta Health coverage v Error message when selection the End Reason Added In Error and an End Date is entered Do not enter an End Date when entering an End Reason Added in Error Mcdaniel Flonce lanne Person Directory Validated PHN ULI 10013 5009 Update Alternate ID Alternate identifier expiry date should not be specified if end reason i
65. nsurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federal Insured Refugees Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Edmunds view eligibility Leonhardt Zhindra 7 Jess Additional Information PDUserGuide_Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 2 On the View Update Person screen select the hyperlink This Person is a Federally Insured person The View Update Person screen will refresh NOTE These links display for persons who have registered more than 60 days ago and are not currently eligible for the Alberta Health Care Insurance Plan This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees Person Directory Name and Person edit Eligibility Details Not Currently Eligible Preferred Name Edmunds view eligibility Leonhardt Zhindra J
66. o complete functionality allowing you to either type in part or all of a facility number or name and a drop down list of active valid facilities to chose from will appear The addition of Newborns within PD is based on the facility where the registration is entered 7 Enter the Date of Death for the deceased newborn 8 Click Submit A confirmation screen will appear and includes the Deceased Date of the Newborn 25 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory The person has been added successfully Click here to add another person with shared demographic information ULI Preferred Name Gender Date of Birth Birth Order Registration Facility 68082 7114 Doe Lee Female 2012 Jul 01 1 of 1 Singleton 042 Grey Nuns Community Hospital Deceased Date 2012 Jul 01 __View Update Person _ Registering a Stillborn Newborn The NMS program and the Morbidity Ambulatory Care Abstract Reporting MACAR do not require stillborns to be assigned ULIs therefore they do not need to be registered in Person Directory Parent Name Residential Mailing Residential Telephone Doe Lee Lynette 321 Mill Maze Ne Edmonton Alberta Canada T5J 4E5 As of 2012 Jul 10 780 555 9876 As of 2012 Jul 10 If an autopsy is performed on a stillborn there is a need to assign a ULI to a stillborn for medical claim bi
67. once view eligibility Iann Gender Female Date of Birth 1978 Jul 25 Added in Error No Alternate IDs view all Merge Potential Duplicates names e Registration Validation Additional Information e Alberta Personal Health Card Requests Residency Secondary ULIs Address and Phone edit Nimmbersc 2 Onthe View Update Person screen the Current Eligibility Date is shown in the Eligibility field 3 Click the View Eligibility link Person Directory Eligibility Information Current Eligibility Start Date 2009 Jan 01 Registration Type Registration Type Registration Date Eligibility History Coverage From Date Coverage To Date Coverage End Reason 2009 Jan 01 12 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w PE ENARA Person Directory PD User Guide 4 The Current Eligibility Start Date and the Eligibility History if the person has multiple coverage periods is listed on the View Eligibility screen View Eligibility Not Currently Eligible An example of records in PD would be labeled as Not Currently Eligible include patients who are not Alberta residents or don t meet the business rules for amount of time in Alberta to qualify as a resident Patients who are Federally Insured or a newborn registered in Netcare whose parents are from out of province 1 Search for and Select the patient Hirsch Maria Sosa Person Directory PHN ULI 10001 9009 This person
68. or this person updating Departure Information cannot be done until the shared addresses are closed If required Navigate to the View Update Address screen and Clear All shared addresses by clicking the Clear All Button in the Persons sharing this address field and then Submit Then return to the View Update Residency screen and update the Departure Information Clicking Clear All will not affect the addresses on the other records Merge Unmerge Request Merge Request Unmerge Request Merge Request Important Notes e Inamerge no patient information is changed and the affected records are linked in a relationship with one record remaining active and the other record being set to an inactive status The inactive