DICOM may eventually help, but for now let's stop filling ny name. Here are two filing methods: So on our German company OCT the database files patients by name. We record the patient ID/hospital record number in a field in the database since that number is unique. The database permits multiple patients to have the same number. So,... you can have the following name situation: Mary Smith Marybeth Smith Mary Beth Smith Mary B Smith Mary B. Smith Mary Jones (after a change in marital status) ... it goes on and on... They ALL have the same ID number but they are different patients in the database. Studies cannot be compared since, even with the same number, they can have different names. Another system, created by an ophthalmic photographer, uses the ID as the primary database link, and if the number is previously used will display the name for verification, and if not used will ask for the name, etc. I vote for the latter method! Thank you, Marshall Marshall E. Tyler, CRA, FOPS via Verizon Android Phone ----- Reply message ----- From: m.elrod@xxxxxxxxxxxxxxxxx Date: Sun, Nov 13, 2011 11:43 am Subject: [optimal] Re: OIS To: <optimal@xxxxxxxxxxxxx> Cc: <optimal@xxxxxxxxxxxxx>, <optimal-bounce@xxxxxxxxxxxxx> Many of the reasons you continue to have problems with merging data is because most device manufactures do not follow a standard for how to capture and transmit data. The best method for doing this is DICOM. It is a standard that has been around for over 30 years in a radiology. By using DICOM you can have your Data Management system create a worklist. Think of this like a virtual waiting room. 1. The patient is checked in at the front desk and their information enters the waiting room. 2. The patient is called back into the exam lane. 3. The doctor orders a test for the patient. 4. The technician takes the patient to the acquisition device and queries the worklist. 5. The patients name is show on the worklist and the technician selects it . 6. This populates the patient demographic data into the machine without having to type in any information. 7. The technician acquires data and transmits it to the data management system. 8. The data management system displays the information in the exam lane. 9. The data management system sends a message to the EMR if there notifying the EMR that the order is complete. http://www.dcm4che.org/confluence/display/d2/A+Very+Basic+DICOM+Introduction This allows the patient information to be correct and consistent throughout the process. Not all data management systems are equally capable of handling the above process. I do know which ones are capable of doing this and which ones are not. Please contact me off list if you would like more information about this information. Carl Zeiss Meditec Inc. Enterprise Account Manager Data Management\FORUM 5160 Hacienda Drive Dublin, CA 94568 Michael Elrod Desk Phone: +1 925.557.4856 Cell Phone: +1 925.858.1762 Fax: +1 925.557.4652 mailto:m.elrod@xxxxxxxxxxxxxxxxx http://www.meditec.zeiss.com Ethan Priel <prieleye@xxxxxxxxxxxxxxxx> Sent by: optimal-bounce@xxxxxxxxxxxxx 11/12/2011 05:42 AM Please respond to optimal@xxxxxxxxxxxxx To optimal@xxxxxxxxxxxxx cc Subject [optimal] Re: OIS In order to obviate the omnipresent typos, mis-heard names, creative nick-names and Last-to-First name confusions, we did the following : We installed a barcode self-adhesive label printer at the reception desk so each chart has a barcode sticker with patient name on it. This sticker-with-barcode is what techs use to call and address patients, and each patient is asked his / her name when they enter the room ? we don?t say 'are you Mr. Rufus T. Firefly' but rather 'come in ? what is your name, Please ?' ? and this way we make sure the 'correct' patient is in the room. Once the Capture option in the Symphony program is activated, we scan the barcode on the patient's chart , which in turn brings up the patient's record from within Symphony ? where it has been entered at the time the patient was checked in etc. Works a treat, no mistakes. Feel free to call or write for details, Ethan From: optimal-bounce@xxxxxxxxxxxxx [mailto:optimal-bounce@xxxxxxxxxxxxx] On Behalf Of DANIEL SCHRODER Sent: 12 November, 2011 13:34 To: optimal@xxxxxxxxxxxxx Subject: [optimal] Re: OIS When we installed our symphony web and EMR software last october, we too had issues with Symphony web. The problem as it turns out is that our technicians and photographers cannot type. Each tech would type in patients name different, some with the middle initial, some without, or using nicknames or shortened names like Dan instead of Daniel. This is a huge problem when trying to combine databases. My advise is be sure you enter all of your patients the same way, no not use punctuation in the names like hyphens or Jr. Sr. unless there is another field for it. It is amazing how many typos there are in our data base, there were errors on almost 25% of our patients. With four offices and 8 machines, these errors are costly mistake. My advise tell your techs to slow down and enter the patient info correctly and your Symphony web will work much better. Daniel Schroder CRA From: debbiew@xxxxxxxxxxxxx To: optimal@xxxxxxxxxxxxx Subject: [optimal] Re: OIS Date: Fri, 11 Nov 2011 15:33:27 -0500 We installed Symphony Web in April and are still experiencing issues, partly with the merging of our Willow system and partly other issues. You can contact me directly off list if you have specific questions about our OIS install. Debbie Watson, BS, COA, CRA, OCT-C Director of Clinical Services Southern Vitreoretinal Associates, P.L. Tallahassee, FL 850-942-6700 debbiew@xxxxxxxxxxxxx From: optimal-bounce@xxxxxxxxxxxxx [mailto:optimal-bounce@xxxxxxxxxxxxx] On Behalf Of CPMC Ophthalmic Diagnostic Center Sent: Friday, November 11, 2011 3:14 PM To: optimal@xxxxxxxxxxxxx Subject: [optimal] Re: OIS I guess most of knew about Merge and the changing in staff. What is a little disconcerni