Manage Patient/Immunizations

Manage Patient/Immunizations Screen

Purpose

The manage patient/immunizations screen is used to search and locate any patient in the system using predetermined sets of search criteria.

Functionality
Search Results
Search Results Table

Functionality - Search Criteria

The following is a list of available search methods. Click on the links below to learn about the specific methods used for searching.

Patient Name Search
- Patients With No First Name
Patient Id Search
ALERT IIS ID Search - State Users Only

Patient Name Search

In order to locate a patient in the system using birth date and one additional field must be entered as described below.

Note: There are some patients in the system with no first name. To find these patients there are some unique search techniques to consider:

You can perform a search by entering the birth date and entering "No First Name" in the first name field, and entering last name, middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and do not have a first name.
You can perform a search by entering the birth date and entering the last name, leaving the first name field blank, and entering middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and match or extend the last name entered and do not have a first name.

Field Name	Requirements
Last Name	At a minimum the first two characters of the patients last name must be entered if searching on the last name field.
First Name	There is no minimum character entry for the first name field.
Middle Name	There is no minimum character entry for the middle name field.
Birth Date	Required. At a minimum a valid birth date prior to today's date and after 01/01/1890 needs to be entered in conjunction with at least one additional field.
Mother's First Name	There is no minimum character entry for the mother's first name field.
Phone	At a minimum all 10 characters of the phone number must be entered if searching on the phone number field.

Notes:

For quicker, more precise searches, entire Last Names and First Names should be used whenever available.

Searches executed using very general search criteria information may cause the search engine to hit the threshold limit.

First and Last Names with special characters (spaces, single-quoted, dashes) can be searched without typing the character.

Example: O'Neil can be search by typing O'Ne or ONe.

Back to Search Criteria

Patient ID Search

In order to locate a patient in the system using his or her Patient ID, the criteria must be entered as described below.

Field Name	Requirements
Patient ID	Required. A valid Patient ID assigned by the specific provider organization logged in as must be entered.

Notes:

The search engine will only return a patient who has a Patient ID that exactly matches the Patient ID entered.

Searching on Patient ID takes precedence over patient name search criteria.

Back to Search Criteria

ALERT IIS ID Search - State Users Only

In order to locate a patient in the system using his or her ALERT IIS ID, the criteria must be entered as described below.

Field Name	Requirements
ALERT IIS ID	Required. A valid ALERT IIS ID assigned by ALERT IIS must be entered.

Notes:

The search engine will only return a patient whose ALERT IIS ID exactly matches the ALERT IIS ID entered.

Searching on ALERT IIS ID takes precedence over patient name search criteria and Patient ID search criteria.

Back to Search Criteria

Search Results

Command Button	Description
	After the Find button is clicked and the patient search within the database is finished, one of three results will occur as described below.
	Clicking the Clear button will Clear all search criteria that was entered and clear the Search Results table as well in order to conduct a new search.

Exact Patient Match

An Exact Patient Match means the search engine returned only one patient. When this occurs, the Edit Patient Screen or the Immunization History screen is then displayed containing all of the relevant information regarding the patient found. An Exact Patient Match will usually occur when the search criteria entered contains information inherently specific to a particular patient or patient AKA Name.

List of Possible Matches

A List of Possible Matches means the search engine returned more than one, and less than or equal to 75, possible patient or patient AKA Name matches.

All possible patient and patient AKA Name matches returned are then displayed in a table. Other relevant information for selecting a patient is also included in the table for each patient as well as AKA Names for patients that have AKA Names.

Using the information displayed for each of the patients in the table, an exact patient match can logically be selected by clicking on the patient's Last Name. The Edit Patient screen or the Immunization History screen is then displayed containing all relevant information regarding the patient selected.

Threshold Limit

When the search engine is executing a search in the database, it begins to accumulate patients in memory who are to be considered as possible matches from the search criteria entered. If the number of patients exceeds 75 available matches, then no patients will be listed for further selection. Instead, the following message will display:

"XX patients were found. Please refine your search criteria to limit your patient list."
(Where XX is the total number of possible patients found in the search.)

This threshold limit occurs to restrict the extremely long lists of possible patients to choose from.

In the event a threshold limit is encountered while executing a patient search, the scope of the search must be narrowed. Revisit the search criteria that was previously used, and add any more information that is available for the patient. Be sure to observe the search criteria restrictions listed within the Find Patient Help Screen.

Search Results Table

Column	Description
Last Name	Displays Last Name as a hyperlink of the patient followed by AKA: in the following row if an AKA Name exists for the patient. Clicking the hyperlink displays the Edit Patient screen for the patient.
First Name	Displays First Name of the patient followed by AKA Names of that patient in the following row if an AKA Name exists for the patient in the format of AKA Last Name, AKA First Name, AKA Middle Name.
Middle Name	Displays Middle Name of the patient.
Birth Date	Displays Birth Date of the patient in a MM/DD/YYYY format.
Primary Patient Identifier	Displays the Primary Patient Identifier for the patient if the Patient is associated with the Organization the user is logged in under.
Mother's First	Displays the patient's Mother's First Name.
Gender	Displays the patient's Gender.
Status	Displays the patient's Status with the Organization the user is logged in under.