record can still be viewed but cannot be updated e A Merge Request is a request to the Provincial Registries Data Integrity Team within Alberta Health They will investigate and determine if a merge is appropriate e In the confirmation email from Alberta Health no reference is made to either patient so the PD user should take note if required 1 Search for and Select the patient Smetany Hoonjong Fracisco Person Directory PHN ULI 99986 1009 Name and Person edit Eligibility Details Current Eligibility Start Date 1969 Jul 01 Preferred Name Smetany Hoonjong view eligibility Fracisco Gender Male Additional Information Date of Birth 1940 Mar 13 e Alberta Personal Health Card Requests
69. ory PD User Guide Potential Duplicate PHN ULI Jane Jones Preferred Name 21 Milwoods Allee E Leduc Alberta Canada Residential Mailing Effective date unknown Gender Date Of Birth Current Eligibility Start Date Male 2008 Jul 15 Not Currently Eligible Alternate ID Type Alternate ID Province State of Origin Country of Origin Alberta Entry Date Canada Entry Date Back accent Person Directory 73115 0014 Jones James view all names Jasper Ave Edmonton Alberta Canada T5 2N3 As of 2003 Feb 03 view all addresses Male Not Currently Eligible view eligibility history view all alternate ids Clicking the Name Hyperlink on the Duplicate Check Results screen will display the Compare Potential Duplicate screen Add Additional People Who Share Demographic Data 1 From the Add Alberta Resident Confirmation screen see step 5 of the Registering a person in PD click the here link from the message Click here to add another person with shared demographic information The Add Alberta Resident screen will appear Registration Date Person Directory required 2012 Aug 01 Preferred Name Title Last Name First Name Middle Name Suffix 19 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 2 On the Add Alberta Resident screen the shared demographic data will pre populate
70. poral Reeve etc Last Name This field is mandatory If the name change only affects the first name enter the patient s existing last name First Name This field is mandatory If the name change only affects the last name enter the patient s existing first name Middle Name this field is optional Suffix lf applicable a suffix can be selected from the drop down menu Options are Il III IV Jr Sr Document Type Select the document type used to validate the added name Issuing Authority Is only required when the Name Type Legal is entered An example of the Issuing Authority would be The Vital Statistics Office Effective Expire Date This optional field can either have the date that the name is effective e g in the case of a marriage divorce or the date that the name or the documentation expires 5 Click Submit when the information has been entered The View All Names screen will appear with the new alias added NOTE a Duplicate person search is automatically executed by PD when a name is added to a file 51 AMAbertan PDUserGuide_Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Type Preferred Alias Alias Person Directory PD User Guide Person Directory Name End Reason if applicable Doe Mrs Mother Doe Mile Momma Doe Mme Mommy H Update Address and Phone 1 Search for and Name and Person Details Preferred Name Gender Date of Birth Added in Error
71. r Phone Number 780 sssssss area phone ext OR International Phone cntry route phone Phone Number Start Date YYYY MMM DD 6 Enter a Phone Number for the patient 7 Click Submit PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory The person has been added successfully Click here to add another person with shared demographic information ULI 54397 7114 Preferred Name Doe Miss Jessie Residential Mailing 67 1 2 Yamaha View Gender Female Edmonton Alberta Date of Birth 1961 Jun 19 Canada Marital Status Married Pe ag Country of Origin Argentina Residential Telephone 780 555 5555 Alberta Entry Date 2007 Feb 01 As of 2012 Jul 31 Canada Entry Date 200 7 Jan 04 __View Update Person 8 The Add Alberta Resident Confirmation screen will display the information entered as well as the new ULI assigned to the patient 9 Click the here button to add a spouse or dependant See Add a Dependant 10 Click View Update Person to see the newly created patient s personal record and add additional information 11 Click New Search to return to the Person Search Criteria Page Register a Resident of Alberta Homeless and or No Fixed Address NOTE Important Note any newborn that is 28 days or less in age and was born in Alberta only the Newborn link on the Add Pe
