Articles in this section

See more

Client Registration Form

  • Updated

Background
Client Search
     If there is a match
     If there is no match (after a fulsome search)
     If there is more than 1 match
Client Registration Form
     Contact Section
Appendix: PHN Generation
Additional Resources

Background

Profile EMR and PARIS share client demographic data. When a client record is opened in the client registration form, the demographic information is pulled from PARIS. The Client Registration form can be used to update a client's demographics, alerts, and provider/POS information.

Instead of specific team referral, the Client Registration form auto-creates a generic Profile EMR referral that is pushed to PARIS.

 

Client Search

1. Click on Client Registration along the top bar

EMR-8209-Zendesk-ToolbarClientReg.png
2. The Client Search Form window will open

 You are given two separate search choices of Demographics or ID (you cannot combine them together)

EMR-8209-Zendesk-ClientSearchBlank.png

Search by Demographics - this will automatically search for the client’s preferred name, first name and alias name (to reduce the chance of duplicates). A minimum of 2 fields are required to search:

  • Enter a last name and or
  • Enter a first name and or
  • Enter a DOB
  • Other possible search option: first letter of last name and first letter of first name and date of birth

If needed, click on Searching Options drop down menu to enhance your search

  • Begins with (is the default)
  • Equals to (exact match)
  • Ends with (e.g. last name is St. Clair. Search Ends with Clair)
  • For additional searching information, hover over Hint or click Show Hint
  • Click Client Search to generate a list of potential matches
    EMR-8209-Zendesk-SearchByDemographics.png

Search by ID – this will automatically search for the client’s unique identifier.  A minimum of 1 field is required to search.  If choosing PHN, the province dropdown is also required:

  • Enter a PARIS ID or
  • Enter a PHN and province (drop down) or
  • Enter a File Num
  • For additional searching information, click Show Hint
  • Click Client Search to generate a list of potential matches
    EMR-8209-Zendesk-SearchByID.png

3.  EMR will generate a list of potential matches. 

If there is a match:

  • Single click on the correct client
  • Confirm the client’s identity (name, preferred name, alias, birthdate) and contact information (address, home/cell phone number)
  • Click Select Client
  • This will open the Client Registration Form and updates can be made to the demographics, alerts etc.
    5.png

Note: The Source column shows if there is an existing open EMR or PARIS Referral.  Either way, it does not change the above steps.

Note: When a client has a different Alias Names documented in PARIS, multiple rows with the same PARIS ID may appear in the results to ensure that the client can be found. Select either row, it is the same Client Record. Once the client has been selected and Source = EMR, only one row per PARIS ID will appear.

If there is no match (after a fulsome search):

  • Click New Client
  • This will open the Client Registration Form to complete their registration
    6.png

 Note: To do a fulsome search and reduce the risk of creating duplicate medical records:

  • Search with last name, first name
  • Search with last name or first name & DOB
  • Search with just initials of first and last name & DOB
  • Search using PHN if known
  • Try different spellings of the name and use the Search Options down-down menus (e.g. to find MacKay or McKay, change menu to Contains and search for Kay).

If there is more than 1 match 

If two rows display for the same client PHN and demographics (only differing in Source, one EMR and the other one PARIS), then select one of the results and follow the below steps below. A duplicate record will NOT be created. 

  • Click Select Client
  • This will open the Client Registration Form and updates can be made to the demographics, alerts etc.
  • Click Save and OK on the following window
  • Click Select Client in the Potential Client Matches window to merge the records

Note: Report to Data Quality if there are two matches with same source.

 

Client Registration Form

When either Select Client or New Client is chosen, the Client Registration form will open.  There are multiple information sections in the form that you can type into. *All blue fields are mandatory.

Sections:

