Process Applications is limited to the PHR Registrar. Processing the patient’s PHR will allow patients to view their IHS Medical Record. Patients must verify their identity before the PHR Registrar can process their PHR application (See Section 6.2).
Note: The patient does not have to be a patient at your SU/FA process a patient’s PHR Application; however, the patient’s Indian Health System SU/FA must have on-boarded with the IHS MPI and HIE.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
To process the patient’s PHR application to use the PHR, follow these steps:
1. Login to the PHR Administrator Web Portal application as the PHR Registrar as defined in Section 2.0.
2. Click the Process Application tab.
Figure 6-9: Welcome to your Personal Health Record (PHR) page - PHR Registrar view.
3. Search for the patient’s account to process the application in the Search for Patient Records pane by entering one or more of the following on the Process Application page:
• Date of Birth
• PHR Username
• First Name
• Zip/Postal Code
• HRN
• Last Name
• Middle Name
• Gender
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Note: Gender requires one or more of the other demographic fields entered. The asterisk (*) symbol can be used as a wildcard to replace zero or more characters in the word.
For example, to search for accounts with a last name that begins with “Demo” type “Demo*” in the last name box.
The search results will display every PHR registered account that begins with Demo, such as Demo, Demos, Demotest, Demouser, demoprovider, and etc. However, using the asterisk (*) symbol or the PHR Username only will not return any Indian Health System medical records from the Master Patient Index (MPI). The more
demographic data entered in the Search for Patient Records pane, the results will match the patient’s demographic information better.
Figure 6-10: Process Application - Search for Patient Records pane
4. Click Search to return the matching results or click Clear to clear the search fields.
Figure 6-11: Process Application - Search and Clear Buttons.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
5. The search results will be displayed below the Search for Patient Records pane in the Search Results pane with the PHR Account search results on the left side of the page and the Indian Health System Medical Record search results on the right side of the page.
If the search results do not return a PHR Account for the patient, verify the patient registered to use the PHR as described in Section 6.1. If the patient registered to use the PHR, repeat steps 3 and 4 entering only the PHR Username. Verify the patient’s information and repeat steps 3 and 4 by entering as many fields as possible without the PHR Username to narrow the search results.
Note: To shorten the list, narrow the search results by entering more specific information in the search fields. Click on any column header to sort that column in ascending order. Click the column header again to sort that column in descending order.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Figure 6-12: Process Application - Search results for Last Name: Demo
Note: You cannot link a patient’s PHR account to multiple Indian Health System Medical Records or multiple PHR accounts to one Indian Health System Medical Record. For PHR applications that have already been processed, a chain link icon will appear next to the patient’s name in the Search Results pane for both the PHR Account and Indian Health System Medical Record.
To view account details of the search results, do one of the following:
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
• Double click the PHR Account to view the details of the PHR account’s demographic information.
Click the X in the upper right hand corner of the PHR Account Detail window to close the window.
Figure 6-13: Process Application - Search Results: PHR Account Detail window.
• Double click the Indian Health System Medical Record to view the details of the medical record’s demographic information.
Click the X in the upper right hand corner of the Indian Health System Medical Record Detail window to close the window.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Figure 6-14: Process Application - Search Results: Indian Health System Medical Record Detail window.
6. (Optional) Sort or modify the search results in the Search Results pane (see Section 2.3)
7. Click the PHR Account record that you are processing.
8. Click the matching Indian Health System Medical Record for the application that you are processing and click CompareRecords.
To cancel process application, click Cancel and click OK on the Are you sure you want to cancel popup message to return to the Process Application page.
Note: If you cannot locate a matching Indian Health System Medical Record, you must stop processing the patient’s application. If the patient’s record belongs to your facility, verify the patient’s RPMS health record is active. If the patient’s record does not belong to your facility, ask the patient to visit their primary Indian Health System
healthcare facility to have their PHR application processed.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Figure 6-15: Process Application - Search Results: Patient Selection and CompareRecords button enabled.
9. Compare and confirm that the PHR account and Indian Health System Medical Record match.
Figure 6-16: Process Application - Compare and Confirm Match page
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
If the records do not match, do one of the following:
• Click BackToSearchResults to return to the Process Application page and repeat your search.
• Click Cancel to return to the Process Application page.
If the records match complete the following:
• Select one of the following from the Type of Person Verified dropdown menu.
– Patient
– Parent of Patient – Guardian of Patient – Patient Representative
• Select one of the following from the Verification Method dropdown menu.
– Registrar Knowledge
– Other Identification Card
• Click Link to link the patient’s PHR Account to their Indian Health System Medical Record.
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Figure 6-17: Process Application - Compare and Confirm Match page with the Link button enabled.
To complete the linking of the records, do the following:
• Click Yes on the Confirm Link popup message and click OK on the Link Complete popup message.
• To cancel the linking of the records, click No to return to the Compare and Confirm Match page.
Figure 6-18: Process Application - Link Records: Confirm Link Popup Message
Personal Health Record Web Portal Administrator Manual Process PHR Patient Applications April 2015
Figure 6-19: Process Application - Link Records: Link Complete Popup Message
PHR accounts cannot be linked to more than one IHS medical record. If a PHR account is already linked to an IHS medical record, the PHR Registrar will see the following message when comparing records. In this use case, you can only do one of the following:
• Click BackToSearchResults to return to the Process Application page and repeat your search.
• Click Cancel to return to the Process Application page.
Figure 6-20: The Selected PHR Account is already linked to another IHS Medical Record Warning Message