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Search for Patients

There are two types of searches for patients - Simple and Advanced.  Simple searches are most frequently used by application View(ers).

The system administrator sets up a default search type when user IDs are created. However, each individual user can change this default by changing the Settings > Personal > User Preferences > Default Patient Search Version setting. Default search types can also be overridden on the Patient Search page.

Both search types try to locate an exact match unless one of the wildcard characters is used in the search criteria. The wildcard characters (% and _) and their differences are:

Note icon  Do not use wildcard characters when using initials in the First Name or Last Name fields, or when using the Birth Date field.

The search results appear in the lower half of the page, along with the original search criteria. The total results that can be returned are 250 records. If there are more than 250 records, a message appears to indicate the search needs to be limited (narrowed) by adding additional search criteria.

Simple and Advanced Patient Search

To conduct a patient search, click Patient > Search/Add from the menu. If a search has been conducted previously during the session, the previous search results still display on the page.

Tip icon The more search criteria you enter, the fewer the search results returned.

To switch from a Simple search to an Advanced search (or vice versa), click "here" in the Click here to use the 'advanced' search (or Click here to use the 'simple' search) link in the Patient Search header area at the top of the page.

To use the Advanced search type, you must know one of the following about the patient:  First Name, Last Name, Birth Date, or Guardian First Name and Guardian Last Name. Advanced searches are useful when you are:

The following fields are available for Simple and Advanced searches:

Simple Field Advanced Field Description

First Name or Initial

First Name

(Appears in all modules.) Enter the name, alias (if available), or initial of the patient's first name. These can also be used as a first name:

  • BABY

  • BABY BOY

  • BABY GIRL

  • NEWBORN

  • GIRL

  • FC1

  • FC2

  • FC3

  • MC1

  • MC2

  • MC3

Note icon When using an initial, do not use the wildcard characters. Wildcard characters can be used with names, however.

 

Middle Name

(Appears in IWeb advanced search only.) Enter the patient's middle name, with or without wildcard characters.

Note icon When using an initial, do not use the wildcard characters.

Last Name or Initial

Last Name

(Appears in all modules.) Enter the name, alias (if available), or initial of the patient's last name.

Note icon When using an initial, do not use the wildcard characters. Wildcard characters can be used with names, however.

Birth Date

Birth Date

(Appears in all modules.) Enter the patient's date of birth. For simple searches, this field can be used with the guardian's first name.

 

Birth Order

Select Single Birth or a number from the drop-down list.

ID

 

Enter a patient ID number.

 

WIC ID (Louisiana: PASPORT ID)

(Appears in IWeb only.) Enter the patient's WIC or PASPORT ID number.

 

SSN

Enter the patient's Social Security Number (US only).

 

Birth File Number

Enter the patient's birth file number.

 

Medicaid Number

Enter the patient's Medicaid number (US only).

SIIS Patient ID/ Bar Code

SIIS Patient ID/ Bar Code

(Appears in all modules.) Enter the patient's SIIS ID or barcode.

 

PIMS ID

Enter the patient's Information Management System ID number.

Note icon This is a custom field that is configured by two options/settings in Administration > Settings > Properties > Patient Settings configuration area:
  • Custom Search Label
  • Enable Custom Search by Organization (IRMS) Patient ID for (select from drop-down list)

If duplicate PIMS IDs are in the database but owned by different Organizations (IRMS), and the Enable Custom Search by Organization (IRMS) Patient ID is enabled (selected), the results are limited to the IRMS selected.

Chart Number

Chart Number

Enter the patient's medical chart ID number.

ACS Key Line/ Serial No.

ACS Key Line/ Serial No.

This is special field that appears only for the Health Promotions module. The number is added by email import/export.

Family and Address Information

Guardian First Name

Guardian First Name

(Appears in all modules.) Enter the patient's guardian's first name. This field can be used with Birth Date for a simple search.

 

Guardian Last Name

Enter the patient's guardian's last name.

 

Guardian SSN

Enter the patient's guardian's Social Security Number.

Mother's Maiden Name

Mother's Maiden Name (Last Name Only)

Enter the patient's mother's maiden name. Use this field independently for a simple search.

Street

Street

(Appears in all modules.) Enter the patient's post office box number or street address. The following abbreviations can be used:

  • Box (BX)

  • Highway (HWY)

  • Center (CTR)

  • Expressway (EXPY)

  • Heights (HTS)

  • Junction (JCT)

  • Lake (LK)

  • Square (SQ)

  • Station (STA)

  • Northwest (NW), northeast (NE), southwest (SW), southeast (SE)

  • Lot (used in context of apartment or space number)

  • Martin Luther King (Martin L King, MLK)

City

City

(Appears in all modules.) Enter the patient's city of residence.

