This is a subject-based system that captures and stores information based on a patients name or medical number. It is a data base that is used across a health care organization to maintain consistent, accurate and current demographic and essential medical data on the patient seen and managed within its various departments. It lists all the patients that have ever been treated in the institution, hospital or clinic. It serves as a foundation to all other patient related systems inclusive of both the clinical and administrative such as the medical records, billing and business decision support.
The system maintains a unique index or identifier for every patient that is registered in the health care organization. This ensures that the patient is only registered once and does not need to do it over and over again in their next visits. It uses the same registration data in all systems and also at the organizational level.
The determining index with which one can use can either be based on an exact match of the combination of the name, date of birth, social security number and sex or based on through the first four letters of the last name or other key identifiers
It is an efficient system which when well installed creates centralization among many departments. This increases the quality of services and improves on the care to the patient. Incase of a repository, a lifetime identifier that uniquely identifies one person is valuable information. It solves the problem where multiple systems across the organization gradually become inconsistent with respect to the patient’s most current data when the patient’s information changes and only one system is updated. It thus creates a link to all this other systems in a way that the when the changes are done in one department they will be viewed in all other department.
One of the benefits of this system is the fact that it reduces duplicity of records and shared identifiers.