72. racisco Additional Information Gender Male Alberta Personal Health Card Date of Birth 1940 Mar 13 Requests Validated e Alternate IDs Added in Error No e Merge Potential Duplicates view all e Registration Validation e Secondary ULIs Address and Phone edit Alrimharc 2 On the View Update Person screen click the Residency link to View or Update Residency information Person Directory Arrival Information Departure Information Province State of Origin Destination Province State Select vi British Columbia v Country of Origin Destination Country Select Canada v Alberta Entry Date Alberta Departure Date 2012 aug 15 YYYY MMM DD YYYY MMM DD Canada Entry Date YYYY MMM DD 3 Enter the Arrival Information if required i Enter the Province State of Origin li Country of Origin iii The Alberta Entry Date iv The Canada Entry Date If unknown leave blank or enter the same date as the Alberta Entry Date 4 Enter the Departure Information if required i Destination Province State ii Destination Country iii Alberta Departure Date 74 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 5 Click Submit Clicking Cancel will return you to the View Update Person screen without saving any information Note If there are shared addresses f
73. rd button will not be displayed if the patient is not currently eligible or if the PD user has View Only privileges Clicking Back will return PD to the View Update Person screen Person Directory A request for an Alberta Health Card has been submitted Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 4 The View Update Person screen will display that the request has been submitted 66 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Request Alberta Personal Health Card r Current Eligibility Start Date 2009 Jan 01 History of Alberta Personal Health Card Requests The Alberta Personal Health Card Requests Screen will document when a card was requested and by what facility Alternate IDs Add an Alternate ID End Alternate ID Add an Alternate ID 1 Search for and Select the patient 67 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Name and Person edit Eligibility Details Current Eligibility Start 2009 Jan Preferred Name Mcdaniel Date 01 Flonce Iann view eligibility Gender Female Additional Information eich Birth 1978 Jul 25 e Alberta Personal Health Card Added in Error No Requests view all names e Alternate IDs M
74. rson Directory required Parent Guardian Information PHN 100135009 Dependant Child Information Registration Date 2012 Aug 01 Dependant Reason Select Date Placed in Care YYYY MMM DD Preferred Name Last Name poe First Name 2 Enter the parent PHN 3 Click Find 42 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD NOTE If the Parent PHN number is not known leave the field blank and click Find to search for the parent See Search for a Patient File Person Directory Please confirm this is the correct parent Residential Mailing 100 Chaparral Villas Se Calgary Alberta Canada T2X 3N4 As of 2004 Aug 09 Gender Female Date of Birth 1978 Jul 25 Eligibility Start Date 2009 Jan 01 Refine search accept NOTE If the Parent does not have an eligibility start date then the child can not be registered as a dependant The child would then be added as a resident of Alberta and the association to the parent ULI would be done once the parents are eligible 4 Confirm that the information is for the correct parent 5 Click Accept Person Directory required Parent Guardian Information PHN 10013 5009 _Clear Parent _ Preferred Name Mcdaniel Flonce Iann Residential Mailing 100 Chaparral Villas Se Calgary Alberta Canada T2X 3N4 As of 2004 Aug 09 Resident
75. rson Directory Test Physician Office Default Help Quit Person Directory Choose one of the following registration types e Newborn born in Alberta 28 days or under e Visitor to Alberta e g out of province or out of country e Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees e Resident of Alberta e g new resident or not previously registered e Dependant Child of already registered parent e g Adopted 1 Select Visitor to Alberta e g out of province or out of country from the Add Person screen admin1_tr01 test Person Directory Test Physician Office Default Help Quit Person Directory required Preferred Name Title Ms LastName Doe F First Name Dodi No First Name Reason Middle Name _ _ Suffix Additional Information Gender Female Date of Birth 1978 Dec 02 O Unknown CYY Y MMM DD DOB mandatory if visiting from within Canada Residential Address Enter the visitor s person demographic data 2 Enter the Preferred Name information i Only Last and First Name or No First Name Reason are mandatory 3 Complete the Additional Information fields i Gender and DOB are mandatory ii The Province of Birth must be set to Outside AB 31 SDN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Residential Address Addressee SSS Descript
