Unidentified Patient Messages

Unidentified Patient messages are messages sent to your HIE from another source sending system. The messages do not include enough patient information to associate them to an existing patient record. The messages need to be linked to a patient record or returned to the sender.

Help Topics on This Page

Search Inbox for Unidentified Patient Messages
Unidentified Patient Message - Link to Record (version 4.5.0)
Unidentified Patient Message - Link to Record (version post-4.5.0)
Unidentified Patient Message - Return to Sender

Search Inbox for Unidentified Patient Messages 

Complete the following steps to search the Secure Messaging Inbox for Unidentified Patient messages:

  1. From the menu bar, select Secure MessagingThe Secure Messaging Inbox opens. The following message is displayed below the Filters if there are Unidentified Patient messages in the Inbox: "Messages contained within this tab for "Unidentified Patient" do not contain enough patient information to associate to an existing patient record. If you are not the intended recipient of this message, it is recommended that you open the message and return to sender.
  2. If filters are collapsed, select Filters to expand.
  3. If filters are applied, select Clear
  4. For Patient Last Name, enter Patient
  5. For Patient First Name, enter Unidentified.  
  6. From the Type list, select Direct.
  7. Select Apply. The system refreshes the Inbox and displays the search results.
  8. If you want to open a message, either select its Subject or select Actions > Open. The message opens.
  9. If you opened a message and want to link it to a patient record, select one of the following portal versions to see the applicable Link to Record Help. Portal version is in the upper-right corner of every Help page:
  10. If you opened a message and want to return it to the sender, click here for more information.

Unidentified Patient Message - Link to Record (version 4.5.0)

If you are the intended message recipient, complete the following steps to link the message to the appropriate patient record:

  1. Select Link to Record. The Find Patient dialog box opens within the Create Patient dialog box.
  2. Enter patient information according to the guidance in the Find Patient dialog box. 
  3. Select Search. The system performs patient verification against the patient repository to identify existing patient profiles that are similar to or match the patient information you entered.
  4. If the View Patients with Similar Demographics button is displayed, select it. Patient records with similar demographics are listed. Go to Step 6.
  5. If four or more demographics entered match existing patient profiles, the patient records are listed. Go to Step 6.  
  6. If the target patient record is listed, Select it to link the message to the patient. A confirmation message is displayed. Select OK. You return to the secure message. The message now is linked to the selected patient record.
  7. If you want to create a new patient (because the target patient is not listed in the Search results), select create a new patient. The Create/Edit Patient dialog box opens.
  8. Enter the patient's demographic information. Be sure the data entered is accurate. Patient demographic information cannot be changed after saving the patient record. Note: You must select Country to enable State/Province.
  9. Select Save. Verification is performed against the patient repository to search for existing patient records. If no matches are found, a Create Patient confirmation message is displayed (otherwise, go to Step 11). Select OK. The Confirm Patient Selection dialog box is displayed.
  10. Select OK. You return to the secure message. The message now is linked to the new patient record.
  11. If the demographics you entered match existing patient records, you cannot create a new patient. Select OK when the following message is displayed: "A patient with matching demographics already exists in the Health Information Exchange. Please select an existing patient or revise the patient demographics to create a new patient." You return to the Find Patient dialog box within the Create Patient dialog box.  
  12. If you want to select the matching patient record found, go to Step 6. 
  13. If you want to view patients with similar demographics, go to Step 4.
  14. If you want to retry your search, select Clear and go to Step 2.

Unidentified Patient Message - Link to Record (version post-4.5.0)

If you are the intended message recipient, complete the following steps to link the message to the appropriate patient record:

  1. Select Link to Record. The patient search dialog box opens. Patient Archive is the default Search Mode.
  2. If you are authorized and want to perform a Global Search, select Global. 
  3. Enter patient information according to the guidance in the patient search dialog box. 
  4. Select Search. The system performs patient verification against the patient repository to identify existing patient profiles that are similar to or match the patient information you entered.
  5. If zero (0) patients are found, go to Step 7.
  6. If you want to associate the message to one of the patients listed (demographics are similar to or match what you entered), then Select the patient record (otherwise, go to Step 7). The Confirm Patient Selection dialog box is displayed. Select OK. You return to the secure message. The message now is linked to the selected patient record.
  7. Select Create Patient. The Create Patient dialog box opens.
  8. Enter the patient's demographic information following the guidance in the dialog box.
    • The following patient demographics are required or conditionally required:
      • First Name (required)
      • Last Name (required)
      • DOB (date of birth) (required)
      • Gender (required)
      • Either SSN, Phone Number, or Zip Code (one is required)
    • You must select Country to enable State/Province
  9. Select Save.
    • If no exact or similar patient record matches are found, the Save Successful confirmation message is displayed. Select OK.
    • If three or more of the required demographics you entered match an existing patient record, the Create Patient dialog box opens and the system displays the patient records found with similar demographics. You can either Select a patient with similar demographics, go Back to the Create Patient dialog box where you entered demographics, Cancel the Create Patient process, or Continue Save to Create Patient. If you Continue Save, the Save Successful confirmation message is displayed. Select OK.
    • If the five required demographics you entered match an existing patient record, the Create Patient dialog box opens and the system displays the matching existing patient record. You cannot create a patient. You can either Select the existing patient, go Back to the Create Patient dialog box where you entered demographics, or Cancel the Create Patient process. 
    • If three or more of the required demographics you entered match an existing patient record and five of them match an existing patient record, you can either Select the existing patient or one with similar demographics, go Back to the Create Patient dialog box where you entered demographics, or Cancel the Create Patient process.
  10. When you exit the Create Patient feature, if you created a new patient record or selected an existing match or similar patient, you return to the patient search dialog box and the record is listed. Select the patient record. The Confirm Patient Selection dialog box is displayed. Select OK. You return to the secure message. The message now is linked to the selected patient record.

Unidentified Patient Message - Return to Sender

If you are not the intended message recipient, complete the following steps to notify the sender:

  1. Select Return to Sender. The Return to Sender page is displayed and contains a default Message. Edit the message as necessary.
  2. Select Send. The message is removed from your Secure Messaging Inbox.
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