Healthcare organization central record and record identifier management system

Abstract

A system ( 100 ) for providing multiple facility healthcare corporations the ability to assign and maintain shared medical record numbers ( 43 ) across multiple entities. The system establishes a parent/child relationship among the entities to share medical record number ranges, formats, and data. A patient record identifier database ( 102 ) contains patient records in a searchable unit record file ( 50 ) and an identification number file ( 3 ). A search processor ( 105 ) locates relevant records and a rules processor ( 104 ) applies various tests to the returned data in order to assign a medical record number ( 43, 13 ) to a single unique unit reference number ( 2, 5, 11 ) to a person without duplication or conflict with identifiers used at other entities ( 4, 9, 190 ). The reference numbers and their associated medical records are shared among the various entities. The sharing relationships may be altered by authorized users accessing on line file maintenance ( 312 ) and programs ( 311 ).

1 . A central record management system for assigning a patient specific record identifier for use by a plurality of healthcare related organizations, said plurality of organizations including individual organizations potentially having an existing record identifier associated with said patient, comprising: 
 a search processor for determining, for a plurality of organizations, an identifier associated with a particular patient and used by an individual organization of said plurality of organizations;    a rules processor for examining determined identifiers and for assigning a patient specific record identifier for use by at least one of said plurality of organizations based on predetermined identifier allocation rules for preventing assignment of the same identifier to different patients and if said search processor determines no patient specific identifier, for said particular patient, is used by said plurality of organizations, said rules processor assigns a patient specific identifier derived from at least one of, (a) a plurality of predetermined identifiers designated for assignment and (b) an identifier generator for generating identifiers based on a predetermined identifier creation method; and    a database for storing said assigned patient specific record identifier.    
     
     
         2 . A system according to  claim 1 , wherein if said search processor determines a single patient specific identifier, for said particular patient, is used by one of said plurality of organizations, said rules processor assignment of said patient specific record identifier comprises adopting said single patient specific identifier for use by at least one other of said plurality of organizations.  
     
     
         3 . A system according to  claim 1 , wherein said request from said first organization or said second organization is initiated in response to admission of said particular patient at said first organization or said second organization.  
     
     
         4 . A system according to  claim 1 , wherein if said rules processor determines said first and said second identifiers are substantially the same said rules processor assigns a patient specific identifier unused by patients in said plurality of organizations.  
     
     
         5 . A system according to  claim 1 , wherein if said search processor determines a first identifier is used by a first organization for a second patient different from said particular patient and said first identifier is also used by a second organization of said plurality of organizations for said particular patient, said rules processor assigns a patient specific identifier unused by patients in said plurality of organizations.  
     
     
         6 . A system according to  claim 5 , wherein said unused patient specific identifier is assigned in response to a request from said first organization initiated to support admission of said particular patient at said first organization.  
     
     
         7 . A system according to  claim 6 , wherein said unused patient specific identifier is derived from at least one of, (a) a plurality of predetermined identifiers designated for assignment and (b) an identifier generator for generating identifiers based on a predetermined identifier creation method.  
     
     
         8 . A central record management system for assigning a patient specific record identifier for use by a plurality of healthcare related organizations, said plurality of organizations including individual organizations potentially having an existing record identifier associated with said patient, comprising: 
 a search processor for determining, for a plurality of organizations, an identifier associated with a particular patient and used by an individual organization of said plurality of organizations;    a rules processor for examining determined identifiers and for assigning a patient specific record identifier in response to a request from a first organization of said plurality of organizations initiated to support admission of said particular patient at said first organization, said patient specific identifier being generated based on predetermined identifier allocation rules for preventing assignment of the same identifier to different patients and if said search processor determines a single patient specific identifier, for said particular patient, is used by said first organization and others of said plurality of organizations do not have an identifier for said particular patient, said rules processor assignment of said patient specific record identifier comprises adopting said single patient specific identifier for use by at least said first organization of said plurality of organizations; and    a database for storing said assigned patient specific record identifier.    
     
     
         9 . The system according to  claim 8  further comprising a conversion program for interacting with a previous scheme of identifier format and assignment used by at least one of the first and second organizations, the conversion program adopting the scheme of identifier format and assignment whenever the scheme poses no conflict with identifier assignments made by the rules processor.  
     
     
         10 . The system according to  claim 9 , wherein if the conversion program detects a conflicting identifier format adopted under the previous scheme the rules processor creates a new patient specific record identifier.  
     
     
         11 . The system according to  claim 10 , wherein if the conversion program detects some conflicting identifiers adopted under the previous scheme and detects some nonconflicting identifiers adopted under the previous scheme, the conversion program merges the nonconflicting identifiers with the new patient specific record identifiers assigned by the rules processor into a single unit record file.  
     
     
         12 . A method of managing demographic records in an organization having a plurality of entities, comprising the steps of: 
 (a) creating a unit record file;    (b) creating an identification number file;    (c) creating application specific files;    (d) creating a unique person specific record identifier that resides in the unit record file, the identification number file and each application specific file;    (e) searching unit record files for the presence of the person specific record identifier so as to link each unit record file to other files containing the same unique person specific record identifier and    (f) creating a person specific record identifier protocol adapted to create a new person specific record identifier whenever the same identifier is used to refer to different people.    
     
     
         13 . The method of  claim 12 , further comprising the steps of 
 (a) creating a file sharing relationship between at least two of the entities in the organization; and    (b) sharing a person specific record identifier found in at least one of the files with each of the files accessible to each entity in the file sharing relationship.    
     
     
         14 . The method of  claim 13 , further comprising the steps of: 
 (a) creating a parent/child relationship between at least two entities in the organization;    (b) permitting all files in the child entity to be accessible to the parent entity; and    (c) permitting at least some files in the parent entity to be accessible to the child entity.