IWeb User Guide

Patients

The Patient menu is used to search for patient records, as well as add, edit and view patient demographics. The Demographics link becomes available after a search is performed.

View-only users see the Patient > Search link, while Registry users see Patient > Search/Add.

Patient Record Contents

Public information is registry-wide information and can be viewed by every user access level except Vendor View.

Private information is confidential and can only be viewed by the owner.  Registry View and Vendor View cannot see private information.

Only Registry Client, IRMS Client, and Facility Client users can add and update patient records.

A patient record consists of two major elements, each containing public and private data fields:

• Demographics
• Vaccinations

Demographic Elements

Demographics consist of patient name, address, family, and miscellaneous data. The public and private data fields are as follows.

Patient Information:

Address Information:

Family Information:

Other Information:

Record Information:

Vaccination Elements

Regardless of patient record ownership, users will always see every individual vaccination.

Patient Record Ownership

Ownership is a privilege set up by an administrator for an Organization (IRMS) when it is first entered into the application. Records can be owned by a/an:

• Organization (IRMS)
• Primary Care Facility
• Primary Care Physician

When a facility or physician is the record owner, it is a combination of IRMS/Facility and IRMS/Physician.

Ownership is identified by the values in the patient demographic record; specifically a/an:

• Organization (IRMS)
• Primary Care Facility
• Primary Care Physician

These fields are populated in two ways:

• If they are manually edited on the Patient Demographics page, or
• An administered vaccination is added by an entity that is allowed to own records (or does not have ownership blocked).

Ownership Restrictions

Depending on how the application is configured, it may be appropriate to block ownership for entities such as schools, emergency rooms, and specialized clinics that do not handle any patient management such as reminder recall.

The vaccination date is used to determine ownership, not registry entry date.

If the Do not take ownership of this record option is enabled (selected) on the Patient Demographics Edit or Vaccination View/Edit page, the ownership of the patient record remains with the previously owning Organization (IRMS) and is not changed to the Organization (IRMS) making the edits or adding the shot(s).

Patient Opt-Out & Anonymous Information

The following information relates to patient opt-outs and anonymous information.

Add Anonymous

The Add Anonymous feature provides the following:

• Adds administered vaccines to patients not in the registry
• Adds anonymous patients to the registry
• Anonymous patients are not returned in patient searches
• Anonymous patients do not display on reports, including Reminder Recall
• Anonymous vaccinations are included in reporting

With this feature, the Vaccinations > Add Anonymous link appears and authorized users can add an anonymous vaccination by initially entering the Birth Date, Vaccine, and Date Administered information. Once the data is entered, the Vaccination Detail [Add] page opens and the anonymous entry can be completed.

Opt-Out

State law requires that patients who have opted out of being in the registry must be removed from the registry. As such, opted-out patients are completely removed. An anonymous patient is created using an opted-out patient's birth date in order to maintain the vaccination record. The patient data is then moved to patient tables in a different schema. Imported records that match an opted-out patient are refused.

To opt-out a patient, Registry Client users select the Opt Out Patient option on the Patient Edit page. Upon saving the record, a confirmation request message appears because opted-out patients become anonymous within the system and their personal information is removed from the registry. On this confirmation request message, the Cancel button stops the patient from being opted-out, while OK sends the user to the newly created anonymous record.

For Indiana Users: If a patient is renamed ANONYMOUS, their old record is copied to a table in the OPTOUT schema so that they cannot be re-entered. If the user wants to re-enter the patient, they must re-enter all of the data.

For Wyoming Users: If a patient is renamed ANONYMOUS, their old record is copied to a table in the OPTOUT schema so that they cannot be re-entered. If the user wants to re-enter the patient, they must re-enter all of the data.

Anonymous patients are not included in reports by default. However, the Administration > Properties > Patient Settings > Include Anonymous Patients in Patient Detail Report option can be enabled (selected) in order to include them in reports. Both SIISOptOut and OptOut have this option.

To opt-in a patient, Registry Client users query for the anonymous patient, click Edit, select Opt-In Patient, and then enter the patient information and save the record.

In the Child Care application, only consented students/patients and non-consented students who match both the Organization (IRMS) and the Child Care ID in the user's session are returned.

In the School Nurse application, only consented students/patients and non-consented students who match both the Organization (IRMS) and the School ID in the user's session are returned.

In the other applications, when the Enable Non-Consent option is set to Facility, only consented patients and non-consented patients who match both the IRMS and Facility in the user's session are returned. If the user is an IRMS user, patients from the IRMS and all Facilities in that IRMS are returned. Otherwise, if the Enable Non-Consent option is set to IRMS, only consented patients and non-consented patients who match the IRMS in the user's session are returned.

SIIS Opt Out

The SIIS Opt Out option is the original STC version of opting out. It allows Registry Client users to opt patients in and out of the registry using the Opt Patient out/in button on the Patient Demographics screen. Clicking the button flags the patient as opted-out (or -in). Opted-out patients are returned in a patient search for all users, but only the owning Organization (IRMS) can select the patient. If users from a different Organization (IRMS) attempt to select or view the patient, a warning displays. The warning text is configured in the Administration > Properties > SIIS Optout > Opt Out Patient Warning Text section.

After clicking the Opt Patient Out button, the patient record displays with an opt-out message (for all users) stating Patient has chosen to Opt Out of the registry and the Opt In button displays (for Registry Client users only).

When a search is conducted for an opted-out patient, the patient is displayed in red in the search results.

High-Risk Hep B Data Collection (Louisiana)

To further support Louisiana's Hepatitis B Screening pilot program, a Hep B form was added to the patient demographics screen when the Enable Hepatitis B Screening Pilot Site property is enabled on the Organization (IRMS) Maintenance page.

To open the form, search for a patient. On the Patient Demographic Master View page, scroll down and click High Risk Hepatitis B Screen.  The following sections of the record must be completed and verified:

• High Risk Adult Hepatitis B Vaccination Pilot - Screening form
• Patient Demographics
• Patient Medical
• Patient Vaccination

Related topics:

• Search for Patients
• Add/Edit Patient Records
• Edit Programs and High Risk Categories
• Waiting Room
• School Nurse Module Patient Detail
• Child Care Module
• 402P Form
• Remote Registry
• Insurance Information
• Patient Encounter Information