Unidentified Patients in Secure Messaging Inbox

Unidentified Patients are patients who have been sent to your HIE from another source. The patient message is classified as unidentified because the message does not include enough information to identify the patient and associate them to an existing patient record, or the patient could not be found in your HIE.

Help Topics on This Page

Are there Unidentified Patients in My Inbox?
Unidentified Patient - Link to Patient Record
Unidentified Patient - Create a Patient
Unidentified Patient - Create a Patient - Existing Patient Found
Unidentified Patient - Return to Sender

Are there Unidentified Patients in My Inbox? 

  1. Click Secure Messaging in the menu bar. Your Secure Messaging Inbox opens.
  2. If an Unidentified Patient message is in your Inbox, this red notice is displayed: 
    • "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."
  3. To search for Unidentified Patients in your inbox, expand the Filters and:
    • Enter Patient in the Patient Last Name field
    • Enter Unidentified in the Patient First Name field
    • Choose Direct in the Type listbox
  4. Click the Apply button to execute the query. Your inbox is refreshed and the search results are displayed.
  5. To view a message:
    • Option 1: Click the message Subject - the blue hyperlink with a paper icon in front of it:   message Subject. It is on the left side of the message row. The message opens. 
    • Option 2: Click the Actions dropdown on the right side of the message row. Choose  Open. The message opens.
  6. Now you can either link the message to a patient record or return the message to the sender:

Unidentified Patient - Link to Patient Record

  1. Read the message and determine if you are the intended recipient. If you are the intended recipient, you will need to link the Secure Message to a patient record.
  2. Click Link to Record (you may need to scroll down). The Create Patient window opens.
  3. Enter Patient Last Name and Date of Birth (mm/dd/yyyy). Select Gender. 
    • Tip: To find patients with matching demographics enter values in four or more fields. To find patients with similar demographics, enter values in the three required fields. 
  4. Click Search to execute the query.
  5. If patients with similar demographic data are found, the "View Patients with Similar Demographics" button will appear on the screen. Click the button. A table of patients with similar demographics is displayed. If  patients with similar demographic data are not found, see Create a Patient
  6. If the target patient is identified, click Select to link the message to the patient.
  7. On the Confirm Patient Selection screen click OK.
  8. You are returned to the Secure Message. The selected patient is now associated with the message. The message will no longer show up under the name Patient, Unidentified.

Unidentified Patient - Create a Patient

  1. If the patient is not found in the search results, click create a new patient. The Create/Edit Patient window opens.
  2. Enter/select values for the fields; required fields are designated by an asterisk. 
    • Important Note: Please ensure the data entered is correct. Patient demographic information cannot be changed after saving the patient reccord.
    • Tip: You must select a Country before selecting a State/Province.
  3. Click Save. Verification is performed against the patient repository to search for existing patient records. If no existing patient demographics matches are found, a window opens stating, "Patient successfully created." Click OK. Otherwise, see Existing Patient Found.
  4. On the Confirm Patient Selection screen click OK to link the Secure Message to the patient record that you just created.
  5. You are returned to the Secure Message. The new patient is now associated with the message. The message will no longer show up under the name Patient, Unidentified. 

Unidentified Patient - Create a Patient - Existing Patient Found

  1. When you create a new patient, verification is performed against the patient repository to search for existing patient records. If patient demographics matches are found, you are unable to create a new patient and will receive this message: 
    • "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."
  2. Click OK. You are returned to the Find Patient window within the Create Patient window. 
    • Confirm the patient information entered is correct. Enter different or additional patient demographics and click Search to retry your search. 
    • OR Click Select next to a patient match that was found. 
      • On the Confirm Patient Selection screen click OK to link the Secure Message to the patient record that was found. 
      • You are returned to the Secure Message.
      • The new patient is now associated with the message. The message will no longer show up under the name Patient, Unidentified.  

Unidentified Patient - Return to Sender

  1. Read the message and determine if you are the intended recipient. If you are not the intended recipient, you need to return the Secure Message to the sender.
  2. Click Return to Sender (you may need to scroll down). The Return to Sender screen opens with a pre-populated message.
  3. Review the message and enter any additional information.
  4. Click Send.
  5. The message is removed from all tabs in your Secure Messaging Inbox.
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