data dictionary

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Moraine Park Technical College-Beaver *

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1

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Medicine

Date

Apr 3, 2024

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docx

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4

Uploaded by ChiefButterfly4198

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Memo To: Administration From: cc: Date: September 17, 20xx Re: Data dictionary Reviewing the data dictionary on the MPI database there are several recommendations I want to improve the data quality. There are benefits for capturing data accurately and completely such as patient medical records, billing accuracy, even addressing disparities in patient care. My recommendations are based on the UHDDS requirements for data collection. First section will focus on patient demographics: Patients MRN should be added to this dictionary database. The importance for the patient medical record number is a reference point as this is to be used for the patient’s medical record. A unique identifier should be assigned for each patient on every visit. This field will be on its own separate field and formatted as numeric with the system generating a unique number. The patient’s name field on the current dictionary data is incorrect format (FN, MI, LN). Correcting the format allows the user to search for the patient’s name using different methods if needed to ensure the patient doesn’t have a medical record within our organization. The name field will need to be separate, and format will be alpha with 25 characters long, except for the middle initial as this will be one character. Patient residence will have its own separate fields for address, city, state, and zip code. If the users search by address, they would be able to find all patients under this address as listed. The format will be alphanumeric with 25 characters long, but zip code will be nine characters long. Patient date of birth will be on one field in numeric format and eight to ten characters long. This should be on its own separate field and formation for date of birth will be MM/DD/YYYY, MM/DD/YY and MMDDYY. This format will help the user find the patient within in our system with any format used. The current data dictionary only has the format as numeric with six characters. This can limit the users search when finding the patient or creating a new (duplicate) patient medical record when we are unable to find the patient. Race should be on its own separate field but as a drop-down option. The current process is limited and incorrect because it has Hispanic listed as a race. Based on the US Census Hispanics are listed under the ethnicity and not under race. We should have
a drop-down option of White/Caucasian, Black/African American, Pacific Islander, Asian, American Indian, Other race. Correcting this process allows for the user to correctly select which option the patient identifies. Patient Ethnicity should be on its own field as drop-down list with three options: Latino/Hispanic Origin, Not Latino/Hispanic Origin, and Unknown. The user will be able to identify the patient when the patient indicates they are Latino/Hispanic origin with the correct identification for race listed above. The second section is patient admission and encounters: The admission and discharge dates are important for the facility because it indicates the type of admission the patient was given during their stay. For example, the dates can indicate if the patient was inpatient, observation, outpatient, or was given emergency services. Admission and discharge date should each be on its own separate field and format will be numeric with ten characters long for example MM/DD/YYYY. If these two fields are not properly captured accurately it will not provide the necessary information for insurances, medical coding, and even medical billing departments. Adding admission type in the database will accurately depict where the patient was and the type of encounter. For example, was this an elective, urgent, or emergency visit. The format should be in its own separate field along with format of alpha with 40 characters. The user can enter the information to provide how this patient admission was created once the patient arrives in the facility. Discharge disposition will have its own separate field and formatted as a numeric. Users can enter a number to indicate where the patient went after discharge. For example, 01- discharged to home or self-care. Service type should have a drop-down list of what type of services were provided for the patient. This drop-down list is efficient for the user so they can select from the list of services their patient was provided. For example, the user will select emergency services if the patient was seen in the emergency department. Applying the recommendations in the data dictionary will improve how as an organization we collect information from patients for accuracy and completion. We will be following compliance of UHDDS standards with their requirements of data collection. Below is an example of how the new data dictionary formation will look from the previous data dictionary. Data Dictionary Format Field Format Number of Characters Patient MRN Numeric Unlimited 2
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