QUICK GUIDE TO PATIENT SEARCHES ON TRAKCARE

To begin searching for your patient on Trakcare the user should click on the tab of the workflow they will be using i.e. If admitting an emergency patient click on the ED Reg & move tab or if tracking out case notes click on the request case notes tab.

It is important to click on the correct tab to ensure the correct work flow follows after the patient search has been carried out.

PATIENT SEARCH SCREEN EXPLAINED

Field on Screen Field Type Explanation of Field

CHI Input When searching by the CHI and find is selected, the patient list is bypassed and the user is presented with the next screen in the workflow.

TJ/MRN Input When searching by the TJ/MRN and find is selected, the patient list is bypassed and the user is presented with the next screen in the workflow

Surname Input A user can search by surname alone and select find. For hyphenated surnames or surnames with apostrophes such as O’Malley, entry with or without the apostrophe/hyphen, will return all patients with the Surname of O’Malley or O Malley. Please note if the Surname is entered alone Trakcare will only search in the local MPI and not SCI store (2nd stage of search) or CHI 24 (3rd stage of search). Either the gender or date of birth must be entered with the surname for the 2nd & 3rd stage searches to work.

Forename Input A user can search by Forename alone or can search in combination with any of the patient details search fields. Please note if the Forename is entered alone Trakcare will only search in the local MPI and not SCI store (2nd stage of search) or CHI 24 (3rd stage of search). Either the gender or date of birth must be entered with the Forename for the 2nd & 3rd stage searches to work.

Gender Look Up A user cannot search on Gender alone. It must be in combination

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of another one of the patient details fields.

Date of Birth Input Date A user can undertake a search on date of birth in isolation. The date of birth field links to a calendar view.

Date of Birth Range

Tick Box Works with Field DOB range – only searches within Trakcare

Range Numeric Allows the definition of the range amount to search on e.g. birthday + or – 3 years

Units Look Up It allows a user to select to search on years/months/days in combination with the age search.

Age Input A user can undertake a search on age. This field works in combination with the years/months/days field – Not GG&C

Post Code Look up Look up to Postcode City and Province detail.

Other Number Type

Look up Used along with search field ‘other Number’ this allows the user to select a type of medical record number to search by

Other Numbers Input Used with Other number type.

Include Exact Match

Tick Box Includes exact matches for patient names in the Soundex search.

Similar Names Tick Box Tick box to include similar sounding patient names in the Soundex search.

Search Across Names

Tick Box If checked the search will search across all names registered to the patient, e.g. if brown entered in forename name field: ‘brown’ for surname will also be searched for.

Only current Inpatients

Tick Box When checked limits the search to just those patients with an inpatient episode with status of current

Find Hyperlink Find hyperlink to generate patient search.

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TO BEGIN THE SEARCH

Once the correct tab has been selected the user can then enter the search criteria into the patient search screen, e.g.

CHI number

Date of Birth & Gender

Surname & Gender

Users can also click in the “Search across names” tick box when searching for a patient if unsure that the name they have is a forename/surname.

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When search criteria has been entered click on find.

Trakcare will now search for the patient using the data entered.

The 1st stage of the search Trakcare carries out is a local search, if the patient is not found in the first local search the External MPI search hyperlink will appear, the user should click on this to carry out the 2nd stage of the search which is to search SCI store.

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If the patient is still not returned after the 2nd stage of the search, the National external search hyperlink will appear, this is the third and final search stage where SCI store will now search CHI 24 when clicked.

Users should never click the NEW button to register a patient for the first time without carrying out a few patient searches using different criteria as patients registered for the first time will be assigned a TJ number. This is a temporary number issued until patients are assigned a CHI number. Please note any information for patients registered with a TJ number on Trakcare WILL NOT feed into Clinical Portal therefore users should always ensure a thorough search is done to find the correct patient.

The user can edit the search criteria entered at any time by clicking on the Patient Find hyperlink on the bread crumb menu which is at the top left of the screen directly under the tabs.

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Once patient find has been clicked the user will be taken back to the patient search screen where the criteria can be changed i.e. if DOB and Gender were previously entered remove the DOB and add a surname.

Now click on Find again to repeat all the stages for the patient search using the updated criteria entered.

When multiple searches have been carried out and the patient has not been found users can click on the New button to register the patient for the first time.

Please note the patient will be registered with a TJ number if not found in patient search. All patients registered with a TJ must be highlighted to the relevant line manager.

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