76. rson screen can be used to register the patient 1 Follow steps 1 4 of registering a Resident of Alberta 2 Select the Homeless and or No Fixed Address check box if the address is not known Also select the Civic Mailing or Delivery Installation Address with the City Province and Country entered For example this person is homeless but states that they live permanently in Alberta 3 Click Submit 4 The Add Alberta Resident Confirmation screen will display the information entered as well as the new ULI assigned to the patient Register a Dependent Child Parent Guardian PHN entered PDUserGuide_ Oct2013_ v4 3 Alberta M Netcare w PA AAA Person Directory PD User Guide NOTE Important Note any newborn that is 28 days or less in age and was born in Alberta only the Newborn link on the Add Person screen can be used to register the patient Person Directory Choose one of the following registration types Newborn born in Alberta 28 days or under Visitor to Alberta e g out of province or out of countr Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees Resident of Alberta e g new resident or not previously registered Dependant Child of already registered parent e g Adopted 1 Select Dependant Child of already registered parent e g Adopted from the Add Person screen NOTE The Dependant Child link can only be used for children under 16 years of Pe
77. rt 1978 Apr 19 Male Smith Michael Preferred 35 Year s Courtenay 1976 Sep 25 Male Smith Oscar Wyatt Albert Preferred 35 Year s Drayton Valley 1976 Oct 15 Male Smith Stacey Norman Preferred 35 Year s Keg River 1977 Mar 11 Male Smith Thomas Cyril Preferred 34 Year s La Crete 1977 Sep 06 Male Smith Walter James Preferred 35 Year s Sherwood Park 1976 Aug 25 Male Refine Search Add Person The Validated Icon on the View Update Person page Also if a person s identity has been validated by Alberta Health or a registry agent office a Validated icon appears in the View Update Person screen Person Directory A Validated Record and Updating Preferred Name and Person Details If the person s identity has been validated the Title Last Name First Name Middle Name Suffix Gender and DOB will not be able to be edited Person Directory Preferred Name Title Mister Last Name Smith First Name Arthur Middle Name Dominic Suffix Gender Male Marital Status Married vi Date of Birth 1977 Apr 21 YYYY MMM DD Date of Death Date of Birth Details Date of Death Details YYYY MMM DD Document Type Select Issuing Authority Effective Expiry Date YYYY MMM DD 47 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w a eA Person Directory PD User Guide Update Name and Date of Birth Non Validated Record If the person s identity has not
78. ry Date Person Directory PD User Guide Second Person 99986 1009 Smetany Hoonjong Fracisco 198 Shannon Hill Sw Calgary Alberta Canada T2Y 2Y8 As of 2003 May 26 Male 1940 Mar 13 Validated 1969 Jul 01 Alternate ID Type Alternate ID Province State of Origin Country of Origin Alberta Entry Date Canada Entry Date compare person names compare person addresses compare person eligibility history compare person alternate IDs Back _ Request merge _ cancel PHN ULI Preferred Name Residential Mailing Gender Date of Birth Eligibility Start Date Person Directory 33896 7114 Smetany Mr Hoon 21 1 4 Millwoods Abbey E Edmonton Alberta Canada T5J 3E4 As of 2012 Aug 09 Male 1941 Mar 13 Not Currently Eligible 5 The Compare Potential Duplicate Person screen will display the two records side by side on the same screen The links Compare Person located at the bottom of the screen will break down the information into smaller chunks See screen shots below 6 Click Request Merge if records are to be merged Click Cancel if the records should not be merged Click Back to search for a different record Example of Compare Person Names Person Directory First Person PHN ULI 99986 1009 Smetany Hoonjong Fracisco Second Person PHN ULI 33896 7114 Smetany Mr Hoon Corresponding Names Preferred Name Smetany Hoonjong Fracisco Preferred
