Gender Inclusion: Name, Gender Identity, Sex and Pronouns in Profile EMR – Profile EMR User Help

Background

Health outcomes are significantly worse for gender-diverse people and our electronic health record systems contribute to this. As part of gender inclusion work, Profile EMR has updated the name, gender identity, sex and pronoun fields to be more inclusive and gender affirming. In collaboration with experts from various health programs and from Health Information Management, the first phase of changes in Profile EMR is complete. The following will map to our partner systems (PAIRS, Procura and the Ministry of Health Master Patient Index - EMPI) client's administrative first and last name, date of birth, administrative sex and demographic information. Currently pronouns and gender identity are not sent to PARIS, Porcura, CareConnect or EMPI). Check with your program's practice leads for support in providing transgender cultural safety.

For more information, see Appendix 1.

Gender Inclusion Changes in the Client Registration Form

Summary of changes in the Client Registration Form:

Administrative Last Name & Administrative First Name fields to enter the client's name based on their government issued ID
Last Name to Use & First Name to Use fields (previously called Preferred First Name) to enter the client's chosen or usual name
Administrative Sex (previously called Gender) has a new drop-down menu value "X" to use as an option for clients who do not identify as a female or male
Hover tips provide additional registration information
Pronouns have an expanded list and multiple values can be selected
Gender Identity section has been removed and is now located in the Medical Record

Hover Tip Content:

Administrative Names - "Name as it appears on BC Services ID or other province ID than includes PHN. Don't use birth certificate"
Names to Use - "Chosen or usual name ('Preferred' name in PARIS)"
Administrative Sex - "Sex as it appears on BC Services ID or other province ID that includes PHN. Don't use birth certificate"
Pronouns - "Confirm pronouns routinely (may change over time) - avoid assumptions based on sex or gender identity"

For more information on Client Registration Form functionality, refer to the applicable help file:

Client Registration Form or BCCDC-CPS Client Registration Form

Gender Inclusion Changes on the Yellow Bar

Summary of changes on the Yellow Bar:

Names to Use entered and saved in the Client Registration Form will display on the Yellow Bar while the Administrative Names will display below it
If the Names to Use are not entered, the Administrative Names will display in the Yellow Bar
Administrative Sex (previously called Gender) will no longer display on the Yellow Bar
Enter or update Pronouns on the Yellow Bar (click pencil icon)
Pronouns will display under the client's name in the Yellow Bar
If Pronouns have not been entered, a message will display under the client's name “Ask client for pronouns”

Names to Use and Pronouns appear on the Yellow Bar and Administrative Names below:

Enter Pronouns from the Yellow Bar by clicking the pencil icon, then complete the pop-up form and click Save :

Gender Identity Entry and Display Changes (clinician only)

Summary of changes for Gender Identity entry and display:

Gender Identity is now entered and updated only within a New Encounter
By clicking the new Gender Identity icon, a pop-up form is generated and you can choose from the expanded list
When the form is saved, it will copy the entry to a New Encounter and title it "Gender Identity"
The entry will also appear in the new Gender Identity window at the top of the screen where it is viewable from anywhere in the Medical Record

Hover Tip Content:

Gender Identity - "Gender Identity values are updated when the medical record is refreshed. Close the record and open it again to see updates"

Client Search using the Administrative Names or the Names to Use

When searching for a client using the Client Search Form (via Client Registration icon) or the EMR client search function, you can do so by searching for either the Administrative Names or the Names to Use.

Search via the Client Search Form (via Client Registration icon):