Managing Duplicate Patient Records in HIMS: Nice HMS Innovative Solution

In hospital information systems (HIS) and electronic medical records (EMR) systems, especially in India, duplicate or multiple patient records are a common issue. Patients often visit hospitals or clinics without their previous health records, resulting in the accidental creation of multiple entries for the same individual. This presents significant challenges in managing both accounts and patient health data. Addressing this issue is a key requirement for NABH accreditation, especially in the NABH Digital Health Accreditation (DH) 1st Edition released on September 17, 2024.

Innovative Solution by Nice HMS

Nice HMS has developed an innovative solution to tackle this problem of duplicate patient records, while also integrating with the Ayushman Bharat Health Account (ABHA) framework, a core feature of NABH digital accreditation. The system's robust merging feature ensures that hospitals and clinics can effectively manage patient data and related financial accounts.

Key Aspects of the Solution:

1. Utilization of ABHA

   By using the ABHA (Ayushman Bharat Health Account), duplicate patient records can be significantly reduced. The integration of ABHA as a unique identifier means that patients who have registered with ABHA will automatically have their records linked, minimizing duplication. However, not all patients present an ABHA at their first visit, either because they don't have it or didn't bring their Aadhaar or connected mobile phone.

2. Merging Patient Records

For patients without an ABHA at the time of their initial visit, duplicate records may still be created. The Nice HMS merge feature allows hospitals to consolidate such records, even if no ABHA is present across the records being merged. This ensures the integrity of patient data and simplifies account management, especially for patients who accumulate outstanding balances over time. Whether or not ABHA is available, the system ensures seamless data consolidation, making it an essential tool for maintaining accurate patient records and managing financial accounts effectively.

3. Primary and Secondary UHID Assignment

   To facilitate the merging of records, Nice HMS assigns a primary UHID (Unique Hospital Identification) to the merged patient profile, with secondary UHIDs linked as part of the consolidation. If any of the duplicate patient records include an ABHA, that record will be set as the primary UHID for the merge.

4. Handling Multiple ABHA IDs

   Patients have the right to create multiple ABHA IDs for privacy or other personal reasons. However, since ABHA IDs must be unique within a patient's profile, Nice HMS allows only one ABHA ID per merged record. This ensures that the patient’s privacy preferences are respected, while also maintaining the accuracy and uniqueness of the merged health records.

Key Benefits:

Seamless Account and Health Data Management: The merge feature helps ensure that financial dues and patient records are consolidated, making it easier for healthcare providers to manage both clinical and billing data.
Improved Compliance: By addressing the issue of duplicate records and incorporating ABHA, Nice HMS meets the NABH Digital Health Accreditation standards, ensuring that hospitals and clinics are compliant with evolving healthcare regulations.
Future-Proof System: The system is designed to handle ongoing updates in patient information, including the addition of ABHA at any point, ensuring that patient records remain accurate and up-to-date.

Conclusion:

The merging of duplicate patient records is a critical feature for any hospital or clinic, and Nice HMS has developed a comprehensive solution that addresses this need effectively. By leveraging the ABHA framework and implementing flexible merging capabilities, Nice HMS ensures that hospitals can manage patient data and accounts efficiently, while remaining compliant with NABH digital health standards.