79. s Generally this is the person who in the normal course of their duties has a business need to View PD Information View Newborn Information Add Update PD Information Add Update Newborn Information NOTE Please be aware that all access to patient information within PD is monitored and audited Who may Access PD Only authorized health care providers with appropriate permission may access PD View PD Permission Levels required are Admin 1 Admin 2 Admin 3 Admin 4 and Admin 6 Clinical 1 Clinical 2 Clinical 3 Clinical 4 Clinical 8 Clinical 9 and Clinical 10 Pharmacy 2 Pharmacy 4 and Pharmacy 5 4 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Update PD Permission Levels required are Admin 1 and Admin 2 Clinical 8 and Clinical 10 View Newborn Permission Levels required are Admin 1 and Admin 4 Update Newborn Permission Level required is Admin 1 Your PD Login Credentials For information on synchronizing your PD and Alberta Netcare Portal ANP login Credentials see the ANP Setup Guide For information on Changing your PD Password and synchronizing it with ANP see the ANP Setup Guide Launching PD PD is accessed by configuring the Alberta Netcare Portal Homepage There are two ways to set up access to PD 1 Adda PD Open button to your Homepage 2 Automatically launch PD every time you
80. s Requesting Alberta Health Care Insurance Plan AHCIP and updating Alberta Resident Status to Homeless and or No Fixed Address 1 Search for and Select the patient 82 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Hirsch Maria Sosa Person Directory PHN ULI 10001 9009 This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information e This person is a resident of Alberta requesting AHCIP coverage e This person is a visitor to Alberta e This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees Name and Person edit Eligibility Details Not Currently Eligible 2 On the View Update Person screen click on This person is a resident of Alberta requesting AHCIP coverage NOTE These links display for persons who have registered more than 60 days ago and are not currently eligible for the Alberta Health Care Insurance Plan This person does not currently have Alberta Health Care Insurance Plan coverage Please choose one of the following before updating this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees 83
81. s Added In Error DPHI_002479 Alternate ID Type Manitoba Health Number Alternate ID 103759590 End Date 2012 Janbo1 Cry MMM DD End Reason Added In Error 98 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide THE PD INITIATIVE IS A PARTNERSHIP BETWEEN ALBERTA HEALTH amp ALBERTA HEALTH SERVICES Mbertam o s Alberta Health M Services 99 SD bertos PDUserGuide_Oct2013_v4 3
82. s within that range e Selecting a Gender will refine the search to records of persons for the gender selected e The Phone Number field will search against the patients phone number that is the current record within PD e Entering a City will refine the search to records with the current active address being the city selected e Entering a Vital Status options are Any default Alive Deceased to refine the search to records of persons with that status Note In this example the last name gender and vital status are used to refine the search 3 Click Search to execute the search against the entered information 4 Click Clear to remove the entered search criteria and start over 5 Click Back to return to the screen previous reviewed 7 Abertas PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Full Name Name Type Age City Date of Birth Gender Doe Danielle Nicole Preferred 27 Year s Edmonton 1984 Dec 27 Female Doe Dodi Preferred 33 Year s Flin Flon 1978 Dec 02 Female Doe Jane Q Preferred 49 Year s Edmonton 1963 Jun 02 Female Doe Jessie Preferred 51 Year s Edmonton 1961 Jun 19 Female Doe Jill Preferred 2 Day s Edmonton 2012 Jul 31 Female Doe Kimberley Preferred 40 Year s Edmonton 1971 Oct 13 Female Doe Lee Lynette Preferred 32 Year s Edmonton 1980 Jan 01 Female Doe Lyn Preferred 1 Month s Edmonton 2012 Jul 01 Female Validated