State

State

(Appears in all modules.) Enter the patient's state of residence.

Zip Code

Zip Code

(Appears in all modules.) Enter the patient's zip code.

Country

 

Enter the patient's country.

Phone Number

Phone Number

Enter the patient's phone number.

 

Association

If available, select the patient's association from the drop-down list.

Check here if adding a new patient

 

(Appears in all modules). Select this option if a new patient is to be added. When selected, the required fields are highlighted in red.

With advanced searches, you have the options of Edit or view only, and Add/Edit/View.  For Simple Searches, the only option is Edit or view only.

For quick searches, enter the search criteria in the fields using any of these combinations and click Search:

Other searches can be conducted with these single fields or combinations:

When searching for first and last names, select one of these search options:

And one of these search types:

Note icon
  • When using initials, you must use the % wildcard character. Otherwise, the search looks for an exact match, not a like match. For example, to search for patients named Bob with a specific birth date, enter BOB in the First Name field and the birth date in that field using the MMDDYYYY format.
  • If you only use the % symbol in the First Name or Initial field, as well as in the Last Name or Initial field, with a Birth Date, the search only uses the birthdate criteria and displays all patients with the same birthdate that was entered.
  • When typing data into more than one field using a wildcard character, you must use a wildcard character in each of the fields.

After entering the search criteria, click one of the available buttons (displayed depending on user access level, user permissions, and application configuration):

Note icon  If the Administration > Settings > Properties > Patient Settings > Single Patient Returned from Patient Search Opens Demographics Page option is enabled (selected) and only one result is returned, the Patient Demographics page appears instead of a single patient displaying in the Search Results section.

The Patient Search Results section contains the following columns - click the column header to sort (ascending or descending) by that column:

Patients that have opted out of the registry are displayed in red text. Only the owner (IRMS or provider) of the record and Registry Client users can select patients that have opted out. Owning and Registry Clint users can edit and add shots.

If the patient appears in the search results, click on the row to display their information in the Patient Demographics page. Registry Clients can view the patient's address history at the bottom of the Patient Demographics page. For the fields and descriptions on this page, see Add a New Patient Record (Simple Method).

If the patient is not found, he or she can be added by authorized users. See Add/Edit Patient Records.

Patient Search with Barcode Scanner

To search for a patient using a barcode scanner, the scanner must be installed and configured and a printed document containing the patient ID in barcode format must be available. The barcode document can be scanned from a Patient Record Report, an Immunization Record Card, or a Reminder Recall Postcard.

Place the cursor in the SIIS Patient ID / Bar Code field (the radio button automatically selects). Simultaneously do the following:

The scanner beeps and displays a green LED light, and the Patient Search Results list appears.

Patient Demographics

After clicking on a patient name/row in the Patient Search Results section of the Patient Search page, the Patient Demographics page opens. The editable fields are detailed in the Add/Edit Patient Records topic, but these are the read-only fields displayed at the top of the page:

Field Description

SIIS Patient ID

The patient's assigned SIIS ID number.

Organization (IRMS) Owner

The patient's owning organization, if applicable. A patient can be owned by an organization/facility if it does not have Automatic Ownership Block enabled and it either creates the new patient and/or vaccinates the patient.

Facility Owner

The patient's owning facility, if applicable. A patient can be owned by an organization/facility if it does not have Automatic Ownership Block enabled and it either creates the new patient and/or vaccinates the patient.

Entry Date

The date and time the patient was first entered into the system.

Entered By

The username of the person who first entered the new patient.

Last Update

The date and time the patient's record was last updated.

Last Updated By

The username of the person who last updated the patient's record.

Report Duplicate Patient Records

The Report Duplicates button is a state-configurable option that is useful for identifying and reporting (to the System Administrator) patient records that appear to be duplicates. (The Administration > Settings > Properties > Deduplication > Allow Providers to Manually Deduplicate option must be enabled.) Authorized users can perform a manual deduplication with this button.

Click the button to report a suspected duplicate patient, after which the Report Duplicate Patients page opens. Select a valid reason for deduplication from the drop-down list.  (The System Administrator creates the reasons that appear in the list.) Select two or more records to be merged and then click Report Duplicates. The Patient Set merge page opens.

At the top of the Patient Set Merge page are two or more radio buttons, each with the master record information for one of the patients you selected. Select the radio button that you want the records to be merged into.  Enter any comments about the merge into the comments box.  Click Merge to merge the displayed records into the selected master record.

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