  1. New Search – click if the incorrect client was selected
  2. Demographics - If an existing EMR or PARIS referral exists, demographics will auto populate. Confirm demographics with the client. If the client is new, enter their demographics.  Administrative Last Name and Administrative First Name are to be the first and last name that appears on their government issued ID.  Administrative Sex (previously called Gender) is the sex as it appears on the BC Services ID or other province ID that includes a PHN. Do not use a birth certificate
  3. Pronouns – tick all pronouns that the client would like to be referred by 
  4. Address – For existing clients, the address will auto-populate into the Client Registration Form and updates can be made. When entering information for new clients, enter the client's permanent address into the Client Registration Form. However, there are some exceptions:
      • The client is homeless: enter No Fixed Address for the street address and the city and postal code of the clinic where the client is being served
          • E.g. for clients in shelter: in the Problems List, add a new uncoded Administrative Problem, and in the free-text field write in the client’s temporary address and the date, e.g. Lookout Shelter (346 Alexander St) - May 2025 (see Appendix below Adding a Temporary Address for instructions). And if client has an Outreach Care Plan on their chart - entered into the Problems List via SHX100 (Treatment Plan) - add the client’s address under the Synopsis Tab along with the other Care Plan details
      • The address of the client is unknown: enter Unknown Address for the street address, and the city and postal code of the clinic where the client is being served
      • The client is an International Student: as International Students are usually in BC for 10 months or more, capture their temporary (BC) address for the street address while living in Canada.
      • The client is visiting BC: capture their actual (non-BC) home address. If a caregiver is being sent to their temporary (BC) address, then the temporary address can be captured where it is accessible to the caregiver, but not in the street address field. Involve your site leadership to make decisions around where to record address outside of the Client Registration form.
      • For Pseudonym Client Registration, the address is left blank
  5. Contact – type and use applicable tick boxes (see Contact Section)
  6. Create/Edit Alerts – Create or edit a Client Alerts by clicking the Create Edit Alerts button. (see Client Alerts)8.png
  7. Last and First Name to use - Enter what a client likes to be called (chosen or usual name- can be the preferred name that is listed in PARIS). This will display on the Yellow Bar in brackets. If a Names to Use are not entered, the Administrative Names will display in the Yellow Bar
  8. Update POS – click the Update POS button to enter the PC POS & MRP or Alt POS & For more information, see Help File: Update POS and Standard Operating Procedure to Add/Update POS
  9. External GP/NP – The External GP/NP will auto -populate from the Care Team if already entered. If not, it can be entered from the registration form by clicking the ellipse and searching for the External GP/NP’s Once selected and saved, it will auto-populate into the Care Team.  Follow the same steps to add a Referring Provider.
    9.png
  10. Next of Kin & Emergency Contacts – Next of Kin & Emergency Contacts information entered in Profile EMR does not import to or display in PARIS, and vice versa.  Clicking on Update Next of Kin & Emergency Contacts button will allow you to make changes. See Zendesk article for instructions on how to make changes:  Next of Kin
  11. Indigenous Self Identification - Asking all clients for this information is mandatory. It is voluntary for clients to provide this information. ISI information entered in Profile EMR does not flow to PARIS or vice versa. Information entered here is mapped to the standalone ISI form that is launched via ISI\ typing template. See Bulletin article: New Indigenous Self Identification Questions in Profile EMR
  12. Save – once all the information is updated in the Client Registration form and the Patient Alerts Form, click Save. The information will write back to the client’s PARIS record (excluding NOK and ISI).

Contact Section

A Consent to Contact statement is available by clicking on the hyperlinked Consent To Contact header within the Contact section of the Client Registration form. As per VCH Consent to Health Care Policy, it is mandatory to ensure the client understands the implications of sharing their contact information before they choose to provide it. This statement can be a useful script in facilitating this conversation. This text can be read to the client or printed.

ClientReg-ConsentToContact.png

If the client chooses to consent to contact via text, a valid phone number must be entered into the Cell Phone field. You will not be able to save until a valid cell phone is provided or the consent to contact via text is unchecked. Note: currently only Canadian phone numbers will be accepted. The area code can be enclosed by brackets, and dashes (-), periods (.), spaces ( ) can be used as optional group separators. Do not include the country code for out-of-province Cell Phones.

ClientReg-CellValidationHintText.png

If the Preferred Phone is not one of the four main phone types (home, cell, work, other), then the number and consent will display under the Preferred Phone Type label. You may edit the phone number which will also update PARIS.

Appendix: PHN Generation

For new clients without PHN (e.g., out-of-country client), a PHN gets generated when a client is registered with the minimum data set (Name, DOB, Gender, Address, Contact) in Profile EMR. These demographics have to be in proper format to not get rejected by the EMPI. When this information flows to PARIS, the data from the PARIS record gets pushed to EMPI and a PHN is generated for the new client. The PHN appears in one of the daily Data Quality reports and Data Quality team manually updates PARIS. To manually pull the PHN from PARIS to Profile EMR, click on PARIS Update button.

Appendix: Adding a Temporary Address

Shelter - Temp Address.jpg

Additional Resources

Streamlined Client Registration
e-learning: Profile EMR Client Reg Form
Gender Inclusion: Name, Gender Identity, Sex and Pronouns in Profile EMR
Update the Yellow Bar
LMC Minimum Data Set

Homeless Address Standards for Lower Mainland Consolidated

Unknown Address Standards for Lower Mainland Consolidated

Pseudonym Client Registration