83. sent to the wrong family This would potentially be a breach of person identifiable information 20 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w EEE nA Person Directory PD User Guide Person Directory Choose one of the following registration types e Newborn born in Alberta 28 days or under e Visitor to Alberta e g out of province or out of country Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees e Resident of Alberta e g new resident or not previously registered e Dependant Child of already registered parent e g Adopted 1 Select Newborn from the Add Person screen Person Directory required Parent Information Parent PHN ULI Find OR No Parent ULI Select Reason Newborn Information Preferred Name Last Name Doe iy First Name O No First Name Middle Name Suffix Select v Person Details Gender Select Date of Birth 2 Enter the Parent PHN or ULI if known and Click Find Otherwise leave the cell blank and click Find to launch the search screen to search for and select the parent O NOTE If the newborn does not have a parent PHN ULI be sure to select a reason from the No Parent ULI Reason drop down menu 21 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD Person Dire
84. son Details ada Gender Select v Unit Type Unit Number e g 10 Date of Birth O Unknown k Alberta a YYYY MMM DD City Province State Province of Birth Select v j ital Canada x Marita Status Select Prp Province State of Select v Origin Country of Origin Select Postal Zip Code Alberta Entry Date YYYY MMM DD OR Delivery Installation Address Leave blank if province of origin is Alberta Canada Entry Date Extra Address Information YYYY MMM DD Leave blank if country of origin is Canada Select x Alternate ID Type Select a Mode of Delivery e g PO Box Mode of Delivery Identifier e g 12 Alternate ID Select vi Delivery Installation Type e g STN Qualifier e g A Delivery Installation Area Residential Address Homeless and or No Fixed Address i alberta a Addressee City Province State Descriptive Note Canada vi Country Postal Zip Code Residential Phone Number Usage Residential v Type Telephone Unlisted Phone Number Phone Number area phone OR International Phone Phone Number Start Date cntry route phone YYYY MMM DD
85. stration Type Registration Type Federally Insured Registration Date 2012 Jul 31 Eligibility History Coverage From Date Coverage To Date Coverage End Reason 5 The Eligibility Information and the Eligibility History if the person has multiple coverage periods is listed on the View Eligibility screen O NOTE When the period of eligibility ends on a future date Person Directory will continue to display a Current Eligibility Start Date until the current coverage period has ended Registering Introduction to Registering a person in PD Person Directory v3 1 1 002 No records were found that matched your criteria Would you like to add a person PHN ULI Last Name Date of Birth YYYY MMM Last Name Search Age Range is First Name Gender Middle Name Phone Number Alternate ID Type Select Alternate ID Type City Alternate ID gt Vital Status One of these fields must be filled in 14 Abertam PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD 1 Search and try to locate the person you want to add Either Click add if PD does not return any search results Click Add Person if the search results do not include the person you want to add w Validated Doe Lynette Lee Preterred 02 Year s Edmont Doe Marcy Preferred
86. t of Province ID These fields are optional Note If the Alternate ID Type is entered an Alternate ID Number is required The number must be valid and must pass an algorithm digit validation E g the digit validation for Canadian Forces is annnnnnnn 10 Click Submit 45 AAbertan PDUserGuide_Oct2013_v4 3 Alberta Netcare w ELECTRONIC HEALTH RECORD Preferred Name Gender Date of Birth Province State of Origin Country of Origin Alberta Entry Date Doc Jake Residential Mailing Male 2008 Mar 01 British Columbia Canada 2009 Sep 01 View Update Person Residential Telephone Person Directory PD User Guide Person Directory The person has been added successfully Click here to add another dependant child for the same parent guardian ULI 77398 7114 100 Chaparral Villas Se Calgary Alberta Canada T2X 3N4 As of 2012 Aug 01 403 212 4626 of 2012 Aug 01 11 The Add Dependant Child Confirmation screen will display the information entered as well as the new ULI assigned to the patient 12 Click the here button to add another dependant child to the same parent guardian 13 Click View Update Person to see the newly created patient s personal record and add additional information 14 Click New Search to return to the Person Search Criteria Page Updating Identity Validation Effective January 2010 PD users will no longer be able to modify the Alberta Health Preferred Name
87. this person s information This person is a resident of Alberta requesting AHCIP coverage This person is a visitor to Alberta This person is a Federally Insured person Canadian Forces Federal Inmate Federally Insured Refugees Name and Person edit Eligibility Rataile Not Currently 2 On the View Update Person screen click on This person is a resident of Alberta requesting AHCIP coverage 81 AAbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Registration Date Preferred Name Gender Date of Birth Province State of Origin Country of Origin Alberta Entry Date Canada Entry Date Person Directory PD User Guide Person Directory 2012 Aug 16 Jouini Mrs Tarma Louisma Female 1942 Jun 26 British Columbia Canada 2004 Jun 02 YYYY MMM DD Leave blank if province of origin is Alberta YYYY MMM DD Leave blank if country of origin is Canada Address and Phone Number Residential Mailing Residential Telephone Click Submit ot ee O Homeless and or No Fixed Address update residential mailing address Box 301 gen Del Hobbema Alberta Canada TOC iNO As of 2006 Feb 18 403 546 6880 As of 2009 Jan 28 The Update Alberta Resident screen is displayed Complete or update the Alberta Resident information The PD record has been updated Updating a person s registration type statu
88. to see the newly created patient s personal record and add additional information 8 click New Search to return to the Person Search Criteria Page NOTE If the patient supplies their full address it can be entered to the Physical Address section of their record See Add Physical Address NOTE Important Note any newborn that is 28 days or less in age and was born in Alberta only the Newborn link on the Add Person screen can be used to register the patient 35 SA bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Choose one of the following registration types e Newborn born in Alberta 28 days or under e Visitor to Alberta e g out of province or out of country e Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees e Resident of Alberta e g new resident or not previously registered e Dependant Child of already registered parent e g Adopted 1 Select Federally Insured Canadian Forces Federal Inmates Federally Insured Refugees from the Add Person screen Person Directory required Preferred Name Title Mister Last Name Doe First Name Ted Middle Name Suffix Select Person Details Gender male v Date of Birth 1970 1uIl 31 Unknown YYYY MMM DD Province of Birth outside aB v Alternate ID Type
89. uests Deceased Date 2012 Aug 06 e Merge Potential view all Duplicates names Registration Validation e Residency Secondary ULIs Address and Phone edit 5 The View Update Person screen has been refreshed with the Deceased Date and the label Deceased next to the person name Newborn Information 1 Search for and Select the patient Person Directory edit Eligibility Not Currently Eligible view eligibility Name and Person Details Preferred Name Gender Date of Birth Added in Error Mcdaniel Jane Female 2012 Aug 01 No view all names Additional Information Newborn Information Alberta Personal Health Card Requests Alternate IDs Merge Potential Duplicates Registration Validation Residency T cor riry A p a N edit Address and Phone Numbers Residential Mailina ULIS 100a Chaparral Rd 2 On the View Update Person screen click Newborn Information 64 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w e eA Person Directory PD User Guide NOTE Important Note the Newborn Information link is only available for 90 O days from Date of Birth and the baby is only considered a Newborn if he she was born in Alberta Person Directory required Parent Information PHN ULI 10013 5009 Name Mcdaniel Flonce Ilann Newborn Information Birth Order 1 of 1 Singleton v Registration Facility 042 Gre
90. uide 2 Click on Secondary ULIs 3 The View Update Secondary ULIs screen will display the secondary ULI s associated with the PD Person Record Click on the Name Hyperlink for the Secondary ULI that is to be removed from the Patient Person Directory Primary Person Secondary Person PHN ULI 67359 7009 PHN ULI 12894 5009 Preferred Name Kahmahkoostayo Tierre Snow Preferred Name Arbour Mei Na Kin Flower Ling compare person names compare person addresses compare person eligibility history compare person alternate IDs Baa Request unmeroe 4 Click Request Unmerge from the Unmerge Primary Secondary Persons screen Person Directory Primary Person Secondary Person PHN ULI 67359 7009 PHN ULI 12894 5009 Preferred Name Kahmahkoostayo Tierre Snow Flower Preferred Name Arbour Mei Na Kin Ling Gender Female Gender Female Date of Birth 1993 Mar 06 Date of Birth 1993 Mar 06 You are about to request that the above records be unmerged Type in any relevant information about this update in the box below email address si Click the Submit button to request that Alberta Health unmerge these Rvo records 5 Enter any additional supporting information in the text field 80 Adbertan PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide 6 Enter a contact email address for the ANP User requesting the unmerge if it
91. x The Effective Date will default to today s date This field can be changed Enter a Start and End Date if appropriate 58 SD bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory add address add Phone Numbers add phone number Addresses physical address Residential Telephone 403 555 5555 edit Residential Mailing 100a edit As of 2012 Aug 03 Chaparral Rd history E Calgary Alberta Canada T2X 3N4 As of 2012 Aug 03 Residential Physical Main residence 123 Street Paris France 23 As of 2012 Aug 03 5 The View Update Addresses and Phone Numbers screen has been refreshed with the new information Add Other Phone 1 Search for and Select the patient 59 SN bertos PDUserGuide_Oct2013_v4 3 Alberta M Netcare w ELECTRONIC HEALTH RECORD Person Directory PD User Guide Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Flonce Iann view eligibility Gender Female Date of Birth 1978 Jul 25 Additional Information Added in Error No e Alberta Personal Health Card Requests view all names e Alternate IDs e Merge Potential Duplicates l e Registration Validation Address and Phone edit e Residency Numbers e Secondary ULIs Residential Mailing 100a Chaparral Rd E Calgary Alberta Canada T2X
92. y Nuns Community Hospital B V Stillborn The Update Newborn Information will be populated with the information entered when the newborn was registered All the data on this screen is able to be edited if required If the Infant was stillborn and entered into PD see If the stillborn has already been added to Person Directory Alberta Personal Health Card Requests 1 Search for and Select the patient Person Directory Name and Person edit Eligibility Details Current Eligibility Start Date 2009 Jan 01 Preferred Name Mcdaniel Flonce Iann view eligibility Gender Female Date of Birth 1978 Jul 25 Additional Information Added in Error No view all names e Alberta Personal Health Card Requests e Alternate IDs e Merge Potential Duplicates Address and Phone edit e Registration Validation Numbers e Residency 65 Abertam PDUserGuide_Oct2013_v4 3 Alberta M Netcare w Person Directory PD User Guide ELECTRONIC HEALTH RECORD 2 On the View Update Person screen click on Alberta Personal Health Card Requests Person Directory Request Alberta Personal Health Card Current Eligibility Start Date 2009 Jan 01 History of Alberta Personal Health Card Requests Date of Request Time Requested Requesting Facility 3 Click Request Alberta Personal Health Card The View Update Person screen will be refreshed with the request NOTE The Request Alberta Personal Health Ca
93. y health professional body e g regulated members of the College of Physician and Surgeons of Alberta Licensed pharmacies Delivery Installation Examples include those that have a P O box Mail Bag number Address or reside on a Rural Range Road Electronic Health A clinical Health Information System that links community Record EHR physicians pharmacists hospitals home care and other authorized health care providers Health Information Establishes the rules that must be followed for the collection Act HIA use disclosure and protection of health information It assists custodians and affiliates apply and administer the Act Person Directory PD The web enabled application that delivers person identifiable demographic and eligibility information to authorized health care providers Personal Health Identifier issued to Albertans who are eligible for basic Number PHN coverage with the Alberta Health Care Insurance Plan This number is the same as the ULI if applicable Unique Lifetime Assigned to a health care patient by Alberta Health This is the Identifier ULI number changes to an Alberta PHN when they have Alberta Health Insurance Plan coverage Error Messages Error message when adding a dependant child and the Date Placed in Care is greater than 2 years from today When a Dependant Child is adopted the Date Placed in Care is Mandatory The date must be within 2 years of today s date If the date is u

PD User Guide - Alberta Netcare

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